CORPORATION OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK COUNCIL AGENDA

Transcription

1 CORPORATION OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK COUNCIL AGENDA for the Meeting to be held on Wednesday, May 2, 2012 in the Council Chambers of the Township Hall, Hickson, Ontario at 10:00 a.m. 1. Call to order and opening remarks 2. Approve Agenda 3. Disclosure of Pecuniary Interest and General Nature Thereof 4. General Business: a) Confirm Minutes of Previous Meeting b) Approve April 2012 Pay Voucher c) Upper Thames River Conservation Authority April Newsletter d) County of Oxford re: Request Moratorium on Future Landfill Construction or Approvals 5. Delegations & Appointments: a) 11:15 a.m. Reconsideration of Minor Variance Application A (Verkuyl Farms Ltd.) b) 11:30 a.m. Cathy Bingham, Tourism Specialist for Oxford County Tourism Oxford Presentation 6. Reports of Municipal Officers and Committees: a) Conferences and Seminars b) County Council Update & Questions c) Staff Reports Updates & Questions d) April 2012 Building Permit Report e) Monthly Public Works/Drainage/Development Report f) Staff Report PW Utility Truck Tender g) Staff Report SW Innerkip Community Centre Accessibility Renovation Tender h) Staff Report SW Christmas Holiday Closure i) Staff Report CAO Copier Replacement j) Innerkip Community Centre Board of Management April 24, 2012 Minutes k) Tavistock & District Recreational Facilities Board March Minutes l) Tavistock & District Recreational Facilities Board Special April Meeting Minutes 7. By-laws: a) By-law # By-law to Amend Zone Change By-law # , as amended (ZN Mansoura Developments Inc) (to be circulated on late agenda) 8. Other and Unfinished Business 9. Legal & Personnel 10. Confirming By-law 11. Adjourn

2 Page 6 COUNCIL MEETING OF WEDNESDAY, APRIL 18, 2012 Page 135 The Council of the Township of East Zorra-Tavistock met in the Council Chambers of the Hickson Municipal Office, Hickson, Ontario at 7:00 p.m. on Wednesday, April 18, Members present: Mayor Don MCKAY, Deputy Mayor Maureen RALPH and Councillors Linda FULTON, Clive LAWRY, Don LAZENBY, Don MACDONALD and Jeremy SMITH. Staff present: C.A.O. Jeff Carswell, Clerk Brenda Junker, CBO John Scherer and Director of Public Works & Development Dennis O Neil. Approve Agenda 1. Moved by Maureen RALPH Seconded by Don LAZENBY Resolved that Council approve the agenda for the April 18, 2012 meeting as printed and circulated and further that the following be added to the agenda for this meeting: Hegde Comments re Mansoura Developments Inc UTRCA Comments re Verkuyl Farms Ltd Minor Variance Application CARRIED. PECUNIARY INTERESTS: Mayor Don MCKAY and Councillor Don MACDONALD declared their interest in Item 5.b Confirm Minutes 2. Moved by Clive LAWRY Seconded by Jeremy SMITH Resolved that Council confirm the minutes of the April 4, 2012 meeting as printed and circulated. CARRIED. Correspondence & Reports No Resolutions Grand River Conservation Authority April Minutes Tavistock & District Historical Society Spring Newsletter Hickson Recreation Committee March 2012 Minutes Correspondence & Reports Resolutions Following County Council The Mayor informed Council of recent County Council meetings and various related issues. Staff Report SW Martin Mills Ltd. Office Rental Rate Increase Increase Rental Rate Martin Mills Ltd 3. Moved by Linda FULTON Seconded by Don LAZENBY Resolved that Council approve a 2.5% increase to the rental rate for Martin Mills Ltd use of office space at the former Tavistock PUC Building, bringing the monthly rental rate to $ plus applicable taxes, effective June 1, CARRIED.

