TOWNSHIP OF LAURENTIAN VALLEY
COUNCIL IN COMMITTEE MEETING TUESDAY, FEBRUARY 3, 2015 - 5:30 PM
1. CALL TO ORDER
2. APPROVAL OF AGENDA
3. DISCLOSURE OF PECUNIARY INTEREST
4. DELEGATIONS a) Highway 41 Speed Limit Reduction (Richardson Crescent to Highway 17)– Councillor Keith Watt
5. PLANNING & ECONOMIC DEVELOPMENT SERVICES
A. PUBLIC MEETING UNDER THE PLANNING ACT a) Report/Motion – Zoning By-law Amendment Application Z2015-01 Page 3 - 12 (Mackay)
B. BUSINESS
C. INFORMATION a) Update on OMB Hearing for Z2014-08 (Forest Lea Road Page 13 - 14 Recreation Facility-Blair)
b) Report - Building Department Summary for Council - 2014 Page 15 - 17
D. SUB COMMITTEES a) Pembroke & Area Airport
b) Upper Ottawa Valley Physician Recruitment
c) Emergency Management Program Committee
6. CORPORATE SERVICES
A. BUSINESS a) Report/Motion – Library Board Member Appointment Page 18 - 25
b) Report/Motion – Motor Vehicle Fire Insurance Claims Page 26 - 31
c) Report/Motion - Laurentian Valley Outstanding Youth Award Page 32 - 37
d) By-law - Remuneration to Employees Page 38 - 41
B. INFORMATION a) Town of Petawawa & City of Pembroke Letters – Highway 17 Page 42 - 43 Expansion
C. SUB COMMITTEES a) Laurentian Valley Fire Department Report
b) Festival Hall
c) Pembroke Public Library
d) Renfrew County Veterinary – Minutes of January 5, 2015 Page 44 - 49
7. PUBLIC WORKS, PROPERTY & PROTECTION
A. BUSINESS a) Motion – Water System Endorsement of Council & Staff Page 50 - 51
b) Report/Motion - 2014 Management Review Report Page 52 - 54
c) Report – Corrective Actions Report Page 55 - 60
d) Report - 4th Quarterly Water Report Page 61 - 62
B. INFORMATION a) Renfrew Agricultural Water Quality Leadership Group – Meeting Page 63 Information
C. SUB COMMITTEES a) Laurentian Valley Policing - Minutes of January 21, 2015 Page 64 - 65
b) Ottawa Valley Waste Recovery Centre
c) Upper Ottawa Valley CPAC
8. PUBLIC SERVICES & PROGRAMS
A. BUSINESS
B. INFORMATION
C. SUB COMMITTEES a) Friends of the Disabled
b) Shady Nook Recreation Association
c) Alice and Fraser Recreation Association
d) Forest Lea Park Association
e) Pleasant View Park Recreation Association
f) Stafford Park Recreation Association
9. REEVE'S REPORT
10. IN CAMERA a) A proposed or pending acquisition or disposal of land by the municipality or local board (s239(2)(c))
11. RETURN TO OPEN SESSION AND REPORT ON IN CAMERA SESSION
12. ADJOURNMENT
TOWNSHIP OF LAURENTIAN VALLEY
PLANNING & ECONOMIC DEVELOPMENT COMMITTEE AND COUNCIL
TO: Reeve Robinson, Chair of Planning & Economic Development Committee; Mayor Bennett and Members of Committee/Council FROM: Lauree J. Armstrong, MCIP, RPP, Township Planner
CC: Dean Sauriol, CAO/Clerk
DATE: January 29, 2015
RE: Application for Zoning By-law Amendment File No. Z 2015 01 – Mackay
SUBJECT: Planning Memorandum No. 1
RECOMMENDATION: That the Planning & Economic Development Committee recommend that Council approve Application for Zoning By-law Amendment File No. Z- 2015-01 - Mackay and forward By-law No. 2015-02-006 to the By-law portion of the February 17, 2015, Council Meeting for passing.
BACKGROUND: Location of Property: Achray Road, Part 1 on Plan 49R-18359, within Part Lot 22, Concession 16, geographic Township of Alice
Roll Number: Currently shown as part of the larger 4766-074-065-09900 which lot was severed from. New roll number still to be assigned by MPAC as new lot was only recently registered at the Registry Office.
Property Owner(s): Donna Hope Mackay OP Designation: Rural Existing Zoning: Rural (RU) in Comprehensive Zoning By-law No. 08-04-391 of the Township of Laurentian Valley
Proposed Zoning: Residential Two-Exception Nine (R2-E9) Existing Land Use: Vacant Lands Proposed Land Use: Semi-detached residential dwelling
Servicing: Private Individual Wells and Septic Systems Access: Achray Road
COMMENTS: The purpose of this report is to provide Council with updated background information and a staff recommendation on an Application for Zoning By-law Amendment Z 2015 01 filed by Donna Hope Mackay, the property owner of the subject property.
Page 1 of 3
PLANNING & ECONOMIC DEVELOPMENT COMMITTEE AND COUNCIL RE: Application for Zoning By-law Amendment File No. Z 2015 01 – Mackay
SUBJECT: Planning Memorandum No. 1
Nature and Extent of Proposed Rezoning The purpose of the amendment is to permit the construction of a semi-detached dwelling on the subject property. The subject lands are the severed lot recently created by Consent Application B56/13. The lands affected by the Amendment are Part 1 on Plan 49R-18359, within Part Lot 22, Concession 16, geographic Township of Alice, in the Township of Laurentian Valley. A copy of a Key Map showing the location of the property, as well as a copy of an air photo of the subject lands, are attached to this Report for reference purposes.
The subject lands are designated Rural in the Official Plan which permits low density residential uses.
The effect of the amendment is to rezone the subject lands from “Rural (RU)” to “Residential Two-Exception Nine (R2-E9)” to permit a semi-detached dwelling and establish a minimum lot area for the building on well and septic system of 7240 square metres (4.3 acres) and a minimum lot frontage of 54.86 metres (180 feet). The provisions of the R2 zone would also continue to allow for the use of the property for a single detached dwelling, should plans change and a semi-detached not be constructed by the current or future owner of the lot. The zoning would permit the dwelling to be any style of two unit dwelling and not just the semi-detached style currently proposed, in order to provide some flexibility in styles.
For clarification purposes, a semi-detached dwelling is a building containing two separate dwelling units where the individual units are separated from each other vertically so that they are side by side. They can have more than one storey or be bungalow style. A duplex is a two unit residential building where the two individual residential units are divided from each other horizontally, ie. one unit would be all of the first floor and the second unit would be all of the second floor. Each unit would have an independent entrance either from outside or a common vestibule.
It is Staff’s understanding that the owner is proposing to construct a bungalow style semi- detached dwelling. A typical plan of what the building may look like was provided by the owner with the application and is attached to this report for reference purposes.
As the lot is comprised of approximately 7240 square metres (4.3 acres), it is large enough to accommodate wells and septic systems. No severance of the semi-detached is proposed at this time. The zoning provisions are proposed to recognize that the minimum lot size for the building containing the two units is the size of the subject lot, to provide additional protection in the event that one well and septic system are installed for both units. Any proposal for a future severance would have to comply with the policies in place at the time of filing and would require an amendment to the Zoning By-law.
The proposed amendment complies with the policies of the Official Plan of the Township of Laurentian Valley and will not contravene the provisions of the Provincial Policy Statement (PPS).
Comments from the Public or Agencies At the time of writing of this report agency comments had been received from the Ministry of Transportation (MTO), who were required to be circulated as the subject lands are within close proximity to Provincial Highway 17. A copy of correspondence of January 27, 2015 from Lloyd Pacheco, Corridor Management Planner, Eastern Region MTO is attached for reference
Page 2 of 3
PLANNING & ECONOMIC DEVELOPMENT COMMITTEE AND COUNCIL RE: Application for Zoning By-law Amendment File No. Z 2015 01 – Mackay
SUBJECT: Planning Memorandum No. 1
purposes. While the Ministry is prepared to endorse the application for zoning by-law amendment, in their letter they indicate that the applicant should be made aware of the long range plans to widen the highway and that there is the potential for noise impacts. MTO further advises that “MTO will not be responsible for any impact, inclusive of noise and vehicle light impact that the highway may have on these properties and that the MTO will not construct any works to abate those impacts. It will be the responsibility of the developer of the building lot to ensure that noise levels are consistent with the provincial objectives, and if necessary, that adequate noise control measures are applied.” A copy of the letter has also been provided to the property owner.
SUMMARY
Staff recommends approval of Application for Zoning By-law Amendment File No. Z 2015 01 and that the Committee recommend that Council pass the proposed amending By-law No. 2015-02-006 as presented. A draft of the proposed By-law is attached to this Report.
PEOPLE CONSULTED
Claus Trost, CBCO
FINANCIAL IMPLICATIONS
N/A
ATTACHMENTS: 1. Key Map 2. Air Photo of Property and surrounding area 3. Sketch of typical semi-detached provided with Application 4. Copy of January 27, 2015 Letter from Lloyd Pacheco, Corridor Management Planner, Eastern Region MTO 5. Proposed By-law 2015-02-006
Respectfully Submitted Township of Laurentian Valley
“ORIGINAL SIGNED BY”
Lauree J. Armstrong, MCIP, RPP Township Planner
Page 3 of 3
Approximate Location of Lot relative to Provincial Legend Utility Line Highway 17 Hydro Line 2015-01-29 11:56:15 AM Natural Gas Pipeline Submerged Communication Line
Submerged Hydro Line
Unknown Pipeline
Unknown Transmission Line Roads County
Provincial Highway
Municipal Maintained
Municipal Seasonal
Private
Crown
Off-Ramp
On-Ramp
Quebec Lots & Concessions Labels Property Parcels Image Red: Band_1
Green: Band_2
Blue: Band_3
Depending on the number of layers visible not all may be shown in the legend.
Notes
Location of Subject Lands for Z2015-01 Part 1, Plan 49R-18359 Part Lot 22, Con 16, geog Twp of Alice Township of Laurentian Valley
This map is illustrative only. Do not rely on it as being a precise indicator of 166.7 0 83.37 166.7Meters With Data supplied under Licence by Members of the Ontario Geospatial Data routes, locations of features, nor as a Exchange County of Renfrew, Ontario Ministry of Natural Resources, guide to navigation. The County of Pembroke, Ontario Ministry of Northern Development, Mines and Forestry Renfrew shall not be liable in any way for NAD83_CSRS98_UTM_zone_18N the use of, or reliance upon, this map or © Queen's Printer for Ontario 1: 3,282 any information on this map. This map was produced automatically by the County of Renfrew Mapping Website
Ministry of Transportation Ministère des Transports
Corridor Management Section Section de gestion des couloirs routiers 1355 John Counter Boulevard 1355, boulevard John Counter Postal Bag 4000 CP/Service de sacs 4000 Kingston, Ontario K7L 5A3 Kingston (Ontario) K7L 5A3 Tel.: 613 545-4744 Tél. : 6 Tél.: 613 544-2220 Fax: 613-540-5106 Téléc. 613 540-5106 [email protected] Kings Kings
January 27, 2015
The Corporation of the Township of Laurentian Valley 460 Witt Road, Pembroke ON K8A 6W5
Attention: Lauree J. Armstrong, MCIP, RPP, Planner Township of Laurentian Valley
Ms. Armstrong
Re: Zoning By-Law Amendment (Application File No. Z2015-01) Part 1 on Plan 49R-18359, within Part Lot 22, Concession 16, Geographic Township of Alice, Township of Laurentian Valley
The above referenced re-zoning has been reviewed and the following comments are provided for your consideration.
