ADMINISTRATIVE SERVICES ACTING CAO, B. GRANT Consent Conditions Report Page Cancel January 4, 2016 Committee of the Whole Page 35 Award RFP Webs

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1 THE CORPORATION OF THE MUNICIPALITY OF BLUEWATER REGULAR COUNCIL MEETING AGENDA MONDAY, DECEMBER 21, 2015 COUNCIL CHAMBERS, STANLEY COMPLEX 7:00 p.m. 1. ROLL CALL and CALL TO ORDER 2. INTRODUCTION OF ADDITIONAL ITEMS TO BE ADDED TO THE AGENDA and APPROVAL OF THE AGENDA 3. DISCLOSURE OF PECUNIARY INTEREST Disclosure of pecuniary interest and general nature thereof for current meeting. Disclosure of pecuniary interest and general nature thereof for previous meeting, if absent for meeting. 4. MAYOR S REMARKS Mayor Hessel would like to congratulate Don Lindsay on his retirement with the Municipality of Bluewater. Don has been a dedicated employee for the last 26 years, working at the Bayfield Arena, Bayfield Marina, as a Volunteer Fire Fighter with the Bayfield Fire Department and as an Operator with the Public Works Department. 5. ADOPTION OF MINUTES November 13, 2015 CAO Hiring Committee Minutes Page 3 November 16, 2015 Regular Council Meeting Minutes Page 4-11 November 23, 2015 CAO Hiring Committee Minutes Page December 3, 2015 Special Council Meeting Minutes Page December 7, 2015 Committee of the Whole Minutes Page December 7, 2015 Special Council Meeting Minutes Page December 8, 2015 CAO Hiring Committee Minutes Page DELEGATIONS Bluewater Heritage Committee Future of Clan Gregor Square Dave MacLaren Page MANAGEMENT REPORTS 1 1

2 ADMINISTRATIVE SERVICES ACTING CAO, B. GRANT Consent Conditions Report Page Cancel January 4, 2016 Committee of the Whole Page 35 Award RFP Website Project Page Economic Development Extend Contract Page CLERK C. OVERHOLT Committee of the Whole, December 7, 2015 Motions to be Ratified Page TREASURY A. WILLERT Outstanding Taxes as of November 30, 2015 Page Section 357 Write-off s Page rd and Final Reading East and West Branch of the Black Creek Drain Page PUBLIC WORKS J. WALKER Lakeshore Road Grant Policy and By-law Page Highway Assumption Policy Page Roads Assumption Petition Sunset Estates Page Roads Assumption Petition Ravine Street Page RECREATON AND FACILITIES R. VOLLAND Hensall Heritage Hall Request Page 86 Outdoor Rink Project Page COUNCILLORS 8.1 ISSUES 8.2 NEW BUSINESS 8.3 CORRESPONDENCE 9. CONFERENCE, COMMITTEE AND BOARD REPORTS CHIP Committee Update Councillor Hill verbal 10. COUNCIL STATUS REPORT- ACTION ITEMS As of December 16, 2015 Page QUESTIONS FROM THE GALLERY (must relate to agenda items) 12. IN CAMERA SESSION 13. CONFIRMATORY BY-LAW By-law Page ADJOURNMENT 2 2

3 MUNICIPALITY OF BLUEWATER CAO HIRING COMMITTEE MINUTES HELD IN THE BLUEWATER COUNCIL CHAMBERS VARNA, ON FRIDAY, NOVEMBER 13, ROLL CALL AND CALL TO ORDER Acting CAO/Deputy-Clerk Bruce Grant conducted the roll call. Elected Officials Present: Mayor Tyler Hessel, Councillors George Irvin and Dave Roy. Staff Present: Bruce Grant, Acting Chief Administrative Officer/Deputy-Clerk Chair Hessel called the meeting to order at approximately 10:07 a.m. 2. DECLARATION OF PECUNIARY INTEREST No declarations of pecuniary interest were made. 3. IN CAMERA SESSION Moved by Councillor Roy, seconded by Councillor Irvin that the Committee move into an in camera session at approximately 10:08 a.m. to discuss a personal matter pertaining to an identifiable individual with the Acting CAO/Deputy-Clerk in attendance. Carried. Moved by Councillor Irvin, seconded by Councillor Roy that the Committee move into an open session at approximately 11:32 a.m. Carried. Moved by Councillor Irvin, seconded by Councillor Roy that Mayor Hessel and Acting CAO/Deputy-Clerk B. Grant develop questions for the first round of interviews of candidates for the position of CAO. Carried Moved by Councillor Roy, seconded by Councillor Irvin that the candidate pool be reduced to 5 for the first interview session. Carried. 4. ADJOURNMENT Moved by Councillor Roy, seconded by Councillor Irvin that the meeting be adjourned at approximately 11:36 a.m. Carried. 3 1

4 MUNICIPALITY OF BLUEWATER D R A F T REGULAR COUNCIL MEETING MINUTES HELD IN THE BLUEWATER COUNCIL CHAMBERS VARNA, ON MONDAY, NOVEMBER 16, :00 p.m. 1. ROLL CALL AND CALL TO ORDER Charlene Overholt, Manager of Corporate Services/Clerk conducted the roll call. Elected Officials Present: Mayor Tyler Hessel, Deputy-Mayor Jim Fergusson, Councillors Marnie Hill, John Gillespie, George Irvin, Dave Roy, Bill Whetstone and Janisse Zimmerman. Regrets: Councillor John Becker. Staff Present: Bruce Grant, Acting Chief Administrative Officer; Charlene Overholt, Manager of Corporate Services/Clerk; Ansberth Willert, Manager of Finance; Jennette Walker, Manager of Public Works. The Mayor welcomed those in attendance and called the meeting to order at approximately 7:00 p.m. 2. APPROVAL OF THE AGENDA Moved by Councillor Hill, seconded by Councillor Irvin that the agenda be approved as presented. Carried. 3. DECLARATION OF PECUNIARY INTEREST No declarations of pecuniary interest were made. 4. MAYOR S REMARKS Mayor Hessel provided Council with an update on meetings he has attended in the past month. 5. ADOPTION OF MINUTES 4 1

5 Moved by Councillor Zimmerman, seconded by Councillor Hill that the regular Council meeting minutes of October 19, 2015 be approved as presented. Carried. Moved by Councillor Hill, seconded by Councillor Gillespie that the Committee of the Whole meeting minutes of November 2, 2015 be approved as presented. Carried. Moved by Councillor Roy, seconded by Councillor Irvin that the Special Council meeting minutes of November 2, 2015 be approved as presented. Carried. 6. DELEGATIONS Court of Revision, East and West Branches of the Black Creek Drain Bill Dietrich Moved by Councillor Hill, seconded by Councillor Irvin that Mayor Hessel, Deputy-Mayor Fergusson and Councillor Roy be appointed to the Court of Revision. Carried. Moved by Councillor Roy, seconded by Deputy-Mayor Fergusson that the Court of Revision for the East and West Branches of the Black Creek Drain is now open. Carried. No objections were received by the Clerk. Mayor Hessel asked the public if there were any objections to the assessment, none were received from the public. Moved by Deputy-Mayor Fergusson, seconded by Councillor Roy that the Court of Revision accepts the assessment on the East and West Branches of the Black Creek Drain. Carried. Moved by Councillor Roy, seconded by Deputy-Mayor Fergusson that the Court of Revision is now closed. Carried. Strategic Plan Bill Irwin Bill Irwin and Kane Faucher, Consultants with Irwin & Associates presented Council with the draft Strategic Plan for Bluewater. They outlined the draft Vision and Mission Statements and Strategic Pillars that were defined during the consultation process. The draft plan will be placed on the municipal website and be made available at all libraries within Bluewater. An on line form will be made available to obtain public feedback. Irwin & Associates will collect the feedback and incorporate it into the draft Strategic Plan and will present this to Council. Moved by Councillor Whetstone, seconded by Councillor Hill that the Strategic Plan come back to the Committee of the Whole on January 4, 2016 and ratified at the January 18, 2016 Council meeting. Carried. Communities In Bloom, Presentation of 2015 Five Bloom Award Jim Fergusson and Kay Wise Kay Wise, Liz Sangster, Carol Steckle and Jim Fergusson, members of the Communities In Bloom Committee presented Mayor Hessel with the 5 Bloom Award. The Committee also received the Urban 5 2

6 Forestry Award and special mention for the Dr. Jennie Smillie Parkette in Hensall. The Committee thanked staff for their contribution and hard work helping to maintain the 5 Bloom status. St. Joseph s Memorial Park, Monument Beautification Project Mark Tucker Mark Tucker, St. Joseph and Area Historical Society presented Council with details regarding the Monument Beautification Project at the St. Joseph Memorial Park. Moved by Councillor Whetstone, seconded by Councillor Gillespie that Council approve that $1500 be included in the 2016 budget to modify the monument at St. Joseph s Memorial Park. Carried. Mayor Hessel asked the Manager of Finance to look at the criteria for this to come out of the Parkland Reserve. He also suggested that the group apply to the County of Huron for a Heritage grant for this project. Moved by Councillor Gillespie, seconded by Councillor Whetstone that staff work with the St. Joseph and Area Historical Society and the County of Huron to complete an application for the St. Joseph Memorial Park Monument Beautification project. Carried. Bluewater Recycling Association Francis Veilleux Francis Veilleux, President of the Bluewater Recycling Association presented Council with information on their automated collection system. He provided Council with waste container options, costing for residents and revenue that would be collected by Bluewater with the automated collection system. Moved by Councillor Zimmerman, seconded by Councillor Hill that discussion on moving to the automated collection system be discussed during 2016 budget deliberations. Carried. Deputy-Mayor Fergusson stated that he would like to hear from residents before he votes on the issue and would like to see a cost benefit analysis on moving to an automated collection system. 7. MANAGEMENT REPORTS CLERK - C. OVERHOLT Committee of the Whole, November 2, 2015 Motions to be Ratified Moved by Councillor Gillespie, seconded by Councillor Roy that Council directs staff to prepare a report on the Shoreline Management Plan and ABCA s position to not allow residents to stabilize the banks, outlining next steps and how to best protect the interest of our residents. Carried. Moved by Deputy-Mayor Fergusson, seconded by Councillor Hill that Council appoint Mayor Hessel, Councillor Irvin and Councillor Roy to sit on the Hiring Committee to hire a CAO for Bluewater. Carried. Moved by Councillor Zimmerman, seconded by Councillor Irvin that By-law , being a by-law to amend the schedule on By-law for the Brock Ave. Drain be given first, second, third and final reading and finally passed this 16th day of November, Carried. 6 3