3 Page 7 COUNCIL MEETING OF WEDNESDAY, APRIL 18, 2012 CONTINUED Page 136 Staff Report #CAO LED Streetlights Convert Decorative Street Lights to LED 4. Moved by Clive LAWRY Seconded by Don MACDONALD Resolved that Council authorize staff to engage CRU Solutions, a subsidiary of ERTH Corporation to proceed with conversion of all Coach Light and Top Hat style streetlights in the township to LED streetlights. CARRIED. Public Meeting 5. Moved by Don LAZENBY Seconded by Maureen RALPH Resolved that Council does now adjourn to a Public Meeting in accordance with the provisions of the Planning Act at 7:15 p.m. CARRIED. Public Meeting for Mansoura Developments Applications PUBLIC MEETING MANSOURA DEVELOPMENT INC OFFICIAL PLAN AMENDMENT APPLICATION OP ; SUBDIVISION APPLICATION SB & ZONE CHANGE APPLICATION #ZN , Part LotS 21 & 22, Concession 8 (South Easthope), Pt Lot 64, Plan 307, Pt Block A, Plan M70(East Zorra) Andrea Zietsma-Hächler from the County of Oxford Planning was present to comment on her report # on applications for Official Plan amendment, draft approval of a plan of subdivision and zone change on lands owned by Mansoura Development Inc in the northwest corner of the Village of Tavistock. Many surrounding property owners attended the meeting, as well as Greg Hanlon, a representative for Saputo Dairy Products. Scott Patterson, Planner, and Glenn Anderson, Project Engineer for the applicants were present. Concerns/questions posed by J. Donald McKay, John Martin, Janet Churchward, Jeremy Bartlett, Ken Reibling, Robert Elliott and Beth Kaufman were answered by the planner, township staff and the representatives of the applicant. Correspondence voicing concerns from Mrs. Janet Hegde was circulated prior to the meeting. Council Reconvene 6. Moved by Maureen RALPH Seconded by Clive LAWRY Resolved that the Public Meeting does now adjourn and Council reconvenes at 8:35 p.m. CARRIED.

4 Page 8 COUNCIL MEETING OF WEDNESDAY, APRIL 18, 2012 CONTINUED Page 137 Support Application for OP Amendment Support Application for Approval of Draft Plan of Subdivsion Approve Zone Change Application, in principle Public Hearing for Minor Variance Application A of Verkuyl Farms Ltd 7. Moved by Clive LAWRY Seconded by Jeremy SMITH Resolved that Council supports the application to amend the Official Plan submitted by Mansoura Development Inc., to redesignate the subject lands to Low Density Residential and Open Space to facilitate the development of the lands for residential purposes and to designate the lands as part of the Serviced Village, as the proposed amendment maintains the general intent and purpose of the Official Plan as it pertains to residential development in the Village of Tavistock and is consistent with the Provincial Policy Statement. CARRIED. 8. Moved by Don MACDONALD Seconded by Don LAZENBY Resolved that Council supports the application by Mansoura Development Inc. for approval of a draft plan of subdivision, prepared by Guenther Rueb Surveying Limited, (dated April 9, 2010), as amended, comprising Part Lots 21 & 22, Concession 8 (South Easthope) and Part Lot 64, North of Hope Street and West of William Street, Plan 307, Part of Block A, Plan M-70, now in the Township of East Zorra-Tavistock, subject to the conditions set out in Planning Report # being met prior to final approval and plan registration. CARRIED. 9. Moved by Maureen RALPH Seconded by Linda FULTON Resolved that Council approve, in principle, Zone Change Application #ZN of Mansoura Developments Inc whereby lands comprising Part Lots 21 & 22, Concession 8 (South Easthope) and Part Lot 64, Plan 307, Part of Block A, Plan M-70, East Zorra-Tavistock are rezoned from Limited Agricultural (A1), Institutional (I) and Development (D) to Residential Type 1 Zone (R1) and Open Space Zone (OS) to facilitate the development of a proposed plan of subdivision. CARRIED. PUBLIC HEARING - MINOR VARIANCE APPLICATION #A of Verkuyl Farms Ltd, E Pt Lot 22, Con 14 (East Zorra) At 8:50 p.m. Council, constituted as Committee of Adjustment, considered Minor Variance Application #A of Verkuyl Farms Ltd. Planner Andrea Zietsma-Hächler presented her Planning Report # Applicants Mark and Ken Verkuyl were present and spoke to their application. Neighbouring property owner Wayne Wright was also present. Comments received from UTRCA were circulated for information. Councillor MACDONALD and Mayor MCKAY left the table for this discussion.