It is our understanding that the amendment is to permit the construction of a semi-detached dwelling on the subject property and the property is currently zoned Rural (RU) and the proposal is to re-zone it to Rural Two-Exception Nine (R2-E9).
MTO is prepared to endorse the re-zoning of the subject property, to permit the construction of a semi-detached dwelling.
The applicant should be made aware that Highway 17, adjacent to the subject properties, has been designated as a “Class 1 – Freeway” and that long range plans are to widen the existing highway to a four lane divided facility. Given the close proximity of the proposed severed lots to the future freeway there is a potential for noise impacts. It should be understood that the MTO will not be responsible for any impact, inclusive of noise and vehicle light impact that the highway may have on these properties and that the MTO will not construct any works to abate those impacts. It will be the responsibility of the developer of the building lot to ensure that noise levels are consistent with provincial objectives, and if necessary, that adequate noise control measures are applied.
Although the following is not to be seen as a condition of severance, please note that, under the authority of the Public Transportation and Highway Improvement Act R.S.O. 1990, the Ministry through the issuance of permits controls all land use within 45 meters (150 feet) of the ministry’s property limit, as such, future severance of the property lot, if within those limits, will require an MTO Building and Land Use Permit. -2 -
I thank you for the opportunity to provide comment.
Lloyd Pacheco Corridor Management Planner Eastern Region, MTO cc: Barry Yandt, Port Hope Office bcc: Corridor
THE CORPORATION OF THE TOWNSHIP OF LAURENTIAN VALLEY
BY-LAW NUMBER 2015-02-006 ______
A By-Law to Amend Comprehensive Zoning By-law No. 08-04-391 of the Township of Laurentian Valley.
PURSUANT TO SECTION 34 OF THE PLANNING ACT, R.S.O. 1990, c.P.13, AS AMENDED, THE TOWNSHIP OF LAURENTIAN VALLEY HEREBY ENACTS AS FOLLOWS:
1. That By-Law Number 08-04-391 is hereby amended as follows:
(a) By amending Section 6.3 by adding a new subsection immediately following subsection 6.3 h) Residential Two-Exception Eight (R2-E8) Zone as follows:
“i) Residential Two-Exception Nine (R2-E9) Zone Notwithstanding any other provisions of this By-law to the contrary, for the lands zoned Residential Two-Exception Nine (R2-E9) on Achray Road, being Part 1, Plan 49R-18359, within Part Lot 22, Concession 16, geographic Township of Alice, a duplex, semi-detached, or two unit dwelling shall only be permitted subject to the following provisions:
(i) Lot Area (minimum) For duplex, semi-detached, two unit dwelling on well and septic system 4070 square metres;
(ii) Lot Frontage (minimum) 54.86 metres; and
(iii) All other applicable provisions of the Residential Two (R2) zone shall also apply to lands zoned Residential Two-Exception Nine (R2-E9).”
(b) Schedule ‘A-1’ to By-Law Number 08-04-391, as amended is further amended by rezoning lands on Achray Road, being Part 1, Plan 49R-18359, within Part Lot 22, Concession 16, geographic Township of Alice, from Rural (RU)” to “Residential Two-Exception Nine (R2-E9)”; as shown on Schedule “A” attached hereto and forming part of this By-law.
2. THAT save as aforesaid all other provisions of Comprehensive Zoning By-law 08- 04-391, shall be complied with.
3. This by-law shall come into force and take effect on the day of final passing thereof.
READ A FIRST AND SECOND TIME THIS 17TH DAY OF FEBRUARY, 2015.
READ A THIRD TIME AND PASSED THIS 17TH DAY OF FEBRUARY, 2015.
______Steve Bennett, Mayor Dean Sauriol, CAO/Clerk
TOWNSHIP OF LAURENTIAN VALLEY
PLANNING & ECONOMIC DEVELOPMENT COMMITTEE AND COUNCIL
TO: Reeve Robinson, Chair of Planning & Economic Development Committee; Mayor Bennett and Members of Committee/Council FROM: Lauree J. Armstrong, MCIP, RPP, Township Planner
CC: Dean Sauriol, CAO/Clerk
DATE: January 30, 2015
RE: Application for Zoning By-law Amendment File No. Z 2014 08 – Forest Lea Road Recreation Facility (Blair) SUBJECT: Planning Memorandum No. 2 – Update on OMB Appeal for OMB File No./Case No. PL141019
BACKGROUND:
Location of Property: Forest Lea Road, in Part Lot 27, Concession 14, geographic Township of Alice
Roll Number: 47-66-074-065-04200 Property Owner(s): ELLE B INC. Applicant: Lindsay Blair, O/A ELLE B INC. OP Designation: Rural and Environmental Protection
Existing Zoning: Rural (RU) and Environmental Protection (EP) in Comprehensive Zoning By-law No. 08-04-391 of the Township of Laurentian Valley
Proposed Zoning: Recreation Commercial-Exception Two-holding (RC-E2-h) and Environmental Protection (EP)
Existing Land Use: Farmland without buildings, subject to easements for the TransCanada PipeLine and Hydro
Proposed Land Use: Multi-use recreation and fitness training facility and business and professional offices
Servicing: Individual Private Well and Septic System Access: Forest Lea Road (County Road No. 42)
COMMENTS: The purpose of this report is to provide the Committee/Council with a brief update on the OMB process being followed for the above noted Application for Zoning By-law Amendment.
Page 1 of 2
PLANNING & ECONOMIC DEVELOPMENT COMMITTEE AND COUNCIL RE: Application for Zoning By-law Amendment File No. 2014 08 – Forest Lea Road Recreation Facility (Blair) SUBJECT: Planning Memorandum No. 2 – Update on OMB Appeal for OMB File No./Case No. PL141019
The OMB Appeal filed by Kathryn Despaties of Council’s decision to pass By-law 2014-08-041, was heard before the Ontario Municipal Board (OMB), on Wednesday January 28, 2015, in the Township Council Chambers. The By-law was passed by Council on August 19, 2014, in support of Zoning By-law Amendment Application File No. Z 2014 08 filed by Lindsay Blair for a multi-use recreational facility and development on lands located on Forest Lea Road. The presiding OMB Chair was Board Member Karen Kraft Sloan. The hearing was a full day hearing. Ms. Sloan did not issue an oral decision. Ms. Sloan advised that the Board had a full schedule in the next five weeks and that she would try to issue a written decision as soon as possible.
At this time there is no indication as to whether the outcome will be favourable to the Township. For the Committee’s information, should a favourable decision be issued that supports Council’s passing of the By-law, the next stage in the process would be for the applicant, Lindsay Blair to file a formal application for site plan approval with the Township.
It is likely that the earliest that we could expect a decision would be the beginning of March. As soon as the decision is issued, a copy will be circulated to Council.
PEOPLE CONSULTED
N/A
FINANCIAL IMPLICATIONS
N/A
ATTACHMENTS: None
Respectfully Submitted Township of Laurentian Valley
“ORIGINAL SIGNED BY”
Lauree J. Armstrong, MCIP, RPP Township Planner
Page 2 of 2
----- Township ofLaurentian Valley 460 Witt Road RR #4 Pembroke, Ontario, K8A 6W5 Phone:(613)735-6291 Fax:(613)735-5820 from the desk ofClaus Trost CBCO CPSO BCIN 10010 www.laurentianvalleytwsp. on. ca
January 14, 2015
Building Department Summary for Council
Please find attached the Building Permit statistics for 2014;
In 2014 we issued 152 Building Permits with an estimated value of $8,125,000.00
This was a further drop in building activity from 201 3, but similar to 201 1. In 2014 there were only 12 permits issued for new single family dwellings, this is the fewest housing starts we have had in our history, and according to builders it appears to be caused by a lack of lots to develop in Laurentian Valley and a slowing housing market in the area. Miscellaneous renovation and addition activity was normal, and the average number of garages were constructed in 2014. Swimming pools were down more than 50% of the average, probably due to the cooler summer we experienced.
Commercial development was normal, with the addition at Laurentian Square and the expansion ofM&R Feeds in Micksburg. Agricultural permits were up, one dairy barn addition and several storage structures were constructed.
The department also found and processed 15 construction projects that were started without obtaining Building Permits.
If you have any questions or concerns, please call or write.
Sincerely,
Claus Trost CBCO Chief Building Official Laurentian Valley Building Statistics 2014 Claus Trost
2014 Total 2014 Total January February March April May June July August September October November December Dollars Permits Residential New SFD $ 300,000.00 $ 300,000.00 $ 886,000.00 $ 400,000.00 $ 200,000.00 $ 1,180,000.00 $ 0.00 $ 0.00 $ 350,000.00 $ 0.00 $ 0.00 $ 0.00 $ 3,616,000.00 # Permits 1 1 3 1 1 4 0 0 1 0 0 0 12 Misc, renos $ 38,000.00 $ 2,000.00 $ 12,000.00 $ 19,100.00 $ 123,100.00 $ 55,400.00 $ 65,000.00 $ 82,500.00 $ 118,700.00 $ 45,000.00 $ 46,000.00 $ 59,000.00 $ 665,800.00 # Permits 2 1 2 2 14 11 10 9 7 6 5 8 77 Garages $ 30,000.00 $ 15,000.00 $ 39,500.00 $ 86,500.00 $ 138,000.00 $ 100,000.00 $ 6,000.00 $ 90,000.00 $ 29,000.00 $ 74,000.00 $ 0.00 $ 608,000.00 # Permits 1 1 4 5 7 3 1 3 1 6 0 32 Hunt Camp/Cottage $ 0.00 # Permits 0 Multi RES new $ 150,000.00 $ 150,000.00 # Permits 1 1 misc $ 0.00 # Permits 0 Pools $ 5,000.00 $ 17,000.00 $ 25,000.00 $ 10,000.00 $ 57,000.00 # Permits 1 2 2 2 7 Industrial new $ 0.00 # Permits 0 additions $ 0.00 # Permits 0 Commercial new $ 1,950,000.00 $ 250,000.00 $ 5,000.00 $ 79,700.00 $ 2,284,700.00 # Permits 1 2 1 2 Sportchek 6 additions, reno $ 120,000.00 $ 265,000.00 $ 17,500.00 $ 0.00 $ 402,500.00 # Permits 1 2 1 0 Butler's 4 Inst & Govt new $ 0.00 # Permits 0 additions, reno $ 20,000.00 $ 53,000.00 $ 73,000.00 # Permits 1 1 2 Agriculture new $ 110,000.00 $ 6,000.00 $ 3,000.00 $ 136,000.00 $ 4,000.00 $ 259,000.00 # Permits 2 1 1 4 2 10 additions, reno $ 9,000.00 $ 9,000.00 # Permits 1 1 TOTALS $ 8,125,000.00 152
Total Septic Permits 2 2 6 5 5 8 4 1 0 33 New 1 1 3 4 5 1 15 Repairs 1 2 5 2 1 3 3 1 18 Laurentian Valley Building Statistics 2014 Claus Trost
2013 Total 2012 Total 2012 Total 2011 Total 2011 Total 2010 Total 2010 Total 2009 Total 2009 Total 2013 Total Dollars Permits Dollars Permits Dollars Permits Dollars Permits Dollars Permits Average Residential New SFD $ 4,620,000.00 $ 8,010,000.00 $ 6,337,000.00 $ 11,446,000.00 $ 11,122,000.00 $ 29.00 # Permits 18 30 24 44 39 31.00 Misc, renos $ 1,402,425.00 $ 798,050.00 $ 839,540.00 $ 772,700.00 $ 647,000.00 $ 91.75 # Permits 96 106 73 92 76 88.60 Garages $ 585,590.00 $ 449,250.00 $ 578,000.00 $ 604,000.00 $ 606,000.00 $ 29.00 # Permits 23 28 30 35 40 31.20 Hunt Camp/Cottage $ 0.00 $ 25,000.00 # Permits 0 1 Multi RES new # Permits misc $ 0.00 $ 12,000.00 $ 9,800.00 $ 52,000.00 $ 150,467.33 # Permits 451400 1 1 3 90281.00 Pools $ 168,700.00 $ 267,100.00 $ 181,500.00 $ 158,250.00 $ 203,000.00 $ 15.00 # Permits 13 18 14 15 19 15.80 Industrial new $ 25,000.00 $ 36,000.00 $ 1.00 # Permits 1 1 0.40 additions $ 0.00 $ 25,000.00 #DIV/0! # Permits 1 #VALUE! Commercial new $ 3,200,000.00 $ 1,500,000.00 $ 343,000.00 $ 1.50 # Permits Lauren Square, TD 2 1 5 2567875.00 additions, reno $ 699,500.00 $ 3,110,000.00 $ 1,150,000.00 $ 5,312,000.00 $ 125,000.00 $ 5.33 # Permits M&R Feeds 9 Mazda, PTC murphy ford 3 walmart 4 3 #DIV/0! Inst & Govt new $ 0.00 # Permits 0 additions, reno $ 73,000.00 $ 648,000.00 # Permits 3 Agriculture new $ 319,000.00 $ 51,500.00 $ 62,000.00 $ 9,000.00 $ 191,000.00 $ 4.50 # Permits 9 5 3 1 9 12875.00 additions, reno $ 4,000.00 $ 15,000.00 $ 29,500.00 $ 3,000.00 # Permits 1 3 4 1 TOTALS $ 11,024,215.00 172 $ 12,737,900.00 198 $ 9,187,340.00 152 $ 20,452,950.00 196 $ 13,350,000.00 196 $ 13,350,481.00 182.80 Total Septic Permits 42 48 63 63 62 New 19 29 Repairs 23 19
TOWNSHIP OF LAURENTIAN VALLEY
CORPORATE SERVICES COMMITTEE
TO: Council FROM: Dean Sauriol, CAO DATE: February 3, 2015 SUBJECT: Pembroke Public Library Board Representative – Appointment
RECOMMENDATION
That Council agrees to appoint an additional Laurentian Valley representative to the Pembroke Public Library Board. This person would be a non-council Laurentian Valley ratepayer.