7 Moved by Councillor Zimmerman, seconded by Councillor Irvin that By-law , being a by-law to amend the schedule on By-law for the Lamont Drain be given first, second, third and final reading and finally passed this 16th day of November, Carried. Moved by Councillor Irvin, seconded by Deputy-Mayor Fergusson that By-law , being a by-law to amend the schedule on By-law for the Homestead Heights Drain be given first, second, third and final reading and finally passed this 16th day of November, Carried. Moved by Councillor Hill, seconded by Councillor Roy that Council approves the September accounts in the amount of $4,416, Carried. Moved by Councillor Hill, seconded by Councillor Zimmerman that Council approves the budget schedule as presented, with meetings starting at 9:00 a.m. and the first meeting being scheduled for November 26th instead of the 24th. Carried. Moved by Councillor Gillespie, seconded by Councillor Roy that Council direct staff to write a letter to both wind companies requesting specific answers to questions addressed by Council. Carried. Moved by Deputy-Mayor Fergusson, seconded by Councillor Hill that Council approves the Terms of Reference for an OMPF Study to be completed prior to ROMA/OGRA. Carried. Shared Services Report Moved by Councillor Hill, seconded by Councillor Zimmerman that Council agree to participate in principal in discussions with the County of Huron on sharing services related to CEMC and Economic Development. Carried. Appointment of CEMC Councillor Zimmerman declared a conflict of interest on the appointment of the alternate CEMC as she has employment with Central Huron. Moved by Councillor Whetstone, seconded by Councillor Roy that By-law being a by-law to appoint a CEMC, Alternate CEMC and Emergency Information Officer be given first, second, third and final reading and finally passed this 16th day of November, Carried. TREASURY A. WILLERT Establish Service Area for Water Metering Charge Moved by Councillor Zimmerman, seconded by Councillor Hill that By-Law Number , being a bylaw to ratify the Zurich Water Meters Capital Charge and respective service area be given first, second, third and final reading, and finally passed this 16th day of November, Carried. Project Costs for Clan Gregor Square Washrooms 7 4

8 Moved by Councillor Hill, seconded by Councillor Whetstone that the costs for the services of Robert J. McCrea Architect for the Clan Gregor Square Washroom project be paid from the Bayfield Splash Pad Bank Account. Carried. Servicing Costs for Lot 14, Plan 103, Ward of Stanley Council reviewed the Servicing Costs report for Lot 14, Plan 103, Ward of Stanley Capital Budget Request Dashwood Advisory Committee Moved by Councillor Whetstone, seconded by Councillor Roy that Council for the Municipality of Bluewater refer the request from the Dashwood Advisory Committee for capital upgrades to washrooms at the Dashwood Community Centre to 2016 Budget deliberations. Carried Donated Rentals Councillor Whetstone inquired if the figures in the report showed revenue donated toward public skating and Mom s and Tots skate time. Manager of Finance, A. Willert stated that information was not included in the report. Moved by Councillor Hill, seconded by Councillor Roy that Council receives the 2015 Donated Rentals report for information purposes. Carried. PUBLIC WORKS J. WALKER Handicap Parking Space Hensall Moved by Councillor Hill, seconded by Councillor Zimmerman that Council approve the request for the establishment of a handicapped parking space in front of the Hensall Legion located at 104 King Street; and That By-law being a by-law to amend Traffic and Parking By-law be given first, second, third and final reading and finally passed this 16th day of November, Carried. Drainage Issue on Philip Street in Dashwood Moved by Councillor Zimmerman, seconded by Councillor Roy that Council receives the Drainage Issue report on Philip Street for information purposes. Carried. Water and Wastewater Financial RFQ Moved by Councillor Hill, seconded by Councillor Zimmerman that Council award the Water and Wastewater Financial Plan Update and Rates Review to BMROSS in the amount of $21,285 exclusive of taxes. Motion Lost Moved by Councillor Irvin, seconded by Councillor Roy that Council award the Water and Wastewater Financial Plan Update Rates Review to OCWA in the amount of $19,200 exclusive of taxes. Motion Lost 8 5

9 Moved by Councillor Zimmerman, seconded by Councillor Hill that the Water and Wastewater Financial RFQ be brought back to the December 7, 2015 COW meeting and be ratified at a special Council meeting on December 7, Carried. Bayfield Sewage Capacity vs Vacant Lots Moved by Councillor Hill, seconded by Councillor Zimmerman that Council receives the Bayfield Sewage Capacity report for information purposes; and That staff be directed to develop a draft policy regarding sanitary sewer connections within the Bayfield and service area until the Bayfield Wastewater Treatment Plant has been expanded. Carried. MTO London Road Reconstruction Sidewalks, Hensall Moved by Councillor Hill, seconded by Councillor Zimmerman that Council support MTO s proposed reconstruction of London Rd. through Hensall including the Continuous Centre Left Turning Lane; and That Council support the MTO proposal to move the sidewalks away from the curb on London Rd. by 1.5m, where possible. Carried. 8. COUNCILLORS Issues Councillor Gillespie s Notice of Motion ABCA 2016 Draft Budget Councillor Irvin stated that he made a motion during the ABCA meeting requesting that staff reduce the proposed increase of 5% to 2% and so he would abstain from voting on this issue. Moved by Councillor Gillespie, seconded by Councillor Whetstone that the Ausable Bayfield Conservation Authority (the Authority) is funded in part through Municipal taxes; and That the Municipality of Bluewater (Bluewater) has received a draft of the Authority s 2016 budget indicating Bluewater s portion. Therefore, be it resolved that: 1) Bluewater s Authority Board member be directed to vote to defer the Authority s 2016 draft budget. 2) Bluewater requires the Authority to respond to all lakeshore hazard zone permit applications within three weeks. 3) The Authority conduct the annual BSRA-ABCA Ravine and Lake Water Quality Monitoring from Bluewater s contribution to the Authority s 2016 budget. 4) Bluewater withhold $20,000 from the Authority s requested 2016 budget contribution until the Authority agrees to comply with these requests. Motion Lost 9 6

10 Moved by Councillor Roy, seconded by Councillor Gillespie that the Ausable Bayfield Conservation Authority (the Authority) is funded in part through Municipal taxes; and That the Municipality of Bluewater (Bluewater) has received a draft of the Authority s 2016 budget indicating Bluewater s portion. Therefore, be it resolved that: 1) Bluewater s Authority Board member be directed to make a motion to defer the vote of the Authority s 2016 draft budget. 2) Bluewater requires the Authority to respond to all lakeshore hazard zone permit applications within three weeks. 3) The Authority conduct the annual BSRA-ABCA Ravine and Lake Water Quality Monitoring from Bluewater s contribution to the Authority s 2016 budget. Carried. Councillor Hill provided an update regarding the Economic Development Strategic Plan. The Bluewater core committee has their OMAFRA training complete and will present their findings at the December 7, 2015 Committee of the Whole meeting. Councillor Hill stated that Hensall Fire Department will hold their annual food drive on December 8, Residents can set their donations out at the curb or bring them to the Fire Hall. All donations will be given to Blessings in Zurich. New Business Deputy-Mayor Fergusson stated that he was going to bring forth a notice of motion to the next meeting regarding implementing a communication plan to inform Bluewater residents regarding the sewage treatment plant. Correspondence ABCA Shoreline Management Plan Update Councillor Gillespie informed Council that the next steering committee will be held in January The committee will be provided with additional information on ABCA views on shoreline management and protection. 9. CONFERENCE, COMMITTEE AND BOARD REPORTS Bluewater District Fire Chief Minutes of October 19, 2015 Moved by Councillor Roy, seconded by Councillor Gillespie that Council receives the Bluewater District Fire Chief minutes of October 19, 2015 as presented. Carried. Bluewater Heritage Committee Minutes of November 10, 2015 Moved by Councillor Zimmerman, seconded by Councillor Irvin that Council receives the Bluewater Heritage Committee minutes of November 10, 2015 as presented. Carried. 10 7

11 Bluewater Heritage Committee, Building Application Clan Gregor Square Moved by Councillor Zimmerman, seconded by Councillor Whetstone that Council receive the Bluewater Heritage Committee Building Application for Clan Gregor Square report for information for purposes. Carried. 10. COUNCIL STATUS REPORT ACTION ITEMS Council reviewed the Council Action Item list as of November 12, QUESTIONS FROM THE GALLERY Sue Haskett who lives on Ridgeway Road stated that she is in support of the wheelie bin program. She requested that Council have the truck that they would use; drive the lakeshore subdivisions to see if the truck can turn around on their roads. 12. IN CAMERA SESSION - None 13. CONFIRMATORY BY-LAW Moved by Councillor Irvin, seconded by Councillor Roy that By-law being a Confirmatory by-law be given first, second, third and final reading and finally passed this 16th day of November, Carried. 14. ADJOURNMENT Moved by Councillor Gillespie, seconded by Councillor Hill that the meeting be adjourned at approximately 10:27 p.m. Carried. 11 8

12 MUNICIPALITY OF BLUEWATER CAO HIRING COMMITTEE MINUTES HELD IN THE BLUEWATER COUNCIL CHAMBERS VARNA, ON MONDAY, NOVEMBER 23, ROLL CALL AND CALL TO ORDER Acting CAO/Deputy-Clerk Bruce Grant conducted the roll call. Elected Officials Present: Mayor Tyler Hessel, Councillors George Irvin and Dave Roy. Staff Present: Bruce Grant, Acting Chief Administrative Officer/Deputy-Clerk Chair Hessel called the meeting to order at approximately 9:18 a.m. 2. DECLARATION OF PECUNIARY INTEREST No declarations of pecuniary interest were made. 3. IN CAMERA SESSION Moved by Councillor Irvin, seconded by Councillor Roy that the Committee move into an in camera session at approximately 9:19 a.m. to discuss a personal matter pertaining to an identifiable individuals with the Acting CAO/Deputy-Clerk in attendance. Carried. Moved by Councillor Roy, seconded by Councillor Irvin that the Committee move into an open session at approximately 1:20 p.m. Carried. Moved by Councillor Irvin, seconded by Councillor Roy that the Committee meeting be adjourned at 1:21 p.m. to reconvene later in the day. Carried Moved by Councillor Roy, seconded by Councillor Irvin that the Committee meeting reconvene at 2:28 p.m. to move along with the selection process. Carried Moved by Councillor Irvin, seconded by Councillor Roy that the Committee move back into an in camera session at approximately 2:29 p.m. regarding a personal matter relating to an identifiable individuals with the Acting CAO/Deputy-Clerk in attendance. Carried 12 1