5 Page 9 COUNCIL MEETING OF WEDNESDAY, APRIL 18, 2012 CONTINUED Page 138 Defer Decision 10. Moved by Don LAZENBY Seconded by Jeremy SMITH Resolved that Council, constituted as Committee of Adjustment, defers Minor Variance Application #A of Verkuyl Farms Ltd, E Pt Lot 22, Conc 14 (East Zorra) an opportunity to investigate alternative locations for the barn which would be in compliance with the required MDS II setback provisions or require a less significant variance, and that would satisfy the insurance company requirements. CARRIED. Mayor MCKAY and Councillor MACDONALD returned to the table Senior of the Year Award Nomination Senior of the Year Award Nomination Committee of the Whole, in Camera 11. Moved by Maureen RALPH Seconded by Clive LAWRY Resolved that Council concur with the nomination for the 2012 Senior of the Year Award. CARRIED. 12. Moved by Maureen RALPH Seconded by Clive LAWRY Resolved that Council does now adjourn to Committee of the Whole, in camera, at 9:06 p.m. to consider a matter pertaining to: a proposed or pending acquisition or disposition of land by the municipality or local board. CARRIED. Council Reconvenes 13. Moved by Linda FULTON Seconded by Don MACDONALD Resolved that the Committee of the Whole does now rise and Council reconvenes at 9:16 p.m. CARRIED. Adopt Recommendations 14. Moved by Don MACDONALD Seconded by Jeremy SMITH Resolved that Council adopt the recommendations in Staff Report #CAO dated April 11, 2012 regarding the Water Tower/PW Shed Property. CARRIED. Confirming By-law 15. Moved by Don MACDONALD Seconded by Clive LAWRY Resolved that by-law # being a by-law to confirm the proceedings of Council held Wednesday, April 18, 2012 be read a first, second and third time this 18th day of April, 2012 and further that the Mayor and Clerk are hereby authorized to sign the same and affix the corporate seal thereto. CARRIED.

6 Page 10 COUNCIL MEETING OF WEDNESDAY, APRIL 18, 2012 CONTINUED Page 139 Adjourn 16. Moved by Maureen RALPH Seconded by Don LAZENBY Resolved that Council does now adjourn at 9:18 p.m. CARRIED. Brenda Junker, Clerk Don McKay, Mayor

7 Page 11 TOWNSHIP OF EAST ZORRA-TAVISTOCK #4.b APRIL ACCOUNT SUMMARY APRIL TOWNSHIP ACCOUNTS PAID: $343, LESS: Approved by others Innerkip Community Centre Board of Management $2, Hickson Recreation Committee $1, Innerkip Recreation Committee $6, Tavistock & District Recreation Facilities Board $60, PLUS: April Payroll $57, TOTAL ACCOUNTS FOR APPROVAL BY COUNCIL $329, ON MAY 2, 2012 BRENDA JUNKER, CLERK DON MCKAY, MAYOR

8 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 1 Page 12 CHEQUE DISTRIBUTION REPORT Ranges: From: To: Vendor ID: First Last Vendor Name: First Last Cheque Date: Chequebook ID: TWP TWP Cheque Number: First Last Sorted By: Cheque Number istribution Types Included: AVAIL, TAKEN, FNCHG, PURCH, TRADE, MISC, FREIGHT, WRITE, OTHER Cheque Number Cheque Date Name Vendor Description Cheque Amount und 11 Township General Fund 000 General 121 al Expenditures Vacancy Rebate $ Total for 000 $ Council 111 Council & Committee Meetings Assoc Municipalities of Ont 2012 AMO Conference x 4 $ 2, Assoc Municipalities of Ont AMO What Lies Ahead 2012/JS $ Assoc Municipalities of Ont Leading with Sustainability/JS $ CASH Petty Cash - Apr 11/12 $ Mike's valu-mart March 2012 Council Lunch $ CASH Petty Cash Apr 25/12 $ Total for 111 $ 2, Administration Staff 121 al Expenditures Homewood Human Solutions Can E&F Assistance Benefit 2012 $ Total for 123 $

9 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 2 CHEQUE DISTRIBUTION Page 13 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount 181 Township Office Hickson 121 al Expenditures Sparkle Products & Services General Office Cleaning-Mar 12 $ Reliance Home Comfort Wtr Heater Rental Mar-May 2012 $ Carter-Grant Mechanical Systems Replaced Igition Control $ Hydro One Networks Inc March 2012 Hydro (hck) $ Union Gas March 2012 Union Gas(Hck/Kip) $ Total for 181 $ 1, Former PUC Office 121 al Expenditures Erie Thames Power March 2012 Hyd/Wtr/Swr Final $ Erie Thames Power March 2012 Hyd/Wtr/Swr Final $ Erie Thames Power March 2012 Hyd/Wtr/Swr Final $ al Capital D & D Electric Ltd. Service Entrance Relocate $ 2, Total for 183 $ 2, General Administration 121 al Expenditures Blowes Stationery Office Supplies $ Integrated Digital Solutions Copier Usage - March 2012 $ Sun Media Corporation 2012 Budget/User Fee Ad $ Municipal World Inc. Flags $ The Tavistock Gazette 1yr Subscription 2012 $ Blowes Stationery Office Supplies/.Storage Stand $