BACKGROUND The recommended changes would see the Board increase to a seven member board with 2 being Laurentian Valley appointees. The board in the past has felt that 5 members are at times not enough. City Council has approved the board membership expansion.
The Public Libraries Act Section 10(2) states that “the appointing Council shall not appoint more of its own members to a board than the number that is in the case of a public library board or union board, one less than the majority of the board”.
PEOPLE CONSULTED Cllr Keith Watt George Hodgkinson
FINANCIAL IMPLICATIONS This appointment should receive a small per diem per meeting. Currently the City of Pembroke pays their non-council representatives a $35 per diem per meeting.
ATTACHMENTS • Letter of Appointment from City of Pembroke • Letter of welcome from the Pembroke Library Board • Letter of information from Pembroke Library Board • Public Libraries Act (refer specifically to Section 10(2))
Respectfully Submitted Township of Laurentian Valley
“Original Signed”
Dean Sauriol CAO/Clerk
Page 1 of 1
~~.·~' , .• ,._. ,ht11 0 1'.1/P JRH .. ·,· .. · , ·. crrY oF PEMIJR.()KE 1 Pembroke St~e~i:Ea~ i PembrO"ke." Ontario • K8A 31,5 . Td. 613.735.6821 . January 7, 2015
ChiefAdmiilittrati~;~ Offi~er . Dean Sauriol & Human Resourcei ··. Township of Laurentian Valley . . Extension 13Qd. 460 Witt Road RR4 Fax: 61 3 , 73~ . 3660 Pembroke ON K8A 6W5 .services ··· Dear Dean, · ·p;,i{mie .. ·•. . Extension 1320 RE: Pembroke Public Library Board - Appointments .Fax: 613.735..3660 . EconomiCDe~elopuiiin t ··· . &Recreatio;; · ·· · Further to our recent communications regarding the above matter, I can now · · F.xtensi(m \SOl · . advise that Council has approved the appointment of two additional members to · Fax: 613.635.7709 the Pembroke Public Library Board of Directors to a total of seven members. .. Operations · . . Extellsiolt )409 In conjunction and included with this decision, Council has approved the Fax: 6 13 ,732.1421 · appointment of one additional member to be determined by the Township of Plannin~~!Jutlding > . Laurentian Valley. It is Council's opinion that the appointment of an additional .· · · Exiensiori.· t304 .< member of Council or member from the broader community be at the discretion of .· · Fax: 6 I 3.73S ~ %60 Laurentian Valley Council. 1'urchas.iitg · · Ext~n s ion 14()9 · . It would be appreciated if identification of your Council approved appointee could Fax: 6 13:732.1421 ·.··. be provide to the City as soon as possible. Fire Extension 1201. Fax: 613.732.7673 Sincerely, · Utilities Water Extension 1491 Fax: 613 .735.8648 Terry~ Lapierre, CMO, CMMIII, Ec.D Polluiion Extension 1480 Chief Administrative Officer Fax: 6 i 3.732.7028 TL/hm general email: pembroke@ perribrpke.ca www.pembroke.ca · Page 1 of2
Hello Everyone .
I want to take this opportunity to congratulate and welcome you to the Pembroke Public Library Board.
The following comprise the new membership (with one more to be appointed representing Laurentian Valley) for Term 2014-2018:
• Deputy Mayor Ron Gervais- City of Pembroke - Returning member to library board
• Councillor John McCann - City of Pembroke
• Councillor Keith Watt- Township of Laurentian Valley
• Sandra Fraser- Rep. City of Pembroke - member at large/ratepayer - Returning member to library board
• Elizabeth Brose Murphy - Rep. City of Pembroke - member at large/ratepayer
• Bethea Summers - Rep. City of Pembroke - member at large/ratepayer
• Member appointment- Township of Laurentian Valley - member at large/ratepayer- TBA
The library is dynamic and effective in delivery of services to meet the needs of our communities, City of Pembroke, Laurentian Valley, and neighboring communities. Your library, Pembroke Public Library has evolved into a community space with books, current technology, accessibility, programs, multiple formats for knowledge and information access i.e databases, audio books, e-books, laptops, public computers, e-readers, teaching strategies to engage the learner. The list goes on as we stay on track with the evolution of the 21 51 century library. We contribute in many ways to the cultural framework of our community.
Your library, as we like to say " is a happening place" and you will experience this as we move forward in the year ahead. Staff are always engaged and passionate in serving the patrons. There is a reliance on the library to provide information, knowledge, skills, leisure and recreation. With your advocacy and interest as board members, we can continue to do just that - all of it and great public library service.
I have attached a brief paper for your information. At our first board meeting, Board Orientation Binders will be handed to you for your learning/understanding of your role as members. This will be yours to retain while you are on the board.
I will be in contact shortly in regards to our first board meeting.
file:/I /C:IU sers/DeanlAp pData/Local!Microsoft!Windows/Temporary%20Internet%20Files/... 1/8/2015 Page 2 of2
Once again congratulations and I look forward to working with all of you.
Sincerely
Margaret.
:M.aroaret 9"vtau, (]EO
Pembroke Public Library
237 Victoria St.
Pembroke, ON K8A 4KS
{613} 732-8844
I am using the Free version of SP AM tighter. SP AMfighter has removed 1374 of my spam emails to date.
Do you have a slow PC? Try a free scan!
file:///C:/Users/Dean/AppData/Loca1/Microsoft/Windows/Temporary%20Internet%20Files/... 1/8/2015 Pe mbroke Public Library 237 Victoria St . Pembroke ON K8A 4K5 613-732.-8844 www.pembroke!ibrary.ca
Excerpt from "Library Board Development Kit 2014"
Role of the Board Governance Simply stated the role of the library board is to govern. The phrase 'governance' refers to the board's activities to oversee the pu rpose, plans and policies of the organization. The Board is the legal authority of the library and is the ultimate authority for decision-making. While boards are accountable for the library's services, they are not responsible for managing the programs or the people who carry out those programs. The board's role is oversight and monitoring of the library's performance. In other words library boards are not there to run the library, but to ensure that the library is properly run.
Governing is different from managing. The governing role differs from that of administration, in that governance requires different information. It deals with the long t erm, rather than the short, and with priorities, rather than details. The nature of governance is proactive and focused on the future and on the relation of the organization to the community's development. The governance of the library is achieved through the board's work in three main areas.
Area 1- Defining the library's purpose and direction. The most important role of a board is mission st ewardship. This begins with defining and articulating the library's miss ion and values. Providing inspiration through the expression of a vision of library service is part of the stewardship of the mission, as is defining new directions in response to changing conditions and community needs. This is achieved through the board's planning work and monitoring organizational progress towards the vision. The boa rd makes key decisions about how best to use resources to support the mission by overseeing the financial affairs.
Area 2 - Delegating of authority to the staff to operate the library and deliver services. The Board delegates authority to the CEO to manage the day to day operations of the library. The board directs and evaluates the work of the CEO by establishing policies, budgets and plans that reflect the board's strategic directions.
Area 3- Advocating for Library Service. The board must communicate to municipal council and the community the need for library service, report on the library's effectiveness in meeting the community's needs, and advocate for the necessary resources to deliver se rvice.
1of3 Principles and Purpose of Library Service Today's public library is a community service that benefits everyone. Increasingly, the public library is recognized as a vibrant community hub where residents study, resea rch, attend events and simply enjoy gathering and connecting with one another. While today's public library is still a place for viewing and lending of materials in various formats, it also provides Internet access; programming for all ages; spaces for community gathering and displays, but more offering are offering digital media labs and creation spaces. Library staff are trained to assist patrons in using and getting maximum benefit from the library's services. But it is the library board, made up of citizens of the community, which builds the foundation that allows the public libraries to operate and thrive. Library service is founded on the principle of Intellectual Freedom. Both the Ontario Library Association and the Canadian Library Association have statements on the role of the library in protecting rights of individuals to read and access information. Libraries have a fundamental responsibility for the development and maintenance of intellectual freedom. Libraries act on this responsibility by endorsing the principles- such as the one provided below from the CLA - in their policies, and resisting any attempt to restrict access to information and to ensure that the selection of materials is not influenced by personal opinions of the board or staff.
Additional Information re : Pembroke Public Library Board Board Meetings : Jn accordance with the PLA (Public Library Act) board holds 10 regular meetings per year September-June (inclusive) I others at the call of the chair as needed. 3rd Thursday of each month 7:00pm Pembroke Public Library Boardroom CEO emails board of "next regular meeting" or a meeting at the call of the Chair
Make up of board: Board Chair CEO (Secretary/Treasurer)
Portfolios for library board members : Policy Property Trustee (PPL board member representation at Trustee Council #7) Fund raising and/or Board member representation on Friends of the Library Committee Advocacy Sub-committees (ad hoc)
2of3 Prior to each meeting a board package is sent out consisting of :
Agenda I Minutes of last meeting I Reports I Monthly Financial Statements I Information as required per board meeting agenda
Board Packages are prepared for pick up at library.
Board Orientation Binder is provided at inaugural meeting of new board. Orientation Workshop scheduled in early months of new board membership.