13 Moved by Councillor Roy, seconded by Councillor Irvin that the Committee move into an open session at approximately 2:55 p.m. Carried. Moved by Councillor Irvin, seconded by Councillor Roy that the Committee recommend 2 candidates for an interview with full Bluewater Council. Carried Moved by Councillor Roy, seconded by Councillor Irvin that the Committee have Ward and Uptigrove undertake a DISC analysis of the 2 selected candidates. Carried Moved by Councillor Irvin, seconded by Councillor Roy that a special meeting of Council be arranged for December 3, 2015 at 2:00 p.m. for the 2 candidates interview. Carried 4. ADJOURNMENT Moved by Councillor Irvin, seconded by Councillor Roy that the meeting be adjourned at approximately 3:08 p.m. Carried. 13 2

14 MUNICIPALITY OF BLUEWATER SPECIAL COUNCIL MEETING MINUTES HELD IN THE BLUEWATER COUNCIL CHAMBERS VARNA, ON THURSDAY, DECEMBER 3, ROLL CALL AND CALL TO ORDER Acting CAO/Deputy-Clerk Bruce Grant conducted the roll call. Elected Officials Present: Mayor Tyler Hessel, Deputy-Mayor Jim Fergusson, Councillors John Becker, Marnie Hill, George Irvin, John Gillespie, Dave Roy, Bill Whetstone and Janisse Zimmerman. Staff Present: Bruce Grant, Acting Chief Administrative Officer/Deputy-Clerk Others Present: Ben Cornell, Ward and Uptigrove Mayor Hessel called the meeting to order at approximately 2:00 p.m. 2. APPROVAL OF THE AGENDA Moved by Councillor Zimmerman, seconded by Councillor Roy that the agenda be approved as presented. Carried. 3. DECLARATION OF PECUNIARY INTEREST No declarations of pecuniary interest were made. 4. IN CAMERA SESSION Moved by Councillor Irvin, seconded by Councillor Hill that the Council move into an in camera session at approximately 2:01 p.m. to discuss a personal matter pertaining to identifiable individuals with the Acting CAO/Deputy-Clerk in attendance. Carried. Moved by Councillor Roy, seconded by Councillor Irvin that the Council move into an open session at approximately 6:10 p.m. Carried. Moved by Councillor Roy, seconded by Councillor Gillespie that Ward & Uptigrove and staff follow direction given by Council. Carried. 14 1

15 5. CONFIRMATORY BY-LAW Moved by Councillor Hill, seconded by Councillor Whetstone that By-law being a Confirmatory by-law be given first, second, third and final reading and finally passed this 3 rd day of December Carried. 6. ADJOURNMENT Moved by Councillor Irvin, seconded by Councillor Zimmerman that the special Council meeting be adjourned at approximately 6:15 p.m. Carried 15 2

16 MUNICIPALITY OF BLUEWATER D R A F T COMMITTEE OF THE WHOLE MINUTES HELD IN THE BLUEWATER COUNCIL CHAMBERS VARNA, ON MONDAY, DECEMBER 7, :00 p.m. 1. ROLL CALL AND CALL TO ORDER Charlene Overholt, Manager of Corporate Services/Clerk conducted the roll call. Elected Officials Present: Mayor Tyler Hessel, Deputy-Mayor Jim Fergusson, Councillors *John Becker, Marnie Hill, John Gillespie, George Irvin, Dave Roy, Bill Whetstone and Janisse Zimmerman. Councillor John Becker left the meeting at approximately 9:50 p.m. Staff Present: Bruce Grant, Acting Chief Administrative Officer; Charlene Overholt, Manager of Corporate Services/Clerk; Ansberth Willert, Manager of Finance; Jennette Walker, Manager of Public Works, Rob Volland, Manager of Facilities, Craig Metzger, Planner, Arlene Parker, Planning Coordinator; Erin Samuell, Economic Developer. The Mayor welcomed those in attendance and called the meeting to order at approximately 7:10 p.m. 2. APPROVAL OF THE AGENDA Moved by Councillor Hill, seconded by Councillor Becker that the agenda be approved as amended. Carried. 3. DECLARATION OF PECUNIARY INTEREST Councillor Hill stated that she would be presenting the Economic Development Strat Plan and would not vote or take part in Council decisions regarding this item as she is part of the Core Team who helped to develop the plan. 4. PLANNING AND BUILDING Community Improvement Plan 16 1

17 Moved by Councillor Irvin, seconded by Councillor Roy that the Committee of the Whole recommends to Council that implementation of the Bluewater Community Improvement Plan be paused and the plan be reviewed with a goal to clarifying implementation issues and other aspects of the plan. Carried. Economic Development Strategic Plan Marnie Hill, Marg Deichert, Rick Sickinger and Arlene Parker, members of the Economic Development Strategic Planning Core Team, presented Council with the draft plan for Bluewater. Moved by Deputy-Mayor Fergusson, seconded by Councillor Whetstone that the Committee of the Whole recommend to Council to receive the draft Economic Development Strategic Plan and direct staff to forward the Plan to Irwin & Associates to include the Plan in the draft final Municipal Strategic Plan as an addendum. Carried. Lift 1 Foot Reserve Moved by Councillor Zimmerman, seconded by Councillor Irvin that the Committee of the Whole recommends to Council that By-law being a by-law to lift Block F Registered Plan 114 be given first, second, third and final reading and finally passed this 7 th day of December Carried. Property Acquisition Moved by Councillor Zimmerman, seconded by Councillor Hill that the Committee of the Whole recommend to Council to proceed to acquire the lands described as Part of Lot 21, Concession 10 being Part 4, 22R-960; Part 4, 22R-2344; Part 4, 22R-2492; Block 14, Plan 616; Block 15, Plan 616; and Block 16, Plan 616 as soon as possible; and That applications to change the owner name for Pine Ave Pl 616; Pt Lot 21, Con 10 Hay Pt 2, 22R-823, Parkside Ave and Parkside Ave Pl 616 from The Corporation of the Village of Zurich to the Corporation of the Municipality of Bluewater; and That the parcels acquired for road purposes as noted above be assumed and established as public highways by by-law. Carried. Blue Flag Application for 2016 Moved by Councillor Hill, seconded by Councillor Irvin that the Committee of the Whole recommend to Council to approve the submission of Blue Flag Award applications for Carried. By-law Enforcement Activity Report October 2015 and Building Department Activity Report October 2015 Moved by Councillor Roy, seconded by Councillor Becker that the Committee of the Whole receives the October 2015 By-law Enforcement Activity report and October 2015 Building report for information purposes. Carried. 5. DELEGATIONS 17 2

18 Bayfield Tuyll Street Drain Report Tom Pridham, Ed Delany, Dale Erb BM Ross Tom Pridham and Ed Delany from R.J. Burnside and Dale Erb from B.M. Ross and Associates presented Council with background information regarding the petition on Tuyll Street in Bayfield. Moved by Deputy-Mayor Fergusson, seconded by Councillor Gillespie that the Committee of the Whole recommends that Council endorse the Engineers recommendation and instruct the Manager of Public Works to include the work estimated at $85,000 in the 2016 Capital Budget. ABCA 2016 Budget Brian Horner and Geoff Cade Brian Horner and Geoff Cade presented Council with information regarding Bluewater s share of the 2016 budget figures. Councillor Gillespie asked that ABCA have a quicker turnaround time on responding to all lakeshore hazard zone permit applications and that they look at including the annual BSRA-ABCA Ravine and Lake Water Quality Monitoring from Bluewater s contribution to the Authority s 2016 budget. Councillor Gillespie asked that members from ABCA come to Council prior to setting the budget to get input and suggestions for what needs to be included for Bluewater in upcoming budget discussions. ABCA members agreed to work with Bluewater to address all concerns. 6. MANAGEMENT REPORTS ADMINISTRATIVE SERVICES ACTING CAO B. GRANT Grand Bend Wind Cable Alignment Deposit Moved by Councillor Zimmerman, seconded by Councillor Hill that the Committee of the Whole recommends to Council to pass By-law , being a by-law authorizing the Mayor and Clerk to sign an agreement with Grand Bend Wind GP Inc. to retain securities from Grand Bend Wind GP Inc. Carried. Grand Bend Area Joint Sewage Board Moved by Councillor Becker, seconded by Councillor Irvin that the Committee of the Whole receive this for information and not make appointments to the Grand Bend Area Joint Sewage Board. Carried. First Year Accomplishments Council reviewed the First Year Accomplishments report and stated a few items that they would like added to the list. Moved by Councillor Roy, seconded by Councillor Hill that the Committee of the Whole receives the First Year Accomplishments report and direct staff to prepare a press release for the next meeting. Carried. 18 3

19 Policing Questions Moved by Councillor Whetstone, seconded by Councillor Zimmerman that the Committee of the Whole receive this report for information purposes. Carried. CLERK C. OVERHOLT Council Remuneration October 2015 Moved by Councillor Irvin, seconded by Councillor Roy that the Committee of the Whole receives the October 2015 Council Remuneration report for information purposes. Carried. Draft 2016 Council Calendar Moved by Councillor Zimmerman, seconded by Councillor Irvin that the Committee of the Whole recommends to Council to adopt the draft 2016 Council Calendar as presented. Carried. Fire Chief Update By-law Moved by Councillor Becker, seconded by Councillor Roy that the Committee of the Whole recommends to Council that By-law being a by-law to confirm the appointment of Dave Renner as Acting Fire Chief for the Municipality of Bluewater be given first, second, third and final reading and finally passed this 7th day of December, Carried. TREASURY A. WILLERT October Accounts Moved by Councillor Zimmerman, seconded by Councillor Becker that the Committee of the Whole for the Municipality of Bluewater recommends to Council that the October accounts in the amount of $1,598, be approved. Carried. October Financials Moved by Councillor Zimmerman, seconded by Councillor Hill that the Committee of the Whole receives the October Financials for information purposes. Carried. OMPF Update Moved by Deputy-Mayor Fergusson, seconded by Councillor Hill that the Committee of the Whole for the Municipality of Bluewater recommends to Council that the 2016 Ontario Municipal Partnership Funding (OMPF) allocation be included in the 2016 Budget deliberations. Carried. PUBLIC WORKS J. WALKER Drinking Water Systems Annual Inspection Reports, Carriage Lane and Harbour Lights 19 4

