Council Meeting 6: 00 P. M

THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES Council Meeting

Meeting Number: 19 -2013

Date of Meeting: Thursday, June 20, 2013

Time: 06:00 p. m.

Place of Meeting: Legacy Centre —Thomas Hall, Thedford

AGENDA

Pages

1. Call to Order

2. Declaration of Pecuniary or Conflict of Interest

3. Consent Agenda

3. 1 CL Report No. 62 -2013 - Re: Applications heard by the 1 - 2 Committee of Adjustment on May 23, 2013 and Applications to be heard by the Committee of Adjustment June 27, 2013

4. Confirmation of Minutes from Previous Meetings

4. 1 Regular Council Meeting - June 6, 2013 3 - 15

5. Delegations, Public Meetings & Presentations

5. 1 6: 00 p. m. - Philip Walden, Agent for Archie Gibbs - Re: Grand 16- 19 Bend Harbour Ttitle Ownership

5. 2 6: 10 p. m. - Justin Speake - Re: Pace Car Initiative 20 - 30

5. 3 6: 20 p. m. - Jim Davies - Re: J. D.' s Summer House - Outdoor Cafe 31 - 32 See CL Report No. 63 -2013 pages 134 - 135)

6. Correspondence & Petitions

Correspondence - Receive and File

6. 1 Gordon Perry & Muriel Wright, Co- Chairs, Lambton County 10191MK! Regional Trails Committee - Re: Lambton County Regional Trails Regional Roads Construction

Correspondence - For Council Direction

6. 2 Brenda J. George, Kettle & Stony Point Powwow Committee 35- 35 Member - Re: Request for Donation to Assist in Powwow Event

6. 3 Margaret Bloomfield - Re: Vehicles on Armstrong East 36 - 39

Powered 6y: f ['CRIBE BOARDROOM 7. Consideration of Committee Minutes and Staff Reports

7. 1 Minutes of the Harbours Committee Meeting held May 17, 2013 40- 42

Planning

7. 2 PL Report No. 31 - 2013 - Re: Amending Site Plan Agreement 43- 51 between Lambton Kent District School Board and the Municipality 15 Gill Road, Grand Bend

Community Services

7. 3 D. C. S. Report No. 80 -2013 - Re: Request for Wedding Ceremony 52- 55 to Take Place on Municipal Property

7. 4 D. C. S. Report No. 81 - 2013 - Re: Future Sewer Expansion Area 56- 62 Update

7. 5 D. C. S. Report No. 82 -2013 - Re: Capital Sidewalk Replacements 63- 65 Tender Award

7. 6 D. C. S. Report No. 83 -2013 - Re: Condition Review of Former 66- 67 Thedford Library Building

7. 7 D. C. S. Report No. 84 -2013 - Re: DWQMS Update Quarter 1 of 68- 69 2013

7. 8 D. C. S. Report No. 85 -2013 - Re: North Lambton Childcare Centre 70- 72 Request

Finance & Administration

7. 9 TR Report No. 59 -2013 - Re: Draft Year to Date Financial 73- 84 Statements as of May 31, 2013

7. 10 TR Report No. 61 - 2013 - Re: Township of Warwick Fire Service 85- 86 Coverage Contract

7. 11 TR Report No. 64 -2013 - Re: Website Re- development 87- 87

7. 12 CL Report No. 52 -2013 - Re: Appointing Additional Provincial 88- 89 Offences Officers

7. 13 CL Report No. 56 -2013 - Re: AMO Conference - Requests for 90- 91 Delegation to Various Ministers

7. 14 CL Report No. 58 -2013 - Re: Procedural Issues - Revisions to the 92- 122 Procedural By -law - Recommendations Regarding Correspondence, Communications and Delegations

7. 15 CL Report No. 59 -2013 - Re: Issues Pertaining to Cemeteries 123- 128 under the Jurisdiction of the Municipality

7. 16 CL Report No. 60 -2013 - Re: Building Permit Statistics and 129- 133 Planning Application Information - Up to the End of May, 2013 7. 17 CL Report No. 63 -2013 - Re: Request to Re- consider a Decided 134- 135 Matter - Re: Sidewalk Cafes

8. By -laws & Resolutions

8. 1 By -law 38 -2013 - Re: Providing for Drainage Works - Augustine 136- 138 Drain 2013 - 3rd Reading

8. 2 By -law 39 -2013 - Re: Providing for Drainage Works - Kennedy 139- 141 Line - 2013 - 3rd Reading

8. 3 By -law 60 -2013 - Re: Appoint Additional Individuals as Provincial Offences Officers ( See CL Report No. 52 -2013)

8. 4 By -law 64 -2013 - Re: Authorize Agreement with Cope Construction - Sidewalks ( See D. C. S. Report No. 82 -2013)

8. 5 By -law 66 -2013 - Re: Authorize Amending Site Plan Agreement with LKDSB ( See D. C. S. Report No. 31 - 2013)

8. 6 By -law 67 -2013 - Re: Appoint the C. A.O. for the Municipality of Lambton Shores (Available at the meeting)

8. 7 By -law 68 -2013 - Confirming By -law 142- 142

9. Accounts

9. 1 TR Report No. 60 -2013 - Re: Cheque Listing for the Month of 143- 149 May, 2013

10. Notice of Motion

10. 1 Notice of Motion from Councillor Bonesteel - Re: Protocol for Non 150- 150 Compliance of Municipal Rental Agreements

11. New Business

An opportunity for an emergent issue to be discussed by Council.

12. Councillor Reports

An opportunity for Members of Council to make a report.

13. Opportunity for the Public to Seek Clarification

Please Note: As per By -law 37 -2012, Section 15, Subsection 13 - Questions must pertain to decisions made by Council on the items included in this agenda, and be for the purposes of clarification only, and not for the purpose of making statemetns.

14. Confidential Business

14. 1 Minutes of the Closed Session - June 6, 2013 14. 2 D. C. S. Report No. 86 -2013 - Re: Possible Property Acquisition Authorization to Close - Section 239 ( 2) c of the Municipal Act - The proposed acquisition of land by the Municipality.)

14. 3 TR Report No. 62 -2013 - Re: Legal Comment on Non -Disclosure Agreement (Authorization to Close - Section 239 (2) f of the Municipal Act - Advice that is subject to solicitor -client privilege.)

14. 4 TR Report No. 63 -2013 - Re: Legal Information ( Authorization to Close - Section 239 ( 2) f of the Municipal Act - Advice that is subject to solicitor -client privilege.)

14. 5 CL Report No. 61 -2013 - Re: Baptist Cemetery (Authorization to Close - Section 293 ( 2) b of the Municipal Act - Personal matters about an identifiable individual.)

14. 6 CL Report No. 64 -2013 - Re: A Matter Subject to Solicitor Client Privilege (Authorization to Close - Section 239 ( 2) f of the Municipal Act)

15. Adjoum THE MUNICIPALITY OF LAMBTON SHORES

CL Report No. 62 -2013 Wednesday,' June',12, 2013'

TO: Mayor Weber and Members of Council

FROM: Carol McKenzie, Clerk

RE: Applications heard by the Committee of Adjustment on May 23, 2013 and: Applications to be heard by the Committee of Adjustment on June 27, 2013

RECOMMENDATION:

For information only.

The Committee of Adjustment met on Thursday, May 23, 2013 to hear the following application:

Mr. Mike VanKessel, Agent for 1863866 Ontario Ltd. - B- 03/ 2013

An application for consent was made by Mike VanKessel, Agent for 1863866 Ontario Ltd. for the lands described as Lot 19, Concession South Boundary, 7580 & 7606 Townsend Line, requesting permission to sever a 2. 79 hectare ( 6. 9 acre) parcel of land that will front onto Townsend Line. The retained parcel will have a total lot area of approximately 45.2 hectares ( 111. 7 acres). This severance will allow the creation of a new non -farm dwelling lot for the existing dwelling which is surplus to the Applicant' s farming operation as the result of a farm consolidation. The lands were the subject of an Official Plan ( OP- 02/2013) and Zoning By -law ( ZO- 04/2013) Amendment that were approved by Lambton Shores Council.

The Committee granted this consent with the following conditions:

1. That the Owner submits to the Municipality of Lambton Shores, two copies of a reference plan showing the severed lot or submit a written description which is acceptable to the County of Lambton Registrar. 2. That the Owner satisfy the Municipality of Lambton Shores with respect to the payment of cash -in -lieu of parkland dedication which shall be $ 750. 00. 3. That the Owner satisfy the Municipality of Lambton Shores with respect to the payment of rural watermain charges for the proposed retained farm parcel if

applicable. 4. That Official Plan Amendment No. 37 and By -law No. 50 of 2013 become final and binding.

1 The Committee of Adjustment will meet on Thursday, June 27, 2013 to hear the following applications:

Jeff Liley, Agent for Sikke Hoiting —Minor Variance —A- 09/ 2013

Mr. Liley submitted a minor variance application for the property described as Plan 24, Lot 253, 23 Woodward Ave. in Grand Bend, requesting permission to construct an addition onto the existing dwelling on the property that will have:

a) A front yard setback of 0. 91 metres whereas the By -law requires a setback of 6 metres; b) A side yard setback of 1 metres whereas the By -law requires a setback of 1. 2 metres; c) A total lot coverage of 43% whereas the By -law maximum is 35 %.

Sid Kemp —Minor Variance —A- 10/ 2013

Mr. Kemp submitted a minor variance application for the property described as Plan 6, Park Lot 10, 9941 Nipigon St. in Port Franks, requesting permission to construct an accessory garage, for the purposes of recreational vehicle storage, that will have:

a) A total lot coverage of 163. 70 square metres whereas the maximum size allowed is 93 square metres ( this included the existing smaller accessory building); b) A height of 7. 85 metres whereas the By -law maximum is 6. 1 metres.

Aaron Lucas, Agent for Michael Beal — Minor Variance —A- 11/ 2013

Mr. Lucas submitted a minor variance application for the property described as Plan 588, Lot 84, 10255 Oakburn Crt., Southcott Pines, requesting permission to keep the existing roof structure that was constructed within the front yard setback. The existing setback is 5. 97 metres, whereas the By -law requires a front yard setback of 7. 5 metres.

Muriel Maier —Consent Application —B- 04/2013

The Applicant is requesting permission to sever a parcel of land from the property described as Plan 33, Pt, Block A, 293 Ontario St. S., in Grand Bend. The severed parcel is a wooded area that is approx. 20 metres by 125 metres, and is to be added to the adjacent property to the west, owned by Mr. Cameron Wright. There will not be a new lot created, simply a lot addition.

Respectfully submitted, ona,(_,(

Carol McKenzie Clerk Report prepared by Jackie Mason, D /Secretary of the Committee of Adjustment

2 THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES

Regular Council Meeting

Date of Meeting: June 6, 2013

Members Present: Deputy Mayor Elizabeth Davis -Dagg Councillor Dave Maguire Councillor Doug Bonesteel Councillor Lorie Scott Councillor Ken McRae Councillor Martin Underwood Councillor Doug Cook Councillor John Russell

Staff Present: Acting C.A.O. / Treasurer Janet Ferguson Clerk Carol McKenzie Director of Community Services Brent Kittmer Planner Patti Richardson Administrative Assistant Roberta Brandon

1. CALL TO ORDER

Deputy Mayor Davis -Dagg called the meeting to order at 3: 00 p. m.

13- 0606 -01 Moved by: Councillor Scott Seconded by: Councillor Bonesteel

That Councillor Russell act as the Head of Council during the meeting if the Deputy Mayor declares a conflict with an issue. Carried

2. DECLARATION OF PECUNIARY OR CONFLICT OF INTEREST

The Deputy Mayor asked members of Council to declare any pecuniary or conflict of interest that they may have with the business itemized on the agenda and the Deputy Mayor declared a conflict with items 10.4 and 10. 6 dealing with wind turbines projects.

3. MUNICIPAL ISSUES FOR COUNCIL DISCUSSION

3. 1 Peter Barnes & Jamie Bibby, BDO Canada LLP — Re: 2012 Audited Financial Statements

Peter Barnes and Jamie Bibby representing BDO Canada LLP, the Municipal auditors, attended the meeting to present the 2012 audited financial statements.

13- 0606 -02 Moved by: Councillor Scott Seconded by: Councillor Bonesteel

3 Minutes of the June 6, 2013 Council Meeting 2

That the draft consolidated financial statements dated December 31, 2012 as prepared by the Municipal Auditors are approved. Carried

3. 2 STRATEGIC PLAN OVERVIEW

Resolutions and issues referred by Council to the Strategic Plan in 2011, 2012 and 2013 were reviewed and staff provided direction on the items that remain pertinent.

13- 0606 -03 Moved by: Councillor Scott Seconded by: Councillor Bonesteel

That a Strategic Planning meeting be scheduled for one evening per month, to be held on a Monday evening starting in June, 2013. Carried

13- 0606 -04 Moved by: Councillor Russell Seconded by: Councillor Scott

That resolution # 13- 0606 -02 allowing for Strategic Planning meetings monthly and a Monday evening be reconsidered. Carried

13- 0606 -05 Moved by: Councillor Bonesteel Seconded by: Councillor Scott

That a Strategic Planning meeting be scheduled for Wednesday, June 19th, 2013 at the Village Complex in Thedford for 7: 00 p. m. Carried 5. CONFIDENTIAL BUSINESS

13- 0606 -06 Moved by: Councillor Scott Seconded by: Councillor Russell

That Council go into a " Closed Session" at 4: 35 p. m. to discuss minutes of the May 16th Closed Session, D. C. S. Reports No. 67- 2013, 68 -2013 and 75 -2013, CL Report No. 75 -2013 and an update on a non -disclosure issue held under Section 239 ( 2) b, e and f of the Municipal Act. Carried

13- 0606 -07 Moved by: Councillor Scott Seconded by: Councillor Bonesteel

That the public portion of the Council meeting reconvene at 4: 35 p. m. to accommodate Section 4 allowing an opportunity for the public to seek clarification. Carried

4. OPPORTUNITY FOR THE PUBLIC TO SEEK CLARIFICATION

12 Minutes of the June 6, 2013 Council Meeting

Cam Ivey asked if public input would be sought prior to final approval of the Strategic Plan and this was confirmed.

Bob Sharen asked for clarity on why the reserves had an increase and the reserve funds did not.

Jordy Speake asked if a decision on a new Chief Administrative Officer had been made and it was noted that the Hiring Committee had not made a final decision on this matter.

13- 0606 -08 Moved by: Councillor Scott Seconded by: Councillor Underwood

That Council goes into a " Closed Session" at 4:46 p. m. to discuss minutes of the May 16th Closed Session, D. C. S. Reports No. 67- 2013, 68 -2013 and 75 -2013, CL Report No. 75 -2013 and an update on a non -disclosure issue held under Section 239 ( 2) b, e and f of the Municipal Act. Carried

Council rose at 5:20 p. m. and reported on legal matters at the conclusion of the meeting.

13- 0606 -09 Moved by: Councillor Russell Seconded by: Councillor Underwood

That the Council meeting adjourn at 5:20 p. m. to reconvene at 6: 00 p. m. Carried

Council reconvened at 6: 00 p. m.

A moment of silence was held in remembrance of D Day — June 6th, 1944.

In order to accommodate the Court of Revision the order of the agenda was amended.

8. DELEGATIONS, PUBLIC MEETINGS & PRESENTATIONS

8. 1 Court of Revision for the Augustine Drain 2013

13- 0606 -10 Moved by: Councillor Scott Seconded by: Councillor Russell

That the regular meeting of Council adjourns for the Court of Revision on the Augustine Drain 2013 at 6: 00 p. m. and will reconvene immediately thereafter. Carried

6. CONSENT AGENDA

6. 1 St. Clair Region Conservation Authority Update May, 2013 6. 2 May 2013 Bluewater Recycling Association Meeting Highlights

5 Minutes of the June 6, 2013 Council Meeting M

13- 0606 -11 Moved by: Councillor Russell Seconded by: Councillor Bonesteel

That the following items on the consent agenda be received and filed:

6. 1 St. Clair Region Conservation Authority Update May, 2013 6. 2 May 2013 Bluewater Recycling Association Meeting Highlights Carried

7. CONFIRMATION OF MINUTES FROM PREVIOUS MEETINGS

13- 0606 -12 Moved by: Councillor Cook Seconded by: Councillor Underwood

That the minutes of the regular Council meeting held May 16, 2013 be accepted as presented. Carried

9. CORRESPONDENCE & PETITIONS

Correspondence — Receive and File

9. 1 Glen Baillie, President & Mark Lewis, Vice President of Grand Bend Tourism —Re: Parking & Cash -in -Lieu

13- 0606 -13 Moved by: Councillor Bonesteel Seconded by: Councillor Scott

That the agenda be amended to exclude the letter from Glen Baillie, President and Mark Lewis, Vice President of Grand Bend Tourism regarding parking and cash -in -lieu; and

That the representatives of Grand Bend Tourism be advised that this matter has been dealt with by Council and that a report is forthcoming from the planner on parking. Carried

9. 2 Les James, President —Port Franks Garden Club —Re: Thank You

13- 0606 -14 Moved by: Councillor Maguire Seconded by: Councillor Cook

That correspondence from Les James, President of the Port Franks Garden Club thanking the Community Services Department for facilitating the building of the " Gateway Garden" at the entrance to Port Franks be received and filed. Carried

Correspondence — For Council Direction

9. 3 Bob Sharen — Re: Resolutions Passed 6 Minutes of the June 6, 2013 Council Meeting 5

13- 0606 -15 Moved by: Councillor Underwood Seconded by: Councillor Maguire

That correspondence from Bob Sharen regarding resolutions that have been passed be received and filed. Carried

10. CONSIDERATION OF COMMITTEE MINTUES AND STAFF REPORTS

10. 1 Minutes of the Forest Business Improvement Area Regular Board Meeting held April 17, 2013

13- 0606 -16 Moved by: Councillor Scott Seconded by: Councillor Cook

That the minutes of the April 17, 2013 meeting of the Forest Business Improvement Area regular board meeting be received and filed. Accept as presented Carried

10. 2 Minutes of the Economic Development Committee Meeting held April 30, 2013

10. 3 Minutes of the Economic Development Committee Meeting Held May 14, 2013

13 -0606 - 17 Moved by: Councillor Scott Seconded by: Councillor Underwood

That the minutes of the April 30, 2013 and May 14, 2013 meeting of the Economic Development Committee be received and filed. Carried 8. 2 Court of Revision for the Kennedy Line Drain

13- 0606 -18 Moved by: Councillor Underwood Seconded by: Councillor Maguire

That the regular meeting of Council adjourns for the Court of Revision on the Kennedy Line Drain 2013 at 6: 13 p. m. and will reconvene immediately thereafter. Carried

With Council consent, Mr. Derek Scott was added to the meeting agenda to present Council with a donation towards the costs of the new proposed pavilion at the Port Franks Community Centre on behalf of the Ausable Port Franks Optimist. He also presented a donation from the Port Franks Seniors towards this project.

8. 3 Lana Smith & Simone Edginton of Sarnia -Lambton Food Coalition — Re: Healthy Sustainable Food System for Sarnia -Lambton

7 Minutes of the June 6, 2013 Council Meeting 6

Lana Smith and Simone Edginton of Sarnia -Lambton of the Sarnia -Lambton Food Coalition appeared before Council to present information on the Coalition' s vision of a healthy food system based on health, education, sustainable economic devilment, environmental health, culture and social justice.

13- 0606 -19 Moved by: Councillor Scott Seconded by: Councillor Bonesteel

That Council endorses the efforts of the Sarnia -Lambton Food Coalition for a healthy sustainable food system and that the information contained within the PowerPoint presentation be referred to the Economic Development Committee and put on the Municipal website. Carried

Planning

10. 4 PL Report No. 30 -2013 — Re: NextEra Jericho Wind Inc. Wind Power Project Suncor Energy Cedar Point Wind Power Project Municipal Consultation Forms

As the Deputy Mayor had declared a conflict with this report Councillor Russell took the gavel and acted as the Head of Council for this portion of the meeting.

A recorded vote was requested on the following motion:

13- 0606 -20 Moved by: Councillor Bonesteel Seconded by: Councillor Scott

That PL Report 30 -2013 regarding the Municipal Consultation Forms for NextEra Jericho Wind Inc. and Suncor Energy Cedar Point Wind Power Projects be accepted as presented and;

That the Municipal Consultation form include a requirement that NextEra and Suncor provide assurance from a 3rd party certified engineer that the turbines performance as per the company's claim is true and accurate. Carried

Those members of Council in favour of the motion: All members of Council with the exception of Deputy Mayor Davis -Dagg as she refrained from voting.

8. 4 Christopher Misch, Vice President of Sun Country Highway Ltd. — Re: Green Lambton Shores —Bringing EV Charging to the Community

Christopher Misch, Vice President of Sun Country Highway Ltd. appeared before Council to present a proposal whereby the Municipality would purchase and install an Electric Vehicle Charger in a publicly accessible location in Lambton Shores to attract EV owners from across Southern Ontario.

9 Minutes of the June 6, 2013 Council Meeting 7

13- 0606 -21 Moved by: Councillor Bonesteel Seconded by: Councillor Scott

That staff prepare a report on the proposal presented by Sun Country Highway Ltd. to purchase and install an Electric Vehicle Charger in publicly accessible locations within Lambton Shores; and

That this proposal on a phased in approach be referred to the 2014 budget deliberations; and further

That this proposal be part of the private public partnership discussions to be held in October, 2013. Carried

Community Services

10. 5 D. C. S. Report No. 69 -2013 — Re: Capital Budget Update

13- 0606 -22 Moved by: Councillor Russell Seconded by: Councillor Underwood

That Council approves a total expenditure of $ 18, 000 to install accessible pedestrian signals at the existing street lighted intersections in Grand Bend, to be funded from the Transportation Reserve; and further

That accessible pedestrian signals for the Forest Street lighted intersections be referred to the 2014 capital budget; and

That Council approves $ 25, 000 for the windrow eliminator ordered in 2012, to be funded from the Community Services Vehicle and Equipment Reserve. Carried

10. 6 D. C. S. Report No. 70 -2013 — Re: Jericho Wind Farm — Municipal Drains

As the Deputy Mayor had declared a conflict with this report Councillor Russell took the gavel and Acted as the Head of Council for this portion of the meeting.

13- 0606 -23 Moved by: Councillor Cook Seconded by: Councillor Underwood

That the recommendations contained in D. C. S. Report No. 70 -2013 be approved; and further

That requests for municipal drain maintenance related to closed drainage crossings be accepted under Section 74 of the Drainage Act. Carried

9 Minutes of the June 6, 2013 Council Meeting

10. 7 D. C. S. Report No. 71 -2013 — Re: Grand Bend Pedestrian Crosswalk Construction —Tender Award

13- 0606 -24 Moved by: Councillor Underwood Seconded by: Councillor Maguire

That D. C. S. Report No. 71 -2013 be approved; and further

That the Municipality of Lambton Shores enter into an agreement with Cope Construction to complete the proposed construction of two Pedestrian Crosswalks for the tendered amount of $ 89,924. 27 inclusive of HST; and further that By -law 56 -2013 authorizing the Mayor and Clerk to sign the associated agreement be approved. Carried

10. 8 D. C. S. Report No. 72 -2013 — Re: Recommendations from the AGCO to Policy #48 and Policy #58a

13- 0606 -25 Moved by: Councillor Russell Seconded by: Councillor Cook

That the amendments proposed by the Alcohol and Gaming Commission of Ontario for Policy # 48 and Policy # 58a brought forward in D. C. S. Report 72 -2013 be approved. Carried

10. 9 D. C. S. Report No. 73 -2013 — Re: Church and James Street Forest Reconstruction —Tender Award

13- 0606 -26 Moved by: Councillor Underwood Seconded by: Councillor Cook

That D. C. S. Report No. 73 -2013 be approved; and further

That the Municipality of Lambton Shores enters into an agreement with Birnam Excavating Ltd. to complete the proposed reconstruction of Church and James Street for the tendered amount f $509, 915. 30 inclusive of HST; and further

That By -law 57 -2013 authorizing the Mayor and Clerk to sign the associated contract agreement be approved. Carried

10. 10 D. C. S. Report No. 74 -2013 — Re: Proposal from Sun Country for Electric Vehicle Charging Station

13- 0606 -27 Moved by: Councillor Bonesteel Seconded by: Councillor Underwood

10 Minutes of the June 6, 2013 Council Meeting 9

That D. C. S. Report No. 74 -2013 regarding the proposal from Sun Country for an Electric Vehicle Charging Station be received and filed. Carried

10. 11 D. C. S. Report No. 76 -2013 — Re: Tender Award — 2013 Water Meter Replacements

13- 0606 -28 Moved by: Councillor Bonesteel Seconded by: Councillor Scott

That D. C. S. Report No. 76 -2013 be approved; and further that the Municipality of Lambton Shores enter into an agreement with CH2M Hill Canada Ltd. to complete the proposed Water Meter Replacement Program for the tendered amount of $ 41, 029. 51 inclusive of HST; and further

That By -law 58 -2013 authorizing the Mayor and Clerk to sign the associated contract agreement be approved. Carried

10. 12 D. C. S. Report No. 77 -2013 — Re: Proposed Volunteer Recognition Policy Amendments

13- 0606 -29 Moved by: Councillor Scott Seconded by: Councillor Underwood

That the recommendation in D. C. S. Report No. 77 -2013 be approved and the changes to # 64 Volunteer Recognition Policy be approved as recommended. Carried

13- 0606 -30 Moved by: Councillor Bonesteel Seconded by: Councillor Scott

That staff prepare a report on recognition of a volunteer group and include proposed judging criteria. Carried

Finance and Administration

10. 13 TR Report No. 54 -2013 — Re: 2012 Year in Review

13- 0606 -31 Moved by: Councillor Russell Seconded by: Councillor Underwood

That TR Report No. 54 -2013 regarding the 2012 Year in Review be received with thanks. Carried

13- 0606 -32 Moved by: Councillor Bonesteel Seconded by: Councillor Underwood

11 Minutes of the June 6, 2013 Council Meeting 10

That the Acting C. A.O. is directed to prepare an additional report in collaboration with the Deputy Mayor incorporating additional 2012 achievements as part of the 2012 Year in Review. Carried

TR Report No. 55 -2013 regarding 2012 Draft Audit Financial Statements was dealt with during the delegation portion of the meeting.

TR Report No. 56 -2013 regarding those items referred by Council to the Strategic Plan was dealt with earlier in the meeting.

10. 16 CL Report No. 51 -2013 — Re: Extending the Term of the Interim Chief Administrative Officer

13- 0606 -33 Moved by: Councillor Underwood Seconded by: Councillor Scott

That the term of the appointment of Janet Ferguson as the Interim Chief Administrative Officer for the Municipality of Lambton Shores be extended and that By -law 59 -2013 being a by -law to enact the extension be approved. Carried

10. 17 CL Report No. 53 -2013 — Re: Adjustments to the Lambton Shores' Parking By -law 20 -2002

13- 0606 -34 Moved by: Councillor Bonesteel Seconded by: Councillor Russell

That the Lambton Shores' Parking By -law 20 -2002 be amended in accordance with the recommendations in CL Report No. 53 -2013, and that By -law 61 -2013 implementing the charges be approved. Carried

CL Report No. 54 -2013 regarding information for the Court of Revision for the Augustine Drain and the Kennedy Drain was dealt with during the public meeting potion of the meeting.

11. BY -LAWS & RESOLUTIONS

13- 0606 -35 Moved by: Councillor Underwood Seconded by: Councillor Scott

That the following by -laws are read a first, second and third time, passed and numbered appropriately, signed by the Mayor and Clerk and engrossed in the by -law book:

By -law 56 -2013 —Authorize Agreement with Cope Construction By -law 57 -2013 — Authorize Agreement with Birnam Excavating Ltd.

12 Minutes of the June 6, 2013 Council Meeting 11

By -law 58 -2013 Authorize Agreement with CH2M Hill Canada Ltd. By -law 59 -2013 Re: Appointing an Interim Chief Administrative Officer and Dept ty Clerk By -law 61 -2013 Amendment to the Parking By -law 20 -2002 By -law 62 -2013 Confirming Resolutions to Date. Carried

12. ACCOUNTS

There were no Municipal accounts for Council to review.

13. NOTICE OF MOTION

13. 1 Notice of Motion from Councillor Bonesteel - Re: Legal Direction Regarding Possible Breach of Contract for Agreement with Building Canada for the Proposed Grand Bend Sewage Treatment Plant

A recorded vote was requested on the following motion:

13- 0606 -36 Moved by: Councillor Bonesteel Seconded by: Councillor Russell

That staff be directed to obtain legal direction for the June 20, 2013 Council meeting, regarding possible breach of contract re: the agreement with Building Canada for the proposed GB sewage treatment plant; if the municipality has not received an answer by June 6, 2013 to the scope change application submitted October 4, 2012 and our subsequent request to meet with the respective ministers as submitted some six weeks ago. Carried

Those members of Council in favour: All members of Council with the exception of Councillor Cook.

13. 2 Notice of Motion from Councillor Bonesteel - Re: Reducing Speed Limit Approaching Grand Bend from the South

13- 0606 -37 Moved by: Councillor Bonesteel Seconded by: Councillor Scott

That staff prepare a report on the implications of reducing the current 60kmh speed limit on Highway # 21 as vehicles approach Grand Bend, from the south, to 50 kmh as a safety measure for the residential neighbourhoods that are impacted by the current status. Carried

13. 3 Notice of Motion from Deputy Mayor Davis -Dagg - Re: Council Table Formation

13 Minutes of the June 6, 2013 Council Meeting 12

13- 0606 -38 Moved by: Deputy Mayor Davis -Dagg Seconded by: Councillor Scott

That the table formation be returned to the formation decided upon early in this term so that the public's view of the council will not be constricted and the public will be drawn closer. Motion Withdrawn

13- 0606 -38 Moved by: Councillor Bonesteel Seconded by: Councillor Scott

That staff present a new configuration on a new Council table formation that demonstrates openness and receptivity to the public for Council review and approval. Motion Defeated

14. NEW BUSINESS

Correspondence from The Honourable Gary Goodyear, Minister of State P. C., M. P. - Re: The Municipality' s Building Canada Fund - Communities Component ( BCF -CC) Project.

13- 0606 -39 Moved by: Councillor Bonesteel Seconded by: Councillor Scott

That the letter received from The Honourable Gary Goodyear, Minister of State P. C., M. P. regarding the Municipality' s Building Canada Fund - communities Component ( BCF -CC) project be received and filed. Carried

15. COUNCILLOR REPORTS

Councillor Bonesteel reported that the Grand Bend Rotary Club would not be participating with the water testing in 2013 and should be sent a letter of appreciation for their assistance in past years in helping the Grand Bend Beach maintain its Blue Flag status.