Prepared by
Margaret Mau, CEO
December 04, 2014
3of3 Public Libraries Act, R.S.O. 1990, c. P.44 Page 6 of 15
Number of coUJlun~nll members on boaJrdllimited ill The appointing council shall not appoint more of its own members to a board than the number that is, (a) in the case of a public library board or union board, one less than a majority of the board; and (b) in the case of a county library or a county co-operative library, a bare majority of the board. R.S.O. 1990, c. P.44, s. I 0 (2). Term ill A board member shall hold office for a term concurrent with the term of the appointing council, or until a successor is appointed, and may be reappointed for one or more further terms. R.S.O. 1990, c. P.44, s. 10 (3). Time for making appointments ill The first appointments of members of a new board shall be made at a regular meeting of council and the member shall take office as soon as possible thereafter, and thereafter appointments shall be made at the first meeting of council in each term, but if the council fails to make the appointments at its first meeting, it shall do so at any regular or special meeting held within 60 days after its first meeting. R.S.O. 1990, c. P.44, s. 10 (4); 2002, c. 18, Sched. F, s. 3 (10). Notice of vacancies 11. (1) The clerk of the appointing municipality or county or, in the case of a union board, the clerks of the affected municipalities shall give public notice of vacancies on the board by publishing a notice of them, inviting applications, in a newspaper of general circulation in the municipality. R.S.O. 1990, c. P.44, s. 11 (1). Idem ill The notice referred to in subsection ( 1) shall be in English or in both English and French, as may be appropriate. R.S.O. 1990, c. P.44, s. 11 (2). ill Repealed: 2002, c. 18, Sched. F, s. 3 (11). Vacancies 12. Where a vacancy arises in the membership of a board, the appointing council shall promptly appoint a person to fill the vacancy and to hold office for the unexpired term, except where the unexpired term is less than forty-five days. R.S.O. 1990, c. P.44, s. 12. Disqualification of board member 13. If a board member, (a) is convicted of an indictable offence; (b) becomes incapacitated; (c) is absent from the meetings of the board for three consecutive months without being authorized by a board resolution; (d) ceases to be qualified for membership under clause 10 (1) (c); or (e) otherwise forfeits his or her seat,
http://www.e-laws.gov.on.calhtml/statutes/englishlelaws statutes 90p44 e.htm 12/24/20 14 - - -
TOWNSHIP OF LAURENTIAN VALLEY
CORPORATE SERVICES COMMITTEE
TO: Council in Committee FROM: Kayla Janke DATE: February 3, 2015 SUBJECT: Motor Vehicle Fire Insurance Claims
RECOMMENDATION
That Council in Committee recommends to Council that Council forward bylaw 2015-02-005 a by- law to charge fees for services provided by fire and emergency services in connection with Motor Vehicle accidents within the township to the February 17, 2015 Regular Council Meeting for enactment.
BACKGROUND
As discussed at the January 6, 2015 Council in Committee Meeting; a fee for the services provided by the Fire Department should be charged back to the individual’s insurance company for Motor Vehicle accidents they responded to. This will help the Fire Department/Township recoup some of its costs.
PEOPLE CONSULTED
Dean Sauriol, CAO/Clerk
FINANCIAL IMPLICATIONS
An invoice with the stated fees as outline in Schedule “A” of Bylaw 2015-02-005 will be sent to the individual’s insurance company.
ATTACHMENTS
1. Draft Bylaw 2015-02-005 2. Sample Letter to be sent to insurance companies
Respectfully Submitted Township of Laurentian Valley
“Original Signed”
Kayla Janke Administrative/Council Clerk
Page 1 of 1
CORPORATION OF THE TOWNSHIP OF LAURENTIAN VALLEY
BY-LAW 2015-02-005
Being a By-Law to Charge Fees for Services Provided by Fire and Emergency Services for Motor Vehicle Accidents within the Township limits
WHEREAS subsections 210(31) and (32) of the Municipal Act R.S.O. 1990, c. M.45, as amended, authorize a municipality to enact by-laws imposing fees and charges for services provided directly by the municipality to a user of services and to vary such fees and charges as the municipality considers appropriate;
AND WHEREAS the Corporation of the Township of Laurentian Valley has established a Fire Department being the Fire and Emergency Services Division of the Community Services to deliver firefighting and related emergency services;
AND WHEREAS section 220.1 of the Municipal Act, R.S.O. 1990, c M.45, as amended, authorizes a municipal to impose fees or charges on any class of persons for services or activities provided or done by or on behalf of the municipality;
AND WHEREAS the Municipal Act, 2001 provides that a municipality may pass a by-law for imposing fees or charges for services or activities provided by or on behalf of it;
AND WHEREAS the Township of Laurentian Valley has enacted a Fee By-Law 2015-02-005 to set fees or charges for services or activities provided by or on behalf of it.
NOW THEREFORE the Council of the Corporation of the Township of Laurentian Valley ENACTS as follows:
DEFINITIONS:
1. In this by-law,
a. “Corporation” means the Corporation of the Township of Laurentian Valley;
b. “Fire and Emergency Services” means a fire department within the meaning of the Municipal Act, and the Fire Protection and Prevention Act, and is deemed to include any members of the Fire and Emergency Services Division;
c. “firefighting and/or emergency services” includes all services related or incidental to the prevention, control, and suppression of fires and the protection of lives and property;
d. “motor vehicle” as defined in the Highway Traffic Act, R.S.O. 1990, c. H,8 as amended;
e. “motor vehicle incident” means Fire and Emergency Services attending the scene of a motor vehicle incident, fire or spill on any property in the Township of Laurentian Valley;
f. “spill” as defined in the Environmental Protection Act, Part IX, as amended;
g. “property” means any public or private real property within the Township of Laurentian Valley, including buildings, structures of any nature and kind in or upon such lands, but excludes real property owned by the Crown either federally or provincially;
h. “owner” means the registered owner of property, or any person, firm or corporation having control over or possession of the property or any portion thereof, including mortgagee in possession, receiver and manager, trustee and trustee in bankruptcy; i. “vehicle owner” means the registered owner of vehicle, or any person, firm or corporation having control over or possession of the property or any portion thereof, including mortgagee in possession, receiver and manager, trustee and trustee in bankruptcy;
j. “Fire Chief” means the person who is ultimately responsible to Council for the delivery of fire protection services;
k. “Deputy Fire Chief” means the person who has been appointed by Council to act in the place of the chief of the fire department in his absence or in the case of a vacancy in the office.
MOTOR VEHICLE INCIDENTS
2. If Fire and Emergency Services attend the scene of any motor vehicle incident on a King’s Highway, Regional or Municipal Road, a Private Road and the Fire and Emergency Service Provides firefighting and/or emergency services, and the fees as outlined in By-Law 2015-02-005;
Plus applicable taxes shall be charged to all vehicle owners, regardless of establishing fault.
EXTRAORDINARY EXPENSES
3. If Fire and Emergency Services respond to a motor vehicle incident, or other emergency at any property in the Township of Laurentian Valley, and determine, or the Fire Chief or Deputy Fire Chief determine, that it is necessary to retain a private contractor, rent special equipment not normally carried on a fire apparatus, use more materials than are carried on a fire apparatus in order to suppress or extinguish a fire, preserve or prevent a fire from spreading or otherwise control and eliminate an emergency or damage equipment owned by the Corporation of the Township of Laurentian Valley, the owner shall be charged those expenses incurred, plus applicable taxes.
ADMINISTRATIVE AND ENFORCEMENT
4. The Corporation shall mail an invoice to each owner’s insurer upon whom a fee is imposed under By-Law 2015-02-005 requiring that payment be made within thirty (30) days of the date of mailing of the invoice.
5. The Corporation will administer collections procedures in accordance with the Policies and Procedures of the Finance Department as amended, to the owner/insurer who is charged a fee under this by-law and who fails to pay the fee within thirty (30) days of mailing of the invoices.
6. The fees imposed by this By-Law may be waived or reduced where circumstances warrant with the approval of the Township of Laurentian Valley Fire Chief and in accordance with the criteria approved by Council.
READ A FIRST AND SECOND TIME THIS 17TH DAY OF FEBRUARY, 2015.
READ A THIRD TIME AND FINALLY PASSED THIS 17TH DAY OF FEBRUARY, 2015.
______Steve Bennett, Mayor Dean Sauriol, CAO/Clerk
CORPORATION OF THE TOWNSHIP OF LAURENTIAN VALLEY
BY-LAW 2015-02-005
SCHEDULE “A” – FEE SCHEDULE
1. A Fire Vehicle - $410 per hour, and $205 per half hour (to include firefighter hours)
2. Additional Fire Vehicles - $410 per hour, and $205 per half hour (to include firefighter hours)
3. Vehicle pricing as per M.T.O. rate
4. Additional vehicles and/or equipment to be billed at contractor rate Hourly wage (if required) of responding firefighter(s) shall be current wage
5. Letters to Lawyers/Insurance Companies $30
6. Copy of fire report $30
7. Inspection upon request $100
[Date]
[Insurance Company Name] [Address] [City, Province] [Postal Code]
Policy # [Insert Number] Vehicle Owner [Insert Name] Vehicle Driver [Insert Name]
To Whom It May Concern:
The Township of Laurentian Valley Fire Department fire trucks were called out to a [single/multiple] vehicle accident on [road name] at [road name], (Township of Laurentian Valley) on the [morning/afternoon/evening/night] of [date]. The department was on scene for [number] hour.
[Fee] per [number] hour x [number] trucks = [total]
Total billing for this call [total]
Respectfully Yours,
Tim Sutcliffe Fire Chief Township of Laurentian Valley
TOWNSHIP OF LAURENTIAN VALLEY
CORPORATE SERVICES COMMITTEE
TO: Council in Committee REPORT #: CS15-02-00 FROM: Kayla Janke DATE: February 3, 2015 SUBJECT: Laurentian Valley Outstanding Youth Award
RECOMMENDATION
That the Corporate Services Committee recommends to Council in Committee that Council approve a Laurentian Valley Youth Award Program.
BACKGROUND
Reviewed the City of Pembroke and the Town of Petawawa youth award programs and summarized the following:
Youth Award Program Comparison City of Pembroke Town of Petawawa Application: 5 Categories: Questionnaire based on 1. Personal Courage demonstrating 3 categories: 2. Arts & Literature 1. School Leadership 3. Leadership 2. Community Leadership 4. Young Athletes 3. Extra Curricular 5. Community Activities Contributions Schools: Fellowes, Bishop Smith, Jeanne Fellowes, Bishop Smith, Jeanne Lajoie or L’Equinoxe Lajoie, L’Equinoxe, or General Panet Decision Maker: Panel of impartial judges Guidance Councillors at each (Recreation Chair + Other school members of Council) Number of Awards: ~ 10 ~ 10 1 male & 1 female per school Amount/Student: $300 $100
DISCUSSION
Attached is a draft version of Laurentian Valley Youth Award Program.
Page 1 of 2
Some items to discuss:
1. Who submits nominations? • Schools Guidance Councillors? • Individuals Submitted to the Township for Council or a committee to decide?
2. Who decides? • Guidance Councillors? • Councillors? • Laypeople?
3. Number of Awards? • How many categories? • Should we award a male and female in each category?
4. Amount/Student?
5. Awards Ceremony Date? • May Council Meeting?
PEOPLE CONSULTED
Dean Sauriol, CAO/Clerk Dawn Recoskie, Deputy Clerk, Town of Petawawa Jordan Duroche, Program Assistant, City of Pembroke
FINANCIAL IMPLICATIONS
Depending on the number of grants awarded each year and the amount per grant.
ATTACHMENTS
1. Laurentian Valley Outstanding Youth Award (Draft)
Respectfully Submitted Township of Laurentian Valley
“Original Signed”
Kayla Janke Administrative/Council Clerk
Page 2 of 2
TOWNSHIP OF LAURENTIAN VALLEY
Laurentian Valley Outstanding Youth Award
Nominees must be a resident of the Township of Laurentian Valley or a dependent of a ratepayer of the Township of Laurentian Valley, AND a student at one of the four local high schools (Fellowes, Bishop Smith, Jeanne Lajoie or L’Equinoxe).