20 Moved by Councillor Hill, seconded by Councillor Becker that the Committee of the Whole receive the Ministry of Environment and Climate Change Annual Inspection Reports dated October 2015 for the Carriage Lane Drinking Water System and Harbour Lights Drinking Water System as information. Carried. Water and Wastewater Financial RFQ Moved by Councillor Whetstone, seconded by Councillor Hill that the Committee of the Whole recommends to Council to award the Water and Wastewater Financial Plan Update and Rates Review to BMROSS in the amount of $21,285 exclusive of taxes. Carried. Roads Grant Criteria Moved by Councillor Zimmerman, seconded by Councillor Irvin that Committee of the Whole recommend to Council to pass a by-law to adopt a Roads Grant Policy and Procedure; And that Sunnyridge Subdivision and Cedar Banks Subdivision receive the annual road grant allocation for Carried. Hensall Landfill Provincial Order Moved by Councillor Hill, seconded by Councillor Roy that the Committee of the Whole receives the Hensall Landfill Provincial Order report for information purposes. Carried. ECONOMIC DEVELOPMENT E. SAMUELL Current Project Updates Moved by Councillor Hill, seconded by Councillor Whetstone that the Committee of the Whole receives the Current Project update for information purposes. Carried. 7. COUNCILLORS Issues Councillor Hill reminded everyone that Hensall is holding their food drive tomorrow. The Hensall Fire Department will be picking up donations that will be given to Blessings in Zurich. Councillor Hill informed Council that OMAFRA will be holding a get together for everyone involved in the Train the Trainer program for the County Economic Development Strategic Plans on Monday December 14 th. She sent an to Council with the details. Deputy-Mayor Fergusson inquired what the Municipal Office hours will be during the Christmas holidays. The Clerk provided him with the Christmas schedule. 20 5

21 Mayor Hessel stated that he received a comment from a ratepayer stating that staff and the Mayor have decided to hold back a project in community. He stated that this is not the case and staff and Council need to work together on all projects. New Business Deputy-Mayor Fergusson Notice of Motion Moved by Deputy-Mayor Fergusson, seconded by Councillor Gillespie that: Whereas the Municipality of Bluewater has initiated an Environmental Assessment Study to identify options for the Bayfield sewage treatment system; and Whereas the users of the system may be responsible for the costs of the study and any approved changes to the system resulting from the study recommendations; Now therefore be it resolved that the Municipality implement a communications plan to regularly communicate project information to the Bluewater residents affected by changes to the system and the communication costs be included as part of the project. Carried. Correspondence Hensall Heritage Hall Request to Move Fire Bell Council referred to a request from the Hensall Heritage Hall Committee requesting that the fire bell be removed from the building. Moved by Councillor Hill, seconded by Councillor Roy that the Committee of the Whole recommends to Council to have staff prepare a report presenting more information from the Fire Chief and the Treasurer regarding the removal of the fire bell located in the tower of the Town Hall. Carried. Hensall Heritage Hall Service Club Discount Policy Council reviewed a request from the Hensall Heritage Hall Committee requesting a 35% discount on 2 previous rentals that had the proceeds going to the Hensall Heritage Hall. Moved by Councillor Whetstone, seconded by Councillor Roy that the Committee of the Whole recommends to Council to have staff prepare a report outlining more information on the request. Carried. Councillor Gillespie referred to correspondence from the Municipality of Neebing regarding Consultation on the Police Service Act. Council did not pass a motion to support this. Councillor Hill referred to correspondence from the Huron County Road Supervisors Association which reported on the success of the AORS Trade Show which was held in South Huron. The 21 6

22 Association raised $70,400 which included a list of donations given from the event. She was pleased to see a donation to Ontario Student Nutrition program in Huron County. 8. CONFERENCE, COMMITTEE AND BOARD REPORTS Communities In Bloom Minutes November 12, 2015 Moved by Councillor Irvin, seconded by Councillor Gillespie that the Committee of the Whole receives the November 12, 2015 Communities In Bloom minutes for information purposes. Carried. Hay Township Hall Minutes November 17, 2015 Moved by Councillor Zimmerman, seconded by Councillor Gillespie that the Committee of the Whole receives the November 17, 2015 Hay Township Hall minutes for information purposes. Carried. 9. COUNCIL STATUS REPORT ACTION ITEMS Council reviewed the Council Status Action Item report as of December 3, QUESTIONS FROM THE GALLERY Keith Locking thanked Council for approving the changes to the Road Grant Criterial. 11. IN CAMERA SESSION - None 12. ADJOURNMENT Moved by Councillor Zimmerman, seconded by Councillor Gillespie that the meeting be adjourned at approximately 10:35 p.m. 22 7

23 MUNICIPALITY OF BLUEWATER SPECIAL COUNCIL MEETING MINUTES HELD IN THE BLUEWATER COUNCIL CHAMBERS VARNA, ON MONDAY, DECEMBER 7, ROLL CALL AND CALL TO ORDER Charlene Overholt, Manager of Corporate Services/Clerk conducted the roll call. Elected Officials Present: Mayor Tyler Hessel, Deputy-Mayor Jim Fergusson, Councillors Marnie Hill, George Irvin, John Gillespie, Dave Roy, Bill Whetstone and Janisse Zimmerman. Staff Present: Bruce Grant, Acting Chief Administrative Officer; Charlene Overholt, Manager of Corporate Services/Clerk; Ansberth Willert, Manager of Finance; Jennette Walker, Manager of Public Works and Rob Volland, Manager of Public Works. The Mayor welcomed those in attendance and called the meeting to order at approximately 9:35 p.m. 2. APPROVAL OF THE AGENDA Moved by Councillor Zimmerman, seconded by Councillor Roy that the agenda be approved as presented. Carried. 3. DECLARATION OF PECUNIARY INTEREST No declarations of pecuniary interest were made. 4. MANAGEMENT REPORTS Lift 1 Foot Reserve Moved by Councillor Gillespie, seconded by Councillor Hill that By-law being a by-law to lift Block F Registered Plan 114 be given first, second, third and final reading and finally passed this 7 th day of December Carried. Property Acquisition 23 1

24 Moved by Councillor Zimmerman, seconded by Councillor Hill that By-law being a by-law to delegate authority to the Chief Administrative Officer to acquire lands be given first, second, third and final reading and finally passed this 7 th day of December Carried. Grand Bend Wind Cable Alignment Deposit Moved by Councillor Hill, seconded by Councillor Zimmerman that By-law , being a by-law authorizing the Mayor and Clerk to sign an agreement with Grand Bend Wind GP Inc. to retain securities from Grand Bend Wind GP Inc. be given first, second, third and final reading and finally passed this 7 th day of December, Carried. Fire Chief Update By-law Moved by Councillor Roy, seconded by Councillor Gillespie that By-law being a by-law to confirm the appointment of Dave Renner as Acting Fire Chief for the Municipality of Bluewater be given first, second, third and final reading and finally passed this 7 th day of December Carried. Water and Wastewater Financial RFQ Moved by Councillor Hill, seconded by Councillor Roy that Council award the Water and Wastewater Financial Plan Update and Rates Review to B. M. Ross in the amount of $21,285 exclusive of taxes. Carried. Roads Grant Criteria Moved by Councillor Zimmerman, seconded by Councillor Irvin that Council pass a by-law to adopt a Roads Grant Policy and Procedure; And that Sunnyridge Subdivision and Cedar Banks Subdivision receive the annual road grant allocation for Carried. 5. CONFIRMATORY BY-LAW Moved by Councillor Hill, seconded by Councillor Gillespie that By-law being a Confirmatory bylaw be given first, second, third and final reading and finally passed this 7 th day of December, Carried. 6. ADJOURNMENT Moved by Councillor Hill, seconded by Councillor Roy that the meeting be adjourned at approximately 10:40 p.m. Carried. 24 2

25 MUNICIPALITY OF BLUEWATER CAO HIRING COMMITTEE MINUTES HELD IN THE BLUEWATER COUNCIL CHAMBERS VARNA, ON TUESDAY, DECEMBER 8, ROLL CALL AND CALL TO ORDER Acting CAO/Deputy-Clerk Bruce Grant conducted the roll call. Elected Officials Present: Mayor Tyler Hessel, Councillors George Irvin and Dave Roy. Staff Present: Bruce Grant, Acting Chief Administrative Officer/Deputy-Clerk Chair Hessel called the meeting to order at approximately 9:02 a.m. 2. APPROVAL OF THE AGENDA Moved by Councillor Roy, seconded by Councillor Irvin that the Committee approve the agenda as presented. Carried. 3. DECLARATION OF PECUNIARY INTEREST No declarations of pecuniary interest were made. 4. IN CAMERA SESSION Moved by Councillor Irvin, seconded by Councillor Roy that the Committee move into an in camera session at approximately 9:03 a.m. to discuss a personal matter pertaining to identifiable individuals with the Acting CAO/Deputy-Clerk in attendance. Carried. Moved by Councillor Roy, seconded by Councillor Irvin that the Committee move into an open session at approximately 10:03 a.m. Carried. Moved by Irvin, seconded by Roy that Ward and Uptigrove be instructed to proceed as directed by the Committee. Carried. 5. ADJOURNMENT 25 1

26 Moved by Councillor Roy, seconded by Councillor Irvin that the Committee meeting be adjourned at approximately 10:06 a.m. Carried 26 2

27 Clan Gregor Square What s its future? 27

28 Heritage Committee Concerns Ad hoc development of active recreation facilities in the Square inconsistent with permitted uses and land use goals Buildings and structures accessory to the permitted uses Need to preserve the heritage features of the Heritage Conservation District in accordance with Conservation District Plan, Official Plan, Provincial Policy Statement 28

29 Heritage Committee Request That a long term strategy and plan be developed for the Square to ensure it retains its heritage significance in the Village of Bayfield Permitted uses Permitted buildings and structures 29

30 The Square Part of the Designated Heritage Conservation District Fourth District formed in Ontario Designated Natural Environment, Bluewater Official Plan Add natural quality to the built environment Protect unique or sensitive natural features Promote restoration of the natural environment Provide buffers between conflicting land uses 30

31 The Square Zoned Parks & Open Space (OS) Section 24 Bluewater Zoning By-law Permitted uses Conservation, Forestry, Active and Passive recreation Permitted structures Forestry: the use of the land for growth and management of trees. Passive Recreation: the use of land and/or water for the purpose of passive leisure activity and shall include such uses as a park, a garden, a beach, a picnic area and the like, hiking trails, as well as a playground with activity equipment for children. Tourism 31