Councillor Scott reported that the memorial garden at the entrance to Port Franks was completed and expressed her appreciation of the Community Services Department for their assistance. She further reported that the tennis courts at the Port Franks Community Centre had been repaired and were being well used and that the O. P. P. would be addressing speeding issues at Ipperwash.

Councillor Maguire noted that there had been two Harbours Committee meeting to date and that the annual fireworks display was planned for Canada Day in Grand Bend. He further expressed his appreciation to the Community Services Department in their efforts to keep Grand Bend tidy during the long holiday weekends.

Councillor McRae expressed his appreciation to the Community Services Department for the installation of new playground equipment at Pleasure Park in Forest. 14 Minutes of the June 6, 2013 Council Meeting 13

Councillor Underwood reported that Tabetha Burley had been appointed as the new chairman for the Accessibility Committee and that the 125th Anniversary celebrations for the Forest Fire Department had been a huge success.

Councillor Cook reported that he had attended the 25th Anniversary honouring Christine O' Reilly's service to the community and that this honour was well deserved.

Councillor Russell reported that the North Lambton Quilters' Guild would be having a show at the Lambton Heritage Museum June 26th, that he had been approached by a Lambton Shore resident asking that public dances be part of the recreation master plan and that his report on the OSUM Conference he had attended had been given to Council for their information.

Deputy Mayor Davis -Dagg reported that she had met with Monte McNaughton regarding concerns over the phragmites situation, that the Forest Community Gardens had been completed, that there would be no change to the practice of fluoride in the Lambton Area Water Supply System and that the Farmers' Markets were up and going in the community.

16. OPPORTUNITY FOR THE PUBLIC TO SEEK CLARIFICATION

Cam Ivey asked if the Municipality of South Huron would be advised that Lambton Shores is seeking a legal opinion on the possible breach of contract with Building Canada for the proposed Grand Bend Sewage Treatment Facility and this was confirmed.

Gerry Rupke asked if in the event that Building Canada refused the changes to the Grand Bend and Area Sewage Treatment Facility' s scope would Council proceed with this project and it was noted that this has not been discussed.

As reported previously in the minutes, Council rose at 5: 30 p. m. from a closed session. It was noted that a legal matter regarding a statement of claim had been resolved.

17. ADJOURN

13- 0606 -40 Moved by: Councillor Underwood Seconded by: Councillor Russell

That the June 6, 2013 Council meeting adjourn at 8: 53 p. m. Carried

15 MAY -03 -2013 FRI 02; 09 PM Walden & Walden FAX ti0, 5192964497 P. 02

WAY413EN & WALDEN Barristers, solfoltom & Notaries Public

Forest Branch 01061 Parkhill Branch O(0Ce 30 KfngKfn Skeet, Waat J. Philip Walden, QC., B.A., LL,l1i, 2e0 Parkhill Maln 81reet Forest, Onledo Deryck P.N. waldeu*, lions. IB. Com., LL.B. 9ydonham Cradlt UAlon Bldg. Tolephon /r jOIG) 766 -2822 ` Also a Map1her cfAlberla Bar Padchlrr, onfa4a Taisphons: ( 019) 294 -ae31 Toll F140 011140 from samia, Brlghm Glove, Fgtoel, g6 V9Ctorla Street ,Box 121 Toll Ams NoIng from London. ArkaAA & Camrachig Thadford, Ontario, N014I 2NO Aafkh12 Maim & kkahRims to MOW Of9Gg Ailaa Craig by dinlrng 599.2147 RYOhaAQ1s to7hedford Ofllae Tel: ( S19) 2964951 hYd1aAng2#4. 6839 Fwa (519) 296. 4497

Thedford, Ontario May 3, 2013

The Mayor Municipality of Lambton Shores P. O. Box 610 Forest, Ontario NON 1J0

Dear Sir:

RE: Grand Bend harbourtltlo ownership and Malcolm Alexander Ara e G bbs

On April 24, 2015, as soiloitor' for Malcolm Alexander Gibbs, I met with the Mayor, Bill Webber, and Janet Ferguson, Treasurer and acting C.E.O, of the Municipality of Lambton Shores along with Mr. Gibbs to present the Gibbs position on a resolution of the ownership, operation and management of the Grand Band harbour. Mr. Gibbs and I met with Council In the summer of 2011 along with Ronald Kanter of the Toronto lawfirm of MacDonald, Sager, Mania, to open discussions concerning the aforesaid matter. In the Intervening time, the Federal Government of Canada has been disposing of the ownership of a number of small inland Great Lakes harbours, including Fort Stanley and Port Burwell, in our region. Given the vary I.ow water level of lake Huron and the need for upgrading and maintaining ofthe Grand bend pier and harbour, we feel that these events have created a perfect time In order to have all parties resolve their objectives. I am certain that the Municipality Is under pressure from the Grand Bend boating community and commercial fishermen together with residents and buslness owners of Grand Bend In order to correct the physical condition of the harbour which is such a major asset to the district. In a letter of March 14, 2013, Morita McNaughton, Lambtton- Kent-Middlesex MPP, addressed to the Attorney -General of the Province of Ontario, a copy of which Is enclosed, we have been attempting to open nogotlatfons with the Province of Ontario to settle Its Involvement with these questions. The actual pier itself has not had major

16 IAY- 03- 2013. FRI 0209 PM Walden & Walden FAX N0. 5192964407 P, 03

maintenance work completed on it for many years, and If something is not done in very short order, the cost will escalate to an ever greater figure In order to preserve this major piogo of infrastructure for the Grand Bend harbour. Mr.. Gibbs and I would like to set up a meeting with Council to discuss the resolution of all of the above questions which would Include compensation for the Gibbs ownership of the lands in exchange for the transfer of the title of the lands beginning north of the pier, the mouth of the harbour and land upstream from the mouth of the harbour being Part of Lot 1, Lake Road West Concession, Geographic Township of Bosanquet, lying to the north of the original municipal drain which was cut from the west side of the original Ausable Diver to the shoreline of Lake Huron in the 1800's. My client is asking for the support of the Municipality to request that the Federal Government of Canada and the province of Ontario Invest in the Grand Bend harbour and In the process settle and compensate my client for his land ownership claim. A solution might be that both the federal and Provincial Governments would transfer the We and the ownership of the harbour and the pier to a local level of Government after both Governments have brought the pier anti the harbour up to current standings. We feel that all of the parties involved with this matter have an incentive at this time due to Government policy and physical conditions, both of the water level of Lake Huron and the physical deterioration of the harbour and pier, to provide a long term solution to the questions raised In this letter.

ours trul

JPW.omk J. Philip Walden

Encl.

2 '

17 MAY -03 -2013 FRI 02: 09 PM Maiden & Malden FAX N0. 5192064497 P. 04

e '

anturro A99 MBLY

mOnto M maugllton, MPP Oonslitua coy Wilms: tambmnlfanfMldrJlenax " Quadn' o PWk Offloa: aIrronrst(Aamat LiGGadamepSlreoe D Rm. 202NALankluilv881t SWIVpy. ON N7G 1g6 W81100ury, ON NBA 2N5 Tdrogo, ON MIA IAB Tat. (518) 245- 8096 1'0i. ( 518) 82mbi5 ' roll (419) 3254182 FOX ( 518) 246 -8097 FAX ( Ste) 627 -7174 ft 416)( 325- 9276

March 14, 2013.

The I-Ion.. Iobn aerretsen, Attarney- G- erfa of Ontario, McMurpy -Scats R10ding, l lth Floor, 720 Bay Street, Toronto, Ontario, M7A 289

Dear Attorney- Gmaral, There is a legal dispute Of lonastanding between the Pro+viuce of Ontario and my constituent Mr MA, Gibbs ofParkhill which I would ask-you to examine and direct your staff to settle exPeditiously. The issue eoncerns prOpMIy title to certain, lauds and water. lot in (amud Bend in the Municipality ofLambton Shores. In the 1969 case bei'vvesn Mx Gibbs And the Ontario Crown and the village ofQraud ]fiend Mr Oibbs suocess; Illy asserted his claim to his boaoh prgpmty. At that time a settlement was made which did not include certain llarbour lands to the south ofthe property, These harbour Iands, although owned A; tho time by predecessor is title to Ivlr Gibbs, wert; purportedly trausforred front the cQ1640 Crown to the Crown of Canada in .1'= J940. This transfer allowed the national govemml at to' eorlsliuct the noith brvalc -wall1gryof the mlifioial outilow of the River Ausable at Graad Bend_ Subsequently the national government has also constructed a customs building on land to the south side ofthe aiivor, and the v1114ge O: Grand Bend lies excavated and built a pleasure craft babolw on Ibis property. ti Just As Mr Cribbs, and his ,predecessor its title, never ceased from asserting their ownership' to' iha beach property, neither have they ceased to assert their title to the harbour property. A present complication arises beemse ofthe need to Upgrade harbom facilities for the VeZY in1POrtatl.t tottrasrn benefits wvllich the barbour brings to exand Bend, Umhtotl Sores, and surroundiug area I am i if'ouned that the Crown of Canada wishes to transfer ownership to the local, municipality Its order that it may be In control of its own project.

im MAY - 03 -2013 FRI 02: 10 PM Walden & Walden FAX NO. 5192964497 P. 05

1-I0wever the Crown of Canada i$ unwilling; to make such a transfer when time bile is Ultimately in dispute.

Acting :(or Mr Qibhs is this case are

f_ Philip -Walden Q-C. 96 Viotoria Street Thodford, Ontario NOM 2NO cel. $ 19 29S 4951

And

Ronald M,'Kmftr Macdonald, Sager, Mtuds LLl? ISO York Street, suite 8Do Toronto, Ontario wiI 3S5 tel. 416 3612619

Trusting titer YOU will give fair consideration to this request and that for the benefit ofaU patties concerned, you will take steps for a speedy resolution, to this lorigstmiding Q41jute, I om,

Y'om$ truly,

Monte MoNaught0% MI?P LambtoitIGwit Middlesex

19 Lambton Shores Ambassadors Pace Car Initiative

PACE CAR INITIATIVE

June -7 -13

Mayor, Deputy Mayor, Clerk, Council,

I would very much appreciate the opportunity to discuss the opportunity of a partnership between the Municipality and the citizens that live and visit. As you are all very aware, I am and have been very passionate about providing safe communities within Lambton Shores. At the council meeting of June 6t" 2013, there was a notice of motion by councillor Bonesteel to reduce the speed limit on Hwy 21 south of the village. As a proponent of the crosswalk suggested for Merrywood subdivision, I am very aware of the traffic issues related to this section of road. That being said as I stated at the safety meeting held in august 2012, 1 do not believe that reducing speed limits, is what the residents supporting the need for a cross walk at Merrywood Subdivision were after."

Safety is the issue in mind, not penalties and enforcement.

While I would love to be able to take credit for this idea, reality is that I was recently watching the Calgary news and they had a story of a community association in the rocky ridge /royal oak area of the city about to launch a pace car initiative. I am a big racing fan, when I heard pace car my television got my undivided attention. As it turns out the story was not about racing at all, but rather community members making a pledge to maintain speed limits, to provide safer roads for motorists and pedestrians. Well in all honesty this story didn' t just speak to me ( pardon the pun) but it yelled at me.

Council, I believe this initiative makes sense. Not only do I applaud the idea but I believe it is very suitable to our municipality. This initiative addresses safety issues that we cannot over look, in a very fiscally responsible way, and most importantly it generates community spirit allowing the citizens to get involved and maintain our communities without the need for extra policing costs or fines. The following is a copy of the pledge used in over 22 communities in Nova Scotia and endorsed by the Cape Breton Police Services.

N _ 1CGHB4CDl.1RH00KD PACE CAR SUPPORTER' S PLEDGE

1 pledge to become a Neighbourhood Pace Car driver by caring for others as 1 drives with aourt4esy and safaty in mind_ When driving 1 will: 1 _ Obey the posted speed limit_ 2. Stop to let pedestrians cross and be courteous to cyclists and other road users_ 3_ Minimize car use by using active transportation, carpooling and transit whenever possible_ 4_ Avoid distractions by paying close attention to the road_ 5. U) isplay both Pace Car decals on my vehicle and encourage others to take the Pace Car pledge_

PFtINTEE)1 NAME SIGNATURE

EMAIL COMMUNITY 4Z)- Ft SCHOOL

AOnRESs:

Plaasc submit this pledge to receive your Pace Car clings. a -mail and mailing addresses will only be used for evaluation purposes with those willing to provide feedhacic_

20 Lambton Shores Ambassadors Pace Car Initiative

The road and sidewalks section of the Lambton Shores website indicates that "The Community Services Department oversees approximately 700 km of municipal -owned roads ( 300 km paved and 400 km gravel), approximately 45 bridges and numerous road culverts." Not only do we maintain these roads, but there are a lot of fantastic people in our Municipality that live, commute, and work on these roads.

There is the " safe kids" campaign, that in tandem with johnsons & johnsons, have the decals however, I recommend creating a unique identifier one that would convey the same message but adding promotional value as well.

C,$IVE ME A BREq

I DO THE LIMIT

With your support, endorsement, and partnership, I feel that an approach such as this can and will help our municipality be a safer municipality.

I look forward to discussion and partnering to implement this initiative in an expedited manner.

Regards,

JUSTIN SPEAKE

PO BOX 286, GRAND BEND, ON N0M1T0

519) 671 - 1343

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June 10, 2013

Jinn Davies J. Dee' s Summerhouse 23 Main St Grand Bend ON NON4 ITO

Dear Mayor Weber and Members of Council,

In the fall of 2009, the members of the council imposed a one year moratorium on sidewalk cafes. The rationale behind the moratorium was to judge the effectiveness of the new street design. It has now been in effect for three summers. As you are probably aware, since that time, sidewalk cafes have become more and more popular and can be found in larger and larger numbers of Ontario municipalities.

In fact, due to the popularity of these outdoor spaces, the Alcohol and Gaming Commission, at the urging of municipalities, has changed the liquor laws to allow more restaurants to meet the criteria for sidewalk cafes. The liquor laws were amended to allow servers to cross unlicensed areas to a licensed area to allow for cafes in parking spots. Municipalities advocated for these changes because of the benefits derived not only by the restaurants, but also by neighbouring retailers as sidewalk cafds draw people to the area.

Please consider this request to discuss lifting the moratorium on sidewalk cafes in Grand Bend. As a property and business owner on Main St for twenty -nine years, twelve of those with a sidewalk caf6, l would like to share with you my experiences and the reasons for which 1 feel these outdoor spaces benefit not just my business, but other businesses in Grand Bend, and the municipality as a whole.

Please do not hesitate to contact me at the number below.

Sincerely,

Jim D les 672 -5350

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tUtU Gordon Perry & Muriel Wright Co- Chairs, Lambton County Regional Trails Committee 150 North Christina Street, 2nd Floor Sarnia, Ontario N7T8113

Mr. Bill Weber

9944 Riverview Road

Grand Bend, ON NOM 1T0

May 22, 2013

Subject: Lambton County Regional Trails & Regional Roads Construction

Dear Mr. Bill Weber & Councillors:

The Lambton County Regional Trails ( LCRT) Committee has been working diligently on promoting the on -road and off -road trail system throughout Lambton County.

The LCRTC, which is composed of trail committee members from the St. Clair River Trail, Bluewater Trails, Oil Springs Garden and Trails, Lambton Shores & Vicinity Trails, Plympton- Wyoming Trails and the St. Clair Conservation Authority, created the regional trail network to connect our communities. With safety interests in mind, many on -road trails locations were selected on less busy roads to encourage residents to get active for health and active transportation benefits.

As the LCRT committee continues to promote our trail system, we recognize the importance of partnering with council and road authorities to ensure that on -road trails are considered when planning future road improvement projects. As such, we are providing a copy of the Lambton County Regional Trails map to council members and road authorities to raise awareness of the location of local and regional trails so that municipalities can incorporate cycling and pedestrian safety opportunities with upcoming road construction projects. Also, when municipalities review and expand local trail networks, this mapping will assist to identify potential new trail locations that can provide benefit by connecting communities.

If you would like additional information from the Lambton County Regional Trails Committee, please contact us at Trailslnfo@county- lambton. on. ca or for more information, please go to www.lam.btoncountvtrails. com.

Sincer

Gordon Perry & Muriel Wright Co- Chairs, Lambton County Regional Trails Committee, c. c. Municipal CAO

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Arai Ponvir

May 27, 2013

Boozhoo, Greetings!

The 43`d Kettle & Stony Point Annual Powwow date is nearing and for the hundreds who travel to attend it find it a celebration of our culture through the storytelling of our dances or the drums that resonate the heartbeat of Mother Earth.

We are seeking donations to help make this event as successful as it has been in the past years, The donations we receive are used to raise money to purchase the necessities for the feast that we provide for our dancers, drummers and especially for the children. Other donations are used in the giveaway which is held at the conclusion of the powwow and is a thank you to all our participants.

If you are willing to make a donation, monetary or otherwise we will gladly pick it up. If a receipt or letter is required we will happily provide that also. For donating we will place your business name and logo in our colourful Kettle & Stony Point Powwow pamphlet and place your business name on our newly developed webpage.

We will follow -up with a phone call within the next two weeks to see if you are able to make a donation we will arrange for a convenient time for pickup. If you have any concerns or questions please feel free to contact Brenda at (519) 786 -3076 or contact us at our email address kp. powwow @Hve. ca if you require further information

Chi- miigwetch (thank you) for your consideration of this request and we hope to see you at our powwow l

In Friendship

Brenda J. George fettle & Stony Point Powwow Committee Member

2013 Kettle & Stony Point powwow —July 13 & 14, X313 - 9226 Lake lid. Kettle Point ON

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39 THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES

Harbours Committee Meeting

Date of Meeting: May 17, 2013

Location: Grand Bend Administration Office Board Room

Members Present: Mayor Bill Weber Councillor Lorie Scott Councillor Dave Maguire Councillor John Russell ( arrived at 2: 35 pm) Committee Member Sylvia Gozzard Committee Member Kevin Bryson Committee Member Joel Speake Committee Member Larry Mason Committee Member Vaughan Hartwick Committee Member Don McCulloch

Staff Present: Acting CAO Janet Ferguson Director of Community Services Brent Kittmer North Area Manager Nick Verhoeven

1. Call to Order

Mayor Weber called the meeting to order at 2: 00 pm.

2. Disclosures of Conflict of Interest

The Mayor asked members of the Committee to declare any pecuniary or conflict of interest that they may have with the business itemized on the agenda. None were declared.

3. Election of Committee Chair

The Committee discussed the duties of the Chair, and Mayor Weber made note that the typical practice for a committee is for one of the members of the public to assume the duties of the Chair. There was a general discussion that the members of the public may not be familiar enough with the procedure by -law to assume the duties of the Chair for this meeting.

There was consensus among the Committee Members that Mayor Weber assume the Chair for the duration of the meeting, and that this topic be added to the next meeting agenda.

N 4. Adoption of Committee Terms of Reference & Discussion of Meeting Procedures

The Committee reviewed the draft terms of reference that was provided. There was a general discussion regarding the draft mandate, and the goals of the Committee. There was a lengthy discussion regarding the current status of 2013 harbour work, including the dredging program, municipal funding, the channel maintenance contract, soundings, and immediate needs for work.

HC 13- 0517 -01 Moved by: Councillor Maguire Seconded by: Committee Member McCulloch

That the Harbour Committee approves the Committee mandate as presented in the draft terms of reference. Carried

There was consensus among the Committee Members that the remainder of the draft Terms of Reference be brought forward at the next meeting for review.

The Committee discussed procedures for future meetings, and there was consensus amongst the Committee members that the municipality' s procedure by -law and Council agenda template should be followed.

There was a consensus amongst the Committee Members that an opportunity for clarification should be added to the current meeting agenda.

5. Discussion —Goals and Next Steps for the Committee

There was a lengthy discussion regarding the next steps for the committee. Director of Community Services Brent Kittmer clarified that when Council established the committee it was for the purposes of long term strategic planning related to the two harbours and upstream Ausable Cut areas, and not as an operating committee for the municipal marinas.

The Committee discussed the need for regular meetings to move many of the issues forward and plan in a strategic manner, and the need to host public engagement sessions and possibly a public open house in the summer.

HC 13- 0517 -02 Moved by: Committee Member Hartwick Seconded by: Committee Member Bryson

That the Harbour Committee set its next meeting for June 3, 2013 at 4: 00 pm in the Grand Bend Administration Office Board Room Carried

41 Various topics for future meetings were discussed, and the Committee requested that staff add the following topics to the next meeting agenda: discussion of committee chair, review of the terms of reference, Grand Bend Harbour lease, parking on river road, and the 2013 harbour budget.

The Committee requested that Mr. Charlie Miller, President of Mitoi Works, be invited to attend a future meeting.

Committee Member Mason left the meeting at 2: 54 pm.

Committee Member Speake left the meeting at 3: 04 pm.

6. Distribution of Pertinent Information Related to Lambton Shores' Harbours

Director of Community Services Brent Kittmer provided each committee member with a binder of pertinent information related to the municipal harbours. Committee members were asked to review the material, and bring forward requests for any other information that they may want to review.

The Committee requested that staff provide a copy of the municipality' s procedure bylaw, the current contract with Mitoi Works, and the capital and operating budget for the harbours.

7. Opportunity for the Public to Seek Clarification

No items were brought forward.

8. Adjourn

HC 13- 0517 -02 Moved by: Councillor Scott Seconded by: Committee Member McCulloch

That the Harbours Committee meeting be adjourned at 3: 16 pm. Carried

A THE MUNCIPALITY OF LAMBTON SHORES

PL Report No. 31 -2013 Tuesday, June 4, 2013'

TO: Mayor Weber and Members of Council Municipality of Lambton Shores

FROM: Patti Richardson, Senior Planner

RE: Amending Site Plan Agreement between Lambton -Kent District School Board and the Corporation of the Municipality of Lambton Shores 15 Gill Road, Grand Bend

RECOMMENDATION:

That Council approve a by -law authorizing the execution of an Amending Site Plan Agreement between Lambton -Kent District School Board and the Corporation of the Municipality of Lambton Shores for 15 Gill Road in Grand Bend.

REPORT

Lambton -Kent District School Board is proposing to demolish a portable classroom addition to the Grand Bend Public School and replace it with a 365 m2 addition to the rear of the school. The lands are currently subject of a site plan agreement, which must be amended to include the most current addition. Four (4) additional parking spaces are required to be provided on site and they have been shown on the amending site plan. An amending site plan agreement has been prepared by staff and is now presented for Council approval. A by -law authorizing the Municipality to execute the agreement is attached for Council' s consideration. Respectfully submitted,

Patti L. Richardson Senior Planner

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Aw THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES

BY -LAW 66 OF 2013

Being a By -law to Authorize an Amending Site Plan Agreement with Lambton -Kent District School Board

WHEREAS it is deemed desirable that The Corporation of the Municipality of Lambton Shores enter into an Amending Site Plan Agreement with Lambton -Kent District School Board affecting lands known municipally as 15 Gill Road, Grand Bend, in the Municipality of Lambton Shores in the County of Lambton.

NOW THEREFORE the Municipal Council of The Corporation of the Municipality of Lambton Shores enacts as follows:

1. The Corporation of the Municipality of Lambton Shores is authorized to enter into an Amending Site Plan Agreement with Lambton -Kent District School Board, in the form of the Agreement a copy of which is annexed to this By- law.

2. The Mayor and Clerk are authorized to execute such agreement and to affix to it the Corporate Seal of The Corporation of the Municipality of Lambton Shores.

3. This By -law comes into force and effect upon being finally passed.

Read a FIRST and SECOND time this 20th day of June, 2013.

READ A THIRD TIME AND FINALLY PASSED THIS 20nd DAY OF JUNE, 2013.

Bill Weber, Mayor

Carol McKenzie, Clerk

45 1

20th THIS AGREEMENT made this day of June, 2013

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LAMBTON -KENT DISTRICT SCHOOL BOARD Hereinafter collectively called the " Owner ")

OF THE FIRST PART

THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES Hereinafter called the " Municipality ")

OF THE SECOND PART

WHEREAS the Municipality has enacted a Site Plan Control By -law pursuant to the provisions of Section 41 of the Planning Act, 1990;

AND WHEREAS the Owner and the Municipality entered into a Site Plan /Development Agreement on September 30, 2002, relating to the development of certain lands described in Schedule A to this agreement;

AND WHEREAS the Owner wishes to amend the said Agreement by constructing an addition to the rear of the existing school;

NOW THEREFORE THIS AGREEMENT WITNESSETH that the parties hereto agree as follows:

1. The agreement is hereby amended by deleting Schedule B and replacing it with the attached Schedule B.

IN WITNESS WHEREOF the parties hereto have hereunto affixed their signatures and Corporate Seals attested to by the hands of their proper officers, duly authorized in that behalf.

SIGNED, SEALED AND DELIVERED In the presence of: LAMBTON -KENT DISTRICT SCHOOLBOARD

Ron Andruchow Superintendent of Business

Em THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES Authorized by By -law 66 of 2013

Bill Weber, Mayor

SEAL) Carol McKenzie, Clerk

47 I,Yy a :1 Bill 4: i/! Y

This is Schedule " A" to the Amending Site Plan Agreement dated June 20, 2013 between the Corporation of the Municipality of Lambton Shores and LAMBTON -KENT DISTRICT SCHOOL BOARD to which it is attached and forms a part.

LEGAL DESCRIPTION OF THE LANDS AFFECTED BY THIS AGREEMENT

ALL AND SINGULAR that certain parcel or tract of land and premises situate, lying and being in the Municipality of Lambton Shores, in the County of Lambton, and the Province of Ontario, and being composed of Block L, Plan 30, in the former Village of Grand Bend.

48 SCHEDULE " B"

This is Schedule " B" to the Amending Site Plan Agreement dated June 20, 2013 between the Corporation of the Municipality of Lambton Shores and LAMBTON -KENT DISTRICT SCHOOL BOARD to which it is attached and forms a part.

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51 01yak THE MUNICIPALITY OF LAMBTON SHORES

D. C. S. Report No. 80-2013 Friday, June 7, 2013

TO: Mayor Weber and Members of Council

FROM: Brent Kittmer, Director of Community Services

RE: Request for Wedding Ceremony to Take Place on Municipal Property

RECOMMENDATION:

That the recommendations in D. C. S. Report No. 80 -2013 are approved and that the wedding ceremony be permitted to take place on municipal property.

REPORT

The Community Services Department received a request from Miss Jorja Oke with regards to holding her impending nuptials at a small park located on the corner of Oak Avenue and Park Street in Lake Valley Grove. " Schedule A" is a map of the location that is being requested for the ceremony.

The park is not one that is classified as a park for events as it is not listed in our Outdoor Event Policy and it does not have a rental fee associated with it. It is for this reason that the request is being brought forward to Council for consideration.

As mentioned, the couple would like to hold their wedding ceremony in this small park which they hope to schedule for September 14, 2013. They would like to be able to set up any decorations and seating that morning so they have time to prepare for the 4: 30pm ceremony. They would prefer to leave the decorations up until the next morning, but would be willing to take them down after the ceremony if that is Council' s preference. Guests will carry the chairs from the ceremony back to the reception. There will be no alcohol served at the park and the music will likely not be amplified in any way as it will be just a guitar and soloist.

Miss Oke' s fiance' s father owns property on Park Street, and the couple plans to host their wedding reception at his cottage. Guests will be staying at nearby hotels and cottages and will be shuttled in for the event to avoid any parking congestion on the residential streets. The neighbours will be notified of the event as a courtesy.

Since staff assistance is not required for this event, and grass cutting at this site is a part of our regular routine, it is recommended that there be no fee charged for the use of this land should the request be approved. If the couple decides later that additional work is required, then it is recommended that they are charged the hourly rate set out in By- Law 34 -2010.

Staff is recommending that Council approve this request as the park is in an area that will is not frequently used by the general public. The timing of the event is also 52 considered " off- season" so many of the cottagers in the area may have already left for the season. The couple is taking every precaution to ensure that there is as little disruption in the neighbourhood as possible.

Respectfully submitted,

Brent Kittmer, P. Eng. Director of Community Services

Report Prepared by Shannon Prout —Acting Facilitator of Recreation & Leisure

Attachments: 1. Schedule A —Map of the requested location 2. Schedule B - Email request from Miss Jorja Oke.

Schedule A

53 Park St. & Oak St. Municipal Property at Lake Valley Grove

Schedule B

54 From: 7orja Oke Sent: May - 30 - 13 1: 17 PM To: Brent Kittmer Subject: Wedding Inquiry

Hello Mr. Kittmer,

My name is 7orja, and my fiance Nolan and I are looking to host our wedding at Nolan' s father' s cottage /home which is located on Park Street in Lambton Shores.

There is a park one cottage over, next to a small cemetery, where we have always dreamed about hosting the ceremony. We' ve learned that that space is public /city property ' Ward 4' I believe, and I am hoping that you are who I need to talk to about this sort of thing! We are hoping to get married Saturday, September 14, 2013.

Please let me know what we would need to do in order to obtain this space for the evening ( if it is possible to obtain the space), or who I should be in contact with instead.

Thank you so much for your time, 7orja Oke

55 THE MUNICIPALITY OF LAMBTON SHORES

D. C. S. Report No. 81 -2013 Tuesday,; June 11, 2013'

TO: Mayor Weber and Members of Council

FROM Brent Kittmer, Director of Community Services

RE: Future Sewer Expansion Area Update

RECOMMENDATION:

That the report be received to provide direction to staff.

REPORT

At the December 14, 2012 Council meeting a discussion was held respecting changes to the Grand Bend sanitary servicing master plan to amend its scope as it relates to the Lambton Shores service area. A further discussion ensued on the existing policies that are in place regarding the application of development charges and it was noted that if a property is in an area that is identified as part of the current expansion area, a sewage development charge would be applicable.

As a result of this discussion Council passed the following motion:

12- 1214 -03 Moved by: Councillor Bonestee/ Seconded by: Deputy Mayor Davis -Dagg

That prior to June 30, 2013, staff provide a report on changing the future service area or sewage expansion area, and include information on how development charges apply in those areas. Carried

Although the initial discussion on December 14, 2012 meeting did not include a discussion of the Forest Area sanitary sewer servicing master plan, this report is presented with information regarding the steps necessary to amend the service areas presented in both the Grand Bend Area and Forest Area master plans so that Council may have a thorough discussion of the application of sewer development charges in the entire municipality.

Further direction regarding Council' s specific intent for amending the service area is required before staff can provide a thorough discussion of the implications of any potential amendment. This is further discussed in the " Next Steps" portion of this report.