Categories
1. Community Contribution – Recognizing students from the township who have demonstrated exceptional service in volunteer capacities for the good of the municipality and its citizens.
2. School Leadership – Participating on Student Council or memberships in school clubs.
3. Young Athlete – It does not have to be the first person across the finish line or gold medalist, rather the recipient of the award will demonstrate skills, devotion, sportsmanship and “class” under pressure.
4. Arts & Literature – Enriching others through creativity, skills and originality in such activities as music, dance, acting and the visual arts.
5. Personal Courage – A role model for others and a person who maintains high ethical standards in different situations. Someone who might disregard their own personal safety or comfort to help another.
6. Academic Excellence – Recognizing the academic achievement of a student.
Eligibility
In order to be eligible, a nominee must be a resident of the Township of Laurentian Valley or a dependent of a ratepayer of the Township of Laurentian Valley and must be 19 years of age or under as of May 31, 2015. Nominations can come from parents, teachers, friends, social/community workers and others. Organizations and individuals may nominate more than one student.
Judging Criteria
A panel of impartial judges will review all entries submitted by the deadline date. The judges may ask to speak with a reference. The panel decision will be final.
Nomination Form
Township of Laurentian Valley – Outstanding Youth Award Page 1 of 4 All entries should be typed or printed. Short listed nominees may be interviewed. Nomination forms are available at the Township of Laurentian Valley Municipal Office and the Student Services Offices of the Pembroke high Schools. Additional information should be no longer than two pages in length. Photographs will not be accepted.
Awards
A bursary in the amount of three hundred dollars ($300) plus a Certificate of Merit indicating the recipient and sponsor will be presented to each recipient at a Special Awards Ceremony to be held on ______at ___ pm at the Township of Laurentian Valley Municipal Office.
Notification of Recipients
All recipients will be notified by phone prior to the ____ Awards Ceremony.
Deadline
All entries must be received by 4:00 p.m. on ____ at the Township of Laurentian Valley Municipal Office.
Please mail or email entries to:
Township of Laurentian Valley 460 Witt Road Pembroke, ON K8A 6W5 RE: Laurentian Valley Outstanding Youth Citizenship Award
Email: [email protected]
Return of Entries
All entries become the property of the Township of Laurentian Valley.
Township of Laurentian Valley – Outstanding Youth Award Page 2 of 4
TOWNSHIP OF LAURENTIAN VALLEY
LV Outstanding Youth Award Nomination Form
NOMINEE’S INFORMATION
NAME:
ADDRESS:
PHONE NUMBER:
EMAIL:
DATE OF BIRTH:
ORGANIZATION/SCHOOL:
Does the nominee know that they are being nominated? Yes ☐ No ☐
NOMINATOR’S INFORMATION
NAME:
ADDRESS:
PHONE NUMBER:
EMAIL:
CATEGORY (PLEASE CHECK ONE ONLY)
☐ ☐
☐ ☐
☐ ☐
Township of Laurentian Valley – Outstanding Youth Award Page 3 of 4
Please explain in the next area why this person deserves this award?
Signed: ______
Date: ______
Relationship of Nominator to Nominee: ______
Please feel free to attach additional information.
For judging purposes, this is encouraged.
Township of Laurentian Valley – Outstanding Youth Award Page 4 of 4 TOWNSHIP OF LAURENTIAN VALLEY COMPENSATION GRID Schedule "B" By‐Law 2014‐12‐XXX
OTHER WORKERS
Fire Chief $ 1,323.35 per month Fire Chief Emergency Call$ 229.25 per month Deputy Fire Chief$ 532.74 per month Fire Captain$ 99.70 weekly standby Safety Captain$ 98.67 weekly standby Fire Lieutenant$ 87.54 weekly standby Fire Fighter$ 80.14 weekly standby Deputy Chief Building Official$ 38.37 per hour Fire Fighter$ 25.29 per hour Student$ 14.04 per hour
OTHER ALLOWANCES
* Travel Allowance$ 171.94 per month Water and Sewer Certificates Pay Differential$ 1.00 per hour/per certificate ** Water and Sewer Operators On Call Premium$ 15.00 per day *** LEAD HAND$ 1.50 per hour
NOTE: * Chief Administrative Officer/Clerk, Treasurer/Deputy Clerk, Chief Building Official, Planner and Deputy Treasurer ** On Call Premium paid each day when on‐call THE CORPORATION OF THE TOWNSHIP OF LAURENTIAN VALLEY
BY-LAW NUMBER 2015-02-008
Being a By-Law to Provide for the Remuneration of Appointed Officials and Employees of the Municipality, and to Repeal By-Law Number 2014-12-064
WHEREAS, the Municipal Act 2001, S.O. 2001, c. 25, Section 5 states that the powers of a Municipality shall be exercised by its Council, and shall be exercised by By-Law;
AND WHEREAS, the Municipal Act, 2001, S.O. 2001, c. 25 Section 8 gives the Municipality the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this Act;
AND WHEREAS, Council believes that the remuneration for Employees and Officers should be set out in a By-Law;
NOW THEREFORE, The Council of the Corporation of The Township of Laurentian Valley enacts as follows:
1. By-Law 2014-12-064 is hereby repealed.
2. The appointed Officials and Employees of the Corporation shall hereby be paid remuneration, as set out on the attached Schedule ‘A’ and ‘B’
3. This By-Law shall be deemed to take effect on, January 1st, 2015 and shall remain in force until repealed by Council.
READ A FIRST AND SECOND TIME THIS 17TH DAY OF FEBRUARY, 2015.
READ A THIRD TIME AND FINALLY PASSED THIS 17TH DAY OF FEBRUARY, 2015.
______Steve Bennett, Mayor Dean Sauriol, CAO/Clerk TOWNSHIP OF LAURENTIAN VALLEY Schedule "A" 2015 ‐ COMPENSATION GRID By‐Law 2015-02‐008
GROUP POSITION SCALE STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 JOB RATE 8 Chief Administrative Officer Annual $103,054.41 $106,241.65 $109,527.47 $112,914.90 $116,407.11 $120,007.33 2000+ 40 hrs $49.55 $51.08 $52.66 $54.29 $55.96 $57.70 35 hrs $56.62 $58.37 $60.18 $62.04 $63.96 $65.94 7 Treasurer/Deputy CAO/Clerk Annual $84,122.42 $86,724.14 $89,406.33 $92,171.47 $95,022.13 $97,960.96 1601‐1700 40 hrs $40.44 $41.69 $42.98 $44.31 $45.68 $47.10 35 hrs $46.22 $47.65 $49.12 $50.64 $52.21 $53.82 6 Fire Chief Annual $78,649.19 $81,081.65 $83,589.32 $86,174.56 $88,839.74 $91,587.36 1201‐1300 Public Works Manager 40 hrs $37.81 $38.98 $40.19 $41.43 $42.71 $44.03 Planner/Economic Dev. Officer 35 hrs $43.21 $44.55 $45.93 $47.35 $48.81 $50.32 5 Operations Foreman Annual $64,077.55 $66,059.33 $68,102.40 $70,208.66 $72,380.06 $74,618.61 1001‐1100 40 hrs $30.81 $31.76 $32.74 $33.75 $34.80 $35.87 35 hrs $35.21 $36.30 $37.42 $38.58 $39.77 $41.00 4 Chief Building Official Annual $56,102.40 $57,837.53 $59,626.31 $61,470.42 $63,371.56 $65,331.51 901‐1000 Deputy Treasurer 40 hrs $26.97 $27.81 $28.67 $29.55 $30.47 $31.41 35 hrs $30.83 $31.78 $32.76 $33.77 $34.82 $35.90 3 Planning/Building Tech Annual $49,287.48 $50,811.83 $52,383.33 $54,003.44 $55,673.64 $57,395.50 801‐900 Accounts Payable/Payroll Clerk 40 hrs $23.70 $24.43 $25.18 $25.96 $26.77 $27.59 35 hrs $27.08 $27.92 $28.78 $29.67 $30.59 $31.54 2 Administrative Council Clerk Annual $45,419.74 $46,824.46 $48,272.64 $49,765.61 $51,304.76 $52,891.49 601‐700 Equipment/Water & Sewer Operator 40 hrs $21.84 $22.51 $23.21 $23.93 $24.67 $25.43 Equipment Operator 35 hrs $24.96 $25.73 $26.52 $27.34 $28.19 $29.06 Truck Driver 1 Office Clerk Annual $39,693.98 $40,921.62 $42,187.23 $43,491.99 $44,837.10 $46,223.82 401‐500 40 hrs $19.08 $19.67 $20.28 $20.91 $21.56 $22.22 35 hrs $21.81 $22.48 $23.18 $23.90 $24.64 $25.40
04‐Dec‐14 TOWNSHIP OF LAURENTIAN VALLEY COMPENSATION GRID Schedule "B" By‐Law 2015-02-008
OTHER WORKERS
Fire Chief Emergency Call $ 229.25 per month Deputy Fire Chief $ 532.74 per month Fire Captain $ 99.70 weekly standby Safety Captain $ 98.67 weekly standby Fire Lieutenant $ 87.54 weekly standby Fire Fighter $ 80.14 weekly standby Deputy Chief Building Official $ 38.37 per hour Fire Fighter $ 25.29 per hour Student $ 14.04 per hour
OTHER ALLOWANCES
* Travel Allowance $ 171.94 per month Water and Sewer Certificates Pay Differential $ 1.00 per hour/per certificate ** Water and Sewer Operators On Call Premium $ 15.00 per day *** LEAD HAND $ 1.50 per hour
NOTE: * Chief Administrative Officer/Clerk, Treasurer/Deputy Clerk, Chief Building Official, Planner and Deputy Treasurer ** On Call Premium paid each day when on‐call RECrE~VlED Ministry of Transportation Mlnistere des Transports JAN 2 3 2015 Regional Director Directrice Regionare 1355 John Counter Boulevard 1355, boulevard John Counter Postal Box 4000 Case postale 4000 Kingston, Ontario K7L 5A3 Kingston, Ontario K7L 5A3 Tel.: 613-545-4600 Ter.: 613-545-4600
January 16, 2015 M2014-6357
The Corporation of the Town ofPetawawa 1111 Victoria Street Petawawa, ON K8H 2E6
Attention Dawn Recoskie, Deputy Clerk:
Thank you for your recent letter to the Honourable Kathleen Wynne outlining Council's resolution regarding the four lane expansion of Highway 17 through Renfrew County. I have been asked to respond on b.ehalf of the Premier. ·
The ministry appreciates the importance of expanding Highway 17 including the 34 kilometres of planned freeway from Amprior to west of Renfrew. I am pleased to provide you with some details about the future of this project. The first phase, from Ottawa Road 29 to Division Street, was completed in 2012. Construction ofthe second phase, to Scheel Drive, started in 2014 and is expected to be complete by the end of2016. Currently the ministry is purchasing property for the future phases from Scheel Drive to west o~Renfrew. The timing for construction of these future phases is subject to completion of design and property acquisition, receipt of environmental approvals, relocation of utilities, and the availability of funding.
For the 80 kilometres of highway corridor from Renfrew to Petawawa where the ministry owns most of the property to accommodate a future freeway, the ministry would need to complete preliminary design and environmental assessment studies to update the 1970's expansion plan. Staging of the work will be reviewed with future studies, and we will be reviewing Council' s suggestion to consider expansion of the highway from west to east.