32 CONSENT CONDITION PLANNING COUNCIL REPORT Meeting Date: December 21, 2015 Submitted By: Arlene Parker RECOMMENDATION: That with respect to Provisional Consent dated October 22, 2015 affecting Lot 508, Part Lot 480 & 509, Part of Tuyll St. (closed) Plan 147, Bayfield Ward the Municipality of Bluewater approves the use of the existing second sanitary sewage connection on the subject property to serve the severed parcel to the satisfaction of the County. BACKGROUND: On October 22, 2015, Provisional Consent under File B53/15 was issued for the above noted property. There are eight conditions to the approval. Condition No. 8 states: The Municipality of Bluewater approve the use of the existing second sanitary sewage connection on the subject property to serve the severed parcel to the satisfaction of the County. Conditions to Provisional Consent must be satisfied within 1 year of the date of approval. The party that requires a condition directs how and by what document a condition shall be satisfied. Since this is a County condition the County has advised that a resolution of Council will satisfy this condition. When the applicants have satisfied all the conditions they may proceed to register the appropriate documents in the Land Registry to create the new parcel. FINANCIAL IMPACT: There is no cost to pass the requested resolution. RELATIONSHIP TO THE STRATEGIC PLAN: The Municipality facilitates appropriate development. ATTACHMENTS: 1. Provisional Consent Submitted By: Arlene Parker, Planning Co-Ordinator ext. 235, planninginfo@municipalityofbluewater.ca 32

33 Concurred: Bruce Grant, CAO (acting) 33

34 34

35 ADMINISTRATION COUNCIL REPORT Meeting Date: December 21, 2015 Submitted By: Bruce Grant COMMITTEE OF THE WHOLE MEETING JANUARY 4, 2016 Council Action Item RECOMMENDATION: That Council cancel the regular Committee of the Whole meeting of which is currently scheduled for January 4, BACKGROUND: At the Committee of the Whole meeting of Council on December 7, 2015, the 2016 meeting schedule for Council was reviewed. The schedule includes a regular meeting of Committee of the Whole on January 4, During the 10 week-day period between the December 21 st Council meeting and the next scheduled Committee of the Whole meeting there are 3 statutory holidays and 2 half day holidays. In addition to the limited number of work days during the period, several staff have also prearranged vacation days to conclude their 2015 vacation allotment. There are no immediately pressing agenda items currently listed for Council s consideration. Based on the limited time to prepare staff reports and the minimal amount of agenda topics, it is being recommended that the meeting be cancelled. Submitted: Bruce Grant, Acting CAO x.226, cao@municipalityofbluewater.ca 35

36 ECONOMIC DEVELOPMENT COUNCIL REPORT Meeting Date: December 21, 2015 Submitted By: Erin Samuell BLUEWATER WEBSITE RECOMMENDATION: That Council approve that the RFP for Bluewater s website be awarded to YFactor in the amount of $13, BACKGROUND: The Municipality of Bluewater issued an RFP together with the Municipality of Central Huron on September 22, 2015 for the purpose of developing two (2) separate Municipal websites. The overall project costs for both websites was not to exceed $35,000. The Municipality of Bluewater has a grant available for this project. A RED grant for 50% of the project costs up to $15, Interviews for this project were held at the offices of Central Huron on November 24, After the interview process was complete Central Huron staff presented their findings to their Council on December 7th Central Huron s Council has decided to postpone the current website upgrade process and re-investigate the project within one year. As per Resolution # Bluewater staff contacted the website bidders and requested the project be re-quoted based on producing one website instead of two. After these costs were submitted, staff selected YFactor as the desired bidder, based on their experience level, overall project costs, quality of design, ability to provide ongoing support and overall professionalism. FINANCIAL IMPACT: Total Project Cost Website designed by YFactor $13, Total Website Set up Fees $2, Annual hosting plus annual service $16, Total Project Cost -$8, RED Grant $ Total expense to Municipality of Bluewater Submitted By: Erin Samuell, Economic Developer erin@samuell.ca Concurred: Bruce Grant, Acting CAO 36

37 Municipality of Central Huron P.O. Box 400, 23 Albert Street, Clinton, Ontario N0M 1L0 Telephone: Fax: December 9, 2015 Municipality of Bluewater PO Box 250 Zurich, ON N0M 2T0 ATTENTION: BRUCE GRANT ACTING CAO Dear Bruce; RE: WEB SITE Please be advised that Council, at their December 7, 2015 regular meeting, passed Resolution # as follows: That the report entitled 2016 Website Upgrade be received; and, That the Municipality of Central Huron postpone the current website upgrade process and re-investigate the project within one year. Central Huron has limited staffing to allocate to this project at this time as well as requires time to apply for funding. Yours truly, Brenda MacIsaac, Clerk Municipality of Central Huron Ext BM/jz Incorporated 2001 Township of Goderich Township of Hullett Town of Clinton 37

38 ADMINISTRATION COUNCIL REPORT Meeting Date: December 21, 2015 Submitted By: Bruce Grant ECONOMIC DEVELOPMENT DEPARTMENT REPORT RECOMMENDATION: That the Economic Development Officer contract be extended from December 31, 2015 until March 31, BACKGROUND: Earlier in 2015 Council agreed to create an Economic Development Officer (EDO) position. Later in the year the position become a contract position for the balance of There are number of activities currently being undertaken by the Economic Developer. Redevelopment of the Municipal website is an item that needs the dedicated attention of such a person in order to reach completion in a timely manner. In addition to this key project, the following items are also part of the ongoing EDO initiatives. CURRENT PROJECTS: (Projects that have been started or taken over since Sept 2015) Assisting with Grant Reporting Legacy/Trillium/HEDP/RED: HHH/Bayfield Farmers Market/Websites Hensall Heritage Hall Marketing, web and document preparation. Explore Beyond the Shore Create and promote the program. On Going Community Support Small projects that pop up from various community groups within the community. Typically these jobs are quick (a few hours each) and provide a service that saves the community group time and money. I.e. Farmers Market Logo, Home4Good website, Bayfield Witches Walk promo etc. Bayfield & Area Chamber of Commerce (BACC) On-going web and social media support Connecting With Community Partners, Businesses and Government On Going Community Support Time permitting - would continue to be available to local community partners and provide them with assistance on simple projects. Connecting With Community Partners, Businesses and Government continued 38

39 Our current Economic Developer will be away on personal vacation for 3 weeks commencing in late January. FINANCIAL IMPACT: The cost to extend our current Economic Developer position until March 31, 2015 will be approximately $10,000. Submitted By: Bruce Grant, CAO 39

40 ADMINISTRATION COUNCIL REPORT Meeting Date: December 21, 2015 Submitted By: Charlene Overholt MOTIONS FROM COMMITTEE OF THE WHOLE DECEMBER 7, 2015 RECOMMENDATION: That Council review the motions from the Committee of the Whole meeting on December 7, BACKGROUND: 1. That the implementation of the Bluewater Community Improvement Plan be paused and the plan be reviewed with a goal to clarifying implementation issues and other aspects of the plan. 2. That Council direct staff to forward the draft Economic Development Strategic Plan to Irwin & Associates to be included in the draft final Municipal Strategic Plan as an addendum. 3. That Council approve the submission of the Blue Flag Award applications for That Council endorse the Engineer s recommendation regarding the Bayfield Tuyll Street Drain Report and instruct the Manager of Public Works to include the work estimated at $85,000 in the 2016 Capital Budget. 5. That staff prepare a press release stating Bluewater s First Year Accomplishments. 6. That Council approve the draft 2016 Council Calendar. 7. That Council approve the October accounts in the amount of $1,598, That the 2016 Ontario Municipal Partnership Funding (OMPF) allocation be included in the 2016 Budget deliberations. 9. That Whereas the Municipality of Bluewater has initiated an Environmental Assessment Study to identify options for the Bayfield sewage treatment system; and Whereas the users of the system may be responsible for the costs of the study and any approved changes to the system resulting from the study recommendations; Now therefore be it resolved that the Municipality implement a communications plan to regularly communicate project information to the Bluewater residents affected by changes to the system and the communication costs be included as part of the project. 10. That staff prepare a report presenting more information from the Fire Chief and Treasurer regarding the removal of the fire bell located in the Town Hall. 11. That staff prepare a report outlining more information regarding the Hensall Town Hall s request for a 35% discount for use of the Hensall Community Centre. 40

41 Submitted By: Charlene Overholt, Manager of Corporate Services/Clerk ext. 223, Concurred: Bruce Grant, Acting CAO 41

42 TREASURY COUNCIL REPORT Meeting Date: December 21, 2015 Submitted By: Ansberth Willert OUTSTANDING TAXES REPORT RECOMMENDATION: That Council for the Corporation of the Municipality of Bluewater accept the December 1 st Outstanding Taxes Report for information purposes. BACKGROUND: This report provides the balance of taxes outstanding as at December 1, There are two (2) installments in each levy. September 30 th was the due date for the first installment and November 30 th the last installment. This is a snapshot of the account balances after the tax installment due date with comparative historical balances for the same time period. FINANCIAL IMPACT: These account balances are reflected on the Balance Sheet of the Municipality. RELATIONSHIP TO THE STRATEGIC PLAN: The Municipality of Bluewater is responsible for the efficient operation of the Municipality and the effective stewardship of our scarce resources. This review of revenue receivables falls within the fiscal responsibility component of the strategic plan. ATTACHMENTS: Outstanding Tax Report for December 1, 2015 Submitted By: Ansberth Willert, Manager of Finance ext. 230, a.willert@town.bluewater.on.ca Concurred: Bruce Grant, Acting CAO 42

43 Outstanding Taxes as at December 1 Opening Balance: Amt Levied: Dec 1st Ending Balance % Outstanding: 2011 $ 895, $ 8,093, $ 1,676, % 2012 $ 1,004, $ 8,220, $ 1,368, % 2013 $ 927, $ 8,582, $ 1,538, % 2014 $ 965, $ 8,812, $ 572, % 2015 $ 986, $ 9,209, $ 1,560, % 2011 opening balance final levy Nov 30th Ending Balance , , , , , ,093, ,207, , , , ,093, ,676, opening balance final levy Nov 30th Ending Balance , , , , , , ,220, , , , ,004, ,220, ,368, opening balance final levy Dec 3rd Ending Balance , , , , , , , ,582, ,116, , , , ,582, ,538, opening balance final levy Dec 1st Ending Balance , , , , , , ,812, , , , , ,812, , opening balance final levy Dec 1st Ending Balance ,209, , , , , , , , ,060, , , , ,209, ,560,005.87

44 SECTION 357 Write-offs for 2015 TREASURY COUNCIL REPORT Meeting Date: December 21, 2015 Submitted By: Ansberth Willert RECOMMENDATION: That Council for the Municipality of Bluewater authorizes write-offs totaling $3, as per section 357 of the Municipal Act for the 2015 Taxation Year. BACKGROUND: Under the Municipal Act 2001, Chapter 25, Section 357, Council authorizes the write-off of assessments. These write-offs result from properties either having their tax class change, inaccurate square footage calculation through MPAC or from issuance of a demolition permit (raised by fire or demolished for other reason). While the write-offs total $3,572.40, they are shared back to the County and School Boards in the same proportion as the composite tax rate. This means our share of the write-offs is $1, This report is basically a housekeeping item as the write-offs are processed on an ongoing basis upon receipt. FINANCIAL IMPACT: Each year during the budget process, we incorporate a number for estimated write-offs based on historical data and reflect in your financial reports as they are processed. RELATIONSHIP TO THE STRATEGIC PLAN: The reporting of the outstanding taxes supports the Strategic Plan in its key strategy of fiscal responsibility. ATTACHMENTS: Recap of 2015 issued 357 s Submitted By: Ansberth Willert, Manager of Finance ext. 230, a.willert@town.bluewater.on.ca Concurred: Bruce Grant, Acting CAO 44