Background Sewer expansion areas are typically defined in a municipality' s Official Plan so that future servicing plans within the municipality are made clear. In the current construction of Lambton Shores' Official Plan a sew(356expansion area is referenced, but is not defined with maps showing these areas. As a result, prior to initiating servicing for a large area, Lambton Shores has typically completed master servicing plans to define the scope of servicing and the specific projects to be undertaken. To date, these master plans have been completed to supplement the Official Plan, but have not been officially undertaken as part of the Official Plan and are thus not subject to the provisions of the Planning Act.

A master plan is a long range planning document that integrates infrastructure requirements for existing and future land use with environmental assessment planning principles. These plans examine an infrastructure system or set of related projects in order to outline a framework for planning future projects and /or developments. It is important to note that a master plan is different than a project specific plan in several key respects. First, a master plan is a long range broad document that considers a set of interrelated projects and not a specific servicing need. Second, unless it is conducted as an Individual Environmental Assessment, a master plan is not subject to the Environmental Assessment Act and only requires approval by the municipality and not the Ministry of the Environment. This means that a master plan is not subject to the Part II Order process.

The Municipal Engineer's Association' s ( MEA) Guide provides several recommended approaches to completing a master plan, and Lambton Shores has taken Approach # 1 in its completion of master plans. In Approach # 1 the following actions take place:

The master plan document is prepared at the conclusion of Phases 1 and 2 of the Municipal Class EA process. Phase 1 identifies and describes the problem and may include discretionary public consultation. Phase 2 identifies alternative solutions to the problem, involves preparing a physical description of the area where the project is to occur, and a general inventory of the natural, social and economic environments; identifies the net positive and negative effects of each alternative and any mitigating measures; an evaluation of all reasonable alternative solutions leading to the preliminary identification of a recommended solution; consultation with review agencies and the public to solicit comment and input.

The master plan document is made available for public comment prior to being approved by the municipality.

Conducted using this approach, the master plan then becomes the basis for, and is used in support of, future investigations for the specific Schedule B and C projects identified within it. It is these specific projects that are then completed as environmental assessments, subject to the provisions of the Environmental Assessment Act.

Lambton Shores' approach has been to use the master planning process to present the municipality' s future servicing plans for specific study areas. During the review and implementation of development charges the service areas identified in the master plans are then identified as areas where development charges will be applicable.

The current sewer expansion areas in Lambton Shores, and the application of development charges in these expansion areas, are further discussed in the next

section. 57 Application of Development Charges in the Identified Service Areas When the original Development Charges study was being prepared all pertinent planning documents for Lambton Shores were considered. The wastewater expansion areas were identified as those documented in the two sanitary sewage servicing master plans on file.

The Grand Bend Area Sanitary Servicing Master Plan was completed in February 2006. The master plan identified the northern portion of the Lambton Shores sewer expansion area as the geographic regions known as Zone 3 and Zone 4.

The Forest and Area Sanitary Servicing Master Plan was completed in October 2006. The master plan identified the southern portion of the Lambton Shores sewer expansion area as the geographic region known as the West Bosanquet service area

The original Development Charge ( DC) was phased in over 3 years by having the municipal wide charge waived the first year and at 50% the second year with full

3rd implementation the year. The water and wastewater component was implemented with the full charge in the first year. The water charge is applicable to all properties located within a serviced area while the wastewater charge applies to the serviced areas as well as the expansion areas identified in the study.

The wastewater DC applies to all new construction within the existing serviced areas of Lambton Shores, and within the expansion areas identified above and as noted in Schedules C -1 and C -2 in the DC by -law ( see Attachment # 1). The DC collected is to be applied to the capital costs associated with the larger infrastructure to provide wastewater collection such as treatment plants, forcemains and pumping stations and not the local collection systems.

We are required by the Development Charges Act to track and report the amounts collected and disbursed on an annual basis. Recognizing our DC by -law covers several years and varied applications throughout the municipality we implemented further notes and tracking mechanisms for the individual properties on our property tax software system. We track the payments received by role number to ensure the history remains to the specific property.

Steps for Reviewing & Updating a Master Plan Master plans often include a process stating clearly to the public and potentially affected persons when and how the master plan will be reviewed. Neither the Grand Bend Area nor Forest Area master plans contain a subsection specifically outlining when and how the master plans will be reviewed, so the process of review would default to that which is identified in the MEA guide.

In absence of an identified formal review process the MEA guide recommends that, as a first step, a master plan be given an initial reviewed every five years to determine the need for a detailed formal review and /or updating. According to the MEA guide, potential changes that could be identified in this initial review that then may trigger the need for a detailed review include:

major changes to original assumptions; major changes to components of the5Aaster plan; significant new environmental effects; major changes in proposed timing of projects within the Master Plan;

Should the initial review determine that a detailed master plan review and /or update is necessary the municipality would need to retain the services of a consulting firm to complete this work. During the research for this report several consulting firms were contacted to determine the approach that would be taken during a review, and to determine the order of costs that may be incurred.

Complicating the process of the initial review for the Grand Bend Area master plan is the fact that the master plan document is jointly owned by Lambton Shores, Bluewater, and South Huron. Prior to conducting the initial review of that master plan staff recommends that both South Huron and Bluewater be contacted to determine their level of interest and /or expected involvement in a master plan review process. This would help to determine if the scope of the review will be for the entire document or to the Lambton Shores portions only. Even if the scope is limited to the Lambton Shores portions only, both partners have an interest in the review as the master plan is one of the foundational documents of both the original BCF funding application and BCF scope change filed most recently in October 2012 for the Grand Bend Area Sewage Treatment Facility project.

Should Council decide that a master plan update is necessary is to amend the service areas identified in each respective master plan, the consultants that were contacted agreed that a full update ( not an addendum) would be required. To comply with the MEA guide the update would need to cover all of the major Phase 1 and Phase 2 components included in each master plan, such as an update of existing and projected conditions ( including population and sewage flow projections), update problems and opportunities, review of alternative solutions for sewage treatment and collection, and

public consultation.

The cost of the process would depend on the scope that is developed. One consultant suggested that for a very limited scope of work ( i. e. Lambton Shores only in the case of Grand Bend, minimal public consultation, little to no attendance at meetings, and limited project follow -up) a project budget in the order of $ 50, 000 per document would be appropriate. To thoroughly complete a master plan update for the existing Lambton Shores portions of each master plan a project budget in the order of $ 100, 000 per document is more appropriate. To update the Grand Bend Area master plan for all three parties an estimated cost of $ 180,000 - $ 200,000 was provided by the consulting firms contacted.

Next Steps This report has presented information to Council regarding the necessary steps required for updating the sewer expansion areas identified in the two current sanitary servicing master plans, but has not discussed the possible implications of implementing such an update. Staff had hoped that the Federal and Provincial government would have made a decision regarding the BCF funding so that possible funding implications to the Grand Bend Area sewage treatment facility project would be able to be discussed, but this decision is still pending.

59 Updating the master plans is expected to be a costly undertaking, and there are additional considerations that Council should be aware of before making a final decision with respect to directing staff to initiate an update. These considerations are dependent upon Council' s intended outcome(s) to be achieved through an update of the existing sewer servicing area, and staff requires clarification on the purpose of the proposed service area change prior to bringing forward a report to outline these considerations.

To assist Council with providing this clarification, the following questions are presented for consideration:

1. Is the purpose of the proposed master plan updates to align the servicing timelines of the master plans with the servicing timeline outlined in the 2012 ESR addendum for the Grand Bend Area sewage treatment facility and the servicing timeline outlined in the current Community Services capital plan for the West Bosanquet system?

2. Is the purpose of the proposed service area change to delete all reference to centralized sanitary servicing of residential properties in Zone 3 and Zone 4, until such time that centralized sanitary servicing becomes necessary through irrefutable need?

3. Is the purpose of the proposed service area change to delete all reference to centralized sanitary servicing of residential properties in the West Bosanquet study area, until such time that centralized sanitary servicing becomes necessary through irrefutable need?

4. The original discussion of a sewer service area change was in relation to the application of development charges to these areas. Is the purpose of the proposed service area change to provide a mechanism to exempt the current

service areas ( see attachment # 1) from the DC? If so, does Council wish staff to review alternative methods to accomplish this ends?

5. Is the purpose of the proposed service area change and intended outcome(s) something other than what is asked above?

Answers to the questions above may result in additional considerations that Council should review before making a final decision respecting the service area update. Staff requests clarification regarding the intent or purpose of the service area change so that these considerations can be discussed in further detail in a future report, and depending upon the intended outcome( s) that Council wishes to achieve, staff may be able to bring to Council' s attention other means by which to achieve these intended outcomes that are less costly than a master plan update.

Respectfully submitted,

Brent Kittmer, P. Eng. Director of Community Services

Attachments: 1. Diagram of Sanitary Service Expoosion Area where Development Charges Apply LL MR

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V J THE MUNICIPALITY OF LAMBTON SHORES

D. C. S. Report No. 82 -2013 Tuesday June 11, 2013'

TO: Mayor Bill Weber and Members of Council

FROM Brent Kittmer, Director of Community Services

RE: Capital Sidewalk Replacements —Tender Award

RECOMMENDATION:

That D. C. S. Report No. 82 -2012 be approved; and further

That the Municipality of Lambton Shores enter into an agreement with Cope Construction to complete the proposed capital sidewalk replacements for the tendered amount of 46,653. 28 inclusive of HST; and further

That staff be authorized to complete additional sidewalk replacement work in the approved contact, to the budgeted value of $75,000.

That By -law 64 -2013 authorizing the Mayor and Clerk to sign the associated contract agreement be approved.

REPORT

This report presents the tender results for the 2013 capital sidewalk replacement program as approved in the 2013 capital budget.

Tender Results The municipality closed the tender for the sidewalk replacements on June 11, 2013 with four submissions. The tender results are listed below:

Bidder Name Total Tender inc. HST

Cope Construction 48, 653. 28

Dale's Snow Removal 82,669. 67

J. Franze Concrete 60, 481. 11

McCann Redi Mix 71, 507. 90

Staff have had the opportunity to review and confirm the three low tenders. All tenders were submitted with the specified tender deposit or requisite bid bond, and were signed 63 correctly. The low tender was submitted by Cope Construction, and the bid document was found to be complete, is acceptable contractually, and the tenderer is an experienced concrete contractor. As such, staff can see no reason not to accept the tender from Cope Construction for the total tender sum of $ 48,653.28 ( inclusive of HST).

Financial Impact The contract for the capital sidewalk replacements was tendered with a total budget of 75,000 as approved in the 2013 Capital Plan. The tender submitted by Cope Construction is $ 48,653.28 inclusive of HST and the net cost to the municipality ( less the HST rebate) is $ 43,813. 79.

For Council' s information the sidewalk work will occur at the following locations:

Forest - East side of Main street north between King and Jefferson Street Forest - East side of Main Street South from Broadway Street ( heading north) Forest - Corner of King and MacDonald Thedford - North side of Allen between Pearl and Elizabeth Thedford - West side of Elizabeth Street from Franklin Street ( heading north) Grand Bend - 3 Locations 1 Main Street 31 Ontario Street South 62 Ontario Street South

The 2013 tender was submitted much lower than the budgeted amount, and there are additional locations throughout the municipality that were planned for replacement in 2014 that can be brought forward into the 2013 program. Staff is requesting authorization from Council to spend up to the 2013 budgeted amount of $ 75, 000 to complete additional sidewalk replacements and move the program along.

Respectfully submitted,

Brent Kittmer, P. Eng. Director of Community Services

Attachments: 1. Authorizing by -law # 64 -2013 2. Sidewalk Replacement Contract is available for review by appointment with the Director of Community Services.

E THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES

BY -LAW 64 OF 2013

Being a By -law to authorize an Agreement between the Corporation of the Municipality of Lambton Shores and Cope Construction & Contracting Inc.

WHEREAS: The Municipality of Lambton Shores tendered for the removal and replacement of sidewalks at various locations in the municipality;

AND WHEREAS: A low tender was submitted by Cope Construction & Contracting Inc. which was subsequently approved by Council on June 20, 2013.

AND WHEREAS: It is deemed appropriate for the Municipality to authorize the Mayor and Clerk to sign the necessary agreement;

NOW THEREFORE the Council of the Corporation of the Municipality of Lambton Shores enacts as follows:

1. The Mayor and Clerk are authorized to execute an agreement on behalf of the Corporation between the Municipality of Lambton Shores and Cope Construction Contracting Inc. a copy of which is attached to this by -law as " Schedule " A ", and to affix to the contract the Corporate Seal of the Corporation of the Municipality of Lambton Shores;

2. This By -law comes into force and effect upon being finally passed.

Read a FIRST and SECOND time this 20th day of June, 2013.

READ A THIRD TIME AND FINALLY PASSED THIS 20th DAY OF JUNE, 2013.

MAYOR —Bill Weber

CLERK —Carol McKenzie

65 THE MUNICIPALITY OF LAMBTON SHORES

D. C. S. Report No. 83 -2013 Tuesday, June 11, 2013'

TO: Mayor Weber and Members of Council

FROM Brent Kittmer, Director of Community Services

RE: Condition Review of Former Thedford Library Building

RECOMMENDATION:

That the report be received for Council consideration.

REPORT

At the June 6, 2013 meeting Council requested that staff bring forward information regarding the condition of the former Thedford Library building to determine its suitability for renting.

A structure and condition review was completed in March 2012 by Spriet and Associates to determine the suitability of using the building for a permanent Council Chambers. The report provided by Spriet did not find any critical flaw in the structure of the building that would prevent occupancy, but did make the recommendations for immediate work should the municipality wish to use the building. These include:

Re- pointing stone masonry foundation walls; Constructing a fire separation for the building furnace via a fire rated mechanical room; and Enclosing and improving access stairwells to the second floor should that floor need to be used.

It should be noted however, that additional work will be required to the building in the future for regular capital upkeep. During the onsite meeting with Spriet there were several building deficiencies that were noted as in need of repair in the next five years. These include:

A further inspection of the building roof to determine if it is in need of replacement; Fitting the rear of the building with sheet steel cladding as a weather barrier; and Filling in the roll -up door that is currently in a state of disrepair.

In its present condition, the second floor of the building could not be used as a location that is open for the public because it is not accessible. Spriet indicated during the site meeting that they do not recommend inviting the public into this area as the major hurdle in this case is the capital costs required to make the area accessible. 66 In its present condition the structure of the former library building does not present a non- starter" should the municipality wish to rent the location, but it is recommended that the immediate work be completed before the building is occupied. Should Council wish to rent the building, Council will need to decide if the municipality will complete this repair work, or make completion of this work part of any future rental agreement that is signed.

In addition to renting the building, Council could consider declaring the property surplus and disposing of the asset. Another option that Council could consider is demolishing the current structure and selling the property as a vacant lot.

Direction from Council is required respecting the preferred approach. Once decided staff can return with an additional report outlining the costs of the preferred process if so directed by Council.

Respectfully submitted,

Brent Kittmer, P. Eng. Director of Community Services

67 THE MUNICIPALITY OF LAMBTON SHORES

D. C.S. Report No. 84 -2013 Tuesday, June 11, 2013

TO: Mayor Bill Weber and Members of Council

FROM Brent Kittmer, Director of Community Services

RE: DWQMS Update Quarter 1 2013

RECOMMENDATION:

That D. C. S. Report No.84 -2013 be received filed.

REPORT

Lambton Shores received its first Drinking Water License in December 2010 under the Safe Drinking Water Act ( SDWA). A requirement of a Municipal Drinking Water License is to maintain an active Drinking Water Quality Management System ( DWQMS). The DWQMS is a management system based on ISO and other international standards. The Lambton Shores DWQMS conforms to the MOE standard of 21 elements and is based on a ` plan -do- check -improve' approach.

The DWQMS is an active document and therefore updates and changes are made on an ongoing basis. Municipal and OMI operating staff frequently revisit and revise the documents that make up the DWQMS to ensure that they are as accurate and as effective as possible to maintain the provision of safe drinking water in Lambton Shores. In an effort to keep Council up -to -date on the DWQMS, a self- imposed requirement for staff to report to council on a quarterly basis was created. This report summarizes activities in the first quarter of 2013 as they relate to the DWQMS.

Recent events

Internal Audit: March 19, 2013 — Lambton Shores and OMI staff audited elements 1 - 5 of the DWQMS Operation Plan

External Surveillance Audit: January 2013 — Desktop audit of entire DWQMS by external auditing firm

The internal audit found several opportunities for improvement mainly related to improving standard operating procedures in the event of either LAWSS or LHPWSS shutting down and requiring back -feeding between the Lambton Shores East and West Systems.

The external auditor identified four ( 4) requirements for Corrective Actions. These findings resulted in Lambton Shores making the following changes to the DWQMS: Hosting an internal emergency response training session specific to drinking water operations staff Creating meeting minutes during the annual risk assessment review by operational staff Having staff sign -off after annual risk assessment review Expanded agenda for annual management review of DWQMS

Future Events in the next Quarter (to June 31, 2013): Internal Audit- June 13, 2013 Next Council Update- August 2013 with Internal Audit Results.

Changes required by audit or other events are incorporated into the DWQMS plans throughout the year. As the changes are complete they are reviewed and approved by the Infrastructure Manager and Director of Community Services. The document is readily available to the public on the Municipalities website. The complete revision table is quite large so the revisions made during the first quarter of 2013 have been copied and are shown below. The entire revision table is readily available on the municipal website.

Emergency Management Element 18 Revision Revision Completed Authorized Remarks Number Date By By 3 26/ 03/2013 Connie Jeff Wolfe Added - Emergency response Garrison testing and training will be completed annually and meeting minutes for the emergency response and testing on record for review.

Procedure F - Management Review

Revision Revision Completed Authorized Remarks Number Date By By 3 26/ 03/2013 Connie Jeff Wolfe Review Input - removed all Garrison bullets and added list as per the

pocket guide

Respectfully submitted,

Brent Kittmer Director of Community Services

Report Prepared by Jeff Wolfe, Project & Infrastructure Manager THE MUNICIPALITY OF LAMBTON SHORES

D. C. S. Report No. 85 -2013 Tuesday, June 11, 2013

TO: Mayor Weber and Members of Council

FROM: Brent Kittmer, Director of Community Services

RE: North Lambton Childcare Centre Request

RECOMMENDATION:

That the recommendation in D. C. S. Report No. 85 -2013 be approved and the North Lambton Childcare Centre be able to operate their program out of the Community Room at the Grand Bend Public School for the months of July and August, 2013 for the fee of $270. 00 per month.

REPORT

On May, 27, 2013, the Community Services Department received a letter ( see the attachment) from Ms. Claire Giles, the Executive Director of the North Lambton Childcare Centre ( NLCC), requesting the use of the gymnasium and community room at the Grand Bend Public School ( GBPS) for the months of July and August. The rooms would be used for their pre -school and school age daycare programs. The programs normally operate out of 2 classrooms during the summer months, however, with the school undergoing renovations to accommodate full day kindergarten in the fall, NLCC has been asked to find a different location during this time. The school has confirmed that both the community room and the gymnasium will be accessible during the construction.

The North Lambton Childcare Centre is a not -for -profit child care agency offering quality learning and care to families with children ages 3 months to 12. NLCC opened child care programs in several rural schools throughout the area, including Grand Bend, Watford and Forest. This outreach to the rural communities is a part of the Best Start Program vision — helping young children get the best start in life.

Ms. Giles received notice that the portion of the school that they currently use would not be available for their program shortly before the letter was composed for the request. She has managed to negotiate the use of one classroom if the request for the use of both the gymnasium and the community room is denied. Ms. Giles has indicated in the letter that because of the difference in the age groups being cared for, two rooms are required for licensing purposes. If they do not gain access to at least one other room, they will be put into a situation where they may not be able to run the program this summer. There are approximately 20 children registered for the summer program, who will have to seek out different child care services if an alternate location is not found.

The program would run from 6:30am to 6:OOpm, Monday through Friday for the months of July and August. This would mean the Municipality would not be able to rent the

70 gymnasium or the community room out to other individuals or groups during that timeframe. Historically, the gymnasium and community room have not been rented out frequently during the summer. Over the past 3 years, the gym has been rented a maximum of 2 times per year and the community room has only been used on Friday mornings for the Ontario Early Years program ( this program is re- locating to the Grand Bend Community Health Centre for the summer).

Ms. Giles has indicated that NLCC would be willing to pay the same fee that they currently pay to the Lambton -Kent District School Board and to the Municipality, which is $ 529.25 per month if the use of both rooms is approved. If only the use of the Community Room is approved, then that amount must be split between the Municipality and the School Board. NLCC has also agreed to pay the difference in the cost of the janitorial services if it is not covered by the abovementioned amount. If NLCC had to pay the rental fees for the gymnasium and the community room the program would not make financial sense. The rental fees for each room would be $ 9, 004. 50 plus HST. This is based on the hourly rate of $ 17. 40. The program would run 11. 5 hours per day, five days a week, for nine weeks.

Based on communications between staff and the janitorial company, they would charge 30.00 per cleaning. The janitorial service agreed that cleaning twice a week would be sufficient as the Centre would look after general cleaning on a daily basis.

By reducing the fee and accepting the NLCC' s offer to pay $ 529.25 per month will allow the program to continue as normal and allow the Centre to keep their rates affordable for their clients. This amount will almost cover the cleaning expenses charged to the Municipality and as mentioned the Centre has offered to pay the difference.

The Municipality has similar agreements with the Grand Bend Nursery School who operates out of the GBPS Community Room three days a week during the school year and the Small World Nursery School, which operates out of the Legacy Recreation Centre in Thedford. These two groups pay a significantly reduced fee to use our facilities and in return, keep their enrollment fees for their clients at an affordable rate.

Staff recommends that Council approve the use of the Community Room for the daycare program for the months of July and August for the fee of $ 270. 00 per month. This would offset any costs incurred to the Municipality for the duration of the program. This would also leave the gymnasium open for any potential rentals that may be requested this coming summer.

Respectfully submitted,

Brent Kittmer, P. Eng. Director of Community Services

Report Prepared by Shannon Prout —Acting Facilitator of Recreation & Leisure

Attachments: 1) Letter from Claire Giles, Executive Director, North Lambton Childcare Centre

71 I. AItlil- t

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Shannnn frrnut Acting Facilitator of Recreation and I ri%ure Lambton Shores 9575 Port Franks Thedford, ON NOM 2N0

Ttie%day May 21, 2013

Dear Ms. Prout,

The North Lambton Childcare Centre ( NLCQ is a not -ror- profit child care agency offering quality early learning and care to families with children 3 rnoriths to are 12. As part of the Best Start vision, North l ambton Childr-are - Centre opened Child care programs in several rural schools in the area Including grand Hend, WaIford and Forest.

Currelstly, NLCC has a preschool and school age program in Grand Bend Public School. This school Is undergoing extensive renovatinn5 nver the next several months and the Lam bton Kent -District School Board has notified us that our program space will riot be availahle to us in July arld August. I am requestiPig the use of the gym nasluni and community room for these rncrnths. Our ptograitl upel attes Monday through Friday 6: 30 am to 61: 00 pni ( closed on Statutory Holidays). There are licensing requirements with the l) ay Nurseries Act and Ministry of Education and because of the age of the children, we must have 2 separate prnprams and therefore require 2 different rooms. The Ontario Early Years Centre uses the Com mil nity Room on Friday mornings and Is willing to rc locate for the summer.

I would be happy to discuss this with you further and provide add ltionaI in torrnation or snswer any questions. I can be reach at 519- 786 -6161 ext. 223 or via ernail tuilesCt1?tllchildcare ca.

Thank you in ddvant.e for considering this request. Our organization has been very fortunate to have the support of Lambton Shores for several years.

Sirrlcerely,

Claire 611es Executive Director Ninth Lafnbton Child(, ire Cf +nlrt

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72 THE MUNICIPALITY OF LAMBTON SHORES

TR' Report No.;' 59 -2013 Wednesday June 12, 2013

TO: Mayor Weber and Members of Council

FROM: Janet Ferguson, Treasurer

RE: Draft Year to Date Financial Statements as of May 31, 2013

RECOMMENDATION:

That Council approves the draft Financial Statements as of May 31 st as outlined in Treasurers report TR -59 -2013.

REPORT

31St This report accompanies the Draft May Operating and Capital financial statements for Lambton Shores. Staff continues to monitor the detailed transactions to ensure we are within the approved budget limits. The Department Heads have provided comments on the various Business Units below for your review.

In general we are consistent with a typical May status for financial transactions. Staff is working hard at implementing the capital program while the seasonal elements of the operating are in flux with the time of year.

Clerk' s Comments

The Building, Planning and Cemetery revenue are currently not as expected; however, the building is on the rise as noted in Clerks report CL #60 -2013. The by -law enforcement revenues are primarily recognized between July and September. There are no issues or concerns to report at this time.

Director of Community Services Comments

Transportation Services Revenue - in line with budget this point of the year Expenses Lower than proportionate annual amount, however the bulk of spending occurs in the summer months. Winter materials are currently at 76% of budgeted amount, and staff are working on a policy to use control material in a more efficient manner to result in cost savings and achieve budget. Sign replacement budget expenses higher than expected due to bulk replacements following a sign inventory completed in 2012. Signs replaced to meet minimum maintenance standards. Dust control complete week A June 3, gravel run to start Monday June 1 0tH Storm sewers forecasted to exceed budget due to response efforts required in recent heavy rain events. Road line painting will be completed by the County on our behalf in May and June. Community services staff has started parking space and misc painting and will be ongoing as weather permits throughout June.

Harbours PF Harbour revenue is down. We have had a high number of larger boats biggest revenue generators) decide to take a year off due to ongoing concerns about record low lake levels. Grand Bend is full and is fairly close to normal revenue but we are seeing less traffic on the launch ramp due to weather so far. Dredging work completed in Port Franks. There is a small amount of funds remaining for touch ups in the summer if necessary. Launch ramp in Grand Bend was dredged but repairs may be needed to the plate as the change has caused new stresses on the plate and additional maintenance work. Mouth dredging - per the new agreement with Mitoi we have begun to use the Northside. Some expenses will be needed to repair the boat due to malfunctioning equipment.

Arenas Revenue - reflective of half of the ice season Expenses In line budget projections Costs incurred for regular maintenance at the old Forest arena. 2014 budget to be adjusted to reflect costs incurred for this location.

Solid Waste Management Business unit in line with budget projections.

Recreation & Leisure + Parks Business unit in line with first quarter budget projections. Donations /Grants amounts exceed budget due to subsequent community grants being approved above the budget allocation Minimal expenses for parks YTD, however the majority of expenses are incurred in the summer months.

Recreation - Beach Beach house /parking revenue - Longer winter and cooler spring weather in 2013 as compared to 2012 has caused concession and parking revenue to be down in the early part of the tourism season.

Capital

The substantial capital program is well underway. Notes for the project status are included on the summary statement. These notes are in addition to any reports brought to Council by staff.

74 These statements reflect the daily activities for Lambton Shores for the first 5 months of 2013. If there are specific questions that Council may have, myself or the pertinent Department Head would be pleased to answer them.

Respectfully submitted,

Janet Ferguson, Treasurer

75 Municipality of Lambton Shores 2013 Capital Listing

TOTAL 2013 TOTAL FINAL PROJECT PROJECT BUDGET EXPENSE COMMENTS

GENERAL Office & Cemeteries 2- 110 -110 -5879 Facility Upgrade 8, 500. 00 7, 281. 42 Complete 2- 110 -110 -5880 Council Chambers - Renovations 25, 000. 00 17, 303. 75 Sound system complete and furniture delivered.

Information Technology 2- 110- 110 -5876 IT 48, 160. 11 39, 490. 44 81, 660. 11 64, 075. 61 PROTECTION TO PERSON Fire Departments Arkona 2- 210- 211 - 5875 Radios 925. 74 25. 30 2- 210- 211 - 5875 Pagers 765. 21 20. 91

Grand Bend 2- 210 -214 -5875 Radios 925. 74 25. 30 2- 210 -214 -5875 Pagers 765. 21 20. 91 2- 210 -214 -5875 Bunker Gear 1, 279. 94

Northville 2- 210 -212 -5875 Radios 925. 74 25. 30 2- 210 -212 -5875 Pagers 765. 21 920. 47

Forest 2- 210 -213 -5880 Pumper /Rescue 473, 011. 53 12, 932. 30 2- 210 -213 -5877 Generator 13, 912. 92 380. 39 2- 210 -213 -5881 Quad Cab Truck 53, 511. 24 1, 463. 01 2- 210 -213 -5875 Breathing Gear 16, 053. 37 438. 90 2- 210 -213 -5882 Light Tower 11, 772. 47 321. 86

Thedford 2- 210 -215 -5875 Radios 925. 74 727. 44 2- 210 -215 -5875 Pagers 765. 21 823. 29 2- 210 -215 -5877 Generator 17, 511. 02 478. 75

2- 210 -210 -5876 Breathing Gear (Globe) est) 4,816. 01 131. 66 597, 352. 38 20, 015. 73

TRANSPORTATION SERVICES Transportation Depot & Land Forest Works Depot - 12 Ann St 2- 300 -110 -5879 New Facility 750, 000. 00 106, 817. 56 Draft report received, pending Council review

Road Re- Construction BM Ross currently completing design. Planning for 2- 300 -300 -5103 GB - Morenze Lane /Dietrich Cres /Eilber 171, 235. 96 31, 163.09 fall construction. Geotechnical completed. Project estimates are over budget for full reconstruction. Recommend 2- 300 -300 -5107 BOS - Port Franks Rd 96, 320. 23 9, 956. 57 reducing the scope to worst sections of the roadway.

2- 300 -300 -5108 141, 269. 67 10,794.91 Spriet currently completing design. TH- Pherrill St W of Dumfries to King Project to be tied in with Pearl Street work.

76 Page 1 of 5 as of May 31, 2013 Municipality of Lambton Shores 2013 Capital Listing

TOTAL 2013 TOTAL FINAL PROJECT PROJECT BUDGET EXPENSE COMMENTS

2- 300 -300 -5113 TH - Pearl St 342, 471. 93 34,237.76 Spriet currently completing design. Project tender to be delayed until legal issues can be resolved.

Spriet has completed design and tender. Low bid 2- 300 -300 -5153 FO - Victoria St - Watt St ( James St) 54,000. 00 5, 976. 47 submitted by Birnam Excavating with summer construction pending. 2- 300 -300 -5174 GB - Main St E 440, 761. 37 12, 050. 59 Spriet has completed design and tender. Low bid 2- 300 -300 -5177 FO - Church 304,800. 02 12, 893. 68 submitted by Birnam Excavating with summer construction pending.