West of Petawawa, where the ministry does not own the property for future freeway, a route planning and environmental assessment study would be required. All planning studies for Highway 17 will need to be prioritized with other provincial planning studies.
Thank you again for your interest 'in the Highway 17 corridor. We will continue to plan and prioritize key improvements to the existing highway in advance of expansion. We will also continue to work with the County of Renfrew and all municipal stakeholders to help prioritize the need for future studies for Highway 17 as provincial planning priorities are determined.
Sincerely, ~ur--4:(h~ Kathryn E. Moore Regional Director Ministry of Transportation Ministere des Transports RIECE~VtED I Regional Director Directrice Regionale JAN 2 3 2015 1355 John Counter Boulevard 1355, boulevard John Counter Postal Box 4000 Case postale 4000 Kingston, Ontario K7L 5A3 Kingston, Ontario K7L 5A3 Tel.: 613-545-4600 Tel.: 613-545-4600
January 16, 2015 M2015-76
The City of Pembroke 1 Pembroke Street East Pembroke, ON K8A 3J5
Attention Terry Lapierre, Chief Administrative Officer:
Thank you for your recent letter to the Honourable Kathleen Wynne outlining Council's resolution regarding the four lane expansion of Highway 17 through Renfrew County. I have been asked to respond on behalf of the Premier.
The ministry appreciates the importance of expanding Highway 17 including the 34 kilometres of planned freeway from Arnprior to west of Renfrew. I am pleased to provide you with some details about the future ofthis project. The first phase, from Ottawa Road 29 to Division Street, was completed in 2012. Construction ofthe second phase, to Scheel Drive, started in 2014 and is expected to be complete by the end of2016. Currently the ministry is purchasing property for the future phases from Scheel Drive to west of Renfrew. The timing for construction of these future phases is subj.ect to completion of design and property acquisition, receipt of environmental approvals, relocation of utilities, and the availability of funding.
For the 80 kilometres of highway corridor from Renfi:ew to Petawawa where the ministry owns most of the property to accommodate a future freeway, the ministry would need to complete preliminary design and environmental assessment studies to update the 1970's expansion plan. Staging of the work will be reviewed with future studies, and we will be reviewing Council's suggestion to consider expansionofthe highway from west to east.
West ofPetawawa, where the ministry does not own the property for future freeway, a route planning and environmental assessment study would be required. All planning studies for Highway 17 will need to be prioritized with other provincial planning studies.
Thank you again for your interest in the Highway 17 corridor. We will continue to plan and prioritize key improvements to the existing highway in advance of expansion. We will also continue to work with the County of Renfrew and all municipal stakeholders to help prioritize the need for future studies for Highway 1 7 as provincial planning priorities are determined.
Sincerely ~r--y~ Kathryn E. Moore Regional Director RECE~VED I JAN i 0 2015
Jan. 5, 2015 -::-c --- I_:: __::- ... ·•···· -- --~-··. ·--... From: Glen Smith Secretary/Treasurer, Renfrew County Veterinary Services Committee, 166 Smith's Bay Rd., RR # 1 Eganville, KOJ 1TO
To: Clerk Treasurers of Municipalities Represented By the Renfrew County Veterinary Services Committee
Dear Sir/Madam:
The Annual Meeting ofthe Renfrew County Veterinary Services Committee was held on Sept. 23, 2014.
I am enclosing a copy of the Minutes of the Annual Meeting, the Financial Report and a list of those in attendance.
We have 4 Veterinary Service contracts and are required to pay $1500.00 per contract($6000.00) to the Northern Producer Animal Health Network each year. In 2014 the expenses ofNPAHN were lower than expected and billed us $1200.00/contract. This may be the same for 2015. This likely will be a temporary reduction in the fee per contract. At the 2014 Annual Meeting, the members voted in favour of not making any adjustment to the fee schedule for Municipalities at this time.
The veterinarians providing veterinary services covered tmder a contract with the Ministry of Northern Development and Mines are: Dr. A. J. Ruyter, Cobden Animal Centre- 613-646-2345 Dr. Andres Aadoson, Aadoson Veterinary Services -613-646-2187 Dr. Linwood Fisher Veterinary Services - 613-646-2345 Dr. Laurie Jeffrey, Madawaska Veterinary Clinic- 613-432-9187 Dr. Donald Clarke, Renfrew Anllnal Hospital- 613-432-8884. Dr. Clarke is sharing the contracts of Dr. Fisher and Dr. Jeffrey.
The schedule of fees is as follows:
Livestock Township Numb~rs Fees
Admaston/Bromley 11,148 $1,059.06
Laurentian Valley 10,532 $ 1000.54
Bonnechere Valley 3,517 $ 344.00
Greater Madawaska 1,344 $ 280.00 Horton 2,647 $ 280.00
McNab/Braeside 4,214 $ 400.33
NorthAlgona/Wilberforce 2,496 $ 280.00
Petawawa 200 $ 280.00
Laurentian Hills 142 $ 280.00
Whitewater Region 20,272 $1,925.84
Brudenell, Lyndoch & Raglan 1,570 $ 280.00
Addington Highlands 285 $ 280.00
Killaloe, Hagarty & Richards 1,220 $ 280.00
Madawaska Valley 803 $ 280.00 Total 60,251 $7,239.77
I am therefore submitting this letter as your invoice to cover the amount listed above, which your municipality is asked to pay for the year 2015.
Please make the cheque payable to the Renfrew County Veterinary Services Committee and forward to Glen Smith, 166 Smith's Bay Rd., RR # 1 Eganville, KOJ ITO.
If you have any questions in this regard, please contact your municipal representative on the Veterinary Services Committee or Glen Smith, Secretary/Treasurer@ 613-628-2987 or Lloyd Robinson, President of the Renfrew County Veterinary Services Committee@ 613-582-3715.
If there is any change in the name ofyour representative on this committee for 2015, please forward the name and address ofyour representative to me, if you have not already done ;:cuso. Glen Smith Secretary-Treasurer Renfrew Cotmty Veteri..rmry Services Committee Renfrew County Veterinary Services Committee
Annual Meeting, Tuesday, Sept. 23,2014
The Annual Meeting of the Renfrew County V etcrinary Services Committee was held on Tuesday, Sept. 24, 2014 at the West Way Bar and Grill, Cobden. Vice President Harold Weckworth called the meeting to order at 7:35pm. Those in attendance introduced themselves. Attendance attached. There were no additions to the agenda. The minutes of the Annual Meeting held on Sept. 24, 2013 were read and approved on a motion by Ethyl Grant and Ray Pender. President Lloyd Robinson took over as chair. The Financial Statement was circulated and presented. The balance in the account as of August 31 , 2014 was $12,635.28. The Financial Statement was approved on amotion by Bob Campbell and Bob Johnston. Lloyd indicated that there had been no activity in regard to the Vet Services Committee in 2014. Ray Pender presented the Directors Report. Ray indicated that our fee per contract had been reduced in 2014 to $1200.00 per contract from the normal $1500.00 per contract. NPAHN reduced their insurance costs and had tw·o conference call Executive Meetings which saved them money and they were able to reduce the contract fee for 2014. This may be a 1 year reduction in fees and he suggested that it was too early to make nay change to the fees submitted to the municipalities. This year the NPAHN Annual Meeting will be held on Oct. 28th in Sudbury in conjunction with the Northern Ontario Farm Innovation Alliance Conference to be held Oct. 28th and 29th. Ray also mentioned the client survey conducted by the manager of the Veterinary Assistance Program and passed out the new brochure that NAPHN had produced promoting the Vet Assistance Program. Bruce Moore, OMF~ handed out the Veterinary Statistics and the Veterinary Assistance Program Guidelines. It was pointed out that the mileage assistance had been increased to $1.20/km from $1.10/km and the maximum kilometers per call had been increased to 250. Ian Lalonde is the new Program Coordinator. Lloyd asked Bruce Moore, OMAFRA, to chair the elections of the Executive for 2014/2015. Bruce declared all positions vacant and called for nominations for President. Lloyd Robinson nominated by Dave McGonegal. Bruce called for nominations 3 times than declared nominations closed. Nominations for Vice President. Bob Johnston nominated by Harold Weckworth Harold Weck:worth nominated by Bob Johnston Tim Egan nominated by Ray Pender After calling for nominations 3 times, Bruce declared nominations closed. Tim accepted Bob declined. Harold declined.
Nominations for Secretary/Treasurer Glen Smith nominated by Bob Jolmston Bruce called for nominations 3 times then declared nominations closed. Glen accepted. Bruce called for appointment of the Financial Reviewer. Motion by David Campbell and Robert Campbell to appoint Dr. Laurie Jeffrey as Financial Reviewer for 2014/2015. Carried. Lloyd called for nominations for a Delegate to the NPAHN Annual Meeting on Oct. 28th in Sudbury. Ray Pender is attending as Director ofNPAHN and 1 delegate for Renfrew Collilty. Glen Smith nominated by Harold Weckworth. Lloyd declared nominations closed. Glen accepted Motion by Ray Pender and Bob Johnston that we recommend Dr. Tony Ruyter, Dr. Andras Aadoson, Dr. Laurie Jeffrey and Dr. Linwood Fisher for contracts for 2015/2016 and that Dr. Linwood Fisher and Dr. Laurie Jeffrey share their contracts with Dr. Donald Clarke. Carried. Vet and producer concerns. Dr. Jeffrey was concerned about the electronic submission of data and the lack of the number of Vet calls on the Vet Statistics report. Bruce Moore to look into it. Robert Campbell indicated a concern that the municipal livestock evaluators needed to be upgraded. Bruce will send Robert information on courses for Livestock Evaluators. Next annual meeting. It was agreed that the present location was too noisy and a new venue was required. Motion by Ray Pender and Harold Weckworth to hold the Annual Meeting at the Whitewater Municipal Building. Carried. Motion by Dave McGonegal and Ray Pender that the next Annual Meeting be held on Sept. 29, 2015. Carried. Motion to adjourn by Robert Campbell. Carried.
In Attendance:
Municipal Reps
Bob Johnston Horton Daryl McLaughlin Whitewater Region Ray Pender Admaston/Bromley Robert Campbell McNab!Braeside Eythel Grant Addington/Highlands Earl McCauley Bonnechere Valley Stanley Pecoskie Killaloe/Hagarty/Richards Harold Weckworth North Algona/Wilberforce
Livestock Organizations
Lloyd Robinson Renfrew County Dairy Producers Committee Tim Egan Renfrew County Pork Producers David McGonegal Renfrew County Cattlemens Large Animal Veterinarians
Dr. Andras AAdosson Dr. Laurie Jeffrey Dr. Linwood Fisher Dr. Donald Clarke
Others
Trudy Desjardins Ben Burchat David Campbell Glen Smith Bruce Moore, OMAFRA Renfrew County Veterinary Services Committee
Financial Statement
September 1, 2013 to August 31, 2014
Beginning Balance- Sept. 1, 2013 $10,952.32
Receipts McNab/Braeside $ 400.33 Bonnechere Valley 344.00 North Algona/Wilberforce 280.00 Town of Petawawa 280.00 Whitewater Region 1925.84 Laurentian Valley 1000.54 Admaston/Bromley 1059.06 Greater Madawaska 280.00 Killaloe/Hagarty/ Richards 280.00 Laurentian Hills 280.00 Madawaska Valley 280.00 Addington Highlands 280.00 Brudenell/Lyndoch/Raglan 280.00 Horton 280.00 $7249.77 Nipissing District Producers $ 50.00 North Hastings Producers $ 25.00 Bank Interest $ .76 Total Receipts $ 732-?.53
Expenses FeetoNPAHN $ 4800.00 Refreshments for Annual Meeting $ 106.88 G. Smith-Per Diem- NPAHN Annual Mtg. $ 100.00 Office $ 135.69 G. Smith- Honorarium $ 500.00 Total Expenses $5642.57
Ending Balance.- August 31, 2014 $12635.28
I have reviewed the financial statements and found them to be accurate and true.