45 357 applications processed in 2015 Taxation Year (or partial year) Date to MPAC App # Bluewater Application Reason PTLY # Class Dec remove trailer RT - 4,000 $ 2.83 $ 1.08 $ 1.26 $ 0.49 Revised Assessment $ value or W/O General OPP County Education Street Lights 2015 Dec Municipal owned AA change Mar demo structures no change no value change as/mpac Mar Municipal owned 2015 CX - 30,933 $ $ $ $ $ $ 5.73 waiting on MPAC Apr share crop 2015 RT Apr vested property-municipal AA change 2015 RT May demo old cottage & rebuild no change no value change as/mpac RT May demo old cottage & rebuild 2015 RT - 13,000 $ $ $ 5.13 $ $ May demo bldg & decomission well 2015 CF - 36,375 $ $ $ $ $ $ 4.91 May barn - fire AA change 2015 May trailer removed 2015 RT - 4,000 $ $ 9.35 $ 1.50 $ $ May demo old cottage & rebuild 1027 (partiall) RT - 23,084 $ $ $ $ 8.18 May demo old cottage & rebuild RT - 20,811 $ $ $ $ waiting on MPAC Jun trailer removed 2015 RT waiting on MPAC Jul not accessable 2015 RT waiting on MPAC Jul trailer removed 2015 RT 2013/201 Jul demo cottage 1043/44/45 4/2015 RT - 154,979 $ 1, $ $ $ $ $ 6.57 waiting on MPAC Sep trailer removed lot # RT Oct demo-sunroom RT - 12,111 $ $ $ 5.64 $ $ waiting on MPAC Sep trailer removed lot # RT waiting on MPAC Oct barn-demo 2015 FT waiting on MPAC Oct demo-cottage 2015 RT waiting on MPAC - 299,293 $ 3, $ 1, $ $ 1, $ $ CHECK $ 3, $ 1, Total Municipal Share 45

46 ADMINISTRATION COUNCIL REPORT Meeting Date: December 21, 2015 Submitted By: Johanna Pickering By-Law No RECOMMENDATION: That Provisional By-law be given third and final reading and finally passed this 21 st day of December, BACKGROUND: By-law was provisionally adopted by Council on October 19, The third and final reading of the by-law may take place no sooner than 40 days after the mailing of the Court of Revision notices (October 22, 2015). There were no appeals received and the appeal period has now expired. FINANCIAL IMPACT: The Municipality of Bluewater will finance the estimated cost of completing the revised maintenance assessment schedules totaling approximately $18, after the H.S.T. rebate. After any appeals have been settled and the By-law has been given final reading the costs are to be levied in accordance with the updated maintenance assessment schedules as shown in the report. The Municipality of Bluewater has an estimated assessment of $19.95 for lands and $1, for the roads portion of the updated maintenance assessment schedules. RELATIONSHIP TO THE STRATEGIC PLAN: The Municipality of Bluewater responds to community needs on an on-going and evolving basis. Bluewater acts, undertakes initiatives and makes decisions in concert with external accountabilities involving the province; other collective bodies, e.g. the County or Conservation Authority; federal laws and related requirements. Submitted By: Johanna Pickering, Tax & Drains Clerk ext. 222, Concurred: Bruce Grant, Acting CAO ATTACHMENTS: 1. By-law

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49 PUBLIC WORKS COUNCIL REPORT Meeting Date: December 21, 2015 Submitted By: Jennette Walker Lakeshore Roads Grant Policy RECOMMENDATION: that By-law being a by-law to adopt the Lakeshore Roads Grant Policy be given first, second, third and final reading and finally passed this 21st day of December, BACKGROUND: As discussed at the December Committee of the Whole meeting, staff has recommended a formal Lakeshore Roads Grant Policy be adopted by Council to replace the current Road Grant Criteria. FINANCIAL IMPACT: The costs associated with the Lakeshore Roads Grant Policy are allocated for in the annual budget estimated to be $135,000. RELATIONSHIP TO THE STRATEGIC PLAN: The wise use of money, value for money paid, and related concepts clearly outline the expectation of the community that the financial resources of Bluewater are spent wisely, provide good results and outcomes, contribute meaningfully to the quality of life of the residents etc. ATTACHMENTS: Bylaw Lakeshore Road Grant Policy Submitted By: Jennette Walker Manager of Public Works ext. 221 jwalker@municipalityofbluewater.ca Concurred: Bruce Grant, Acting CAO 49

50 THE CORPORATION OF THE MUNICIPALITY OF BLUEWATER BY-LAW NUMBER Being a by-law to adopt a Lakeshore Roads Grant Policy WHEREAS the Council of the Corporation of the Municipality of Bluewater deems it appropriate and necessary to adopt policies and procedures regarding the Lakeshore Roads Grant. AND WHEREAS Bluewater adopted Roads Grant Criteria by Resolution No on October 28 th, 2002 and amended that criteria by Resolution No on March 17, NOW THEREFORE the Council of the Corporation of the Municipality of Bluewater enacts as follows: 1. That the Lakeshore Roads Grant Policy is hereby adopted and attached to this By-law as Schedule A. 2. That the Resolutions and be hereby rescinded. 3. That this by-law shall come into effect on its passing. Read a first and second time this 21st day of December, Read a third and finally passed this 21st day of December, Tyler Hessel, Mayor Charlene Overholt, Clerk 50

51 SCHEDULE A to BY-LAW NO STATEMENT of POLICY and PROCEDURE No. Responsibility: Roads Date: Dec 21, 2015 Policy: Lakeshore Roads Grant Policy Revised: Approved by: By-law No Pages: 3 Purpose: This policy describes the Municipality of Bluewater Roads Grant Criteria and Procedures for claiming a Roads Grant. Definitions: Association means an association of property owners served by an unassumed road, private road or access. The association shall be organized as an Ontario not-for-profit corporation without share capital under the Corporations Act, R.S.O. 1990, c. C.38; Council means the Council for the Corporation of the Municipality of Bluewater; Letters Patent means the articles of incorporation for the not-for-profit corporation issued by the Province of Ontario; Treasurer means the Treasurer of the Corporation of the Municipality of Bluewater or any successor to that position and in that person s absence includes the acting Treasurer; Manager of Public Works means the Manager of Public Works of the Corporation of the Municipality of Bluewater or any successor to that position and in that person s absence includes the acting Manager of Public Works; Grant Amount means the maximum amount of costs that can be reimbursed annually, not including the approved administration fee; Municipality means the Corporation of the Municipality of Bluewater; Owner(s) means with respect to a property, the person appearing to be its owner by the last returned assessment roll as most recently revised in the absence of evidence to the contrary; Private Road means a road that is not owned by or under the jurisdiction of the Municipality; Right-of-way/Easement means a right of use over the property of another; Road for the purposes of the Roads Grant Policy only, means the method of ingress and egress to an owner s property and may include an unassumed municipal highway, land for widening, a private road, a block, a right-of-way and an easement but does not include a private individual driveway and roadway access in residential, trailer or tent parks; 51 Page 1 of 3

52 Roads Grant means funds reimbursed to qualifying parties according to the terms of the approved Roads Grant Policy; Unassumed means maintenance is not performed by the Municipality; General Policies: 1. This policy applies to unassumed road or private roads located west of Bluewater Highway (Provincial Highway 21) and south of Crystal Springs Road in the Municipality; 2. The Roads Grant eligibility period is annually between November 1st of the previous year and October 31 st of the current year. 3. Associations wishing to apply for a Roads Grant must provide a copy of the Association Letters Patent and any amendments to the Municipality. 4. Applications for Roads Grants must be submitted and signed by a person who is a current signing authority for the Association. 5. Reimbursable costs for roads can include grading, snow ploughing, tree removal & trimming, noxious weed control, gravel, dust control, road way grass cutting, road drainage including ditches and catch basins, road reconstruction and road surfacing. 6. Road reconstruction and road surfacing must be completed in accordance with the Road Design Standards and shall be pre-authorized in writing by the Manager of Public Works. 7. Roads under this policy must be open for public use. No Trespassing, Private Road or any signage restricting travel on the road is prohibited. 8. When a road is assumed by the Municipality for maintenance by a by-law, costs incurred by an Association following the date of passage of the by-law are not eligible for reimbursement. 9. The Roads Grant is comprised of: a) actual reimbursement of costs as per section 5 above b) one $550 administration fee per Association 10. The Grant Amount is set out on the Submission for Roads Grant. The Grant amount will be reviewed by Council from time to time. Annual Submission Requirements: Associations must submit the following information to the Treasurer: a) a complete Application for Roads Grant b) a copy of the Association Letters Patent if not previously provided and any amendments to Letters Patent c) Copies of invoices for each reimbursement requested d) Proof of payment i.e. copy of bank account statement with payment identified 52 Page 2 of 3

53 Processing Procedure An Association must submit each year prior to December 1 st for the Roads Grant period. Late submissions will not be considered. If no submission is made for a specific year, no funds are allocated for the Roads Grant. In the case of the first application, the Manager of Public Works will confirm the length of the road eligible for cost reimbursement. Each Association s annual eligible allocation will be recorded. Unused funds shall be carried forward and reserved for future use. The reserve amount shall not exceed three times the annual allocation. No deficits will be permitted. Changes to the submission form that are administrative in nature may be made by municipal staff. Responsibilities The Municipality of Bluewater Council and staff are responsible for adhering to this policy. Forms Appendix A - Annual Submission Form Eligible Subdivision Roads Appendix B Summary of Subdivision Roads 53 Page 3 of 3

54 Appendix A ANNUAL ROAD GRANT SUBMISSION FORM The Municipality requires the association to review the Lakeshore Roads Grant Policy annually and confirm that are in compliance with the Lakeshore Roads Grant Policy and are eligible for receipt of the grant. (Please check the box.) The subject roads are open for public use. There are no signs posted indicating No Trespassing or Private Road for the submission year of 20. There is a formal subdivision association and copies of the establishing/authorizing documentation have been provided to the Municipality Any capital improvements to subject roads are to municipal specifications I,, by submission of these documents do certify such to be true and exact and that I am authorized by the above noted subdivision association to be the person to receive such monies on behalf of the said subdivision association. Signed: Date: Cheque to be mailed to: Subdivision: Contact Name: Telephone Number: Mailing Address: 54 Page 1 of 2