Re- Surface Treatment Scope of work generated. Solicitation of 2- 300 -300 -5167 FO - Prince St - Townsend to Bradley 10, 702. 25 292. 60 professional services pending. Scope of work generated. Solicitation of 2- 300 -300 -5173 FO - MacDonald - Morris to Royal 16, 053. 37 438. 90 professional services pending.

Sidewalks / Walkways Annual sidewalk inspections completed and tender 2- 310 -175 -5109 Annual Sidewalk Replacement Program 80, 266. 86 2, 194. 54 has been let. Tender closes June 11 with work to follow.

2- 310 -175 -5170 Various Gates 5, 351. 12 1, 315.08 Clemens Line gate completed. Cost of materials to be reallocated to this budget.

2- 310 -175 -5171 GB - Extention of E Sidewalk to Merrywoords 64,213. 49 1, 755. 61 Complete

Bridge / Culvert 2- 310 -175 -5156 GB - Bridge Railing 65, 000. 00 13, 801. 90

BM Ross has completed the design and the tender 2- 310 -301 - 5106 Ridge Rd - culvert 262, 740. 18 28, 115. 50 has been let to ensure no additional project delays. Project on hold pending resolution of legal issues.

Spreit has completed design and tender. Low bid 2- 310 -301 - 5109 FO - Church St - culvert 85, 617. 98 10, 850. 80 submitted by Birnam Excavating with summer construction pending.

2- 310- 301 - 5110 Cedar Point Line - Bridge 66, 353. 94 1, 814.15 Solicitation of professional services pending. Plan for July construction.

2- 310 -301 - 5111 FO- Parklane - Bridge 33, 176. 97 907.06 Solicitation of professional services pending. Plan for July construction.

Street Light 2- 340 -340 -5875 Intersection/ Safety 14,305. 69 391. 11 To be used as needed 2- 340 -340 -5881 FO - King & Main ( Audible Ped Signal) 9, 632. 02 263. 35 Funding application denied. Report to Council 2- 340 -340 -5882 FO - Townsend & King ( Audible Ped Signal) 9, 632. 02 263. 35 requesting authorization to proceed in Grand Bend 2- 340 -340 -5883 GB - Hwy 21 & Lake Rd ( Audible Ped. Signal) 9, 632. 02 1, 479.70 for 2013 and Forest for 2014. 2- 340 -340 -5884 GB - Hwy 21 & Hwy 81 ( Audible Ped. Signal) 9, 632. 02 263. 35

2- 340 -340 -5885 GB - Crosswalk ( No Frills Location) 64,213. 49 5, 229. 59 MIG competitively sourced to complete the design work. Design completed and low tender submitted by Cope Consturction. MTO has requested 2- 340 -340 -5886 GB - Crosswalk ( Oak St) 64,213. 49 6,445.94 additional work that will delay the project.

Vehicle & Equipment Replacement Program General 2- 900 -175 -5142 Equipment 5, 351. 12 146. 30 2- 900 -175 -5143 Speedcheck Radar Sign 7, 491. 57 204.81 Product ordered, pending delivery. 2- 900 -175 -5139 Tandem Trailer 6, 635. 39 5, 643. 55 Complete

77 Page 2 of 5 as of May 31, 2013 Municipality of Lambton Shores 2013 Capital Listing

TOTAL 2013 TOTAL FINAL PROJECT PROJECT BUDGET EXPENSE COMMENTS Backhoes 2- 900 -902 -5133 Backhoe - S. Area 103, 811. 80 111, 558. 63 Complete

Tractors 2- 900 -904 -5140 Articulated Tractor 133, 146. 66 118, 018. 53 Complete

Recommend against this purchase. Current 2- 900 -904 -5133 Tractor - 30 hp w /mower & Blower 38, 425. 35 1, 050. 55 trackless in inventory will be kept and used in place of purchasing a new tractor.

Pickup 2- 900 -906 -5138 PU - 44 - South Manager 32, 106. 74 26, 621. 81 Complete 3, 498, 564.75 562, 957. 34

RECREATION & CULTURAL SERVICES Arenas The Shores Funds to be reallocated to Forest X -Park Sound 2- 721 - 176 -5100 Interior Furniture 3, 852. 81 105. 34 Dampening.

Legacy Centre Ongoing, pending FIT program approval by the 2- 720 -175 -5876 PV System 77, 389.81 OPA

Old Forest Arena 2- 720 -176 -5878 Roof Replacement 48, 160. 11 6, 206. 28

Community Centres Arkona CC & Library 2- 730 -731 - 5875 Carpet Replacement 8, 347. 75 228. 24

PF Community Centre Competively sourced via invited tender to JD 2- 730 -732 -5883 Sound System 9, 096. 91 8,217.05 Fisher. Work substantially completed. 2- 730 -732 -5879 Tennis Court 15, 000. 00 866. 06 Work complete, invoice pending.

PF Youth Centre Trillium application submitted and denied. Staff will 2- 730 -732 -5874 Pavilion 93, 109. 56 2, 545. 65 site the location of the work and will wait for confirmation from co- funders before proceeding.

Shores Fitness & Gym 2- 721 - 726 -5850 Fitness Equipment 8, 561. 80 234. 09

GB Youth Centre 2- 700 -110 -5100 Accessibility - Doors 5, 351. 12 435. 00

Thedford Village Complex As per DCS # 90 -2012 report and JEPP funding. 2- 730 -734 -5876 Emergency Generator 38, 326. 00 38, 325. 87 Unit installed.

78 Page 3 of 5 as of May 31, 2013 Municipality of Lambton Shores 2013 Capital Listing

TOTAL 2013 TOTAL FINAL PROJECT PROJECT BUDGET EXPENSE COMMENTS Forest Legion Balance from Protection to Persons RF ( TR 24- 2- 730 -175 -5876 Emergency Generator 50, 289. 79 2013) JEPP funding and Legion contribution.

Thomas Hall Preliminary cost estimates collected. TBD if any actual benefit will be gained by $ 10, 000 cost 2- 720 -724 -5101 Acoustical System 10, 702. 25 292. 60 allocation. Plan is to review if there are sound issues during upcoming Council meetings and provide a report after that review period.

Library Forest Library 2- 740 -175 -5100 Facility Upgrades 8, 347. 75 228. 24 Work scheduled and pending

Harbours PF Harbour

Project scope reduced to $ 9, 000. Additional $ 3, 000 2- 350 -351 - 5881 PF Harbour Bldg Accessibility 12, 000. 00 692. 87 allocated to fund Forest X -Park sound dampening.

2- 350 -351 - 5882 Repair Office Wall 5, 351. 12 146. 30

Parks /Beach Beach /Beach House 2- 710 -715 -5104 Life guard stands 10, 702. 25 292. 60 2- 710 -715 -5105 Beach House Gardens 2, 140. 45 58. 51

Eilber Park 2- 710 -710 -5883 Washrooms 9, 000. 00

Klondyke Park 2- 710 -710 -5879 Irrigation System 10, 000. 00 621. 65

Utter Ball Diamond 2- 710 -710 -5882 Concession - Electrical Upgrade 5, 351. 12 146. 30

Rotary Civic Square Project competitively sourced via advertised RFP 2- 710 -710 -5889 Spray Pad 139, 129. 22 3, 803. 85 to ABC Recreation. Complete date tentatively scheduled for August 2, 2013.

Forest X Park

2- 710 -710 -5890 Minor Skate Park 4,280. 90 2,864.57 Funds reallocated to sound dampening for the equipment ordered.

Other Forest Parks Competitively sourced via advertised RFP to Ape - 2- 710 -710 -5891 Exhibition & Pleasure Park 32, 106. 74 877. 80 Active. Unit ordered and pending installation week of June 3, 2013

2- 700 -110 -5102 Wayfinding Signs 37, 457. 87 1, 024. 10 2- 700 -110 -5109 Municipal Gateway Signage ( 9) 5, 351. 12 3, 707. 90 Signs ordered and installed. 2- 700 -110 -5110 Lock & Key Upgrade at Facilities 8, 561. 80 234. 09 2- 700 -110 -5111 Christmas Lights for Arkona 6, 421. 35 175. 55 2- 700 -110 -5112 Christmas Lights for Grand Bend 1 5, 351. 12 1 146. 30 542,061. 14 1 200, 156. 41

79 Page 4 of 5 as of May 31, 2013 Municipality of Lambton Shores 2013 Capital Listing

TOTAL 2013 TOTAL FINAL PROJECT PROJECT BUDGET EXPENSE COMMENTS SEWAGE SYSTEM Collection Systems 2- 410 -175 -5100 Road Related Replacements 107, 022. 48 5, 555. 26

Miscellaneous Items 2- 410 -175 -5105 Electrical Systems PLC Replacements 29, 966. 29 3, 867. 78 2- 410 -175 -5107 Forest PCP Pump Impellers 24,000. 00 15, 676. 84 OMI substantially completed the work 2- 410 -175 -5108 Forest Main Lift Pumps Impellers 20, 000. 00 17, 501. 48 OMI substantially completed the work 2- 410 -175 -5153 Forest PCP Compressor Replacement 24,000. 00 5, 287. 03 2- 410 -175 -5152 Thedford Generator Replacement 32, 000. 00 1, 443. 45 2- 410 -175 -5150 GB - River Drive Grinder Pump System 21, 404.50 585. 20 2- 410 -175 -5151 TH - Main St PS Building /Structural 8, 561. 80 234. 09 2- 410 -175 -5156 GB - Alberta St - PS Roof Replacement 6, 421. 35 175. 55 2- 410- 175 -5157 FO - STP - access road to Lagoon 3, 210. 67 87. 79

New System 2- 410 -175 -5104 North Sewage Treatment Facility 670,000.00 1 1, 153, 200. 84 946, 587. 09 1, 203, 615. 31

WATERWORKS SYSTEM Water System General Competitively sourced via RFP to OMI. Work to 2- 430 -110 -5112 North Area Meter Changeout 307, 261. 53 9, 000. 87 take place during the summer.

Water Mains

2- 430 -110 -5103 GB - Eilber St 32, 106. 74 877.80 BM Ross currently completing design. Planning for fall construction. 2- 430 -110 -5108 TH - Pherril St 86, 559. 78 2, 366. 59 Spriet completing design

2- 430 -110 -5113 TH - Pearl St 68, 494.39 1, 872.65 Spriet currently completing design. Project tender to be delayed until legal issues can be resolved.

Spriet has completed design and tender. Low bid 2- 430 -110 -5157 FO - Victoria St - Watt 10, 000. 00 577. 35 submitted by Birnam Excavating with summer construction pending. Spriet has completed design and tender. Low bid 2- 430 -110 -5177 FO - Church St 76, 200. 00 2, 083. 34 submitted by Birnam Excavating with summer construction pending.

2- 430 -110 -5105 LAWS System 55, 841. 00 22, 287. 00 2- 430 -110 -5150 Electrical System Upgrades 42, 808. 99 4, 320. 64 2- 430 -110 -5153 Leak Detection Study 16, 053. 37 438. 90 2- 430 -110 -5158 NV /Arkona Standpipe Interor Repairs 10, 702. 25 292. 60 2- 430 -110 -5159 FO - Bulk Water Building 10, 702. 25 572. 72 2- 430 -110 -5152 TH - Generator Replacement 38, 000. 00 1, 731. 94 754,730.31 1 46, 422. 40 6, 420, 955. 78 2, 097, 242. 80

80 Page 5 of 5 as of May 31, 2013 MUNICIPALITY OF LAMBTON SHORES 2013 Draft Operating Year to Date Summary as of May 31, 2013

FINAL BUDGET DRAFT YTD AVAILABLE Used

Taxation Revenue 9, 637, 687. 86 4, 534, 847. 48 5, 102, 840. 38 47. 05%

Policing Revenue Policing 903, 147.23 376, 248. 67 526, 898. 56 41. 66% Community Police Group Sub Total 903, 147.23 376, 248. 67 526, 898. 56 41. 66% Expense Policing 3, 123, 747. 21 1, 226, 015. 55 1, 897, 731. 66 39. 25% Community Police Group Sub Total 3, 123, 747. 21 1, 226, 015. 55 1, 897, 731. 66 39. 25% Policing Total 2, 220, 599. 98 849, 766.88 1, 370, 833. 10 38. 27%

Planning Revenue Planning and Zoning 134, 696. 50 56, 962. 07 77, 734.43 42. 29% Expense Planning and Zoning 181, 278. 23 72, 780. 18 108, 498. 05 40. 15% Planning Total 46, 581. 73 15, 818. 11 30, 763. 62 33. 96%

Building & Assessment Revenue Building and Assessment Administration 233, 007.54 84, 230. 02 148, 777.52 36. 15% Expense Building and Assessment Administration 276, 838. 40 105, 464.38 171, 374.02 38. 10% Building Total 43, 830. 86 21, 234. 36 22, 596. 50 48. 45%

Protection to Person & Property Revenue Bylaw / Parking / Prop. Stnds Enforce. 138, 140. 61 34, 965. 93 103, 174.68 25. 31% Animal Control 7, 880. 47 4, 116. 36 3, 764. 11 52. 23% Weed Inspection 524.53 218. 55 305. 98 41. 67% Crossing Guards 6, 853. 83 2, 855. 76 3, 998. 07 41. 67% Emergency Management 618. 48 257. 70 360. 78 41. 67% Conservation Authority Sub Total 154, 017.92 42, 414.30 111, 603. 62 27. 54% Expense Bylaw / Parking / Prop. Stnds Enforce. 199, 929. 91 76, 814. 64 123, 115. 27 38. 42% Animal Control 35, 948. 32 18, 658. 26 17, 290. 06 51. 90% Weed Inspection 3, 063. 78 1, 276. 57 1, 787. 21 41. 67% Crossing Guards 40, 033. 35 17, 295. 89 22, 737.46 43. 20% Emergency Management 3, 612. 57 2, 293. 23 1, 319. 34 63. 48% Conservation Authority 292, 146. 00 149, 644. 00 142, 502. 00 51. 22% Sub Total 574, 733. 93 265, 982. 59 308, 751. 34 46. 28% Protection to Person & Property Total 420, 716.01 223, 568.29 197, 147.72 53. 14%

Page 1 of 4 81 6/ 04/ 13 MUNICIPALITY OF LAMBTON SHORES 2013 Draft Operating Year to Date Summary as of May 31, 2013

FINAL BUDGET DRAFT YTD AVAILABLE Used Fire Services Revenue Fire Prevention and Inspection Arkona FD 74, 053. 33 21, 007.29 53, 046. 04 28. 37% Northville FD 10, 546. 08 3, 975. 10 6, 570. 98 37. 69% Forest FD 70, 739. 49 21, 345. 62 49, 393. 87 30. 17% Grand Bend FD 76, 308. 24 20, 476. 98 55, 831. 26 26. 83% Thedford FD 10, 649. 58 4, 437.32 6, 212. 26 41. 67% Sub Total 242, 296. 72 71, 242. 31 171, 054.41 29. 40% Expense Fire Prevention and Inspection 10, 000. 00 553. 56 9, 446. 44 5. 54% Arkona FD 180, 344.44 46, 658. 74 133, 685. 70 25. 87% Northville FD 187, 653. 46 56, 373. 10 131, 280. 36 30. 04% Forest FD 220, 056. 11 68, 612. 97 151, 443. 14 31. 18% Grand Bend FD 222, 824.08 73, 398. 29 149, 425. 79 32. 94% Thedford FD 212, 142. 19 64, 478. 39 147, 663. 80 30. 39% Sub Total 1, 033, 020. 28 310, 075. 05 722, 945. 23 30. 02% Fire Total 790, 723.56 238, 832.74 551, 890.82 30. 20%

Transportation Services Revenue Roadways 957, 901. 51 402, 408. 96 555, 492. 55 42. 01% Winter Control 263, 780. 05 109, 908. 35 153, 871. 70 41. 67% Street Light / Traffic Control 110, 265. 51 45, 943. 96 64, 321. 55 41. 67% Sub Total 1, 331, 947. 07 558, 261. 27 773, 685. 80 41. 91% Expense TRF to Equipment Replacement RF 324, 692. 51 324, 692. 51 0. 00% TRF to Road Purposes RF 1, 232, 406. 39 1, 232, 406. 39 0. 00% Roadways 1, 969, 776. 02 676, 581. 60 1, 293, 194.42 34. 35% Winter Control 548, 883. 62 289, 360. 63 259, 522. 99 52. 72% Street Light / Traffic Control 229, 444.70 77, 174.55 152, 270. 15 33. 64% Sub Total 4, 305, 203. 24 1, 043, 116. 78 3, 262, 086. 46 24. 23% Transportation Services Total 2, 973, 256. 17 484, 855.51 2, 488, 400. 66 16. 31%

Harbours Revenue Grand Bend 381, 371. 81 95, 345. 09 286, 026. 72 25. 00% Port Franks 191, 464.32 93, 611. 68 97, 852. 64 48. 89% Sub Total 572, 836. 13 188, 956. 77 383, 879. 36 32. 99% Expense Grand Bend 403, 558. 93 51, 540. 05 352, 018. 88 12. 77% Port Franks 435, 301. 06 159, 007. 12 276, 293. 94 36. 53% Sub Total 838, 859. 99 210, 547. 17 628, 312. 82 25. 10% Habours Total 266, 023.86 21, 590. 40 244, 433.46 8. 12%

Page 2 of 4 82 6/ 04/ 13 MUNICIPALITY OF LAMBTON SHORES 2013 Draft Operating Year to Date Summary as of May 31, 2013

FINAL BUDGET DRAFT YTD AVAILABLE Used Arenas Revenue Legacy Recreation Centre 183, 434. 11 98, 914.87 84, 519. 24 53. 92% The Shores Recreation Centre 308, 202. 08 135, 635. 77 172, 566. 31 44. 01% Forest Arena Sub Total 491, 636. 19 234, 550. 64 257, 085. 55 47. 71% Expense Legacy Recreation Centre 554, 812. 38 195, 904.82 358, 907.56 35. 31% The Shores Recreation Centre 707, 233. 73 346, 933. 53 360, 300. 20 49. 06% Forest Arena 34, 314. 16 16, 785. 06 17, 529. 10 48. 92% Sub Total 1, 296, 360. 27 559, 623. 41 736, 736. 86 43. 17% Arenas Total 804, 724.08 325, 072.77 479, 651. 31 40. 40%

Solid Waste Manaaement Revenue Solid Waste Management 356, 960. 85 132, 277. 03 224, 683. 82 37. 06% Expense Solid Waste Management 898, 735. 17 362, 107.86 536, 627.31 40. 29% Solid Waste Management Total 541, 774.32 229, 830.83 311, 943.49 42. 42%

Cemeteries Revenue Forest - Beechwood 50, 059. 28 22, 063. 74 27, 995. 54 44. 08% Arkona 15, 866. 63 5, 234. 15 10, 632. 48 32. 99% Pinery/ Ward & Baptist / LVG / Pioneer 2, 105. 09 877. 13 1, 227. 96 41. 67% Sub Total 68, 031. 00 28, 175. 02 39, 855. 98 41. 41% Expense Forest - Beechwood 62, 560. 30 24, 566. 14 37, 994. 16 39. 27% Arkona 40, 719. 14 13, 417. 21 27, 301. 93 32. 95% Pinery/ Ward & Baptist / LVG / Pioneer 10, 259. 15 5, 590. 17 4, 668. 98 54. 49% Sub Total 113, 538. 59 43, 573. 52 69, 965. 07 38. 38% Cemeteries Total 45, 507. 59 15, 398. 50 30, 109. 09 33. 84%

Recreation & Leisure Services Revenue Gen Admin, Fitness Area, Gymnasium 297, 804. 15 113, 136. 98 184, 667. 17 37. 99% Expense Gen Admin, Fitness Area, Gymnasium 921, 444.57 252, 775. 35 668, 669. 22 27. 43% Recreation & Leisure Services Total 623, 640.42 139, 638.37 484, 002.05 22. 39%

Recreation - Parks Revenue Parks, Ball Diamonds, Pavillions 31, 738. 32 21, 865. 72 9, 872. 60 68. 89% Expense Parks, Ball Diamonds, Pavillions 239, 676. 76 76, 802. 65 162, 874. 11 32. 04% Recreation - Parks Total 207, 938.44 54, 936. 93 153, 001. 51 26. 42%

Page 3 of 4 83 6/ 04/ 13 MUNICIPALITY OF LAMBTON SHORES 2013 Draft Operating Year to Date Summary as of May 31, 2013

FINAL BUDGET DRAFT YTD AVAILABLE % Used Recreation - Beach Revenue Beach, Beach House, Patrol, P. Lot 701, 192. 69 50, 734. 64 650, 458. 05 7. 24% Expense Beach, Beach House, Patrol, P. Lot 886, 170. 76 148, 445. 17 737, 725. 59 16. 75% Recreation - Beach Total 184, 978.07 97, 710. 53 87, 267. 54 52. 82%

Revenue Community Centres 72, 790. 64 36, 033. 94 36, 756. 70 49. 50% Libraries 7, 320. 89 3, 050. 37 4, 270. 52 41. 67% Sub Total 80, 111. 53 39, 084.31 41, 027.22 48. 79% Expense Community Centres 352, 206. 08 116, 397.52 235, 808. 56 33. 05% Libraries 64, 536. 32 18, 858. 99 45, 677.33 29. 22% Sub Total 416, 742. 40 135, 256. 51 281, 485. 89 32. 46% Community Centres & Libraries Total 336, 630.87 96, 172. 20 240, 458.67 28. 57%

Drainage Revenue Drainage 425, 689. 37 66, 960. 50 358, 728. 87 15. 73% Expense Drainage 495, 339. 78 122, 144.49 373, 195. 29 24. 66% Drainage Total 69, 650. 41 55, 183. 99 14, 466. 42 79. 23%

Economic Development Revenue Industry Trade and Tourism 28, 052. 26 20, 260. 53 7, 791. 73 72. 22% Expense Industry Trade and Tourism 89, 163. 76 40, 161. 83 49, 001. 93 45. 04% Economic Development Total 61, 111. 50 19, 901. 30 41, 210. 20 32. 57%

Water Revenue Water 3, 936, 261. 29 1, 281, 978. 77 2, 654, 282. 52 32. 57% Expense Water 3, 936, 261. 29 1, 088, 820. 34 2, 847, 440. 95 27. 66% Water Total 193, 158.43) 193, 158.43

Wastewater Revenue Wastewater 1, 349, 933. 92 555, 624.23 794, 309. 69 41. 16% Expense Wastewater 1, 349, 933. 92 526, 959. 16 822, 974.76 39. 04% Wastewater Total 28, 665. 07) 28, 665. 07

Revenue Total 20, 977, 048. 55 8, 457, 811. 26 7, 416, 396. 90 40. 32% Expense Total 20, 977, 048. 55 6, 590, 651. 99 14, 386, 396. 56 31. 42% Grand Total 1, 867, 159. 27 1, 867, 159. 27

Page 4 of 4 84 6/ 04/ 13 THE MUNICIPALITY OF LAMBTON SHORES

TR',Report No. 61 -2013 Wednesday, June 12, 2013

TO: Mayor Weber and Members of Council

FROM: Janet Ferguson, Treasurer

RE: Township of Warwick Fire Service Coverage Contract

RECOMMENDATION:

That Council accepts a one year contract with the Township of Warwick for fire service coverage as outlined in Treasurer's Report TR -61 - 2013.

REPORT

Attached to this report is a letter received from the Township of Warwick requesting a one year contract rather than a 4 year contract as approved by Council and further that the overall fire service costs for their contract be reviewed and report back to them in October.

As noted in the letter, there was a significant cost increase for their contract renewal in 2013. The last contract was done in 2010 and the calculation of cost was done consistent with other renewals by using the current value assessment of the coverage area and distributing the net cost of the Arkona Fire Department Budget by the percentage of overall assessment that the department covers. For the years in between 2010 and the 2013 renewal the costs are increased by the consumer price index. The proposed 4 year agreement would have been implemented the same way.

The increase in 2013 was two -fold, one by an increase in assessment as well as an increase in costs. The costs for the department have increased substantially and primarily due to an increased allocation of reserve funds. The reserve funds are established to provide capital equipment and vehicles for the department to provide the fire and emergency response.

Staff is recommending that we accept a one year contract and incorporate their concerns in the review and report back to Council for consideration and subsequent discussions with the Township of Warwick.

Respectfully submitted,

Janet Ferguson, Treasurer

W TOWNSHIP OF WARWICK 4 Community In Action 4- 6332 Nauvoo Road, R.R #8, Watford, ON NOM 2SO lWp. Office: (519) 849 -3926 E -MAIL: info, [la warwicktownshipca Works Dept: (519) 849 -3923 Toll Free: 1- 877849 -3926 WBl3SITE, www,warwfektownship.ca Arena: ( 519) 876 -2808 Fax: ( 519) 849 -6136

LAMgTON SHOFIES May 24, 2013. Forest pee MAY 2'.9 2013 RECEIVED The Municipality of Lambton Shores c/o Janet Ferguson, Acting CAO 7883 Amtelecom Parkway LAmBTON SHORES Forest, On NON 1J0 Grand Bond Office Dear Janet: MAY 0 X013

RE: Arkona —Fire Services Agreement Renewal RECEIVED Warwick Township Council has discussed the above and noted that $31,775.88 was paid in 2012 under the previous agreement and Council included your estimate of $37,784,27 in the 2013 municipal budget; however the actual agreement reflects an annual cost for these services of 43,003.79 bringing the overall increase of $11,227.91 or 35.3%.

h, Council passed the following resolution at their May 15` 2013 council meeting:

That Warwick Township Council approve a one year contract renewalfor 2013 with afee of 43,003,79, being $5,219.52 higher than the original estimate, subject to Lambton Shores undertaking a complete review ofthis significant increase for this service andprovide a report back to Warwick Township by October 1116, 2013 with a reconsideration offees for the 2014 contract year.

Please contact the Administrator/Treasurer —Don Bruder, if there are any questions with respect to this matter.

Yours truly, V Fran Woods, Clerk Township of Warwick

cc —Brad Goodhill —Fire Chief, Warwick Station

0 THE MUNICIPALITY OF LAMBTON SHORES

TR' Report No. 64 -2013 Thursday, June 13, 2013

TO: Mayor Weber and Members of Council

FROM: Janet Ferguson, Treasurer

RE: Website Re- Development

RECOMMENDATION:

For Council information.

REPORT

The 2013 Operating Budget included $ 15, 000. 00 to do a Lambton Shores website re- development. In late April a Request for Proposal was issued for this project to which we received 13 submissions.

Myself, the CAO Assistant and our Contract IT person have reviewed the submissions and with the significant number that qualified it has been difficult to determine the most appropriate fit for our project.

We currently have a couple of outstanding questions; however, trust we will have the answers prior to the June 20th meeting. Once we have the answers, a full report with a recommendation will be provided as an agenda addendum.

This report is in provided to inform Council that a decision is pending for approval.

Respectfully submitted,

Janet Ferguson, Treasurer

a THE MUNICIPALITY OF LAMBTON SHORES

CL Report No. 52 -2013 Wednesday, May 29, 2013

TO: Mayor Weber and Members of Council

FROM: Carol McKenzie, Clerk

RE: Appointing Additional Provincial Offences Officers

RECOMMENDATION:

That the additional individuals recommended for appointment as Provincial Offences Officers for the Municipality of Lambton Shores as outlined in CL Report No. 52 -2013 are accepted presented and By -law 60 -2013 be approved.

REPORT

At the last Council meeting, the by -law to appoint Provincial Offences Officers for the By -law enforcement was approved. One name was omitted from the list, and is included in By -law 60 -2013.

Since that time, one of the Fire Chiefs has asked to be appointed as a Provincial Offences officer, so that he can issue tickets for offences that impact the department, such as " parking in a fire lane" or "parking too close to a fire hydrant ".

A report inquiring if other Chiefs would be interested in a similar appointment has been forwarded to the Fire Board and Chiefs for consideration at the meeting to be held May 30, 2013 and it may be that additional Chiefs may want to be appointed as well. If this is the case, the by -law can be amended, and an updated report provided at the June 6, 2013 Council meeting.

The attached By -law 60 -2013 lists the additional individuals recommended to be appointed as Municipality of Lambton Shores' Provincial Offences Officers for 2013.

Respectfully submitted

on(- n G I

Carol McKenzie Clerk THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES

BY -LAW 60 OF 2013

A by -law to appoint additional individuals as Provincial Offences Officers for the Municipality of Lambton Shores

WHEREAS: The Council of the Municipality of Lambton Shores deems it prudent to enforce certain Municipal regulations under the Provincial Offences Act;

AND WHEREAS: It is deemed necessary to designate Provincial Offences Officers in order to carry out duties under the Provincial Offences Act;

THEREFORE: The Council of the Municipality of Lambton Shores hereby designates the following as Provincial Offences Officers for the enforcement of Municipal By -Law offences:

1) Alec Tomlinson 2) Jerry VanBruaene

20th Read a FIRST and SECOND time this day of June, 2013

20th Read a THIRD time and finally passed this DAY of JUNE, 2013

MAYOR —Bill Weber

CLERK - Carol McKenzie

0 THE MUNICIPALITY OF LAMBTON SHORES

CL Report No.; 56 -2013 Monday, June 3, 2013

TO: Mayor Weber and Members of Council

FROM: Carol McKenzie, Clerk

RE: AMO Conference — Requests for Delegation to Various Ministers

RECOMMENDATION:

For Council review and direction.

REPORT

The Municipality has received notice that the Province will be accepting delegation requests to meet with the Provincial Ministers at the upcoming AMO Conference in Ottawa, August 18 -20.

12th The deadline for delegation requests is July and the requests are to include details on the Minister to meet with, the issue or issues to be discussed, a description of each of those issues with background information and an outlines of who from the Municipality will be attending as part of that delegation. Council is asked to determine what issues it would like to request delegations on, along with some details of what action or actions you are seeking the Ministry to take.

Attached is the list of items that were submitted as delegation requests for the ROMA conference for your reference. ( please note — also discussed at the 2013 ROMA convention was with the MNR re: washrooms in Ipperwash — discussion on this issue have commenced)

These requests should be forwarded to the Clerk no later than July 2 to allow time for staff to put the necessary background information together.

Respectfully submitted, onMLl

Carol McKenzie Clerk

E Michael Gravelle — Minister of Natural Resources

Assistance with Phragmites Control:

Currently, groups within the Municipality of Lambton Shores are working to protect the natural habitat and restore those sections of our diverse ecosystem that have been damaged by uncontrolled phragmites growth. These weeds are affecting our most valuable attributes – the Lake and river- and are having a negative impact on tourism, wetland habitat and Species at Risk. If left unchecked, the phragmites will continue to damage our wetlands ( recognized as ANSI and environmentally sensitive) and coastal dunes.