Date: ~J) ::2-o/'? Signature: ~~ /J ~ ~ - ~ Corporation of the Township of Laurentian Valley
Council in Committee Resolution Form
Moved By: ______
Seconded By: ______
DRINKING WATER QUALITY MANAGEMENT SYSTEM
WHEREAS the Council of the Corporation of the Township of Laurentian Valley is the owner and operator of the Laurentian Valley Water Works, and
WHEREAS Ontario Regulation 188/07 requires the owner to maintain an Operational Plan and to be an accredited Water Works, and
WHEREAS the Operational Plan documents the Quality Management System of Laurentian Valley Water Works that meets the requirements of the Ministry of the Environment Drinking Water Quality Management Standard, and
WHEREAS the Operation Plan requires a Quality Management System Policy that provides the foundation for the Quality Management System, and
WHEREAS the Accreditation Authority (NSF) has requested the Municipality renew the endorsement when there are Council and top management changes, and
WHEREAS the Operation Plan shall identify a Quality Management System Representative who, irrespective of other duties, shall:
Administer the Quality Management System by ensuring that the processes and procedures required are established and maintained; Report to Council on the performance of the Quality Management System and any need for improvement; Ensure that the current version of the documents required by the Quality Management System are being used at all times; Ensure that personnel are aware of all applicable legislation and regulatory requirements that pertain to their duties for the operation of the Water Works NOW THEREFORE BE IT RESOLVED that the Corporation of the Township of Laurentian Valley endorses the Quality Management System with a Drinking Water Quality Policy;
The Corporation of the Township of Laurentian Valley and Laurentian Valley Water Works will comply with all relevant legislation and regulations for consistent delivery of safe drinking water, and The Corporation of the Township of Laurentian Valley and Laurentian Valley Water Works commits to the maintenance and continual improvement of the Quality Management System and Infrastructure, and That the Water Quality Analyst (Claus Trost) is appointed to the role of Quality Management System Representative, and That the CAO/Clerk (Dean Sauriol) is the Owner’s Representative for making the application for a Municipal Drinking Water License
Carried: ______Defeated: ______Withdrawn: ______
Declaration of Interest: ______Recorded Vote: ______
Yea Voting Nay S. Bennett D. Robinson Mayor: ______J. Gauthier B. Hugli Date: February 3, 2015 J. Sheedy K. Watt Motion #: CC15-02- A. Wren DWSQMS - Management Review Report 2014
December 16, 2014 1:00 PM - 2:30 PM
attended by: Dean Sauriol, CAO Charlene Jackson, Treasurer Mark Behm, Public Works Manager Claus Trost, QMS Rep
Drinking Water License; The License for Laurentian Valley Water Works expires in 2016, we have been advised that our Application for License Renewal must be submitted by November 30, 2015. The renewal will require a Financial Plan for 6 years, starting in 2016. Charlene will ensure this is completed and approved by Council by the application date. (Financial Plan must also be submitted to MMAH) The license renewal will also require a copy of the current Operational Plan, Policies & Procedures Manual and current system maps. (There have been no changes since the current maps were updated , and Claus will ensure the other documents are current.)
External Audit, is scheduled for January 8 & 9, the tentative agenda was discussed, Claus will take the auditor on a tour of the office to start, so that he can get a grasp on the system size, and that the system is a part of the Municipality, not that the Municipality is a part of the water system. Mark will pull the plans and specifications for two recent capital projects as requested, Roy Street rehab 2013 and Bruham Ave, rehab 2010. Kayla will explain the Municipal Record Keeping System. Claus will be the guide for the auditor.
a) incidents of regulatory non-compliance, MOE Inspection was conducted on October 30, 2014; 1 non-compliance lead sampling; required 10 private dwellings, only collected from 5 as per previous Relief from Regulatory Compliance, Application for Relief from Regulatory Compliance was filed on November 19, 2014. There was mention during the MOE Inspection that the Municipality may be able to work with the City of Pembroke, include our population with theirs, this should be looked into when the contract with the City is negotiated for renewal.
b) incidents of adverse drinking water tests, there were no AWQI’s in 2014
c) efficacy of the risk assessment process, reviewed, no changes suggested
d) internal and third party audit results, internal audit not completed by Mark, other priorities and not enough time cited for the delay. External audit, still have some outstanding CAR’s; the first one is Documents & Records Control, when the auditor is on-site we will let Kayla explain the Ontario Municipal Records Management System to him, and that the records management system is Municipal wide and not by department. In the second CAR they indicate that “there is no procedure for suppliers and the public to communicate with the owners and top management” which does not make any sense, the phone numbers and email addresses for the management and council are available on our website, they can phone the front office and that information would also be provided. The third CAR, deals with the internal audit procedure, it appears that they want a more detailed procedure on how to conduct an internal audit, but can not be sure until this is discussed with the auditor.
e) results of emergency response testing, have been doing table top exercises with the operators, after the Municipal emergency response session on December 9, there was a discussion on having a joint water & municipal exercise, and possibly working with the City of Pembroke water department, in 2015
f) operational performance, there were two water main breaks early in 2014, which is our average. Weather wise, we are not expecting any until early in 2015 when the frost acts on the soils around the pipes. The water meters were verified and are working well. There has been a noticeable increase in location requests, we do not have a written policy on providing this service. Mark, Lorne & Claus are to develop a policy & procedure for the operators to follow when full filling this obligation.
g) follow up on action items identified in previous reviews, the Asset Management Plan was completed and submitted by the consultant early in 2014, is available on the township web site. The Financial Reports are also posted on the web-site when they are completed. (Financial Plan discussed earlier in this report) There were two meetings with the consultant on the West End Water Main, a discussion is ongoing as to how to calculate future development, Dean will get this back on the agenda, now that the election is over.
h) status of management actions identified between reviews, a data pressure logger was not purchased this year, the company that had them did not respond to email enquiries, and suppliers contacted did not carry them. At the EOWWA Conference in Kingston in October we found newer versions that can monitor pressure year round, and can upload the data by wireless signal direct to the office computer daily, weekly or monthly. One company is working on an add-on feature that can monitor for leaks and identify the location, they would like to try this version in our area, and because they are working with provincial grant money and a University, we may be able to get a reduced net cost. The municipality applied for infrastructure funding to extend the water service into MacGregors Hil, this application was not approved. i) changes that could affect the Quality Management System, we have a new council, so the Commitment & Endorsement needs to be updated, Claus will prepare the document for Council’s first meeting in January. j) consumer feedback, there were no quality complaints in 2014. Brum’s Dairy had expressed some pressure concerns earlier in the year, but without water pressure data it is not clear whether it is our pressure or internal plant pressure that is the problem.
k) the resources needed to maintain the QMS, the only concern is time, there are so many other job priorities that some items are not completed in a timely matter - internal audit. l) the results of the infrastructure review, the asset management plan has been completed, shows an annual funding deficit of $55,000.00, but is based on an age life cycle analysis. As more up to date information is loaded into the system, the funding deficit number should drop. MacGregor’s Hill addition, Roy Street rehabilitation and Meadow Brook addition are works that are, or soon to be “shovel ready” capital projects. m) Financial Plan / Asset Management Plan, both discussed previously in this report. o) Staffing, training, two operators had their licenses renewed in 2014 and are starting new cycles. The ORO”s license expires in March, has more than enough training hours, may be short director approved courses, because the course titles on his certificate do not correspond to the titles on the MOE listing? The third operators license expires in July, he has al the requirements fulfilled for his renewal. The OIT’s license expires in November, he is allowed to renew once, or he can take a course to write the level 1 exam, Mark will check which way he wants to go. Mark & Lorne will also give an ultimatum to the equipment operator that if he wants to get an operator license he needs to begin this year, he has indicated that he wants to, but has deferred opportunities in the past few years. With regards to tracking OIC hours, it is in the payroll system, can print reports for each operator showing their hours as OIC.
Other, In Smith Falls in September, the MOE presenter at the water seminar discussed the wastewater inspection schedule. Wastewater oversight has been transferred from the Federal to the Provincial Government. The MOE has trained their drinking water inspectors to do wastewater plant inspections, and they are on a 4year cycle. This apparently also includes our Hamilton Street Pumping Station, although they have not inspected us yet. There was also a discussion with MOE staff and water operators attending the DWQMS workshop in Smiths falls earlier this year; about whether the MOE should regulate that a QMS is required for the wastewater side, about 30 % of the Municipalities in attendance indicated that they either had a QMS or were in the process of writing a QMS for their wastewater system, but everyone was in agreement that they would prefer that it not be regulated. To this end we should begin the process of implementing a QMS for our wastewater collection system. Claus is to start drafting a QMS for the wastewater side.
Corrective Actions Report
The Township Of Laurentian Valley 460 Witt Road Laurentian Valley, Ontario KSA 6W5 CAN
C0126103
Audit Type DWQMS Verification Audit 8-Jan-15 - 9-Jan-15
Registration Ontario's Drinking Water Quality Management Standard (Exp Date: 15-Aug-15) Corrective Action CAR No J0585718-1 Type MINOR Standard & Clause DWQMS, Measurement & Recording Discussed with Claus Trost Equipment, Calibration & Maintenance Auditor Name Kishor Desai Car Status PENDING
Statement of Requirement PLAN-The Operational Plan shall document a procedure for the calibration and maintenance of measurement and recording equipment. DO- The Operating Authority shall implement and conform to the procedure Statement of Nonconformity Obsolete PH buffers are in use. Objective Evidence PH 4 expiry date Nov. 2011 an PH 7 Nov. 2009 Location of Finding Municipal Storage room- PF Buffers- Element #17 Changed Date Issue Date 12-Jan-15 Due Date 10-Mar-15 CAPlan PA Plan Containment Plan RCA Description Completed Date Completed By Reviewer Name Kishor Desai Reviewer comments Attachments
CAR No J0585718-2 Type MAJOR Standard & Clause DWQMS, Esstential Supplies & Discussed with Claus Trost and Lome Rothwell Services Auditor Name Kishor Desai Car Status PENDING
Statement of Requirement PLAN- The Operational Plan shall: a) identify all supplies and services essential for the delivery of safe drinking water and shall state, for each· supply or service, the means to ensure its procurement, and b) include a procedure by which the Operating Authority ensures the quality of essential supplies and services, in as much as they may affect drinking water quality.
DO- The Operating Authority shall implement the procedure.
Statement of Nonconformity (a) Identification of supply and services essential for the delivery of safe drinking water is incomplete (b) procedure nor related execution ensures the quality of essential supplies land services, in as much as they may affect drinking water quality. Objective Evidence (a) Drew Security, answering services agency is not included in the Critical products and Services. (b) (i) No details are documented as to how quality requirements are communicated to the suppliers (ii} minimum quality requirements are not documented ~ither in the ops. plan or referenced policies (iii) Bill of lading /packing slip# 14-281088, 14- 275679 and sales order# 570367 does not provide any information about the minimum ~uality requirements complied by the supplier Location of Finding Ops plan element #13 , referenced LVWWWWQPPM and bills of lading/packing slips Changed Date Issue Date 12-Jan-15 Due Date 10-Mar-15 CAPlan PAPian Containment Plan RCA Description Completed Date Completed By Reviewer Name Kishor Desai Reviewer comments Attachments
CAR No J0585718-3 Type MAJOR Standard & Clause DWQMS, Internal Audits Discussed with Claus Trost Auditor Name Kishor Desai Car Status PENDING
Statement of Requirement PLAN -The Operational Plan shall document a procedure for internal audits that: a) evaluates conformity of the QMS with the requirements of this Standard, b) identifies internal audit criteria, frequency, scope, methodology and record-keeping requirements, c) considers previous internal and external audit results, and d) describes how Quality Management System corrective actions are identified and ·nitiated.