55 Statement of Expenditures for the period of November 1 st to October 31 st Name of Subdivision Eligible Roads/km Total $ Allotment Balance of Reserves Proof of Payment attached Invoice attached Date Invoice # Contractor/Supplier Type of Work Completed Amount Paid Total submitted: Note: Grant amount = $3, per kilometer Minimum grant amount $1, $550 Admin Fee in addition to per kilometer The Annual Submission Form is due on or before December 1 st of the current year. The Form will include the following supporting documentation: Page 1 of the Form completed and signed Copies paid invoices Supporting Proof of Payment (copy of Association bank statement) Please note late submissions will not be considered Failure to do so will result in that expense being ineligible to qualify for reimbursement. Association must submit every year in order to receive a grant. Non-submission in a year will result in loss of eligible amount for that year. Cheques will be issued to the Association and mailed to the address indicated on the page Page 2 of 2

56 Appendix "B" SUMMARY OF SUBDIVISION ROADS List of Subdivisions Roads Grant Name of Road km 1 Antoinette's Lane Association Antoinette's Lane Bayview Property Owners' Association Duchess Cres Duke Cres Princess Cres Queen St King St Stanley St Blue Haven Beach Cottagers' Association Bluehaven Rd Blue Haven Beach Dr Cedarbank Residents Association Old Cedarbank Lane (North & South Cedarbank Rd Copper's Cove Homeowners' Association Claudette Drive (North) Vista Beach Rd - 50% Denise Court Crest Beach Cottage Owners Assoc. (North) Crest Beach Rd Cedar Court Ducharme Beach Cottage Association Ducharme Beach Rd Durand-Huronview North Cottage Association Durand Ave Westshore Dr (part of) Durand-Huronview South Gulley Lane Gulley Court Westshore Dr (part of) Egerton Beach Association Inc. Egerton Beach Rd Total Eligible km Elmslie Drive Cottage Association Elmslie Dr Page 56 1 of 4

57 List of Subdivisions Roads Grant Name of Road km 12 Elmwood Subdivision Association Elmwood Rd Elm St Glitter Bay Estates Residents' Association Maxobel Rd Glitter Bay Residents' Association Glitter Bay Dr Glitter Bay Cres Greystone Beach Cottage Association Harris Ave (south of curve to end) Highlands I Cottage Owners' Association Karen Dr Highlands Dr Sharrow Dr Finnigan Rd Highlands II Association Wally St Anne St William St Sandra St Total Eligible km Highlands III Association 19 Homestead Heights Property Owners' Associat Homestead Heights Rd Homestead Heights Dr Beachwood Dr Houston Heights Beach Association (South) Dr Georgs Smith Ave Lakewood Beach Homeowners' Association Lakewood Dr Lakewood Gardens North Association Cliffside Dr Kildeer Dr Lakewood Gardens South Lakeshore Dr S Lakewood Dr Page 57 2 of 4

58 List of Subdivisions Roads Grant Name of Road km 24 Norman Heights Beach & Cottage Owners' AssShoreline Dr Norman Heights Rd North Houston Heights (1994) Lakefront Assoc Webb Dr Lindy Ave Northridge Beach Cottage Association Northridge Rd Pavillion Lakeside Residents' Association Ravine St Maple Court Elm Cres Spruce Court Poplar Beach Property Owners' Association Poplar Beach Rd Sunridge Cres Sunview Ave Sunview Ave (connecting lane) Ridgeway Cottage Owners Association Ridgewar Rd Rocky Point Residents' Durand St Schadeview Cottage Owners' Association North St Schade Lane Shangrila Beach Association Shangrila Rd Snowden Acres South Association Driftwood Dr Driftwood Crt Snowden Cres Granger Court Cardinal Court Steepleview Cottage Owners' Association Church Lane BlueJay Way Total Eligible km Page 58 3 of 4

59 List of Subdivisions Roads Grant Name of Road km 35 Sunnyridge Lakeshore Sunnyridge Rd Sunset Cove Residents Association Aviator Lane (N/A-signage) - Sandy Beach Rd Darryl Court Joy Court Sunset Cove Rd Sunset Estates Residents' Association Roy St Bedard Court Ann St Barbara St Turnbull's Grove Inc. Turnbull's Grove Road Vista Beach Home Owners' Association Claudette Dr (South) Vista Beach Rd (50%) Westdell Beach Road Association Westdell Dr Talbot Cres Elgin Ave Wildwood Property Owners Association Priham Rd Wildwood Rd Windy Hill Cottager's Association Windy Hill Lane Total Eligible km Page 59 4 of 4

60 PUBLIC WORKS COUNCIL REPORT Meeting Date: Dec 21, 2015 Submitted By: Jennette Walker Highway Assumption Policy RECOMMENDATION: That Council receive this report for information BACKGROUND: As Council requested, the Highway Assumption Policy is attached for Council s review. The only recommended revision staff would suggest is changing the petition s expiry period from one year to three years. This change recognizes the time and effort it takes for the Associations to complete the petitions but also allows a time limit to potentially re-affirm the request of the petition if needed. FINANCIAL IMPACT: unknown at this time RELATIONSHIP TO THE STRATEGIC PLAN: The activities of the Public Works Department support the organization and delivery of public services that are important to and valued by the residents, that contribute to their quality of life and that create a distinctive character and foundation for the community. ATTACHMENTS: Highway Assumption Policy Submitted By: Jennette Walker, C.E.T., Manager of Public Works ext. 221, jwalker@municipalityofbluewater.ca Concurred: Bruce Grant, Acting CAO 60

61 SCHEDULE A to BY-LAW NO STATEMENT of POLICY and PROCEDURE No. Responsibility: Roads Date: October 21, 2013 Policy: Revised: Highway Assumption Policy Approved by: By-law No Pages: 6 Purpose: This policy identifies how the Municipality of Bluewater assumes maintenance responsibility for and establishes public highways. Definitions: Applicant means the person or persons applying for the assumption of highways; Assumption means acceptance of maintenance responsibility by the Municipality; Assumption Standard means the approved Road Cross-Section Assumption Standard; CAO means Chief Administrative Officer of the Corporation of the Municipality of Bluewater or any successor to that position and in that person s absence includes the acting Chief Administrative Officer, or designate; Clerk means the Clerk of the Municipality; Council means the Council for the Municipality; Establish means passage of a By-law that confirms the suitability of and articulates Councils intention to permit the usage of a highway for public passage; Highway means a common and public highway and includes any bridge, trestle, viaduct or other structure forming part of the highway unit and, except as otherwise provided, incudes a portion of a highway and includes the following over which the Municipality owns and has jurisdiction over: (a) (b) All road allowances, highways and streets shown on a registered plan of subdivision (not lanes, walks, promenades); All lands that have been transferred to the Municipality for road purposes. Lot means a parcel of land that is required to be separately assessed under the Assessment Act; Municipality means the Corporation of the Municipality of Bluewater; 61

62 Municipal Road Grant means funds reimbursed to qualifying parties according to the terms of the approved Road Grant Criteria; Original Road Allowance means a road allowance laid out in the original Crown surveys located in the Municipality; Owner(s) means, with respect to a lot, the person appearing to be its owner by the last returned assessment roll as most recently revised in the absence of evidence to the contrary; Petition means the form(s) to be used by the Applicant. Forms may be changed from time to time by Municipal staff to accommodate administrative procedures; Private Road means a road that is not owned by nor under the jurisdiction of the Municipality; Road Allowance means an allowance set out in a survey; General Policies: This policy applies to: highways not previously established as a public highway. This policy does not apply to private roads or to original road allowances. Upon completion of assumption, Council will enact a By-law under s. 26 of the Municipal Act, 2001, S.O to establish the highway for public use. Council will generally entertain petitions to assume highways. Council may approve or not approve, at its sole discretion, a petition for assumption. Factors against the assumption include: (a) the Highway Road Allowance is less than 18 metres in width (b) Council has not allocated funds for highway assumption (c) a petition does not include connecting/contiguous highways Factors in favour of the assumption include: (a) the highway meets the current assumption standard (b) Council has allocated funds for highway assumption (c) the highway connects to an assumed highway (d) the petition includes connecting/contiguous highways (e) municipal infrastructure is located within the highway If Council approves a petition, the costs to bring the highway to the current Assumption Standard will be borne by the Municipality. Page 2 of 6 62

63 A petition may be deemed by the Municipality to be expired if it has been inactive for a period of one (1) year. A new petition is required to be submitted for any subsequent request. Changes to the form of Petition that are administrative in nature may be made by Municipal staff. Substantive changes, such as the number of petitioners must be approved by Council. Administrative changes could include insertion or correction of addresses or roll numbers, etc. If desired, Council may unilaterally and without the agreement of residents initiate and conclude the process of assumption. If Council approves an Application, there is no appeal of Council s decision. Petitions must contain original signatures of 66% of the Owners of lots that abut the Highway or use the Highway for access in order for it to be considered a valid petition for Councils consideration. Only one Owner s signature for each lot is permitted. The Clerk will confirm that a petition complies with this policy. Petitions submitted that do not meet the criteria of 66%, or any other criteria set out in this policy will be considered invalid and will not be processed or considered by Council. Submission Requirements: Prior to submission of a Petition a person or persons considering making a Petition must pre-consult with the Municipality to canvass possible issues which may arise. The Applicant must submit the following information to the Clerk: (a) a complete Bluewater Highway Assumption Petition; or (b) a letter from an owner, in place of completing the Petition form, containing the same information required by the petition including an original signature. Processing Procedure The municipality will receive petitions between January 1st and September 1st of each calendar year. Petitions will be considered during the budget cycle for the year following the date submitted. E.g. petitions submitted by September 1, 2013 will be considered during the 2014 budget deliberations. A maximum of three (3) petitions will be considered by Council per calendar year. Petitions will be considered based on the order in which they are received. Once three (3) valid petitions are received by the Municipality, no new petitions will be received during that calendar year. Council reserves the right to approve all or no requests for assumption based on budget deliberations. Page 3 of 6 63