Our goal is to be proactive and develop a regional approach for areas where large, continuous stretches of shoreline are impacted and any financial support that would be available to assist with the significant costs associated with the works would be appreciated.

In addition, it would be extremely helpful if the Ministry would consider allowing the product Rodeo" to be used to help eradicate this growth – the product that has been approved for use in the United States and our local experts believe that Rodeo would be very helpful in managing Phragmites Australis in our area.

Other requests would be for faster turnaround times on permit applications and for permits to be valid for up to 5 years.

Michael Chan, Minister of Tourism, Culture and Sport

Grand Bend Marina Dock Upgrades:

Grand Bend is a major Ontario tourist destination, and many of the visitors arriving by watercraft. With the falling water level in Lake Huron, the docks located at the Grand Bend Municipal Marina are difficult to access for boaters. In addition the boardwalk is only 4 feet wide, and showing its age, which leads to liability issue. The Municipality proposes to replace the existing boardwalk and docks with an 8 foot wide boardwalk, and floating docks. The new boardwalk would be more accessible, and would also function as a pedestrian walkway with seating areas to enjoy the river. The re- design cost estimate for this project is in the order of 2. 0 M. Any financial support that would be available to assist with the significant costs associated with the works would be appreciated.

91 THE MUNICIPALITY OF LAMBTON SHORES

CIL Report No.; 58-2013 Monday June 10, 2013'

TO: Mayor Weber and Members of the Economic Development Committee

FROM: Carol McKenzie, Clerk

RE: Procedural Issues — Revisions to the Procedural By -law - Recommendations regarding Correspondence, Communications and Delegations

RECOMMENDATION:

That the recommended changes to the Municipality of Lambton Shores Procedural By -law 37 of 2012 be received and considered, and further

That the Policy # 56 re: " Handling of Correspondence" be amended in accordance with the recommendations in CL Report No. 58 -2013, and further;

That the draft policies of processing Delegation Requests and Requests for Municipal information as outlined in CL Report No. 58 -2013 be approved.

REPORT

The role of a procedural by -law is to allow Council to accomplish its work in a logical, fair and efficient manner.

During previous discussions, it was noted that the Lambton Shores Procedural By -law needed to be updated, not only to revise the information re: meeting times and the order of agendas items, but also to ensure that the by -law contained the current municipal requirements and to ensure that the rules of procedure were clearly stated.

The changes to the by -law that have been discussed at previous meetings or have been recommended by staff are noted in red on the attached draft. The rationale for each recommended change is provided in Blue.

As an additional objective opinion, a copy of the by -law was provided to our consultant Nigel Bellchamber for review, and he has provided suggestions based on his extensive experience. The changes recommended by Mr. Bellchamber are noted in green on the by -law and the rationale is also included for each suggested change.

Correspondence, Communication and Delegations Policies

A In conjunction with the revisions to the Procedural By -law, several of the existing operational policies need to be reviewed and amended, in order to provide clear direction and guidance to staff.

CORRESPONDENCE ISSUES

Correspondence can be received by mail, fax or email or hand delivered. The current Correspondence Policy # 56 dictates that all correspondence addressed to Mayor and Council that is not marked Confidential or Personal is included in the next agenda. The procedure by -law was recently amended to include the following additional requirements:

The correspondence " shall not contain any defamatory statements, allegations, inferences, impertinent, disrespectful or improper matter."

12. 2 Correspondence, delegation requests or petitions deemed by the Clerk not to comply with section 12. 1 will be returned to sender ( if known) with an explanation as to why the material cannot be included in the Council or Committee agenda.

This policy directs that all correspondence that meets the criteria is included in the agenda, and does not take into consideration that not all letters or pieces of correspondence addressed to the " Mayor and Council' pertain to the business of Council ( The business of Council would include matters that need Council direction, or endorsement, a matter of new or revised policy, or an issue that has community significance) or that there may be more effective alternatives for dealing with the issues.

In order to address issues raised in the correspondence expeditiously, it is recommended that correspondence that meets the above noted criteria and is addressed to the Mayor and Council be reviewed by the C. A.O., who would consider the issue( s) from a global municipal perspective and determine if it is relevant to the business of Council, and therefore to be included in the agenda and if not, determine the most appropriate method of dealing with the issues.

It is recommended that the Policy # 56 be amended to include options for dealing with correspondence as follows:

Recommendation: the " Process for all other " Council Correspondence" section of Policy # 56 be amended to include:

1. Correspondence, communications, and /or petitions addressed to the Mayor and Council or to the " Lambton Shores Council' and meet the required criteria will be referred to the C. A. O. for direction:

a) To a Council agenda, together with a staff report, for discussion and

resolution; or

b) If deemed to be for information only, included in the " consent agenda "; or

93 c) To the appropriate Department for information, action or response. if

so referred, the sender would be notified of the estimated time for

response; or

d) to the appropriate Committee for consideration, accompanied by a staff report - if so referred, the sender would be notified of the date of the Committee meeting.

2. Information that is not addressed to " Mayor and Council" or " to the Lambton Shores Council" or if the author has not requested that the information be included in an agenda will not be included in the agenda.

REQUEST FOR DELEGATIONS AT A COUNCIL MEETING:

As discussed by Mr. Bellchamber at the April 3 meeting, the purpose of a Council meeting is to discuss the business of Council. The business of Council was defined earlier as matters that need Council direction, or endorsement, a matter of new or revised policy, or an issue that has community significance, as well as the statutory roles and responsibilities listed in the Municipal Act.

An integral part of the role of Council is to hear delegations pertaining to the business of Council, in order to obtain new or update information on issues.

The policy that provides information on delegations ( Policy 34) was written in 2005, and has not be reviewed or updated since that time, and is very vague and provides no criteria for a delegation, and no option for offering alternative methods of dealing with requests.

For example, there are numerous requests received from groups or organizations that want to advise Council of their products or programs. While this information is very interesting, if may be more effective to include the information in the " Consent Agenda" or the " Correspondence —Information" section of the agenda, and if at the meeting, Council considered the material and was interested in having the group as a delegation, arrangements could be made at that time.

Requests are also received for delegations to request information from Council on various municipal issues or updates on projects. Most times, Council members would not have the information readily available, and the most expedient method to obtain the information would be to submit the questions to staff, in accordance with an " information request policy" ( see below)

Also missing from a policy is the option for a delegation request to be denied if the matter is not within Council' s jurisdiction or does not deal with council business or if the matter can be dealt with in a more expedient manner.

Another reason to deny a request for a delegation is if the purpose is to criticize or malign Council or a member of Council or municipal staff in a public forum. The municipality has established a Code of Conduct which outlines the expected behaviors for members of Council. If a resident has an issue with an individual member of Council, and is of the belief that the member acted in a way that contravenes the Code of Conduct, the municipality has an indepe0n4dent Integrity Commissioner appointed to investigate and adjudicate complaints and alleged breaches of the Municipal Code of Conduct.

In order to ensure that delegations pertain to the business of Council, and requests are processed fairly and equitably for all parties, it is recommended that a Delegation Policy be approved.

Recommendation for inclusion in the Delegation Policy:

1. Requests for delegations are referred to the C. A.O. for direction:

a) To a Council agenda together with a staff report, if appropriate; or

b) If deemed to be for information purposes only, included as part of an Correspondence — For Information" section of the agenda, and the requester be so advised; or

c) Referred for consideration by the appropriate Committee, and accompanied by a staff report, and the requester so advised; or

d) To the appropriate Department for information, action or response and the requester be sent a letter notifying him /her of the referral and providing an estimated time for response; or

e) to be denied if the delegation request is for a matter that is not within Council' s jurisdiction or can be dealt with in a more expedient manner, or if the purpose of the delegation is to criticize or malign Council or a member of Council or municipal staff in a public forum.

If a delegation request is denied, it will be returned to the requester with an explanation of the reason the request is not being considered.

A person receiving a delegation denial shall have the option of submitting an appeal to Council and any decision by Council shall be final and binding. If the request that is denied pertains to a subject matter that would comply with Section 239 ( 2) of the Municipal Act, the appeal will be dealt with in a closed session of Council.

2. Delegates at a Council meeting shall respect the formal nature of the Council meeting, and abide by the underlying parliamentary principles associated with dignity and decorum in public assemblies. Presenters shall refrain from making negative references to any individual or group, including, but not limited to, members of Council, Staff, civic groups or agencies, or other citizens of Lambton Shores, and shall at all times use polite and respectful language.

REQUESTS FOR INFORMATION

Previously, there were discussions on ways of responding back to people on issues, and the need to establish standards and guidelines for responding to requests for information from external sources. Requests for municipal information range from 95 simple requests which can be provided immediately whenever possible, such as a request for a particular by -law, to requests that require a significant amount of staff time and resources to respond. In order to ensure a wise use of municipal resources and that information is provided as expediently as possible, it is recommended that an Information Request Policy" be established.

Recommendation: " Information Request Policy"

1. Whenever possible, information will be provided on request.

2. Requests for detailed, complex, or voluminous information will be provided in writing and forwarded to the C.A.O. for review and referral to the appropriate staff member for response.

The request will clearly outline the information requested and the submission is to include the name, address, telephone number, or other information necessary to identify the requester. Once staff has reviewed the request, the requester shall be notified of the estimated time needed to provide the information, which may include time for a legal review.

3. If a request is for information in a form which is not kept by the municipality, or if the request is for commercial purposes, the requester may be required to pay all or part of the staff time and expenses to provide the information.

4. If it is not possible to provide the information, ie if the information is not in possession of the municipality, or if the information is subject to confidentiality clauses or solicitor -client privilege, the sender will be so advised and provided with an explanation of the impediment to providing the information requested,

Respectfully submitted

Carol McKenzie Clerk Changes suggested by Mr. N. Bellchamber Changes suggested by staff italics rationale for the change

THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES

BY -LAW NO. 37 of 2012

A By -law to Provide for the Rules of Order and Procedure for the Council of the Municipality of Lambton Shores

WHEREAS Section 238 Sub Section 2 of the Municipal Act, RSO 2001, Chap. 25 as amended, states that every Council and local board shall pass a procedural by -law for governing the calling, place and proceedings of meetings;

The Council of the Corporation of the Municipality of Lambton Shores enacts as follows:

Index Part 1 Definitions Part 2 General Rules Part 3 Schedule of Meetings Part 4 Open Meetings Part 5 Meeting Agenda Part 6 Commencement of Meeting Part 7 Rules of Debate and Conduct Part 8 Motions and Amendments Part 9 Voting Part 10 Reconsideration Part 11 Delegations Part 12 Communications and Petitions Part 13 New Business Part 14 Record of Meeting — Minutes Part 15 Public Meeting — Rules of Conduct Part 16 Accounts Part 17 By -laws Part 18 Committee of the Whole Part 19 Standing Committees Part 20 Ad Hoc Committees Part 21 Disclosures of Interest Part 22 Confirming By -laws

Part 1 Definitions

Chair" shall mean the person presiding at a committee meeting.

Clerk" shall mean the Clerk of the Corporation of the Municipality of Lambton Shores.

Closed Meeting" or " In- camera meeting" shall mean a closed session of Council, 97 Procedural By -law 37 of 2012 Page 2

Committee or Committee of the Whole, not open to the public.

Committee" shall mean a committee established by the Council.

Committee of the Whole" shall mean a committee composed of all of the members of the Council for the purposes of discussion and debate.

Council" shall mean the Council of the Corporation of the Municipality of Lambton Shores.

Ex Officio" member shall mean a member who has all of the rights and privileges of membership, including the right to vote and, when in attendance, is counted as a member when determining if a quorum is present.

Head of Council" shall mean the Mayor who shall preside at all meetings of the Council, and who is responsible for conducting the business of the meeting of Council. In the absence of the Mayor, the Deputy Mayor shall b° t "° act as Head of Council. ( the Deputy Mayor cannot be the Head of Council, can only act in place of)

Meeting" shall mean any regular or special or other meeting of Council, or a Committee of Council. ( all other meetings are special)

Member" shall mean a member of the Council or when referring to a Committee, a member of a Committee appointed by the Council.

Point of Order" shall mean a concern regarding a rule of parliamentary procedure raised by a member.

Point of personal privilege" shall mean when a member feels his or her personal comfort reputation has been unduly injured by the words or behavior of another member. (comfort isn't pertinent but reputation is)

Presiding Officer" shall mean the Mayor of Council or if in reference to a Committee, shall mean the Chair of the Committee.

Quorum" shall mean the majority of the members of a municipal council nrhe a nil nro nrocon4 + ho mninri +xi of 4hnon in ii tAii Nr VJVr ii, "' lr iV i' i' r u Vr icy V1 i1 rVJV' ifl attendance....must... vote ...n... ; favour ...of ...a ....motion ...for it ....to ...carry ...... unless, ...specified others .visa in ±his -by I v ( a quorum is a quorum)

Recorded Vote" shall mean the recording of the name and vote of every member on a motion made.

Part 2 General Procedural By -law 37 of 2012

Page 3

2. 1 The rules contained in this by -law shall be observed in all proceedings of the Council and shall be the rules and regulations for the order and dispatch of business by the Council. The rules contained in this by -law shall be observed, with the necessary modifications, in every committee.

2. 2 Those proceedings of the Council or the Committees thereof not specifically governed by the provisions of this by -law shall be regulated in accordance with 11tH generally eccepted parliamentary procedure. Robert' s Rules of Order, edition. (it needs to specify which parliamentary rules will be used if required)

2. 3 Any rules or regulations contained in this by -law may be suspended with the consent of at +, n,.,_+ hird-c of +ho "lP Council. ( this should be the same as all other council decisions)

2. 4 In the absence of the Mayor from the Municipality, or if he /she is absent through illness or if he /she refuses to act or if the office is vacant, the Deputy Mayor for the purposes of this by -law shall act in the place and stead of the Mayor and shalf have Iaynr all the righ # po..'ers...und e N" ±hor +y of . hn"± / hilra.^ urtng ... not required to restate)

2. 5 In the event that the Deputy Mayor is unable, for any reason, to act in the place and stead of the Mayor, a member shall be appointed pursuant to subsection 226 of the Municipal Act, 2001, S. O. 2001, c.25, as amended, to act from time to time in the place and stead of the head of the Council, urd shall have end may exercise Aihilo, cn „nn+ino,,,,nil „ ho± rink +c,,, nn ntorc „nnr! ni„ i +hori +x[ of, +ho „hond of the ror innil, / YYV r rrr. i' C: i V.Y A:A\ 5CUA l. , E."A' rY tr rG. " r 7 & rriL'v', t'Y Vv —'L. ry E. rY- ivr C. i Y: Y i'1 ' Yi:i'1'- riy. "C:tr it iv Y iiit:Y i "a.Yi "' U- f'' V °XV' A:'% A1 r155' II .' not required to restate)

Part 3 Schedule of Meetings

3. 1 Prior to December 1, the Clerk shall prepare and submit a schedule of Council meeting dates for the next year for consideration and -adoption by Council. Once approved, the schedule shall be posted on the municipal website. ( Adoption is assumed in the approval)

3. 2 When setting the annual schedule of meetings, the meeting dates will generally be the first Thursday of the month from 3 p. m. - 5 p. m. and 6 p. m.— 9 p. m. and third Thursday of each month from 6:00 p. m. to 9:00 p. m.. ff the scheduled Oouncl day

s t- a-hofidey: "'(there should be some flexibility)

3. 3 Issues that require addition time for a public hearing, such as Planning Applications, Drainage Considerations and Courts of Revision, and Property Standards matters may be heard at a special meeting called for that purpose. The rules of notice and order for these meetings will follow yeer'u4'ly' uccep #ed "'rru''4e's' the statutory requirements for the specific type of public meeting. ( there aren't generally accepted rules for these meetings - only statutory requirements) 99 Procedural By -law 37 of 2012

Page 4

3. 4 The Mayor at any time may summon a special meeting of Council, subject only to 24 hours notice being provided to all members. In the event of un emergency the

2 4anur nn+irn rnq irmm n+ is rv., v. J. fthe waiving of notice would be covered under the Emergency Preparedness By -law)

3. 5 In addition, the Clerk shall summon a special meeting of Council upon receipt of a petition of the majority of the members of Council, for the purpose and at the time mentioned in the petition, provided that at least 24 hours notice of the meeting is given to all members. In. the event of an emergency; the . 24... ..hour ...notice rGan a. r — a .. e « m arl ....( ariiAir.. I— IL is... 0 the waiving of notice would be covered under the Emergency Preparedness By -law)

3. 6 As soon as practical after notifying members under Section 34 and 35, 1A1hen nn ihl4a + ha (` 14rL h ll nrn rr a . n m4 ... raH, .

ni irnncn of nm cnnnin mnn +inn of +hn (` n' innil nnl nA i jndnr con +inn ' 3 A nr 'Z 5 +n +hn Nul Fvv v1 u1 ry uNc. v tiwr I I1uuCll ry vi- a 1. * v l tun utw uu u11: t l i..Lfc l I v.° v1 - v. v xv...... 1 1. local. media and to the publo-c: At minimum; notice of the meeting shall be posted on the- ho- - -ie- - page -of the Municipal Website and provided to the media.( states how notice will be provided)

3. 7 Changes to the advertised crheul of meetings %A/ ill be L s +ed n the local papers if

flrneNim.o...... r ormi +c minimi.im... reNrr-nri. x:..... y..ix..... + rr- rra..rrn Notice of any change in meeting schedule or cancellation of meeting will be posted on the home --page - of flee municipal website. Consistent with current practices)

Part 4 Closed Meetings

4. 1 All meetings shall be open to the public, except when the following subject matters are being considered:

a) the security of the property of the municipality or local board; b) personal matters about an identifiable individual, including municipal employees; c) a proposed or pending acquisition or disposition of land by the municipality or local board; d) labour relations or employee negotiations; e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality; f) advice that it is subject to solicitor -client privilege, including communication necessary for that purpose; g) a matter in respect of which a Council, Committee or other body may hold a closed meeting under another Act.

4. 2 In addition, a meeting shall be closed to the public if the subject matter relates to the consideration of a request under the Municipal Freedom of Information and

100 rini Procedural By -law 37 of 2012

Page 5

Protection of Privacy Act if the Council is the head of an institution for the purposes of that Act.

4. 3 A meeting of a Council or Committee may be closed to the public if the following conditions are both satisfied:

1. The meeting is held for the purpose of educating or training the members. 2. At the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision -making of the council, local board or committee.

4. 4 Before holding a meeting or part of a meeting that is to be closed to the public, a Municipality or Committee of either of them shall state by resolution,

a) the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting; or b) in the case of a meeting under subsection 4.3, the fact of the holding of the closed meeting, the general nature of its subject- matter and that it is to be closed under that subsection

4. 5 Subject to subsection 4. 6, a meeting shall not be closed to the public during the taking of a vote. 4. 6 A meeting may be closed to the public during a vote if,

a) subsection 4. 1, 4.2 or 4. 3 permits or requires the meeting to be closed to the public; and b) the vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the municipality or persons retained by or under a contract with the municipality or local board.

A 7 ..... R nf #ha INAI m f k', _

Or# Anne nn# nnnhi #n n rnnnrrl of n moo #inn ninenri i inrnr ci 1henr #inn A 3 ( i cva uvvv r rvc- _ Vv y av -u _ v u — u vvcn y vwvvu u11— ------• 1 1 -- this Is what the Act says —does not need to be stated here)

4. 8 The rules of the Council shall be observed in closed meetings so far as may be applicable.

4. 9 After consideration of a matter in the closed session, and the report from the closed session is in the possession of the Council, any resulting action of the Council by way of resolution or by -law of the Corporation shall be debated and voted upon in a public session, unless the subject matter under consideration must remain confidential as it pertains to issues noted in Section 4. 1. 4. 2 and 4. 3.

4. 10 No member or other person attending a closed session shall without the authorization of the Council, release confidential reports or information considered at a closed meeting, or discuss the content of such reports or information with persons other than members of the Council or appropriate Municipal staff members

101 Procedural By -law 37 of 2012

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and /or agents of the Council concerned with the reports or information

4. 11 Issues proposed for consideration during the " closed" session of Council shall be noted on the meeting' s agenda. Background information or reports will be delivered to Council members only, and will, if possible, be delivered at the same time as the regular agenda is posted on line. ( no assurance the matter will be discussed)

Part 5 Meeting Agenda

It is recommended that the time assigned for discussing confidential issues be different for the two regularly scheduled monthly meetings. For the 3 -5 & 6 -9 meetings, it is recommended that the closed session be prior to the break ( 4. 45) as it will be possible to schedule delegations, such as solicitors at a specific time. It would, however, reduce the break time" by the length of the session if it was longer than 15 minutes.

For the 6 -9 meeting, if a "' Confidential Section" is required it is recommended that it be scheduled as the last item, as it is difficult to accurately anticipate the amount of time necessary for the Closed session in advance. Having the confidential information at the end of the meeting is more efficient as a set amount of time does not have to be allocated. In addition, it is frustrating for attendees if they arrive at the scheduled start time and are then asked to leave for the closed session..

5. 1. a The business of the Council on meetings held the first Thursday of the month will be:

1. Call to Order 2. Declaration of Pecuniary Interest 3. Staff Reports- Presentations 4. Opportunity for the Public to Seek Clarification 5. Confidential Business ( If Necessary)

6. Consent Agenda 7. Minutes of Previous Meeting 8. Delegations, Public Meetings and Presentations 9. Correspondence and Petitions 10. Consideration of Committee Minutes and Reports 11. By -laws and Resolutions 12. Accounts 13. Notice of Motion 14. New Business 15. Councillor Reports 16. Opportunity for the Public to Seek Clarification 17. Adjournment

5. 1. b The business of the Council on meetings held the first Thursday of the month will be:

102 Procedural By -law 37 of 2012

Page 7

1. Call to Order 2. Declaration of Pecuniary Interest 3. Consent Agenda 4. Minutes of Previous Meeting 5. Delegations, Public Meetings and Presentations 6. Correspondence and Petitions 7. Consideration of Committee Minutes and Reports 8. By -laws and Resolutions 9. Accounts 10. Notice of Motion 11. New Business 12. Councillor Reports 13. Opportunity for the Public to Seek Clarification 14. Confidential Business ( If Necessary) 15. Adjournment

5.2 Ony memhor of C v:^ inurL Cviiliilitt u°° uNpvin ed by th° C v:^ i 1 iL n1 lvh: niviNui muff member spay f fie; nsith tie Clerk Other than request for delegations covered in Part 11 information for the agenda from members of Council or municipal staff shall be submitted prior to 12: 00 noon on the Wednesday before the meeting of the Council ( slight re- wording)

5. 3 Councillors may file a " Notice of Motion" prior to the 12: 00 noon deadline stated in section 5. 2. If this matter is to reconsider a previously decided matter will be dealt with as outlined in Section 10 of this by -law.

A Notice of Motion pertaining to a matter that had not been dealt with previously would be received by Council at the next meeting. If the majority of the members supported the issue /proposal, the matter would be referred to a specified future meeting of Council, together with a Staff report with supporting or background information. ( all request for reports should include an expected due date)

5. 4 The order of business may be re- ordered on the agenda to facilitate the participation in the meeting of the members of the public with leave of Council Council would determine if it was appropriate)

5. 5 The agenda will be available to the members and the public by end of day the Friday prior to the scheduled meeting at which time it will be posted on the municipal website.

Part 6 Commencement of Meeting

6. 1 A majority of the voting members of the Council shall constitute a quorum.

6. 2 As soon after the hour fixed for the meeting as a quorum is present, the meeting shall be called to order by the Mayor

103 Procedural By -law 37 of 2012

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6. 3 If there is no quorum present within one half hour after the time appointed for the meeting, the Council shall stand adjourned until the date and time of the next regular or special meeting, and the Clerk shall record the name of the members present upon such adjournment.

6. 4 The Mayor, if present, shall preside at all meetings.

6. 5 In the absence of the Mayor, the Deputy Mayor shall preside during the meeting, or until the arrival of the Mayor.

6. 6 In the absence of the Mayor and the Deputy Mayor, the Clerk shall call the meeting to order 15 minutes after the hour appointed for the meeting and the members shall elect a member to preside during the meeting or until the arrival of the Mayor or the Deputy Mayor.

F7 ... Mfii +h.. +ha cnncGan+ nf.. +hM A-, unr... ck mmmh4ar. of (' n nnil. n +hear + hen + Km.. Llcaarl of v.

ni innil mw ho rlocinnn +nrl +n nrocirlo n+ moo+innc of rn innil ( vv 1ry vv-uvv- y..0 cv a -- N, vv uv ua wvo yv -v vvu wn. covered elsewhere) , ,-

Part 7 Rules of Debate and Conduct

7. 1 The Mayor shall preside over the conduct of the meeting, including the preservation of good order and decorum, ruling on points of order and deciding all questions relating to the orderly procedure of the meeting, subject to an appeal to the Council.

Chai' 7. 2 If the Head of Council Mayas- desires to " le ave- the, fer the purpose ef take part in the debate or for any other reason, he /she shall designate another member to fill his /her place until he /she resumes " the Chair ", and shall pass the gavel to the designate. ( it was discusser) that it is only necessary to "' pass the gavel" as opposed to leaving the chair)

7. 3 Before a member may speak to any matter, he /she shall first be recognized by the Head of Council ^ kayos. ( covering all scenarios)

7. 4 A member shall not speak more than once twice to any motion for a maximum of 5 minutes, unless otherwise decided by a majority vote of the members present, but and the member who has made a motion shall be allowed to speak last reNty.. Councilors should have an opportunity to respond to a new point that is brought up by another member.. it is recommended that the Clerk maintain o " telly sheet" to ensure all members have the opportunity to speak)

7. 5 Whop o mn +inn is i inrlor deho +o A member may ask a concisely worded question of another member, or of the C. A.O. d stuff- through the Mayor prior to the motion being put to a vote by the Mayor in accordance with the section of this by -law pertaining to voting. ( the C.A. O. Speaks on behalf of staff)

7. 6 A member may require the motion under debate to be read at any time during the 104 Procedural By -law 37 of 2012

Page 9

debate, but shall not interrupt a member who is speaking.

8. 14 A motion to amend shall: a) be open to debate; b) not propose a direct negative to the main motion; and c) be relevant to the main motion.

8. 15 Only one motion to amend the main motion shall be allowed at one time.

8. 16 Only one motion to amend a motion to amend the main motion shall be allowed at one time. If a main motion is amended more than once, the mover and seconder shall withdraw the original motion and a new motion will be presented based on the

outcome of the discussion. ( 13- 0219 -08)

8. 17 An amendment to a motion, and /or an amendment to the amendment shall not change the integral intent of the original motion.

7. 7 A member shall not use profane or offensive words or insulting expressions.

7. 8 A member shall not disobey the rules of the Council or a decision of the Mayor or of the Council on points of order or on the interpretation of the rules of procedure of the Council.

7. 9 A member shall not leave his /her seat or make any noise or disturbance while a vote is being taken or until the result is declared.

7. 10 A member shall not interrupt a member who is speaking, except to raise a point of order or a question of privilege.

7. 11 A member shall not leave the meeting when he /she does not intend to return thereto without first advising the Mayor.

7 1 0 In +hn nWnn+ +hn+ n mnmhor of r` ni innil nnrcic +c in _n hrnnnh of +hn ri ilnc nrncrrihnd iI 1A 11iGii1 i, , 1 "'" 1il 1. 11.1r 11 11 ..."_ I., l, i 1:irV CaJ III,' u Fi1' Ci,, i I'll 1V ,," I l lir 1, . i Vr-i 1: 3 V1n' i0 sections 7.:7..to .7.:1. 0..inclusive of this. by -law, ..after. having. been called. to. order. by h4:a,—A Inilnr... hc:.# IVlnilnr_._ch -1111 ni 1+ + hn nl lcac #inn !!_Chn1 Inh, m amhcar hra nrrl ar acl + n I aaai a. 11— r..— Y — I _. O — IVII -ty— - v1 lull 1— O— kII- 1 Vi1— I - v1I —I U— 11— II— — --- — I-- hic /hnr cnn+ fnr +hn rl1 fro +inn of +hn moo +inn' s" nnrl c1 1nh ni inc +inn is nn+ rinh m+- -mhln 1 11Jfl 1 1 i lit 1V1 ' LI 1V i.1 i:Ar' i iitCii r' VI ii iv' 1111,' 11lri 51J. " l I I vlA iii 1 l. A' v i LIVI 1 1J i 1VC ' 1AV nli liiiNi'v

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7. 12 In accordance with the Municipal Act requirements, the Head of Council shall preside over council meetings so that its business can be carried out efficiently and effectively; and may eject a member of Council or a member of the audience for improper conduct; ( One of the d0u5es of the Head of Council under the Municipal Procedural By -law 37 of 2012

Page 10

Act is to maintain order so that business can be conducted efficiently and effectively)

7. 14 If the mem,h,or person apologizes, the Mayor, with the approval of the Council, may permit him /her to resume his /her seat.

7. 15 At any time during a discussion, a member may raise a " Point of Order" to call to the attention of the Mayor a breach of the Procedural By -law. The Mayor shall rule on the point of order before business continues.

7. 16 When a member feels " his" or " her" personal -comfort reputation has been unduly injured by the words or behavior of another member, he /she may call a point of personal privilege, which will take precedence over all other business ( except for motions to adjourn) ( comfort isn' t pertinent but reputation is)

7. 17 After all members have spoken to the issue as permitted in Section 7. 4 a member may ask the nnayor to ca!l the vote —the Mayor shall call the vote.( only the Mayor can call the vote)

Part 8 Motions and Amendments (times change to reflect revised meeting times)

8. 1 Motions shall be seconded before being debated or put to a vote.

8. 2 Every motion shall be deemed to be in the possession of the Council for debate after it is moved and seconded, and accepted by the Mayor, but may, with the permission of the Council, be withdrawn at the joint request of the mover and seconder at any time before the motion is disposed of.

8. 3 When a motion is under debate, no other motion shall be in order except a motion: a) to adjourn; b) to proceed beyond the hour of 40 9: 00 p. m.; c) to table; d) to put the question ( to close the debate); e) to postpone; f) to refer; or g) to amend.

8. 4 A motion to adjourn shall: a) not be amended; b) not be debated; c) not include qualifications or additional statements; and d) always be in order, except when a member is speaking or the members are voting or when made in Committee of the Whole. ( subject to Section 18.6.f)

8. 5 When a motion to adjourn has been decided in the negative, no further motion to adjourn shall be made until after some subsequent proceeding has taken place.

106 Procedural By -law 37 of 2012

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8. 6 The Council shall always adjourn at 0 9:00 p. m. if in session at that hour, unless otherwise decided before that hour by a two -thirds vote of the members present at a meeting to extend the meeting by one hour.