DO -The Operating Authority shall implement and conform to the procedure and shall !ensure that internal audits are conducted at least once every twelve months.
Statement of Nonconformity Execution part of the internal audit procedures is not followed up per commitment made in he Ops. plan . Objective Evidence Internal audit was performed in year 2014. Last internal audit is dated April 2013 Location of Finding QMS Represantative Changed Date Issue Date 12-Jan-15 Due Date 10-Mar-15 CAPlan PA Plan Containment Plan ' 1RCA Description Completed Date I Completed By Reviewer Name Kishor Desai Reviewer comments Attachments
CAR No J0585718-4 Type MINOR Standard & Clause DWQMS, Document & Records Discussed with Claus Trost Control Auditor Name Kishor Desai Car Status PENDING Statement of Requ1rement PlAN -The Operational Plan shall document a procedure for document and records ~ntro l that describes how: a) documents required by the Quality Management System are: . kept current, legible and readily identifiable 1i. retrievable 'ii. stored, protected, retained and disposed of, and b) records required by the Quality Management System are: ·. kept legible. and readily identifiable i. retrievable iii. stored, protected, retained and disposed of.
DO -The Operating Authority shall implement and conform to the procedure for document and records control and shall ensure that the Quality Management System documentation or the subject system includes:
a) the Operational Plan and its associated policies and procedures, b) documents and records determined by the Operating Authority as being needed to ensure the effective planning, operation and control of its operations, and c) the results of internal and external audits and management reviews.
Statement of Nonconformity Obsolete document is available on the township website Objective Evidence Ops plan version made available is 3. 1. The current version is 4.1 Location of Finding Township Website Changed Date Issue Date 12-Jan-1 5 Due Date 10-Mar-15 CAPlan PA Plan Containment Plan RCA Description Completed Date Completed By Reviewer Name Kishor Desai Reviewer comments Attachments
CAR No J0585718-5 Type MINOR Standard & Clause DWQMS, Management Review Discussed with Claus Trost Auditor Name Kishor Desai Car Status PENDING Statement of Requirement PLAN -The Operational Plan shall document a procedure for management review that jevaluates the continuing suitability, adequacy and effectiveness of the Quality Management System and that includes a) incidents of regulatory non-compliance, b) incidents of adverse drinking-water tests, c) deviations from critical control point limits and response actions, jd) the efficacy of the risk assessment process, lel internal and third-party audit results, ) results of emergency response testing, ~)operational performance, h) raw water supply and drinking water quality trends, i) follow-up on action items from previous management reviews, ·)the status of management action items identified between reviews, k) changes that could affect the Quality Management System, I) consumer feedback, m) the resources needed to maintain the Quality Management System, n) the results of the infrastructure review, lol Operational Plan currency, content and updates, and p) staff suggestions.
DO- Top Management shall implement and conform to the procedure and shall: a) ensure that a management review is conducted at least once every twelve months, b) consider the results of the management review and identify deficiencies and actions items to address the deficiencies, c) provide a record of any decisions and action items related to the management review including the personnel responsible far delivering the action items and the proposed imelines for their implementation, d) report the results of the management review, the identified deficiencies, decisions and action items to the Owner.
Statement of Nonconformity Execution is not in compliance with the documented procedures Objective Evidence Commitment is made to communicate management review minutes to the mayor and the council but evidence is not available for communication of management review performed or year 2013. Location of Finding Quality Management Representative Changed Date Issue Date 12-Jan-15 Due Date 10-Mar-15 CAPlan PA Plan Containment Plan RCA Description Completed Date Completed By Reviewer Name Kishor Desai Reviewer comments Attachments
CAR No J0585718-6 Type MINOR Standard & Clause DWQMS, Emergency Management Discussed with Claus Trost Auditor Name Kishor Desai Car Status PENDING Statement of Requirement PLAN - The Operational Plan shall document a procedure to maintain a state of !emergency preparedness that includes: a) a list of potential emergency situations or service interruptions, b) processes for emergency response and recovery, ) emergency response training and testing requirements, ~) Owner and Operating Authority responsibilities during emergency situations, lel references to municipal emergency planning measures as appropriate, and ) an emergency communication protocol and an up-to-date list of emergency contacts.
DO- The Operating Authori ty shall implement and conform to the procedure.
Statement of Nonconformity Procedural commitment on emergency testing is not executed. Objective Evidence No evidence of annul table top exists for year 2014. Location of Finding QMS Represantative Changed Date Issue Date 12-Jan-15 Due Date 10-Mar-15 CAPlan PAPJan Containment Plan RCA Description Completed Date Completed By Reviewer Name Kishor Desai Reviewer comments Attachments Laurentian Valley Township Laurentian Valley Water Works 4th Quarterly Report 2014
Background
Laurentian Valley Water Works manages just over 14 kilometres of water main and branch lines in the Township. Laurentian Valley Water Works received its Certificate #2893 as a Water Distribution System Class 1 in November of 2000. On May 31, 2011 Drinking Water Works Permit 192-201 and License Number 192-101 was issued by the Ministry of Environment for the Laurentian Valley Distribution System. The Drinking Water System Information number for Laurentian Valley Water Works is W260007465. This is the fourth report for 2014.
Laurentian Valley Township has a water servicing agreement with the City of Pembroke. The water is purchased from the City and distributed in the Stafford Village area, part of Pembroke Street East and part of Pembroke Street West. The City treats and tests the water at the Pembroke Filtration Plant on Riverside Drive and tests the water in their distribution system. The Municipality tests the water in its distribution system.
This report and the Certificates of Analysis are available to the general public at the front counter of the Municipal Office at 460 Witt Road during office hours. These quarterly reports are also available on the internet at www.laurentianvalleytwsp.on.ca Information on the City Water Works can be accessed at www.pembrokeontario.com
Testing
The weekly water samples were sent to Caduceon Laboratories Inc. in Ottawa for analysis. Caduceon is an ODWS Accredited laboratory. The results of the analysis are emailed to the Municipality. The following chart is a summary of those test results.
Analysis For the period of October1, 2014 - December 31, 2014 Parameter Tested MAC, # of # of Normal Note IMAC or Samples Adverse Range # Standard Results E, Coli Nil 30 0 Absent Total Coliforms Nil 30 0 < 1/100ml Heterotrophic Plate 500 CFU/ ml 10 0 <2 CFU/ml - 62 CFU/ml Count Residual Chlorine .05 mg/ml 110 0 0.06 - 1.27 mg/l Lead - residential .01 mg/l 10 0 <.00004 mg/l - 0.00054 mg/l Lead - distribution .01 mg/l 2 0 .00006 mg/l - 0.00026 mg/l Lead - commercial .01 mg/l 2 0 .00029 mg/l - 0.00135 mg/l Trihalomethanes 0.10 mg/liter 1 0 .063825 mg/liter 4/4 ave In the fourth quarter of 2014, the municipality paid Caduceon $1,446.53 for laboratory services.
Complaints
There were no complaints received in the fourth quarter of 2014.
Staffing & Training
Laurentian Valley Waterworks has 1 Water Quality Analyst, 4 operators certified Water Distribution 1 and an Operator in Training. In October the QMS Rep and the operators attended the Eastern Ontario Water Associations’ Conference in Kingston.
Maintenance
There were no new connections turned on in the fourth quarter. There were no water main breaks in the fourth quarter of 2014. The water main valves were exercised and the hydrants flushed, during the fourth quarter. The works department also conducted 16 locates for various contractors.
Ministry of the Environment
The annual inspection of the waterworks was conducted on October 30, 2014. There was one issue of non-compliance; we only submitted samples from 5 residences, as per Certificate of Approval # PB260007465, however that certificate expired in 2012. We should have sampled 10 residences as per schedule 15.1 of O. Reg. 170/03. It is not possible to find 10 residential volunteers for lead samples in our small system, so the water works has filed an application for Regulatory Relief again.
Drinking Water Quality Management System
No Correspondence, the on-site audit is scheduled for January 8 & 9 th , 2015. The Management Review was completed on December 16 th .
Summary
In the fourth quarter of 2014, the water works purchased 13,004,686 gallons of water from the City of Pembroke and distributed it to 645 homes and businesses. There were no incidences of adverse water quality. Township ofLaurentian Valley 460 Witt Road RR #4 Pembroke, Ontario, K8A 6W5 Phone:(613) 735-6291 Fax:(613)735-5820 from the desk ofClaus Trost CBCO CPSO BCIN 10010 www.laurentianvalleytwsp. on. ca
January 14, 2015
Memo to Council:
On December 181\2014 I attended the Renfrew Agricultural Water Quality Leadership Group workshop at the Barr Line Community Center.
The Renfrew Agricultural Water Quality Leadership Group is made up of representatives from six of the Counties larger agricultural associations. They are working together to build a consensus on a way forward to deal with rural water quality. To that end they have hired Intersol, a consulting agency to facilitate meetings with the various stakeholders in the County to establish common interests with other stakeholders such as tourism, outdoor clubs, industry etc.
The workshop was conducted by having round table discussions on three broad topics defined by questions for each topic. Discussion 1 was to define the strengths, weaknesses, opportunities and threats of water quality in the County. Discussion 2 was to define the vision and expectations of the people present at the meeting and Discussion 3 was how to move forward.
The Consultants have other workshops arranged with other constituent parties and will hold a follow up workshop in April to discuss the results of the process.
Sincerely,
Claus Trost Drainage Superintendent Township of Laurentian Valley Community Policing Committee - Jan. 21, 2015 Meeting Present: Keith Watt, Brian Hugli, Phil Saar, Marcel Marsan, Ron Moss, Wendy Hewitt, Kevin Leach Regrets: Brian Burger, Julie Herbert, Darwin Moore Visitor: OPP Sgt. C. Pinkerton Nov. meeting minutes accepted as distributed, motion by Kevin, 2nd , Marcel
Intoduction of new council liason, Brian Hugli to members. Introduction of Wendy Hewitt, new member and visitor Sgt. Pinkerton.
Election for new Chair – The newly elected Chairperson is Phil Saar. Elise Fuisz will assist as vice Chair and recorder of meeting minutes. (Elise had verbally confirmed same to Keith prior to meeting)
Action items updated from Nov. meeting Phil – discussed presentation options with Peter Rumohr. The group meets in Feb. when they will discuss select a topic and get back to Phil.
Phil/Brian radar board – no further update. Brian H. will check for a contact at ROMA.
Keith confirmed with Beth that neighbourhood watch is still alive, however it is to be set up by those individuals wanting to implement program. Rules and coverages of the committee are set by those involved. Some signage is available and in Phil’s possession. Beth also noted that our request for a separate flyer for home yrd and vehicles is in draft form and will let committee know when she receives them.
Phil met with Terry Vaudry at Snow country who says certainly the committee would be welcome to participate with safety practices, however it is too late for this year. Committee will plan for next year.
Brian B. reported he has been working with Lauree and Kayla with regards to the LVPC website and now has access and will strive to make changes to the web site. To date there has been 1366 visits to our site, 4 today and 16 in the last 7 days.
Committee’s list of activities for 2014/2015. Adopt a Road in spring Road safety awareness Rockwood School Bicycle rodeo Presentation to Golden Friendship Club Distribute crime prevention pamphlets Lock it or lose it flyer disribution
Membership – new members always welcome.
Next Meeting : Feb. 18, 2015