64 When a Petition has been received, the Clerk will analyze it for completeness. The Petition will be circulated to staff for evaluation of the merits of the Petition. Municipal staff will send letters to citizens who may be affected by the Petition and invite expressions of potential concerns. Once comments are received, the CAO will prepare a report to Council outlining the details of the Petition and identifying a recommended course of action. As a minimum, the staff report shall include the registered road name(s), the length of road(s), a general description of the works required to improve the road(s) to the minimum tolerable assumption standard, the estimated capital cost (if any) to do so, and the estimated ongoing maintenance cost. The matter will be scheduled for consideration by Council at a budget meeting. Following review of the report prepared by the CAO, the Petition and any other material or representations that Council deems advisable Council, in its sole discretion, will decide whether the Municipality should proceed with the Petition, in whole or in part. If Council decides not to proceed with the Petition, the Applicant(s) will be notified. Any reapplication will require a new Petition. If Council decides to proceed with the Petition, Municipal staff will notify all affected residents. Actual assumption will occur within a reasonable time of Councils approval of a Petition. At the discretion of the staff of the Municipality, work to achieve the Assumption Standard may not occur during winter months. A By-law establishing the highway as a public highway will be passed and from the date of By-law passage, no person shall alter the highway without the permission of the Municipality. No person or persons has any responsibility for the condition of the highway. The Municipal Road Grant will be terminated upon approval of the Petition by Council by resolution. The Municipal Road Grant will be paid for reimbursement of allowable expenses incurred prior to the date of approval of a Petition. This policy shall supersede all former highway assumption policies. Responsibilities The Municipality of Bluewater Council and staff are responsible for adhering to this policy. Forms Highway Assumption Petition Standards Highway Assumption Cross-section Page 4 of 6 64

65 Form of Petition BLUEWATER HIGHWAY ASSUMPTION PETITION Name of Requesting Party: Contact Person: Mailing Address: Phone & Road Name(s): Publically Owned, Not Assumed? Y (attach map of road) Publically Owned, Not Assumed? Y Publically Owned, Not Assumed? Y Publically Owned, Not Assumed? Y Publically Owned, Not Assumed? Y No. of owners abutting the Highway or using the Highway for access: No. of owners signing petition: one signature for each property will be counted) (if there are multiple owners of a property, only We, the owners abutting the Highway or using the Highway for access of the above publically owned, unassumed highway(s) in the Municipality of Bluewater petition the Council of the Municipality of Bluewater under By-law No to assume said highway for maintenance purposes. We understand that any necessary work connected to assuming the road will be completed and a By-law will be passed establishing the road as a public highway. Necessary work may include road widening, tree removal, base improvements and/or surface improvements, signage installation and removal of encroachments. We understand that upon assumption of the highway by the Municipality of Bluewater, on the date of By-law passage, no further grants of money will be made to any person or association relating to reimbursement of highway maintenance costs or administration grants. Any outstanding qualifying expenditure up to the date of submission of a petition for assumption will be reimbursed in the normal process set out in the terms of the Road Grant Program. This petition will be processed in accordance with the terms of the Highways Assumption Policy. N N N N N Page 5 of 6 65

66 Petition comprised of page(s) including this page. Owners Name Property Address Owners Mailing Address Roll Number Owners Signature HIGHWAY ASSUMPTION CROSS-SECTION Page 6 of 6 66

67 PUBLIC WORKS COUNCIL REPORT Meeting Date: Dec 21, 2015 Submitted By: Jennette Walker Roads Assumption Petitions Sunset Estates RECOMMENDATION: That Council refer the assumption of Roy Street, Ann Street, Barbara Street, and Bedard Court to the 2016 Budget deliberations. BACKGROUND: A petition by the Sunset Estates Association to assume Roy Street, Ann Street, Barbara Street, and Bedard Court was received on January 2, This was the first road assumption petition received in the 2015 calendar year. Roy Street, Ann Street, Barbara Street, and Bedard Court are the registered names currently recognized by the Huron County Registry office. Roy Street, Ann Street and Barbara Street were dedicated as public highways on Plan 109 registered July 14, There are 35 lots and four blocks on the plan. Bedard Court was dedicated as public highway on Plan 115 registered December 1, There are 7 lots and three blocks on the plan. Plan Block A is a beach access and Block B is a well block, both are owned by the Municipality. Block C is the ravine and Block D is beach access both are privately owned. Plan 115 Block A is beach access and Block C is 1ft reserve owned by the Municipality. Block B is a well block that is privately owned. The number of abutting properties is 40 plus 2 adjacent farms. There are no other properties using these streets for access. The required number of signatures for the petition is 26.4 or 66%. The number of signors was 33 or 82.5%. The documents have been reviewed and found to satisfy the requirements of a complete application and have therefore been further reviewed in accordance with the assumption policy. Factors against the assumption: 1) Council has not allocated funds for highway assumption. 2) Roy Street, Ann Street, Barbara Street, and Bedard Court does not meet the minimum tolerable surface width standards of the Municipality s policy for highway assumption. 3) Barbara Street and Bedard Court require turn arounds Factors in favour of assumption: 1) The road allowance meets the standard for assumption. 2) The roads are contiguous and connect to an existing assumed highway. 3) There is an existing watermain on Roy Street, Ann Street, Barbara Street, and Bedard Court Current Setting: The length of road petitioned for assumption is 800 m of local class roads. The road surfaces are gravel and are not systematically drained but are generally suitable to support the intended use. Portions of the road allowance for Roy Street, Barbara Street, and Bedard Court are within the regulated area as established by ABCA under O.Reg. 147/06. 67

68 The capital cost to satisfy the municipality s assumption policy of upgrading to minimum tolerable standards is estimated to be $74, Work required to achieve the minimum tolerable standards for assumption include; Widening of Roy Street, Ann Street, Barbara Street, and Bedard Court to the minimum tolerable width (5.0m) Removing the several trees from the turning circle on Bedard Court. Removing some of the cedar bushes from Barbara Street to accommodate the road widening and improve sight lines. Remove and dispose of fencing on Barbara St Remove and dispose of non uniform Association signage Supply and install stop signs at Bedard/Roy, Barbara/Roy and Ann/Roy Install dead end guiderail at south end of Barbara St Install no exit sign north of Ann on Roy St Review and potentially improve culvert on Roy between Ann and Barbara Remove birdhouses, personal residential signs, garbage container and notice board from Ann St and Roy St The average annual maintenance cost per kilometer of road in Bluewater is $5, This section of road currently qualifies for an annual road grant in the amount of $2, plus an administration allowance of $ for a total of $3, A road assumption should be scheduled to take effect on May 1 st of the year. This will align with the annual road maintenance cycle; spring grading, gravelling and dust control. It will avoid making changes to winter control mid season. FINANCIAL IMPACT: Current annual road grant cost $3, Estimated capital improvements cost $74, Annual maintenance cost estimate $4, Total estimated cost for 2016 $81, Net cost increase for 2016 over 2015 $78, RELATIONSHIP TO THE STRATEGIC PLAN: The activities of the Public Works Department support the organization and delivery of public services that are important to and valued by the residents, that contribute to their quality of life and that create a distinctive character and foundation for the community. ATTACHMENTS: Road Map, Petition Form Submitted By: Jennette Walker, C.E.T., Manager of Public Works ext. 221, jwalker@municipalityofbluewater.ca Concurred: Bruce Grant, Acting CAO 68

69 Sunset Estates Legend m. This map is a user generated static output from an Internet mapping site and is for general reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. THIS MAP IS NOT TO BE USED FOR NAVIGATION. Map center: , Scale: 1:4,000 69

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72 PUBLIC WORKS COUNCIL REPORT Meeting Date: Dec 21, 2015 Submitted By: Jennette Walker Roads Assumption Petitions Ravine St RECOMMENDATION: That Council refer the assumption of Ravine Street to the 2016 Budget deliberations. BACKGROUND: A petition by the Pavillion Lakeside Residents Association to assume Ravine Street was received on August 13, This was the second road assumption petition received in the 2015 calendar year. Ravine Street is the registered name currently recognized by the Huron County Registry office. Ravine Street was dedicated as public highway on Plan 118 registered April 26, There are 40 lots and 6 blocks on the plan for this subdivision. The Association did not include Maple Court, Spruce Court and Elm Crescent in their road assumption petition, since the widths of these road allowances do not meet the Highway Assumption Policy width of 18m. Plan Blocks A & B are the ravine, Block C is for storm water management, Block C& D are 0.3m reserves and Block F is a well bock all are owned by the Municipality. The number of abutting properties road allowances in this subdivision are 40 plus 1 adjacent farm. There are no other properties using these streets for access. The required number of signatures for the petition is 26.4 or 66%. The number of signors was 28 or 70%. The documents have been reviewed and found to satisfy the requirements of a complete application and have therefore been further reviewed in accordance with the assumption policy. Factors against the assumption: 1) Council has not allocated funds for highway assumption. 2) The south end of Ravine does not meet the minimum tolerable surface width standards of the Municipality s policy for highway assumption. 3) Ravine St requires turn arounds Factors in favour of assumption: 1) The road allowance meets the standard for assumption. 2) The roads are contiguous and connect to an existing assumed highway. 3) There is an existing watermain on Ravine Street Current Setting: The length of road petitioned for assumption is 253m of local class road. The road surface is gravel and is not systematically drained but is generally suitable to support the intended use. A portion of the road allowance for Ravine St is within the regulated area as established by ABCA under O.Reg. 147/06. The capital cost to satisfy the municipality s assumption policy to minimum tolerable standards is estimated to be $9015. Work required to achieve the minimum tolerable standards for assumption include; 72

73 Widening of the south half of Ravine St to the minimum tolerable width (5.0m) Trimming/remove brush from Ravine St for about 40m on both sides of the roadway. Remove and dispose of non uniform Association signage Extend culvert on the east side of the roadway Install no exit sign The average annual maintenance cost per kilometer of road in Bluewater is $5, This section of road currently qualifies for an annual road grant in the amount of $769.12; the association receives $2, for all the road allowances plus an administration allowance of $ for a total of $2, A road assumption should be scheduled to take effect on May 1 st of the year. This will align with the annual road maintenance cycle; spring grading, gravelling and dust control. It will avoid making changes to winter control mid season. FINANCIAL IMPACT: Current annual road grant cost $2, Estimated capital improvements cost $9, Annual maintenance cost estimate $1, Total estimated cost for 2016 $13, Net cost increase for 2016 over 2015 $10, RELATIONSHIP TO THE STRATEGIC PLAN: The activities of the Public Works Department support the organization and delivery of public services that are important to and valued by the residents, that contribute to their quality of life and that create a distinctive character and foundation for the community. ATTACHMENTS: Road Map, Petition Form Submitted By: Jennette Walker, C.E.T., Manager of Public Works ext. 221, jwalker@municipalityofbluewater.ca Concurred: Bruce Grant, Acting CAO 73

74 Pavillion Lakeside Subdivision Legend m. This map is a user generated static output from an Internet mapping site and is for general reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. THIS MAP IS NOT TO BE USED FOR NAVIGATION. Map center: , Scale: 1:3,586 74