8. 7 A motion to proceed beyond the hour of 40 900 p. m. shall: a) not be amended; b) not be debated; and c) always be in order, except when a member is speaking or the members are voting.

8. 8 A motion to proceed beyond the hour of 44- 10: 00 p. m. must be approved unanimously.

8. 9 A motion to table shall: a) not be amended; b) not be debated; c) apply to the main motion and any amendments thereto under debate at the time when the motion to table was made; d) not include qualifications or additional statements; e) shall include the date at which the motion will be brought forward.

8. 10 A motion to put the question to close the debate and call the vote shall: a) not be amended; b) not be debated; c) not be introduced by a Council Member who has already spoken to the motion or amendment under debate; d) apply to the motion or amendment under debate at the time when the motion to put the question is made; e) be moved using the words " that the question now be put" and the mover and the seconder shall not be permitted to speak to the motion to put the question.

A-1-1 ..... If a._mn +inn +n na._i+ + hca.._nii acf nn ic...rlcaricl arl in._hr + affirmaf4to h a + Yrn_ +hirdc nfca of ii ., ii., ii — V. ii.....,, ii., ii i- iii iii. uiiiiiiiiiii Ny u L. ii iii... ho momhorc nrocon+ +hon +ho rnrorodinn mn +inn nr nmonAmon+ chnll ho %IMMA nn Yii Vi i iY./ VY J ./ Y' V JVi i ' Y. i iVi Y "( Y iV ./ i' VVVi.YfY iy i i 1VLIJ1 i ' Ji a. Ai i iVi i\ nf i iVi ti Ji' Y{ w ii eJV immo^Ii + olYi,%nii +hni i + „ fi, ir+hor, rinhn +o nr nnm,mgn+„ fill i 1A 7' i..YY V'1 i YVV rcr i:3Y Y' i Y' i Y'7' ii 7' V Y” VIV i:itX V "VY "' VVY' Y7i iYV'Y ii:" (irrelevant)

8. 12 A motion to postpone a matter to a certain time or date a) be open to debate; b) be amendable; and c) preclude amendment and debate of the preceding motion, unless the motion to postpone to a certain time is resolved in the negative, in which case the preceding motion shall be open to debate and amendment.

8. 13 A motion to refer a matter under consideration to a committee, to the Administration or elsewhere shall: a) be open to debate; b) be amendable; and c) preclude amendment or debate of the preceding motion, unless the motion to 107 Procedural By -law 37 of 2012

Page 12

refer is resolved in the negative, in which case the preceding motion shall be open to debate and amendment.

8. 14 A motion to amend shall: a) be open to debate; b) not propose a direct negative to the main motion; and c) be relevant to the main motion.

8. 15 An amendment to a motion, and /or an amendment to the amendment shall not change the integral intent of the original motion.

8. 16 Only one motion to amend the main motion shall be allowed at one time.

8. 17 ORIY nno mniin Monr! o MEAAA in omonrlMoin mniinn drollll hcm-Av'A'4PCJ At ;;" t:4 pptee. + If a main motion is amended more than once, the mover and seconder shall withdraw the original motion and a new motion will be presented based on the

outcome of the discussion. (&-(-) x'19 - V

Part 9 Voting

9. 1...... A motion...to ascend an amendment. to a ...mot on sba1I be..voted on first,...(duplication with 9. 2)

9. 2 Voting on the main motion and amending motions shall be conducted in the following order: a) a motion to amend a motion to amend the main motion; b) a motion ( as amended or not) to amend the main motion; and c) the main motion ( as amended or not).

9. 3 When the motion under consideration contains distinct propositions, upon the request of any member and provided a recorded vote has not been called for, the vote on each proposition shall be taken separately.

9. 4 A motion shall be put to a vote by the Mayor immediately after all members desiring to speak on the motion have spoken in accordance with section 7. 4 of this by -law.

9. 5 After a motion is put to a vote by the Mayor, no member shall speak on that motion nor shall any other motion be made until after the result of the vote is announced by the Mayor.

9. 6 Every member present; except the Mayor,. shall vote on every motion unless the member indicates a conflict of interest. ( The mayor is a member of Council and is required to vote)

9. 7 Subject to section 9. 16 of this by -la8w, the Mayor may vote with the other members, Procedural By -law 37 of 2012

Page 13

except when he /she is disqualified from voting by reason of a declared conflict of interest. ( irrelevant with above change)

9. 8 Notwithstanding the provisions of section 9.6 of this by -law, every member, except

i i., i— y—,sra. r.. who is not disqualified from voting by reason of a declared conflict of interest shall be deemed to be voting against the motion if he /she declines or abstains from voting. ( see 9. 6)

9. 9 The manner of determining the decision of the Council on a motion shall not be by secret ballot or by any other method of secret voting, except where authorized by the Municipal Act.

9. 10 When putting the question to vote, the Mayor shall first ask for those in favour of its adoption to raise their hands, then ask for those opposed to its adoption to raise their hands.

9. 11 The Mayor shall announce the result of every vote.

1? ... If n...mra'M_Kmr rJ.icanrratac Vnii +h 4hra. ni lmh4ar raf lln +

nnnni innnA by + ho VAwnr hn /chn m w nhinn+ immli + l + n + ho Awnr' c i ii ] i l fl Yy " • i ll lvf y t l i luy V jj l 111 tfY cv i lv declaration...and,... with... the... consent of the ...Council., the... ..vote...shall ...be ...retaken . ( not necessary to include)

9. 13 When there is a tie vote on any motion, it shall be deemed to have been decided in the negative.

9. 14 A recorded vote shall be taken when called for by any member or when required by law.

9. 15 A member may only call for a recorded vote immediately prior to or immediately after the taking of the vote only. The names of the members voting for or against a motion will not be recorded, except in accordance with this section.

9. 16 Notwithstanding ...the ...provisions ...of... sect;on....9.7...ef...this. ...bym law . the Mayor and all members present shall vote when a recorded vote is called for, except when they have been disqualified from voting by reason of a declared conflict of interest. ( see 9. 6)

9. 17 In any vote required of the whole Council, the number of members constituting the Council shall be determined by excluding: a) the number of members who are present at the meeting but who are excluded from voting by reason of the Municipal Conflict of Interest Act, R. S. 0. 1990,

b) the number of seats that are vacant on the Council by reason of section 259( 1) of the Municipal Act, 2001, S. 0. 2001, c. 25, as amended.

9. 18 When taking a recorded vote at any meeting, the Clerk shall read the motion, and 109 Procedural By -law 37 of 2012

Page 14

the Mayor will ask those in support of the motion to stand, and the Clerk shall record the names of the members in support of the motion. The Mayor shall then call for the members that are opposed to the motion to stand, and the Clerk shall record the names of the members in opposition of the motion.

9. 19 When a recorded vote is taken, the names of those who voted for and those who voted against the motion shall be entered in the minutes.

Part 10 Reconsideration

10. 8 No motion for the reconsideration of any decided matter shall be permitted more than IN- ce once during a 12 month period aRY GRe Y nor shall a motion to reconsider be reconsidered. ( provides clarification)

1 r) 1 4 mn +inn +n ronnncirlor n rloniAeNA rnn+ or+ %hi4kin + ho +orr n- of (` ni innil droll nnhi ho r' i.i. 7 " " " "" FAYAVF%i Ii'IVI I "' L%V i "1U`iJi9 Y' rCYVCY' vv VI " "i i'"V'V i' i:YT'lxl ' P' Fftx l%VXf ... V.VIXi"Irv..i..... Lt' llu ' C VV..y..5i V'v ...... %ZZ1QW1UIi MFI1 ' fl" Ti CTrny...... YJ.\.. in +rnrliirGad. anri +h + ii iii ., u" i.,., u iNy - Y ut IIIi i i., i i iN.I— aI .. VVIIWi i., ,,., yin+i,.. 0 .. iii i iiI— i., iIIi i, ainri+y., i iiy .,WIi i LIii i...,a nrinini iyii ii,iil.mni i i., ii.,+inni i ., nri .. VVIIWi i., vv`a absent,- or - as not on C^ uiI- ..he n- the...- -- ..-- called..- this..( is too difficult to ensure, and there should be an opportunity to bring new information forward, regardless of how a member voted on the original motion)

1 . 2...... kin +an a. #hc. ran.+. Hinn....# ha... r, rnv1 i. annP...nf....c-. ac+inn...... n1 .' 1.... nf..#h ip.... haxnl.- kM...... ; na.r... m mm..h. or...n£..... i .., Ni v v ivivi — — v Llwi i i i — I I— I — u i.. iii iviui iuii iy ii — ii iiv i., y ii, 7 — iy I I I. c +nnrlinn rnmmi +nn + mnii in +rnrli iro -m mn +inn nn hohnlf of +ho c +nnrlinn nnmmMinin +n V L— I IGii iy 13V1iii ii, RVV II—Y " ILI Ul3V G i, IV — i VI1 -- I I— — I Li iV —I I— I Iy VV 8111110 iV

or ( reconsider a d idod mi t - m++,+ + ai ibis doesn't need to he ,Meted independently of other decided matters)

10. 3 A motion to reconsider a decided matter under section 10 ..1 of this .by -law shall be introduced at the " New Business" section of the agenda when it is made at the same meeting when the original motion was decided. . ( number removed in the event the numbers in the by -law changes)

10. 4 A member may submit a notice of motion to reconsider a decided matter to the Clerk within the deadline prescribed in section F. 2 of in this by -law for inclusion in the next regular meeting of Council. ( number removed in the event the numbers in the by -law changes)

1 ( 1 ti 0 riMinn of mn +inn +n rnnnnciAmr -m rinnirinrl m + +nr filnrl In / i + h + hn (` Inrle In /hinh rnln +nc I i i iVtiiVV VI i i iVifVl i iV '1' VVVi i'viV Vi i::i VVVfGVii I I I'iAiiVi ' 1' i1VV VV 'Iii I ii IG [ JiV i' 1\ VVi ii Vi i i ViiAiVv

n. h n.n.m.m.ifnn LW . i i i rVV iiihiiini ii i.. ni WI . . . i ii i 111- chi.i aai # iihi.. a. J" niuii niy . 7

lrl t^ the n—nxt rVyllurtunding ^ imm: ttee meting: ( This doesn't need to he stated independently of other decided matters)

10. 6 A notice of motion to reconsider a decided matter filed with the Clerk shall not stop or delay any administrative action on the decided matter at any time before the notice of motion has been dealt with by the Council

10.? A notice of motion will not be considered if the required action in the motion has already occurred.( if the required action in the motion has taken place, it is not possible to rescind the decision) 110 Procedural By -law 37 of 2012

Page 15

10. 7 A motion to reconsider a decided matter shall require the approval of at- least-two-

h,IIIirriez - of 4h a%Atb 1 e a quorum of Council. ( all other decisions are decided by the majority)

10. 9 If a motion to reconsider is decided in the affirmative at a meeting, then consideration of the original matter shall become the next order of business.

10. 10 No debate on a motion to reconsider a decided matter shall be permitted; however, the mover of a motion to reconsider may provide or may make a brief and concise statement outlining the reasons for proposing such reconsideration.

Part 11 Delegations

11. 1 Persons or groups wanting to appear before the Council shall advise the Clerk no later than 11: 00 a. m. 7 11 calendar days prior to the meeting and shall submit the

to this }ley -law; and provide a....written submission detailing the nature of the request information in accordance with the Municipal delegation policy. A determination may be made at that time of receipt whether or not to defer the delegation to a subsequent meeting. ( the policy and bylaw should include the same requirements)

11. 2 Persons or groups making a presentation shall be limited in speaking to not more than ten minutes except that a delegation consisting of more than five persons shall be limited to two speakers, collectively limited to speaking not more than ten minutes, unless granted leave by Council. An additional 5 minute presentation may be permitted on a motion by a Council member, and approved by a 2/ 3 majority vote of Council.

11. 3 Persons appearing before the Council shall confine their remarks to the business stated in their request.

1...1...4 ...... I.r ...... order ...to...... avoad ...... repeto o,n...... and ....to...... ensure ...... an...... opportunity .....for ...... the...... expression of. d4ffer t -poi tc,no€ xvi,- w ut -ex-c , w- requxir d- by -law -th ounc - ay- ect e- to

person who has already appeared and spoken at the meeting: this should be part of the delegation policy)

5 E_xcept--as-- required-- by- -lays; - any- --person- -appearing -before - Ceu- cif-- cr--befor e-- -e

committee or...... the same subject matter skull be limited to providing only. new this should be part of the delegation policy)

Part 12 Communications and Petitions

111 Procedural By -law 37 of 2012

Page 16

12. 1 Correspondence, delegation requests or petitions intended for inclusion in a Council or Committee of Council agenda, or otherwise considered by Council, shall be legibly written or printed, shall be signed by at least one person giving his /her name, address and telephone number, and shall not contain any defamatory statements, allegations, inferences, impertinent, disrespectful or improper matter.

12. 2 Correspondence, delegation request or petitions deemed by the Clerk not to comply with section 12. 1 will be returned to sender ( if known) with an explanation as to why the material cannot be included in the Council or Committee agenda. ( 13- 0318 -21)

12. 3 If the communication includes a request for a delegation, the requirements in Part 11 of this by -law and the delegation policy shall apply. ( the should comply with the delegation policy)

Part 13 New Business

13. 1 New business shall not be considered by the Council unless it is emergent congratulatory or condolatory in nature.

13. 2 A motion moved as new business, shall: a) identify the nature of the motion, as an emergent, congratulatory or condolatory matter, and b) in the case of an emergent matter, identify the nature of the urgency and the reason for not referring the item to the next regularly scheduled Committee or Council meeting;

13. 3 A motion dealing with an item of new business shall require the approval of at least two -thirds of the members present.

A A

cnn +inn of 4hn nnnnrin %A / hnn i4 is mnrin n4 + hn cmm mnn+inn %Aihnn Oho nrininn vv ClVl 1 Vf "' ii fl, ti.:(t`. f 1VC VV f i\> f i ii fJ i 1 f a. Al " "ii fl vC l i iV ' I fl, vliT I& VV f 1G i u \ i ] iyl'i li.:i'f motion was dec dect: { As mooted in ct an 14:3)

Part 14 Record of Meeting —Minutes

14. 1 The Clerk or recording secretary of a committee shall record without note or comment, all resolutions, decisions and other proceedings of the council, whether it is closed to the public or not. ( 13- 0219 -06)

14. 2 The record required by 14. 1 shall be made by, a) the clerk, or designate, in the case of a meeting of council; or b) the appropriate employee, in the case of a committee meeting.

14. 3 The minutes of the Council are the official corporate record of the proceedings, and shall consist of a record of the place and time of the meeting, the name of the 112 Procedural By -law 37 of 2012

Page 17

Presiding Officer if other than the Mayor, a record of all members present, and the names of those absent, together with all resolutions, decisions, and other proceedings of the Council.

14. 4 At the next regularly scheduled meeting of the Council, the minutes of the previous meeting shall be considered so that any errors may be corrected and accuracy of keN r° ni-wA ^ nf;rm° d' r.r -re. v va'.rasr' C: Y V.> V. Yi` Y7 Y7 rrr:. v, and once approved, signed by the Mayor and Clerk. repetitive)

14. 5 Personal statements shall only be made during Councillor Reports unless it is a statement made by the chair regarding the efficiency or effectiveness of conducting the meeting or on a Counillors point of personal privilege. ( 13- 0219 -07) Written statements prepared by Council will not be included in the minutes.

14. 6 Once the Council minutes have been approved, they will be posted on the website. 13- 0219 -09)

Part 15 Rules of Conduct —Council Meetings, Public Meetings., Discussion P_er - -( the rules are different for the discussion period)

15. 1 The Mayor shall preside over the conduct at all Council meetings and public participation meetings, including the order and decorum, enforcing the provisions in the Procedural By -law, ruling on point of order and deciding all questions relating to the orderly procedure of the meeting; ( this is one of the statutory functions)

15. 2 Participants will be recognized by the Mayor, and will be required to clearly state his /her name, address and group affiliation if appropriate;

15. 3 A participant will be limited to speaking for a maximum duration of 3 minutes; with the exception of a public meeting held under the Planning Act or the Drainage Act at which the applicant will be provided an opportunity to address Council, which may exceed the 3 minute limit; ( these are statutory meetings which have more freedom for public participation)

15. 4 All questions and statements will be addressed to the Mayor;

15. 5 There will be no response to questions or comments made during the public meetings, or discussion period except for the purpose of clarification, with the exception of a public meeting under the Drainage Act, Planning Act, Development Charges Act or similar Act, during which the municipal consultant may provide a response to a question raised;

15. 6 No participant may speak more than once until all wishing to speak have had an opportunity;

15. 7 Placards or other displays that may disrupt the meeting will not be permitted in the public meeting place; 113 Procedural By -law 37 of 2012

Page 18

15. 8 The Mayor may: shall. ( this is one of the statutory functions) a) interrupt, warn, or terminate a person' s statement when the statement is too lengthy, personally directed, abusive, repetitive, or irrelevant; b) request any individual to leave the meeting when that person does not observe reasonable decorum; c) request the assistance of law enforcement officers in the removal of a disorderly person when that person' s conduct interferes with the orderly progress of the meeting; e) call for a recess or an adjournment to another time when the lack of public decorum so interferes with the orderly conduct of the meeting as to warrant such action;

15. 9 In order to avoid repetition and to ensure an opportunity for the expression of different points of view but except as required by law, the Council may decline to hear any person who has an identifiable common interest or concern with any other person who has already appeared and spoken at the meeting, until all others wishing to speak have had an opportunity.

15. 10 Decisions will not be made at a public meeting.

15. 11 Other than meetings held in conjunction with a regularly scheduled Council meeting, or a special Council meeting held for that purpose, a public meeting will not dissolve into a Council meeting.

15. 12 The minutes of the public participation meeting will include a synopsis of the topic of the meeting, and list the names and addresses of all persons who made oral submissions at the meeting, and a synopsis of the issue(s) raised.

15. 13 Council will allow an " Opportunity for the Public to Seek Clarification" on items on the agenda. Questions must pertain to items on the agenda, and be for the purpose of clarification only, and not for the purpose of making a statement. The minutes will note only the name of the person and the item he /she is sought clarification on. Other than to provide clarification on the matter raised in the question, answers will not be provided at this time.( this is to reiterate that new business should not be presented and discussed during this section)

Part 16 Accounts

16. 1 All accounts dealing with the operation of the Municipality shall be submitted monthly to the Council for approval.

Part 17 Enactment of By -Laws

17. 1 By -laws shall be printed and distributed with the Agenda for the meeting at which they are to be read.

114 Procedural By -law 37 of 2012

Page 19

17. 2 Every by -law shall receive 3 readings before being enacted by the Council.

17. 3 Unless otherwise provided by law, a by -law may receive all 3 readings at the same meeting, and as part of one motion. ( this would allow the one motion to adopt all three readings of a set of by -laws)

17. 4 Motions for the first and third readings of by -laws shall not be amendable or debatable.

17. 5 Amendments and debate on the content of by -laws shall be in order after a motion for the second reading of the by -laws has been duly made and seconded.

17. 6 During the debate on the motion for the second reading of by -laws, by -laws may, by a majority vote of the members present, be referred to staff, a committee of Council or the Committee of the Whole for consideration.

17. 7 Every by -law enacted by the Council shall be signed by the Mayor or Presiding Officer and the Clerk, sealed with the seal of the Corporation and shall show the dates of the three readings by the Council.

Part 18 Committee of the Whole

18. 1 Whenever a majority of the members present decide that the Council should resolve into Committee of the Whole, the Mayor, or the Deputy Mayor if so designated by the Mayor, shall become the Chair of the Committee of the Whole and shall maintain order during the meeting and shall report the proceedings thereof to - ha± Cun;! ( is covered in 18. 9)

18. 2 In the absence of the Mayor and the Deputy Mayor, or when the Deputy Mayor is the Presiding Officer of the meeting in accordance with the provisions 6. 5 of this by -law, the Presiding Officer may appoint a member present at the meeting to act as the Chair of the Committee of the Whole.

18. 3 The Committee of the Whole shall consider and report to the Council on any other matter which has been referred to the Committee by resolution of the Council.

18. 4 At the direction of the Council, the Committee of the Whole may meet apart from regular meetings when matters are referred to it by the Council.

18. 5 Any Committee of the Whole meeting, or any part thereof, may be held in camera if the Committee so decides by a majority vote of the members present to consider matters in accordance with sections 4. 1, 4. 2 or 4. 3 of this by -law.

18. 6 The rules governing the procedure of the Council and the conduct of its members shall be observed in the Committee of the Whole, with the necessary modifications, except that: a) motions do not require a seconder, 115 Procedural By -law 37 of 2012

Page 20

b) a member shall not speak more than once to a motion until every member who desires to speak has spoken once,

rn rrar nrr'#.rarJ vn#'a hnll nnl%.i hrN nnrmi #frarl Ai irinrti C` nmm # cara# nf. #hca \ n /hnlra....mrara #.inns. wI I— v uvu vv v1 run — ny' vv Nv1IiI -- — 111y vv 1n11ILL— yr ow vvII—r11 - 11yv

b °1ny conduct °d us Hurt ^ I tho ennuul Rudyet uNp;^ WU! , r^ cess ( A member can ask for a recorded vote on any motion) d) a motion to put the question shall not be permitted, and f) a motion to adjourn shall not be permitted, except when meeting apart from regular meetings.

18. 7 Points of order arising in the Committee of the Whole shall be decided by the Chair of the Committee, subject to an appeal by any member to the Committee.

18. 8 The Chair of the Committee of the Whole- m.,,7),,, shall vote on any motion after the other members have voted, except when the Chair is disqualified from voting by reason of a declared conflict of interest. ( the chair is a member of Council and is required to vote)

18. 9 A motion shall be made in Committee of the Whole to rise and report to the Council and shall be decided without debate.

18. 10 The proceedings of the Committee of the Whole meeting, when held as part of the proceedings at a meeting, shall be reported by the Chair of the Committee of the Whole as soon as the Committee rises.

18. 11 The report of the Committee of the Whole, when held apart from regular meetings, shall be treated in the same manner as committee reports when being considered by the Council.

18. 12 The report and recommendations of the Committee of the Whole referred to in sections 18. 10 and 18. 11 of this by -law may be adopted and confirmed by the Council in a single motion.

18. 13 A member may request prior to the adoption of a Committee of the Whole report that a Committee of the Whole recommendation be voted on separately for the purpose of calling for a recorded vote or due to a declared conflict of interest, and such a request shall not require the introduction of a motion.

18. 14 The Committee of the Whole shall always adjourn at 1n 9. 00 p. m. if in session at that hour iiYYieVVV IY Yv vt'`i' Y VYLCi v decYAUd by a tWv 'th7'rdv Jt v lJf th v...m ViYYb vry rnrnrs.nvr t tc..c:; nt,nue tl .nv # hn"a aV kra, n ( reflects new times)

Part 19 Standing Committees

This is not reflective of current practices)

19. 2 The Mayor shall bean ex officio member of all committees of the Council. 116 Procedural By -law 37 of 2012

Page 21

19. 3 The standing committees shall meet at the Call of the Chair.

19. 4 Council members shall be appointed to the serve on the standing committees for a two year term. The Chair of the Committee shall be elected by the members at the first meeting. ( Often times other "non Council" members are appointed for the term of Council)

19. 5 Any standing committee meeting, or any part thereof, may be held in camera if the committee so decides by a majority vote of the members present to consider matters in accordance with sections 4. 1, 4. 2 and 4. 3 of this by -law.

19. 6 The rules governing the procedure of the Council and the conduct of its members shall be observed in standing committee meetings, with the necessary modifications.

19. 7 Minutes of the proceedings of standing committee meetings shall be kept, and presented to the Council for adoption.

19. 8 The Cter k- Recording Secretary shall not - be- -required - tG- give notice of regular standing committee meetings on the municipal website, with the posting of the agenda. but the distribution .....of.... the .....age nda for the meet ng. shall constitute notice thereof—(Meeting dates and agendas for the various municipal meetings are posted on the website as soon as the details or information is available)

19. 9 Lack of receipt of the agenda by the members shall not affect the validity of the standing committee meeting or any action taken thereat.

19. 10 The deadline for material to be included on the agenda of each standing committee shall be 12: 00 p. m. noon on the day one week prior to the standing committee meeting.

19. 11 The Clerk may assign a person to prepare the minutes of a committee meeting.

Part 20 Ad Hoc Committees

20. 1 The Council may by resolution establish " Ad Hoc" committees which shall advise the Council on matters assigned or referred to them by the Council.

20. 2 The Council shall determine the " Terms of Reference" for each committee

established.

20. 3 The Council shall appoint the members of Council and the citizens who shall serve on each committee and Council shall determine the term of the appointment of

each member.

117 Procedural By -law 37 of 2012

Page 22

20. 4 The Mayor of the Council shall bean ex officio member of all ad hoc committees.

20. 5 Each committee at its first meeting shall elect a Committee Chair from amongst its members.

20. 6 A quorum for a committee shall be the majority of those appointed to the committee by the Council.

20. 7 The rules governing the procedure for the Council shall be observed in all committees insofar as applicable.

20. 8 A committee which refuses or neglects to give due consideration to any matter assigned to it or before it, may by Council resolution be discharged of such responsibility.

20. 9 Each committee is subject to the control and direction of the Council.

20. 10 Each committee shall submit minutes or reports with recommendations to the Council on all matters connected with their duties or matters referred to them by the Council.

20. 11 The Clerk may assign a person to prepare the minutes of a committee meeting.

Part 21 Disclosure of Interest

2.1....2 ...... If the said matter is to be dealt with in a closed session of Council; the member shall leave -th o nc-4 rxoo- xd r g- the de- ber atio,- -suetha-matter: Section 21. 1 — 21. 5 listed below are the requirements in the Municipal Conflict of Interest Act R. S. O. 1990, CHAPTER M. 50

21. 1 Where a member, either on his or her own behalf or while acting for, by, with or through another, has any pecuniary interest, direct or indirect, in any matter and is present at a meeting of the council or local board at which the matter is the subject of consideration, the member,

a) shall, prior to any consideration of the matter at the meeting, disclose the interest and the general nature thereof;

b) shall not take part in the discussion of, or vote on any question in respect of the matter; and 118 Procedural By -law 37 of 2012

Page 23

c) shall not attempt in any way whether before, during or after the meeting to influence the voting on any such question. 21. 2 If the meeting referred to in 21. 1 is not open to the public, in addition to complying with the requirements of that section, the member shall forthwith leave the meeting or the part of the meeting during which the matter is under consideration. 21. 3 Where the interest of a member has not been disclosed as required by section 21. 1 by rea " h me nb absence from the meeting d " a therein, the member shall disclose the interest and otherwise comply with section 21. 1 at the first meeting of the council or local board, as the case may be, attended by the member after the meeting. 21. 4 Every declaration of interest and the general nature thereof made under 21. 1 shall, where the meeting is open to the public, be recorded in the minutes of the meeting by the clerk of the municipality or secretary of the committee or local board, as the case may be. 21. 5 Every declaration of interest made under 21. 2 but not the general nature of that interest, shall, where the meeting is not open to the public, be recorded in the minutes of the next meeting that is open to the public. 21. 36 The failure of one or more members to comply with section 20. 1 of this by -law shall not affect the validity of the meeting in regard to the said matter.

21: 47 Notwithstanding the provisions of section 6. 1 of this by -law, when a majority of members have disclosed an interest in accordance with section 20. 1 of this by -law and the Municipal Conflict of Interest Act, as may be amended from time to time, the remaining number of members shall be deemed to constitute a quorum, provided such number is not less than two.

Part 22 Confirming By -law

22. 1 The proceedings at every regular and special meeting shall be confirmed by by -law so that every decision of the Council at that meeting and every resolution passed thereat shall have the same force and effect as if each and every one of them had been the subject matter of a separate by -law duly enacted.

22. 2 Notwithstanding the provisions of section 17. 6 of this by -law, confirming by -laws shall not be amendable or debatable.

Part 24 Repeal of Previous By -laws

23. 1 By -law 19 -2007, as passed on April 2, 2007 and all of its amendments are hereby repealed.

This by -law shall come into force and effect upon final passing thereof.

119 Procedural By -law 37 of 2012

Page 24

22nd Read a first and second time this day of May, 2012

READ A THIRD TIME AND FINALLY PASSED THIS 22ND DAY OF MAY, 2012

Mayor —Bill Weber

Clerk — Carol McKenzie

120 Procedural By- law 37 of 2012

Page 25

SCHEDULE " A" TO BY- LAW 37- 2012

The Municipality of La i i i N mi S h ort_,s

Delegation Form - Request to Make a Presentation to Council

To be a delegate speak-at a meeting of Council, you must complete this form and submit it to the Municipal Clerk. dee.n.q-e,d--fLWT-- the---R-equ--st--Fo...-,---shzM-- b---- c-onside,r,e,d--for ---tti. emmmmn&x -- appr-oprLte --m- eeti.rag- Delegation requests are to comply with the Municipal " Del egatio.nl Policy" — P-lease inc.1u .de Copies of presentation to be made, including any support documentation, such as power point GG61RGO..' presentation and all background information, ye6i weuld like tG) rut9proide-F are to be submitted with the request.

Please provide full details on the issue to be discussed:

Presentation attached ( required)

Have you discussed this issue with the appropriate Municipal Department? No Yes

If yes, what was the response?

0 0171173,

Firm / Organization ( if any):

Address:

Postal Code: Email:

Residential Phone: Business Phone:

Fax Number

121 Procedural By -law 37 of 2012

Page 26

I agree that I have read the Municipality of Lambton Shores Delegation Policy # 34, attached to this form, and understand that all information will become part of a public document and posted on the Municipal website.

also understand that the form, together with the presentation materials must be submitted no later than 11: 00 a. m.; 7 11 days prior to the meeting.

Signature:

122 THE MUNICIPALITY OF LAMBTON SHORES

CIL Report No.; 59 -2013 Tuesday, June 4, 2013

TO: Mayor Weber and Members of Council

FROM: Carol McKenzie, Clerk

RE: Issues Pertaining to Cemeteries under the Jurisdiction of the Municipality

RECOMMENDATION:

1. That staff be authorized to arrange for a survey for a portion of the new section of the Baptist Cemetery, and that

2. By -law 61 of 2012 Being a By -law to provide rules and regulations for the governance of the Cemeteries under the jurisdiction of the Municipality of Lambton Shores be amended as follows:

a.. To allow plot sales in the new section of the Baptist Cemetery ( once the survey of the plots is completed);

b. The amendments pertaining to the Arkona Cemetery outlined in CL Report No. 59 -2013 are approved;

c: to require all contractors employed to do any work in a Lambton Shores Cemetery to present the application in the prescribed form, signed by the lot owner or his /her representative, requesting permission to employ such contractor to do the work therein specified, and that the contractor provide to the Municipality proof of liability insurance coverage and W.S. I. B. coverage, if applicable

And that the changes come into force and effect on the day of the approval of the enacting by -laws by the Ministry of Consumer Services;

And further;

3. That the option for erecting a Columbarium at the Beechwood Cemetery in Forest be referred for consideration during the 2014 budget discussions;

123 And further:

4. That the historians /archeologists that provided comments on the Port Franks " Pioneer" cemetery be requested to provide recommended actions for the recognition of the cemetery.

REPORT

1. Baptist Cemetery:

The Township of Bosanquet acquired the Baptist Cemetery in 1991, when the number of Trustees on the Cemetery Board fell below the required minimum for a legal board. Plot sales were permitted in the newer section of the Baptist Cemetery; however, due to the limited records with respect to the plot ownership, sales were not permitted in the older section. Burials were permitted in pre owned lots in both sections.

The Municipality had not received a request to purchase a plot in the 20+ years of ownership, and due to the lack of accurate " plot" ownership records and plot markings, when the changes were made in June of 2012 to the Lambton Shores' Cemetery By- laws in order to conform to the new " Funeral, Burial & Cremation Services Act, 2002 ", the decision was made to prohibit any further sales in the Baptist Cemetery.

Since this time, the Municipality has been advised that a family is interested in purchasing a lot in the Baptist Cemetery ( which would have been permitted prior to June of 2012). In order to sell lots, the by -law passed in 2012 will need to be amended to allow for sales in the new section. The price for lots would be the same as the rates in all other Lambton Shores Cemeteries. ( By -law 13 -2010)

There is still the issue of poor records of the physical location of lots, and for this reason, if lots are to be sold in this section of the cemetery, it would be necessary for a surveyor to establish and mark plot boundaries. This will allow staff to be assured of the accurate location of the plot boundaries.

The estimated cost for the survey work is $ 400. 00.

2. Arkona Cemetery

The Arkona Cemetery Advisory Board has provided suggested amendments to By -law 61 -2012 to more accurately reflect the practice at the Cemetery. The changes are as follows:

General Information - Hours of Operation section, as noted below be repealed:

Hours of operation at the Lambton Shores' Cemeteries shall be

124 Visitation Hours 8 a. m. to dusk, every day Municipality of Lambton Shores Office Hours 830 a. m. to 430 p. m. Monday to Friday Burial Hours 8 a. m. to 5 p. m. Monday through Saturday, excluding Statutory Holidays

And replaced with:

Hours of operation at the Lambton Shores' Cemeteries shall be

1. Visitation Hours 8 a. m. to dusk, every day

2. For Sales and Burial arrangements — the Municipality of Lambton Shores Office is open Monday to Friday 8: 30 a. m. to 4: 30 p. m.

3. Burial Hours: 8 a. m. to 5 p. m. Monday through Saturday, excluding Statutory Holidays. At the Arkona Cemetery only, Sunday burials are permitted.

Plots - Sizes, Sale and Resale - Arkona Cemetery as noted below be repealed:

a) Map 1 and 2 — no further sales allowed b) Map 3, 4, 5, and 6 consist of plots measuring 8 ft ( 2. 34m) by 10 ft ( 3. 05 m) and contains two ( 2) lots, each of which may hold one ( 1) full interment and one ( 1) interment of cremated remains, or up to six (6) interments of cremated remains. c) Map 6A consists of plots measuring 3 ft (. 91 m) by 4 ft ( 1. 22 m) and may hold up to two ( 2) interments of cremated remains. Full interments are not permitted in Map 6A. d) Map 7 ( still to be developed) will consist of plots measuring 4 ft ( 1. 22 m) by 10 ft ( 3. 05 m) and may hold one ( 1) full interment and one ( 1) interment of cremated remains, or up to six (6) interments of cremated remains.

And replaced with:

a) Map 1, 2, 3 and 4 — no further sales allowed b) Map 3A and 5 - consist of plots measuring 8 ft ( 2. 34m) by 10 ft ( 3. 05 m) and contains two ( 2) lots, each of which may hold one ( 1) full interment and one 1) interment of cremated remains, or up to six ( 6) interments of cremated remains. c) Map 6 - consists of plots measuring 3 ft (.91 m) by 4 ft ( 1. 22 m) and may hold up to two ( 2) interments of cremated remains. Full interments are not permitted in Map 6. This plot size includes the concrete monument base of 36 in ( 91 cm) x 18 in ( 45. 7cm). d) Map 7 ( still under development) will consist of plots measuring 4 ft ( 1. 22 m) by 10 ft ( 3. 05 m) and may hold one ( 1) full interment and one ( 1) interment of cremated remains, or up to six (6) interments of cremated remains.

125 Monuments and Markers section of the By -law pertaining to Arkona Cemetery as noted below be repealed: In Arkona Cemetery, there shall be only one monument erected per each plot consisting of two ( 2) graves, plus one flat marker per lot.

In Map 5, Section L to U, where only one flat marker per grave shall be allowed Lot corner markers are required on all plots in Arkona Cemetery only.

Monuments to be erected shall be set upon an adequate concrete base and a foundation shall be no less than 4 ft. ( 1. 22 m) in depth. All foundations shall be constructed by the monument company at the expense of the interment rights holder.

No base shall be closer than 2 in ( 5. 08 cm) to the plot or lot side lines. All bases shall be a minimum of 1 in ( 2. 54 cm) wider on all sides than the monument placed upon it. No base shall be wider than 2 ft (. 61 m).

And replaced with:

In Arkona Cemetery, in Maps 1, 2, 3, 3A, 4, and Map 5, there shall be only one ( 1) monument erected per each plot ( consisting of two ( 2) graves) plus one ( 1) flat marker per lot. Lot corner markers are required for all plots in Arkona Cemetery - Maps 1 through 5. A monument shall not exceed 4 ft. ( 1. 22 m) in height and 5 ft. ( 1. 52 m) in width.

In Map 6, one monument is allowed per plot. The monument must be placed on the existing concrete base ( 36" x 18 ") ( 91 cm x 45. 7 cm), which is on a portion of the plot. The monument is not to exceed 32 in ( 81. 2 cm) in length and 14 in ( 35.5 cm) in width and 10 in ( 25. 4 cm) in height.

In Map 7 ( still to be developed), one ( 1) upright monument and one ( 1) flat marker will be allowed per lot. A monument shall not exceed 4 ft. ( 1. 22 m) in height and 5 ft. ( 1. 52 m) in width.

3. Beechwood Cemetery

A proposal has been received for the installation of a columbarium at the Beechwood Cemetery. A columbarium is an above ground permanent structure containing niches or spaces which are used for the placement of cremated human remains.

The Pinery Cemetery installed a columbarium several years ago and since that time, has sold approximately 1/ 3 of the niches. The cost to purchase a niche is higher than a cremation plot; however, there are some people that prefer to place a loved one above ground. While the initial costs is a factor, the long term benefit for the municipality for a columbarium is the limited amount of maintenance that columbarium' s require as compared to cremation or regular burial plots.

126 As noted above, the municipality has received an unsolicited proposal; however, the project is valued at over $ 10, 000. 00, and would therefore require at minimum, that invitations for tenders be solicited.

Funds have not been allocated in the 2013 budget for this proposal, and therefore, if Council is interested exploring this option, it could be referred to the 2014 budget deliberations.

4. Port Franks " Squatter" Cemetery

For many years, the " Squatter's cemetery" in Port Franks has been discussed and in 2004, Dr. Greg Stott sent correspondence to the Municipality regarding the old pioneer cemetery which was thought to be established in the mid 1850' s and asked that the cemetery receive formal recognition on the site.

There has never been an exact location determined for the cemetery; however, it was known to be in the vicinity of Cherry Lodge and the unopened Moor Street Road allowance. As the exact location was unknown, the decision in 2005 was to send letters to the property owners in the vicinity of the cemetery, advising them that the cemetery MAY be located on their property, and that prior to any development on the lands, the location of the cemetery would need to be determined.

It was also the intention to ensure that the area was designated " Institutional" in the Zoning By -law when it was revised.

The protection of the area continued to be discussed, and in 2008 a further inquiry on the status of the cemetery was received, and the author advised of the previous decision to notify the private land owners.

Recently, Glenn Bell and I met with Archaeologist David Riddell and walked the area, and Mr. Riddell believes that the majority of the cemetery is located on the Moor Street Road Allowance, and not on private property as previously believed.

The request from Mr. Riddell, similar to the previous request from Dr. Greg Stott and Gordon MacLeod, was for the cemetery to be acknowledged and protected. Now that it is fairly certain that the majority of the cemetery is on public lands, it would be respectful to mark and acknowledge the cemetery.

There are several ways in which this can be done:

1. A plaque, similar to the one recently erected at the " Pioneer Cemetery" in Forest could be erected at the Moor Street Road allowance where it meets Ontario Street at the entrance of the " walking trail ", a picket fence erected around the " cemetery" and a plaque could also be erected at the cemetery boundary;

127 2. The site could be excavated to identify the top outline of the interment shaft, which would not disturb the burial itself; In order to initiate this process, a survey of the Moor Street road allowance would need to be undertaken to determine the area in which the excavations could take place; or

3. Recognition could be given by enhancing the current trail, and creating a walking destination ".

Since there have been 3 very prominent historians /archeologists provide comments on the cemetery, it is recommended that they all be contacted, and either individually or jointly be asked to prepare a list of suggested actions for the cemetery. Any recommended actions could be referred to the 2014 budget for implementation.

5. General

Outside contractors, such as stone masons and grave diggers, undertake work in the Lambton Shores' cemeteries. There should be a requirement in the by -law that all contractors working in a Lambton Shores' cemetery provide proof of liability insurance and W.S. I. B., when applicable. The recommended amendment to the by -law would state:

That all contractors employed to do any work in a Lambton Shores' Cemetery submit the required application in the prescribed form, signed by the lot owner or his /her representative, requesting permission to employ such contractor to do the work therein specified, and that the contractor provide to the Municipality proof of liability insurance coverage and W.S. I. B. coverage, if applicable

Respectfully submitted, on(h Ll

Carol McKenzie Clerk

128 THE MUNICIPALITY OF LAMBTON SHORES

CL Report No.; 60 -2013 Tuesday, June 11, 2013

TO: Mayor Weber and Members of Council

FROM: Carol McKenzie, Clerk

RE: Building Permit Statistics and Planning Application Information — up to end of May 2013

RECOMMENDATION:

For information only.

REPORT

I am pleased to provide a report summarizing building and planning applications in Lambton Shores' to the end of May 2013.

BUILDING PERMITS

Attached for Council' s information are 2 Schedules that provide information on Building Permits activities in Lambton Shores for May 2013, and along with comparatives from previous years:

Schedule 1 is a summary of the permits issued in Lambton Shores' for the month of May 2013, with a comparison to the same time period in 2012.

Schedule 2 shows three Lambton Shores' comparisons:

1. Statistics for the month of May, from 2002 —2013; 2. Year to date ( May) statistics from 2002 —2013; 3. New dwelling units by month for the years 2001 — 2013.

Building activities in Lambton Shores started slower this year, but the 27 permits issued in the month of May 2013 is just slightly below the average number of permits issued in May during the past 12 years, ( annual average 28) and the value of construction exceeds the previous year at this time.

The construction values were boosted with the construction of another commercial greenhouse in the Forest area, however, the permit fees were not proportionately boosted, as the fees for agricultural buildings /structures are significantly less than for residential.

129 When comparing the 2012 and 2013 Year to Date numbers, it is important to remember that the 2012 statistics include the 40 dwelling unit apartment building in Grand Bend, with impacted not only the number of dwelling units, but also the value of construction and the permit fees.

In addition to inspecting new construction, the C. B. O. is also part of the team assessing Fire Safety at transient tourist accommodations, along with the Fire Chief and By -law Officer, and these inspections will be taking place throughout the summer months.

Unfortunately, there have been several instances this year whereby building or zoning by -laws have been breached, and a significant amount of the C. B. O.' s time is spent dealing with these issues. If these issues are resolved voluntarily, the required amount of documentation and correspondence is limited, however, it the matters are forwarded to the Courts for resolution, a significant amount of research and supporting documentation is required. This work cannot easily be delegated to other staff, as the C. B. O. would be the person giving evidence at the Court proceedings, and it is essential that he be familiar with the situations and able to respond to any questions presented.

Planning

Attached is the chart depicting the planning applications processed to date in 2013. The numbers of applications received are similar to prior years, and this steady activity remains a good indicator of the economic health of the community.

Respectfully submitted,

Carol McKenzie, Clerk

Attachment 1. Lambton Shores' Building Permit Report for May 2. Lambton Shores' Building Permit - Multi Year Comparison 3. Lambton Shores' Planning Activities — Comparison 2012 -2013

130 The Municipality of Lambton Shores Building Permit Comparison For the Month of May 2013 and the Year -to -Date 2012 -2013

May, 2013 Type of Permit No. of Permits Value of Construction Permit Fees 2013 2012 2013 2012 2013 2012 Residential 18 21 911, 953 1, 395, 200 8, 340. 00 17, 155. 00 Commercial 0 2 0 260, 000 0. 00 2, 160. 00 Industrial /Institutional 4 0 39, 900 0 200. 00 0. 00 Agricultural 2 1 6, 042, 000 120, 000 1, 878. 00 850. 00 Demolitions 2 1 11, 000 0 400. 00 0. 00 Miscellaneous 1 0 45, 000 0 150. 00 0. 00

Totals 27 25 7, 049, 853 1, 775, 2001 10, 968. 00 20, 165. 00

Year to Date 2012 - 2013 Type of Permit No. of Permits Value of Construction PermitPermit FeesFees 2013 2012 2013 2012 2013 2012 Residential 45 61 4, 866, 447 11, 394, 713 34, 350. 00 89, 827. 00 Commercial 5 5 436, 000 314, 300 3, 263. 00 3, 595. 00 Industrial /Institutional 7 1 224, 900 85, 000 4, 720. 00 900. 00 Agricultural 9 11 7, 174, 000 1, 428, 000 9, 255. 00 19, 988. 00 Demolitions 4 4 19, 600 10, 500 800. 00 600. 00 Miscellaneous 1 3 45, 000 72, 000 150. 00 600.600. 0000

Totals 71 85 12, 765, 947 13, 304,5131 52, 538. 00 115,115, 510.510. 0000

131 LAMBTON SHORES - Multi Year Comparison

BUILDING PERMIT COMPARISON - 2002 - 2013 Monthly comparisons -May

YEAR 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002 TOTAL Type of Permit Residential 18 21 20 18 20 22 20 24 29 21 19 17 249 Commercial 0 2 1 6 2 3 4 1 6 0 4 5 34 Industrial & Institutional 4 0 0 0 1 1 0 0 0 1 0 0 7 Agricultural 2 1 2 2 1 3 1 2 4 0 1 2 21 Demolitions 2 1 2 1 1 4 0 1 1 1 0 0 12 Miscellaneous 1 0 0 4 0 2 1 0 2 0 0 1 11

TOTAL 27 25 25 31 25 35 26 28 42 23 24 25 336

New Dwelling Units included in above) 1 5 1 6 3 1 7 8 13 13 7 8 73

Year to Date Comparisons - To end of May

Type of Permit 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002 TOTAL

Residential 45 61 45 53 55 68 71 60 73 75 82 68 756 Commercial 5 5 6 14 8 11 10 5 9 6 10 15 104 Industrial & Institutional 7 1 2 2 3 2 1 1 4 1 2 3 29 Agricultural 9 11 8 6 6 8 7 5 6 4 4 7 81 Demolitions 4 4 9 6 3 11 7 8 4 2 2 3 59 Miscellaneous 1 3 1 4 0 4 2 0 2 0 2 1 20

TOTAL 71 85 71 85 75 104 98 79 98 88 102 97 1053

New Dwelling Units included in above) 10 63 7 17 14 9 22 22 33 41 36 35 309

New Dwelling Units Comparison - By Month

20132013 20122012 20112011 20102010 20092009 20082008 20072007 20062006 20052005 20042004 20032003 2002 TOTAL

January 2 2 1 2 0 0 4 4 2 3 2 1 23 February 4 50 0 2 1 1 1 0 3 3 8 3 76 March 0 4 3 3 1 1 5 5 8 14 10 10 64 April 3 2 2 4 9 6 5 5 7 8 9 13 73 May 1 5 1 6 3 1 7 8 13 13 7 88 7373 JuneJune 88 66 44 66 33 22 77 1111 1313 99 8 77 July 3 3 7 6 13 3 2 7 11 11 55 7171 AugustAugust 33 55 11 11 55 11 99 88 1414 55 10 62 September 9 9 5 5 7 4 8 4 12 4 10 77 October 3 3 8 3 4 7 3 10 7 10 10 68 November 5 0 1 2 3 3 8 8 8 8 4 50 December 1 0 3 0 1 6 8 9 6 4 0 38

TOTAL 10 95 33 46 37 45 48 67 90 112 87 82 752

New Homes - 2001 80 Total number of new homes and dwellings

units since amalgamation 832

132 MUNICIPALITY OF LAMBTON SHORES 2012 -2013 YEAR TO DATE PLANNING ACTIVITIES COMPARISON

CONSENT APPLICATIONS

MINOR VARIANCE APPLICATIONS

ZONING AMENDMENT APPLICATIONS

OP AMENDMENT APPLICATIONS

ZONING REPORTS

JAN FEB MAR APRIL MAY JUNE JULY AUG SEPT OCT NOV DEC 19 9 18 13 31 5 2013 MTD 19 28 46 59 90 95 2013 YTD

17 8 6 24 31 16 19 23 12 16 9 9 2012 MTD 17 25 31 55 86 102 121 144 156 172 181 190 2012 YTD

133 THE MUNICIPALITY OF LAMBTON SHORES

CL Report No.;'63 -2013 Monday, June 3, 2013

TO: Mayor Weber and Members of Council

FROM: Carol McKenzie, Clerk

RE: Request to Reconsider a Decided Matter- Re: Sidewalk Cafes

RECOMMENDATION:

For information and discussion.

REPORT

At the June 20, 2013 meeting, Council will be considering a request from Mr Jim Davies of JD' s Summerhouse for 3 tables on the sidewalk in front of the existing restaurant, and the owner has submitted a drawing depicting how the cafe could be enacted without disrupting the pedestrian flow.

For many years, sidewalk cafes were part of the Grand Bend Streetscape; however, permission to use the sidewalks for commercial operations was discontinued when the Main Street enhancements were undertaken in 2009.

In 2010, a moratorium was enacted on retail operations on the municipal sidewalk in order to review the effectiveness of the new sidewalk design and evaluate what impact sidewalk cafes or other commercial operations would have on the sidewalk, and it was discussed that if cafes were to be permitted in the future, it would be beneficial for the municipality to establish design guidelines criteria for the cafes to ensure compatibly with the new " streetscape" elements.

The moratorium was reviewed in 2011, and the following resolution passed: 11- 0321 -04 That the existing moratorium and prohibition of commercial use of Grand Bend Main Street be confirmed as outlined in CL Report No. 15 -2011, and that the issue of sidewalk cafes be referred to the Strategic Plan discussions for further review.

The issue was again discussed in July of 2012, and a proposed motion to reconsider the moratorium was withdrawn, and the minutes of the meeting noted " Discussion ensued on the passed Council decisions pertaining to sidewalk cafes, and that a decision such as this should have public consultation with Council agreeing that this matter should be referred to Strategic Plan discussions.

134 At the most recent Council meeting, the issues referred previously to the Strategic Planning discussion were reviewed, and the recommendation with respect to the above noted resolution from 2011 was that it be referred to the Official Plan discussions, due to the land use implications.

As this is a decided matter of Council, " reconsideration" will be required for this proposal to be discussed.

Respectfully submitted onMLl

Carol McKenzie Clerk

135 THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES

BY -LAW NUMBER 38 OF 2013

A By -law to provide for drainage works in the Municipality of Lambton Shores in the County of Lambton known as the Augustine Drain 2013

WHEREAS: The Council of the Municipality of Lambton Shores in the County of Lambton has appointed Spriet and Associates to prepare a report under Section 78 of the Drainage Act, 1990 as amended respecting the Augustine Drain 2013 , and the report is attached hereto and forms part of this By -law.

AND WHEREAS: The estimated total cost of the improvements is $ 88, 900. 00.

AND WHEREAS: $ 73,439. 00 of the estimated total cost is the net contribution of the assessed owners in the Municipality for construction of the drainage works.

THEREFORE: The Council of the Municipality of Lambton Shores pursuant to the Drainage Act, 1990 enacts as follows:

1) The report dated February 1, 2013 attached hereto is hereby adopted and the drainage works as therein indicated and set forth are hereby authorized and shall be completed in accordance therewith.

2) The Corporation of the Municipality of Lambton Shores may borrow on the credit of the Corporation the amount of $ 73,439.00 being the net amount necessary for construction of the drainage works required from the assessed residents.

3) The Corporation may issue debentures for the amount borrowed less the total amount of:

a) grants received under Section 85 of the Act;

b) commuted payments made in respect of lands and roads assessed within the Municipality

c) money paid under Section 61 ( 3) of the Act; and

d) money assessed in and payable by another municipality;

and such debentures shall be made payable within the time determined by the Municipality, but no less than five years from the date of the debenture and shall bear interest at a rate charged by the Ontario Municipal Improvement Corporation on the date of sale of such debenture. 136 4) A special equal annual rate sufficient to redeem the principal and interest on the debentures shall be levied upon the lands as set forth in the Schedule to be collected in the same manner and at the same time as other taxes are collected in each year for 5 years after the passing of this By -law.

5) All assessments of $50. 00 or less are payable in the first year in which the assessment is imposed, and shall be deemed to be taxes, and the provisions of the Municipal Act as to the collection and recovery of taxes and the proceedings that may be taken in default of payment thereof, apply.

6) This By -law comes into force on the passing thereof and may be cited as the "Augustine Drain 2013 ".

READ A FIRST AND SECOND TIME AND PROVISIONALLY ADOPTED MAY 2, 2013

MAYOR — Bill Weber

CLERK - Carol McKenzie

t" THIRD READING ENACTED this day of 2013

MAYOR — Bill Weber

CLERK - Carol McKenzie

137 Page 3

By -law 38 of 2013 Augustine Drain 2013

NOTICE OF SITTING OF COURT OF REVISION

NOTICE is hereby given that a Court of Revision will be held at The Legacy Centre, 16

Allen Street, Thedford on Thursday, June 6, 2013 at 6: 00 p.m. in the evening to hear any owner of land, or where roads in the local Municipality are assessed, any ratepayer, who complains that his or any other land or road has been assessed too high or too low or that any land or road that should have been assessed, has not been assessed or that due consideration has not been given or allowance made as to type of use of land, who personally, or by his agent, has given notice in writing to the Clerk of the Municipality that he considers himself aggrieved for any or all such causes.

Carol McKenzie, Clerk

Any owner may appeal his /her assessment to the Court of Revision by giving notice of the appeal and reasons in support of the appeal to the Clerk of the Municipality of Lambton

Shores NOT LATER THAN 10 DAYS PRIOR to the first sitting of the Court of Revision.

LAST DAY FOR APPEALS TO BE ACCEPTED: May 27, 2013

Notice to be sent to: Municipality of Lambton Shores 7883 Amtelecom Parkway Forest, Ontario NON WO

Attention: Carol McKenzie, Clerk

If no notice of intention to make application to quash a By -law is served upon the Clerk of the Municipality within ten days after the passing of the By -law or where a notice of intention has been given, if an application to quash is not made to the referee within three months after the passing of the By -law, the By -law or so much thereof as is not the subject of or is quashed upon any such application, is valid and binding according to its term, so far as it prescribes or directs anything within the proper competence of the Council: The Drainage Act, 1990, Section 58 (2).

138 THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES

BY -LAW NUMBER 39 OF 2013

A By -law to provide for drainage works in the Municipality of Lambton Shores in the County of Lambton known as the Kennedy Line Drain 2013

WHEREAS: The Council of the Municipality of Lambton Shores in the County of Lambton has appointed Spriet and Associates to prepare a report under Section 78 of the Drainage Act, 1990 as amended respecting the Kennedy Line Drain 2013, and the report is attached hereto and forms part of this By -law.

AND WHEREAS: The estimated total cost of the improvements is $ 68, 000. 00.

AND WHEREAS: $ 15, 980. 00 of the estimated total cost is the net contribution of the assessed owners in the Municipality for construction of the drainage works.

THEREFORE: The Council of the Municipality of Lambton Shores pursuant to the Drainage Act, 1990 enacts as follows:

1) The report dated January 17, 2013 attached hereto is hereby adopted and the drainage works as therein indicated and set forth are hereby authorized and shall be completed in accordance therewith.

2) The Corporation of the Municipality of Lambton Shores may borrow on the credit of the Corporation the amount of $ 15, 980.00 being the net amount necessary for construction of the drainage works required from the assessed residents.

3) The Corporation may issue debentures for the amount borrowed less the total amount of:

a) grants received under Section 85 of the Act;

b) commuted payments made in respect of lands and roads assessed within the Municipality

c) money paid under Section 61 ( 3) of the Act; and

d) money assessed in and payable by another municipality;

and such debentures shall be made payable within the time determined by the Municipality, but no less than five years from the date of the debenture and shall bear interest at a rate charged by the Ontario Municipal Improvement Corporation on the date of sale of such debenture. 139 4) A special equal annual rate sufficient to redeem the principal and interest on the debentures shall be levied upon the lands as set forth in the Schedule to be collected in the same manner and at the same time as other taxes are collected in each year for 5 years after the passing of this By -law.

6) This By -law comes into force on the passing thereof and may be cited as the " Kennedy Line Drain 2013 ".

READ A FIRST AND SECOND TIME AND PROVISIONALLY ADOPTED MAY 2, 2013

MAYOR — Bill Weber

CLERK - Carol McKenzie

t" THIRD READING ENACTED this day of 2013

MAYOR — Bill Weber

CLERK - Carol McKenzie

140 Page 3

By -law 39 of 2013 Kennedy Line Drain 2013

NOTICE OF SITTING OF COURT OF REVISION

NOTICE is hereby given that a Court of Revision will be held at The Legacy Centre, 16

Allen Street, Thedford on Thursday, June 6, 2013 at 6: 10 p. m. in the evening to hear any owner of land, or where roads in the local Municipality are assessed, any ratepayer, who complains that his or any other land or road has been assessed too high or too low or that any land or road that should have been assessed, has not been assessed or that due consideration has not been given or allowance made as to type of use of land, who personally, or by his agent, has given notice in writing to the Clerk of the Municipality that he considers himself aggrieved for any or all such causes.

Carol McKenzie, Clerk

Any owner may appeal his /her assessment to the Court of Revision by giving notice of the appeal and reasons in support of the appeal to the Clerk of the Municipality of Lambton

Shores NOT LATER THAN 10 DAYS PRIOR to the first sitting of the Court of Revision.

LAST DAY FOR APPEALS TO BE ACCEPTED: May 27, 2013

Notice to be sent to: Municipality of Lambton Shores 7883 Amtelecom Parkway Forest, Ontario NON WO

Attention: Carol McKenzie, Clerk

141 THE CORPORATION OF THE MUNICIPALITY OF LAMBTON SHORES

BY -LAW NUMBER 68 of 2013

A By -law of the Corporation of the Municipality of Lambton Shores to confirm the proceedings of Council which were adopted up to and including June 20, 2013

WHEREAS: It has been expedient that from time to time, the Council of the Corporation of the Municipality of Lambton Shores should act by resolution of Council;

AND WHEREAS: It is deemed advisable that all such actions that have been adopted by a resolution of the Council be authorized by By -law;

THEREFORE: The Council of the Corporation of the Municipality of Lambton Shores enacts as follows;

THAT all actions of Council which have been authorized by a resolution of the Council and adopted in open Council and accepted by Council up to and including June 20, 2013 be hereby confirmed; and

THAT the Mayor and the proper officials of the Municipality of Lambton Shores are hereby authorized and directed to do all things necessary to give effect to the approved actions or to obtain approvals where required, and to execute all documents as may be necessary in that behalf and the Clerk is hereby authorized and directed to affix the Corporate Seal to all such documents.

THAT any pecuniary interest declared during any Council meeting or Committee meeting is deemed to be in force and the same as though repeated in this by -law;

THAT THIS BY -LAW is read a FIRST, SECOND and THIRD time and finally passed June 20, 2013

MAYOR — Bill Weber

CLERK —Carol McKenzie

142 THE MUNICIPALITY OF LAMBTON SHORES

TR',Report No. 60 -2013 Wednesday, June ',12, 2013'

TO: Mayor Weber and Members of Council

FROM: Janet Ferguson, Treasurer

RE: May Cheque Listing

RECOMMENDATION:

That the Municipal cheque listing for the month of May, 2013 in the amount of $ 1, 531, 231. 18 be accepted as presented.

REPORT

This report accompanies the Lambton Shores cheque listing for the month of May. Expenses are approved by the Department Heads and submitted to the Finance Department for payment.

This listing includes expenses for the typical day to day operations such as the payroll remittances, contract costs with OMI and Bluewater Recycling, Policing and the water supply costs. There have been some capital projects completed and expenses included in this listing such as a new backhoe and coverall while there are engineering costs for those projects just beginning.

If Council has any specific questions, myself or the pertinent Department Head would be pleased to answer it.

Respectfully submitted,

Janet Ferguson, Treasurer

143 Municipality of Lambton Shores May Cheque Register 2013 DATE CHQ # VENDOR DESCRIPTION AMOUNT 01/ 05/ 2013 37050 ACORN TREE SERVICE Tree removal - Forest & GB 8, 644. 50 01/ 05/ 2013 37051 SCOTT ALLEN Training - GB FD 254. 50 01/ 05/ 2013 37052 ALTRUCK INTERNATIONAL TRUCK C Parts - CS 289. 24 01/ 05/ 2013 37053 B. M. ROSS & ASSOCIATES LTD Ridge Rd. culvert, Thed dist sys review,Thed gen 13, 718. 22 01/ 05/ 2013 37054 BLUEWATER FORD SALES LTD Vehicle mtce - CS & Bldg dept 278. 90 01/ 05/ 2013 37055 BLUEWATER RECYCLING ASSOC March OCC & waste lifts & 2nd qtr recycling 109, 366. 43 01/ 05/ 2013 37056 CARILLION CANADA INC GB & Forest winter mtce - April 8, 922. 82 01/ 05/ 2013 37057 CITY TREASURER - LONDON Purchase of water - March 32, 460. 84 01/ 05/ 2013 37058 COUNTY OF LAMBTON LAWSS debenture 60, 430. 04 01/ 05/ 2013 37059 CRAWFORD SECURITY N. By -Law contract 3, 755. 81 01/ 05/ 2013 37060 DUDMAN LIMITED Equipment service - CS 1, 137. 91 01/ 05/ 2013 37061 ERAMOSA ENGINEERING INC. SCADA mtce contract 347. 06 01/ 05/ 2013 37062 FIRE SAFETY CANADA Fire prevention supplies - Forest FD 372. 39 01/ 05/ 2013 37063 FIRESERVICE MANAGEMENT LTD Bunker gear cleaning & repair- Forest FD 1, 229. 70 01/ 05/ 2013 37064 GREEN SHIELD CANADA Employee benefits - May 10, 867. 18 01/ 05/ 2013 37065 STEPHEN GUAY Fire inspections 139. 90 01/ 05/ 2013 37066 HARRIS TIME INC. Equipment repair - Shores arena 175. 15 01/ 05/ 2013 37067 HAYTER -WALDEN PUBLICATIONS April advertising 334. 76 01/ 05/ 2013 37068 CHRISTINE HLADKI Arkona CC cleaning - April 279. 50 01/ 05/ 2013 37069 HUDSON ENTRY & AUTOMATION Locks - NV shop 200. 58 01/ 05/ 2013 37070 HYDRO ONE NETWORKS Regular remittance ( reimbursed) 68. 98 01/ 05/ 2013 37071 MR. ROBERT J. ILLMAN Final inspection security deposit refund 250. 00 01/ 05/ 2013 37072 INGERSOLL RAND Forest PCP Compressor 2, 841. 33 01/ 05/ 2013 37073 JANICE M. GILBERT, Ph. D. Phragmites Control workshop 360. 00 01/ 05/ 2013 37074 KAN FUELS Fuel - CS & Thed FD 311. 30 01/ 05/ 2013 37075 LARRY MILES ELECTRIC LTD Equipment repair - Legacy 370. 70 01/ 05/ 2013 37076 THE MEARIE GROUP Regular monthly remittance 424. 73 01/ 05/ 2013 37077 TODD MELLIN Training & mileage- GB FD 617. 12 01/ 05/ 2013 37078 MINISTER OF FINANCE Regulated remittance 288. 77 01/ 05/ 2013 37079 ROB NICKLES Work boot allowance 275. 00 01/ 05/ 2013 37080 SHIRLEY O' HALLORAN Compost site supervision 465. 30

01/ 05/ 2013 37081 THE PUBLIC SECTOR DIGEST INC. Software Licence & support 7, 062. 50 01/ 05/ 2013 37082 SOUTHCOTT PINES PARK ASSOC. Road mtce Jan - March 9, 168. 65 01/ 05/ 2013 37083 SPRIET ASSOCIATES Pearl, Pherrill & Church St. 25, 488. 82 01/ 05/ 2013 37084 SUNMEDIA GBSTP advertising 278. 43 01/ 05/ 2013 37085 TRI- COUNTY TREE SERVICE Tree removal - GB & PF 1, 299. 50 01/ 05/ 2013 37086 VANGORP WELDING & FABRICATIN Equipment repair - CS 2, 910. 53 01/ 05/ 2013 37087 BILL WEBER Expense report - April 309. 70 01/ 05/ 2013 37088 WESTBURNE /RUDDY Suplies - CS 1, 036. 79 01/ 05/ 2013 37089 WSIB Regular remittance 6, 112. 76 01/ 05/ 2013 37090 PAUL ZAMMIT CIB presentation 971. 00 01/ 05/ 2013 37091 MECHANICAL ADVERTISING Signs 2, 447. 44 01/ 05/ 2013 37092 JUSTIN DIGBY Training - GB FD 33. 30 01/ 05/ 2013 37093 BILL BENTLEY Reimburse for eye exam 60. 00 01/ 05/ 2013 37094 C. U. P. E. Union dues - May 996. 73 01/ 05/ 2013 37095 PETTY CASH - KAREN CAMERON Replenish pettycash - Forest Office 227. 89 01/ 05/ 2013 37096 OMI CANADA INC. May agreement & March out of scope 131, 897. 08 01/ 05/ 2013 37097 WAYNE STUBBS May retainer & April wtr meter reads 1, 355. 50 01/ 05/ 2013 37098 RECEIVER GENERAL Regular payroll remittance 32, 675. 66 02/ 05/ 2013 37099 BRITESPAN BUILDING SYSTEMS OF Coverall 121, 411. 84 02/ 05/ 2013 37100 2230880 ONTARIO LTD. ( MUNICIPAL IT, LAN, equipment 2, 569. 62 03/ 05/ 2013 37101 RANDY SHAW Reimbursement 284. 22 09/ 05/20131 37102 BLACK & MCDONALD LIMITED Equipment service - Shores & NV shop 1, 171. 53

PagV414of 6 Municipality of Lambton Shores May Cheque Register 2013 DATE CHQ # VENDOR DESCRIPTION AMOUNT 09/ 05/ 2013 37103 JACQUELINE DOLAN PFCC cleaning - April 615. 00 09/ 05/ 2013 37104 H. E. ZAVITZ ELECTRICAL & HEATI Equipment repair - Legacy 288. 15 09/ 05/ 2013 37106 MARSHALL LARRY NV Office cleaning & floor waxing 600. 00 09/ 05/ 2013 37107 ALLIE MASON PT Help - administration 283. 50 09/ 05/ 2013 37108 MINISTER OF FINANCE /TRANSPORT Court fees - Jan & March 74. 25 09/ 05/ 2013 37109 MINISTRY OF FINANCE Regular EHT remittance 3, 976. 74 09/ 05/ 2013 37110 MINISTER OF FINANCE Tile loan debentures 5, 326. 02 09/ 05/ 2013 37111 CATHERINE MINIELLY Reimburse for CIB expenses 45. 25 09/ 05/ 2013 37112 ROB NICKLES Training meals 97. 97 09/ 05/ 2013 37113 RICOH CANADA INC Photocopies - all offices 3, 629. 22 09/ 05/ 2013 37114 BOB RONEY GB Harbourmaster contract 2, 621. 85 09/ 05/ 2013 37115 VICKI SHEPPARD GB & Forest office cleaning 260. 00 09/ 05/ 2013 37116 MR. KEVIN THODY Final inspection security deposit refund 250. 00 09/ 05/ 2013 37117 GERALD VAN GRINSVEN Drivers medical exam 25. 00 09/ 05/ 2013 37118 YMCA OF SARNIA -LAMBTON Association services - May 4, 750. 00 09/ 05/ 2013 37119 CIBC Visa - all managers 6, 540. 60 09/ 05/ 2013 37120 CARRIE SNELL Training mileage 144. 31 10/ 05/ 2013 37121 A. B. C. A. Dredging permits 350. 00 16/ 05/ 2013 37122 1714715 ONTARIO INC. - O/ A J. D PFCC sound system 8, 848. 49 16/ 05/ 2013 37123 A. B. C. A. General interim & project levy 117, 847. 16 16/ 05/ 2013 37124 ACKLANDS GRAINGER INC. Supplies - NV shop & GB FD 3, 309. 29 16/ 05/ 2013 37125 AGO INDUSTRIES INC. Traffic safety shirts 3, 494. 72 16/ 05/ 2013 37126 ALLIED MEDICAL Supplies - Forest FD 57. 03 16/ 05/ 2013 37127 APPLIED ENERGY SYSTEMS Equipment service - Legacy 2, 005. 75 16/ 05/ 2013 37128 ARKONA HOME HARDWARE Supplies - CS 232. 98 16/ 05/ 2013 37129 ASSOCIATION OF ONTARIO ROAD S Training - CS 1, 322. 10 16/ 05/ 2013 37130 B. M. ROSS & ASSOCIATES LTD Douglas Line, Lakeview Ave 1, 860. 32 16/ 05/ 2013 37131 BILL BENTLEY Reimburse for training expenses 252. 44 16/ 05/ 2013 37132 BLUEWATER RECYCLING ASSOC April co- collection, blueboxes, green cones 24, 507. 96 16/ 05/ 2013 37133 BOMAR ELECTRIC LTD Forest PCP Compressor 3, 029. 68 16/ 05/ 2013 37134 CANADIAN TIRE CORPORATION Supplies - CS 229. 91 16/ 05/ 2013 37135 CANPAR TRANSPORT L. P. Courier services - all offices 197. 66 16/ 05/ 2013 37136 CARSON SUPPLY Water meter supplies 4, 945. 69 16/ 05/ 2013 37137 CARSWELL Office supplies - GB 188. 29 16/ 05/ 2013 37138 C. G. EQUIPMENT Vehicle repair parts - CS 388. 78 16/ 05/ 2013 37139 CINTAS, THE UNIFORM PEOPLE Uniforms, supplies & shower cleaning 3, 355. 27 16/ 05/ 2013 37140 DIAMOND MUNICIPAL SOLUTIONS Software support - Treasury 1, 220. 40 16/ 05/ 2013 37141 CORPORATE EXPRESS CANADA INC Office supplies - all offices 377. 51 16/ 05/ 2013 37142 COUNTY OF LAMBTON Refund rental damage deposit 225. 00 16/ 05/ 2013 37143 COUNTRY MARKET Fuel - GB FD 229. 85 16/ 05/ 2013 37144 CPL SYSTEMS CANADA INC. Materials & supplies - CS 756. 11 16/ 05/ 2013 37145 CRAWFORD SECURITY N. By -Law contract 3, 755. 82 16/ 05/ 2013 37146 C. T. ENVIRONMENTAL LTD. Hydrovac- Lakeview guardrail, catchbasins,waterline 8, 764. 57 16/ 05/ 2013 37147 DAMAR SECURITY SYSTEMS Elevator phone monitoring 339. 00 16/ 05/ 2013 37148 DASHWOOD LOCK AND KEY GB Harbour keys 110. 03 16/ 05/ 2013 37149 DAVE MOORE FUELS Fuel - CS & GB Harbour 20, 239. 98 16/ 05/ 2013 37150 DELTA POWER EQUIPMENT Vehicle repair parts & service - CS 3, 286. 31 16/ 05/ 2013 37151 MELANIE DESCHUTTER Secretarial services - EDC 375. 00 16/ 05/ 2013 37152 DUDMAN LIMITED Furnace oil & fuel - CS & bldg dept & equip service 7, 374. 61 16/ 05/ 2013 37153 E. R. SCHEPENS ELECTRICAL SERVI Forest PCP Pump impellers 960. 50 16/ 05/ 2013 37154 EVANS UTILITY SUPPLY Water meter supplies 5, 524. 46 16/ 05/ 2013 37155 FASTENAL CANADA Shop supplies - CS 743. 06 16/ 05/20131 37156 FOREST AUTOMOTIVE & SPORTS L Materials & supplies - CS 1, 015. 06 Municipality of Lambton Shores May Cheque Register 2013 DATE CHQ # VENDOR DESCRIPTION AMOUNT 16/ 05/ 2013 37157 GOERTZ ELECTRIC LTD Shores parking lot lights 337. 86 16/ 05/ 2013 37158 GRAFIKS MARKETING & COMM. 2013 Travel Guide advertising 525. 45 16/ 05/ 2013 37159 HOME HARDWARE BUILDING CENTF Materials & supplies - CS 1, 749. 22 16/ 05/ 2013 37160 GRAND BEND RONA Supplies - CS 72. 60 16/ 05/ 2013 37161 HAYTER -WALDEN PUBLICATIONS April advertising 1, 744. 16 16/ 05/ 2013 37162 HENSALL DISTRICT CO- OPERATIVE Landscaping supplies 790. 38 16/ 05/ 2013 37163 HOLLAND CLEANING SOLUTIONS LT Facility /cleaning supplies 1, 341. 82 16/ 05/ 2013 37164 RON HUXLEY OAFC Conference mileage 283. 05 16/ 05/ 2013 37165 IDEAL SUPPLY COMPANY LTD Lighting supplies 961. 04 16/ 05/ 2013 37166 IMPERIAL COFFEE AND SERVICES I Coffee supplies CS & Forest arena 663. 42 16/ 05/ 2013 37167 INTEGRA DOCUMENT DESTRUCTIOr Shredding 831. 68 16/ 05/ 2013 37168 J & L HENDERSON LIMITED Drain pump mtce 1, 430. 58 16/ 05/ 2013 37169 JARDINE LLOYD THOMPSON CANAC Firefighter member insurance - all departments 17, 271. 36 16/ 05/ 2013 37170 JOHNSON' S SANITATION SERVICES Portable toilets - various locations 1, 175. 20 16/ 05/ 2013 37171 KAN FUELS Fuel- CS & NV FD 582. 25 16/ 05/ 2013 37172 KERNOHAN MOTORS LTD Vehicle repair - CS 79. 10 16/ 05/ 2013 37173 ANNA KRYSCIAK Refund tax account payment 580. 80 16/ 05/ 2013 37174 LAMBTON KENT DISTRICT SCH. BD. GBCC security & custodial - March, rental refund 1, 179. 86 16/ 05/ 2013 37175 LARRY MILES ELECTRIC LTD Lighting - Thedford arena 146. 90 16/ 05/ 2013 37176 LEICA GEOSYSTEMS LTD Software licence renewal 2, 260. 00 16/ 05/ 2013 37177 LINE -X COATINGS ( LONDON) Vehicle parts - CS 1, 084. 68 16/ 05/ 2013 37178 MR. RAY LOSEE Final inspection security deposit refund 750. 00 16/ 05/ 2013 37179 BOB MAGEE PLUMBING Plumbing repairs - Legacy, GB BH, Arkona ball prk 1, 588. 58 16/ 05/ 2013 37180 CAROL MCKENZIE Expense report - Jan - May 384. 06 16/ 05/ 2013 37181 MR. TONY MEIDINGER Final inspection security deposit refund 250. 00 16/ 05/ 2013 37182 M. G. MOLD COMPANY Equipment repair - CS 152. 55 16/ 05/ 2013 37183 MICROAGE BASICS Office supplies - GB 118. 65 16/ 05/ 2013 37184 MINISTER OF FINANCE Regulated remittance 284. 20 16/ 05/ 2013 37185 JOEL MOLOY LTD Topsoil & Drain mtce 3, 306. 38 16/ 05/ 2013 37186 MONTEITH & SUTHERLAND LTD Kennedy Line 4, 483. 28 16/ 05/ 2013 37187 MSM GROUP Keylock system 492. 51 16/ 05/ 2013 37188 NELLA CUTLERY ( HAMILTON) INC. Equipment mtce - Shores arena 81. 36 16/ 05/ 2013 37189 NORTRAX Backhoe- Loader - CS 81, 179. 20 16/ 05/ 2013 37190 OFFICE CENTRAL Office supplies - NV & Forest 8, 395. 62 16/ 05/ 2013 37191 OMERS Regular monthly remittance 37, 195. 80 16/ 05/ 2013 37192 ONTARIO GYM & SPORTS Tennis nets 1, 536. 51 16/ 05/ 2013 37193 OPTIMIST CLUB OF FOREST Hall rental - CIB 50. 00 16/ 05/ 2013 37194 ORKIN CANADA Pest control - various locations 548. 05 16/ 05/ 2013 37195 PAINT ONTARIO Council purchase of painting 565. 00 16/ 05/ 2013 37196 PETTY CASH /ROBERTA BRANDON Replenish pettycash - Forest Office 190. 50 16/ 05/ 2013 37197 PETTY CASH -JODIE POLAND Replenish pettycash - NV Office 157. 25 16/ 05/ 2013 37198 PLATINUM BUILDERS INC. Final inspection security deposit refund 500. 00 16/ 05/ 2013 37199 BRUCE POLAND & SONS TRUCKIN Equipment rental - CS 1, 322. 10 16/ 05/ 2013 37200 POLE PRINTING INC Office supplies - Forest 180. 80 16/ 05/ 2013 37201 PRINCESS AUTO Materials & supplies - CS 723. 73 16/ 05/ 2013 37202 VOID

16/ 05/ 2013 37203 THE PUBLIC SECTOR DIGEST INC. Asset Software Licence & support 10, 028. 75 16/ 05/ 2013 37204 REALTAX INC Tax sale proceedings 791. 00 16/ 05/ 2013 37205 RECEIVER GENERAL Regular payroll remittance 34, 739. 42 16/ 05/ 2013 37206 BOB RONEY GB Harbourmaster contract 873. 94 16/ 05/ 2013 37207 SARNIA TRUCK CENTRE Vehicle repair CS 2, 773. 36 16/ 05/ 2013 37208 SCOTT PETRIE LLP Beach O' Pines legal 357. 08 16/ 05/20131 37209 SEBO FARM EQUIPMENT LTD Equipment repair parts & service - CS 1 $ 1, 712. 70 Municipality of Lambton Shores May Cheque Register 2013 DATE CHQ # VENDOR DESCRIPTION AMOUNT

16/ 05/ 2013 37210 SENTRY FIRE PROTECTION SERVIC Fire extinguisher parts & service 2, 032. 67 16/ 05/ 2013 37211 SISKINDS HR Legal 576. 30 16/ 05/ 2013 37212 S. M. HEWITT ( SARNIA) LIMITED Brokerage & GST for supplies 65. 02 16/ 05/ 2013 37213 SEAN SMITH OFC Training - Forest FD 449. 55 16/ 05/ 2013 37214 SOUTHWEST MARINE SERVICES Equipment service - GB Harbour 171. 65 16/ 05/ 2013 37215 SPECTRUM COMMUNICATIONS LTD Pager repair - Arkona FD 148. 15 16/ 05/ 2013 37216 MIKE STANLAKE Training mileage 231. 99 16/ 05/ 2013 37217 STEAM CANADA Equipment cleaning - Forest arena canteen 480. 25 16/ 05/ 2013 37218 ED STERLING Training mileage - NV FD 260. 85 16/ 05/ 2013 37219 STONETOWN SUPPLY SERVICES IN Facility /cleaning supplies 5, 350. 86 16/ 05/ 2013 37220 SUNDOWNER TRUCK ACCESSORIE Truck accessories for new truck - CS 2, 807. 77 16/ 05/ 2013 37221 SUNMEDIA CORPORATION April advertising 1, 799. 27 16/ 05/ 2013 37222 UNIFORM UNIFORMS Uniforms - Forest FD 99. 21 16/ 05/ 2013 37223 UNITED ROTARY BRUSH OF CANAD Equipment parts - CS 1, 135. 35 16/ 05/ 2013 37224 ALISON VANDEN HEUVEL Final inspection security deposit refund 250. 00 16/ 05/ 2013 37225 WOODWARD' S SERVICE CENTRE Equipment - CS 237. 24 16/ 05/ 2013 37226 ZAVITZ GENERAL STORE Facility /cleaning supplies 1, 016. 72 16/ 05/ 2013 37227 JOSEPH GREEN Final inspection security deposit refund 250. 00 16/ 05/ 2013 37228 BRAD SMITH Chiefs meeting expenses - NV FD 16. 00 16/ 05/ 2013 37229 PETTY CASH /CARRIE SNELL N. By -Law float 200. 00 16/ 05/ 2013 37230 2230880 ONTARIO LTD. ( MUNICIPAL IT, LAN, equipment 4, 495. 14 23/ 05/ 2013 37231 GLENN C BELL S. By -Law contract 5, 000. 00 23/ 05/ 2013 37232 MR. GERARD BEZZINA Final inspection security deposit refund 250. 00 23/ 05/ 2013 37233 DARRELL DENSMORE Final inspection security deposit refund 250. 00 23/ 05/ 2013 37234 MELANIE DESCHUTTER Mileage - May 68. 93 23/ 05/ 2013 37235 VICTORIA DEVET Arkona Cemetery administration 283. 50 23/ 05/ 2013 37236 CHRIS DIPIETRO Refund seasonal dockage - GB Harbour 2, 315. 38 23/ 05/ 2013 37237 AQUAFEST Flow through donations 12, 500. 00 23/ 05/ 2013 37238 RON HUXLEY Chiefs meeting meals - NV FD 40. 00 23/ 05/ 2013 37239 HYDE PARK CROSSING LTD. Final inspection security deposit refund 250. 00 23/ 05/ 2013 37240 MR. JOHN DANA KENNEDY Final inspection security deposit refund 250. 00 23/ 05/ 2013 37241 BRENT KITTMER Expense report - March & April 1, 372. 01 23/ 05/ 2013 37242 LAMBTON AREA WATER SUPPLY SY Regular monthly remittance 10, 329. 78 23/ 05/ 2013 37243 GREGORY LEVINE Retainer - Integrity Commissioner 2, 260. 00 23/ 05/ 2013 37244 MR. ROD NICHOLSON Final inspection security deposit refund 750. 00 23/ 05/ 2013 37245 OKE WOODSMITH BUILDING SYSTEI Final inspection security deposit refund 250. 00 23/ 05/ 2013 37246 PROUTS BUILDING CENTRE Materials & supplies - CS 817. 57 23/ 05/ 2013 37247 JOHN RUSSELL OSUM Conference expenses 589. 00 23/ 05/ 2013 37248 MR. MARK SCHMEHL Final inspection security deposit refund 250. 00 23/ 05/ 2013 37249 VICKI SHEPPARD GB & Forest Office cleaning 260. 00 23/ 05/ 2013 37250 ST CHRISTOPHER' S CATHOLIC CHU Refund rental damage deposit 200. 00 31/ 05/ 2013 37251 LAMBTON GROUP POLICE SERVICE Regular monthly remittance 195, 279. 11 30/ 05/ 2013 37252 2230880 ONTARIO LTD.( MUNICIPAL I IT, LAN, equipment 2, 021. 57 30/ 05/ 2013 37253 A. B. C. A. Kennedy Ln, Augustine drain review, dredge 775. 00 30/ 05/ 2013 37254 ACTONS SERVICE CENTRE Vehicle mtce - CS 614. 18 30/ 05/ 2013 37255 ARMTEC LIMITED PARTNERSHIP Drain mtce supplies 557. 59 30/ 05/ 2013 37256 BATTLEFIELD EQUIPMENT RENTALE Equipment rental - CS 2, 055. 47 30/ 05/ 2013 37257 BEDELL' S ( LONDON) FOOD SERVICE GB Beach concession supplies 1, 680. 46 30/ 05/ 2013 37258 BLUEWATER FORD SALES LTD Vehicle service - Bldg dept 982. 85 30/ 05/ 2013 37259 BLUEWATER POWER SERVICES CO Traffic light mtce 366. 69 30/ 05/ 2013 37260 BARRY R CARD legal fees - general, MV appeal, Cogeco 758. 80 30/ 05/ 2013 37261 BOB CASE PLUMBING & ELECTRIC L Streetlight service 675. 71 30/ 05/20131 37262 CELERITY COMMUNICATIONS LTD By -law radio rentals, radio & pager - TH FD, CS supp 2, 284. 02

PagV4 pf 6 Municipality of Lambton Shores May Cheque Register 2013 DATE CHQ # VENDOR DESCRIPTION AMOUNT 30/ 05/ 2013 37263 CORPORATE EXPRESS CANADA INC Office supplies GB & NV 334. 24 30/ 05/ 2013 37264 COUNTY OF LAMBTON Winter salt 1, 928. 44 30/ 05/ 2013 37265 CRAWFORD SECURITY N. By -Law contract 3, 755. 81 30/ 05/ 2013 37266 DASHWOOD LOCK AND KEY Lock services - GB Ball prk, GB Youth Ctr 942. 31 30/ 05/ 2013 37267 DOVER AGRI -SERVE INC. Phragmites meeting fees 282. 50 30/ 05/ 2013 37268 DUDMAN LIMITED Equipment mtce supplies - both arena 1, 576. 35 30/ 05/ 2013 37269 FIRE SAFETY CANADA NV FD supplies 213. 57 30/ 05/ 2013 37270 FIRESERVICE MANAGEMENT LTD Bunker gear cleaning & repair - Forest FD 650. 36 30/ 05/ 2013 37271 GOERTZ ELECTRIC LTD Electrical -B & C pump, Arkona Lib,Arkona Ball Park 1, 326. 67 30/ 05/ 2013 37272 GRAFIKS MARKETING & COMM. 2013 Travel Guide advertising 525. 45 30/ 05/ 2013 37273 STEPHEN GUAY Fire inspection 84. 26 30/ 05/ 2013 37274 HAYTER -WALDEN PUBLICATIONS May advertising 616. 98 30/ 05/ 2013 37275 CHRISTINE HLADKI Arkona CC cleaning - May 268. 75 30/ 05/ 2013 37276 H & L FORMING LTD Drain mtce 372. 90 30/ 05/ 2013 37277 E S HUBBELL & SONS LTD Lakeview guardrail supplies 492. 62 30/ 05/ 2013 37278 MR. GARY HUBLEY Final inspection security deposit refund 250. 00 30/ 05/ 2013 37279 HURONIA/ MED -E -OX LTD. Supplies - GB FD 156. 22 30/ 05/ 2013 37280 HYDRO ONE NETWORKS Regular remittance ( reimbursed) 66. 00

30/ 05/ 2013 37281 IMPERIAL COFFEE AND SERVICES I Water cooler rentals, & coffee supplies 343. 87 30/ 05/ 2013 37282 INLAND AGGREGATES Supplies - CS 225. 12 30/ 05/ 2013 37283 LAMBTON COUNTY FIRE CHIEFS AS Training - NV FD 250. 00 30/ 05/ 2013 37284 LAVIS CONTRACTING CO. LIMITED Coldmix 1, 359. 39 30/ 05/ 2013 37285 LLOYD HENDRICKX Drain mtce 2, 326. 11 30/ 05/ 2013 37286 RANDY LOVIE Reimburse OBOA Conference expenses 1, 071. 24 30/ 05/ 2013 37287 M & M EMBROIDERY & DESIGNS Uniforms - CS 108. 48 30/ 05/ 2013 37288 MCCANN REDI -MIX INC Materials & supplies - PF & GB Harbours 1, 130. 00 30/ 05/ 2013 37289 THE MEARIE GROUP Regular monthly remittance 424. 73 30/ 05/ 2013 37290 MIG ENGINEERING LTD Crosswalk Design & Tender 10, 416. 78 30/ 05/ 2013 37291 MILLER THOMSON LLP Completion of arena 176. 66 30/ 05/ 2013 37292 MINISTER OF FINANCE Regulated remittance 284. 21 30/ 05/ 2013 37293 CATHERINE MINIELLY CIB plants 677. 37 30/ 05/ 2013 37294 M & L SUPPLY Equipment - GB FD 173. 42 30/ 05/ 2013 37295 MOBILE COMMUNICATIONS SERVICI Supplies - NV FD 176. 14 30/ 05/ 2013 37296 NESTLE CANADA INC. GB Beach concession supplies 747. 79 30/ 05/ 2013 37297 SHIRLEY O' HALLORAN Compost site supervision - May 697. 95 30/ 05/ 2013 37298 PETTY CASH /CARRIE SNELL Replenish pettycash - GB Office 86. 45 30/ 05/ 2013 37299 RAINFOREST LIGHTHOUSE Sprinkler system repair - Forest Library 96. 05 30/ 05/ 2013 37300 RECEIVER GENERAL Regular payroll remittance 39, 196. 11 30/ 05/ 2013 37301 DOUG RELOUW Final inspection security deposit refund 750. 00 30/ 05/ 2013 37302 BOB RONEY GB Harbourmaster contract 1, 747. 88 30/ 05/ 2013 37303 MR. KEVIN SCHLIEWINSKY Final inspection security deposit refund 750. 00 30/ 05/ 2013 37304 STEEPLEJACK SERVICES Equipment rental - CS 796. 65 30/ 05/ 2013 37305 STRONG MACDOUGALL OUDEKERK Legal fees - Ridge Road 2, 825. 00 30/ 05/ 2013 37306 SUNMEDIA CORPORATION May advertising 331. 54 30/ 05/ 2013 37307 SWEITZER ELECTRIC INC Lighting supplies 762. 49 30/ 05/ 2013 37308 SWISH MAINTENANCE LIMITED Facility /cleaning supplies 1, 466. 81 30/ 05/ 2013 37309 THAMES COMMUNICATIONS Communications exp - GB, Forest & NV FD' s 1, 739. 81 30/ 05/ 2013 37310 EXETER TIMES ADVOCATE GBSTF advertising ( 2012) 786. 48 30/ 05/ 2013 37311 TRI- COUNTY TREE SERVICE Tree removal - GB 452. 00 30/ 05/ 2013 37312 WESTBURNE /RUDDY Electrical supplies - CS 101. 70 30/ 05/ 2013 37313 CARMEN WILCOCKS Final inspection security deposit refund 750. 00 30/ 05/ 2013 37314 DOUG WILCOCKS Vehicle mtce - April 762. 75 30/ 05/20131 37315 WORK EQUIPMENT LTD ISupplies - CS 267. 13 Municipality of Lambton Shores May Cheque Register 2013 DATE CHQ # VENDOR DESCRIPTION AMOUNT 30/ 05/ 2013 37316 HOUSE OF FLAGS Various flags 2, 651. 32 31/ 05/ 2013 PAP EASTLINK PRE -AUTHORIZED PAYMENTS 239. 60 31/ 05/ 2013 PAP EXECULINK TELECOM PRE -AUTHORIZED PAYMENTS 1, 949. 00 31/ 05/ 2013 PAP HAY COMMUNICATIONS PRE -AUTHORIZED PAYMENTS 1, 421. 04 31/ 05/ 2013 PAP HYDRO ONE NETWORKS PRE -AUTHORIZED PAYMENTS 49, 126. 24 31/ 05/ 2013 PAP RBC ( Paytickets) PRE -AUTHORIZED PAYMENTS 2. 26 31/ 05/ 2013 PAP RELIANCE PRE -AUTHORIZED PAYMENTS 133. 68 31/ 05/ 2013 PAP ROGERS AT & T PRE -AUTHORIZED PAYMENTS 1, 508. 89 31/ 05/ 2013 PAP SSQ PRE -AUTHORIZED PAYMENTS 7, 839. 01 31/ 05/ 2013 PAP THYSSENKRUPP ELEVATOR PRE -AUTHORIZED PAYMENTS 1, 833. 49 31/ 05/ 2013 PAP UNION GAS PRE -AUTHORIZED PAYMENTS 6, 712. 91 TOTAL 1, 531, 231. 18 Notice of Motion: June 20, 2013

Moved by: Councillor Doug Bonesteel

that staff be directed to devise a protocol that is legally defensible and appropriately enforceable whereby persons signing rental agreements with the municipality are clearly informed in writing of the penalties of non -compliance and the process that the municipality will use to ensure compliance and /or the option to terminate the agreement with proper notice"

150