10 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 3 CHEQUE DISTRIBUTION Page 14 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Pitney Works Postae Meter Refill $ Total for 191 $ 1, Hickson Fire 121 al Expenditures MTS Allstream Inc March 2012 Long Distance $ Bell March 2012 Telephones $ Steven Townsend Red Cross 1st Aid Instructor $ Corp. of City of Woodstock April 2012 Dispatch Service $ Execulink Telecom April 2012 Internet $ Hydro One Networks Inc March 2012 Hydro (hck) $ Jardine Lloyd Thompson Canada On Duty Insurance - VFF 2012 $ 1, Jardine Lloyd Thompson Canada On Duty Insurance - VFF 2012 $ Purolator Inc. Courier - PPE Maintenance $ Rogers Wireless March 2012 Fire Cellphones $ Spectrum Communications Pager Charges $ Union Gas March 2012 Union Gas(Hck/Kip) $ The Aylmer Express Ltd. Printing-OFC FF Curriculums $ Treasurer,County of Oxford Medical Bags $ Util-Equip Manufacturing Inc Annual Ladder Testing $ Workplace Safety & Insurance Br April 2012 WSIB Payable $ Hickson 2001 Ford Sterling Pmp Core Fuels Ltd. March 2012 Fuel $ Kaufmann Service & Supply Rubber Latch $ Hickson 06 Rescue Van Core Fuels Ltd. March 2012 Fuel $ Kaufmann Service & Supply Electrical Repairs $

11 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 4 CHEQUE DISTRIBUTION Page 15 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Total for 211 $ 4, Innerkip Fire 121 al Expenditures MTS Allstream Inc March 2012 Long Distance $ Bell March 2012 Telephones $ Hydro One Networks Inc March 2012 Hydro/Kip $ A.J. Stone Company Ltd. Air Bag Hose & Pelief Valve $ Corp. of City of Woodstock April 2012 Dispatch Service $ Corner Farm Market Ltd. Fuel & Safety Salt $ Execulink Telecom April 2012 Internet $ Jardine Lloyd Thompson Canada On Duty Insurance - VFF 2012 $ 1, Jardine Lloyd Thompson Canada On Duty Insurance - VFF 2012 $ Ministry of Finance Senior Officers Seminar $ Rogers Wireless March 2012 Fire Cellphones $ Reliance Home Comfort March-May 2012 Water Heater $ Union Gas March 2012 Union Gas(Hck/Kip) $ The Aylmer Express Ltd. Printing-OFC FF Curriculums $ Asphodel Fire Trucks Ltd. SCBA Restraint Strap $ Treasurer,County of Oxford Medical Bags $ Darch Fire Replacement Roof Ladder $ Dave Robertson IMS Training-D. Roberston-Km $ Matt Gillespie JTAG Recruit Training-Mileage $ Nick Dorkin JTAG Instructor Mileage $ Nick Dorkin JTAG Instructor Mileage $ Tom Blake JTAG Recruit Training-Mileage $ Township of Norwich IMS Course-D. Robertson $ Util-Equip Manufacturing Inc Annual Ladder Testing $

12 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 5 CHEQUE DISTRIBUTION Page 16 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Workplace Safety & Insurance Br April 2012 WSIB Payable $ Innerkip F/Liner Pumper Corner Farm Market Ltd. Fuel & Safety Salt $ Foris Signs Inc. Reflective Chevrons $ Innerkip-1994 International Corner Farm Market Ltd. Fuel & Safety Salt $ Foris Signs Inc. Reflective Chevrons $ Innerkip-1999 Ford Rescue Van Corner Farm Market Ltd. Fuel & Safety Salt $ Foris Signs Inc. Reflective Chevrons $ Total for 222 $ 7, Tavistock Fire 121 al Expenditures Maurice Sauder Shelving $ Maurice Sauder Shelving $ MTS Allstream Inc March 2012 Long Distance $ Bell March 2012 Telephones $ Bill Schumm JTAG Instructor Mileage $ Corp. of City of Woodstock April 2012 Dispatch Service $ Execulink Telecom April 2012 Internet $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Fireservice Management Lt., Bunker Gear Repair/Cleaning $ Jardine Lloyd Thompson Canada On Duty Insurance - VFF 2012 $ 1,415.34

13 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 6 CHEQUE DISTRIBUTION Page 17 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Jardine Lloyd Thompson Canada On Duty Insurance - VFF 2012 $ Oxford Carriage Doors Garage Door Opener/Truck Wash $ Oxford Carriage Doors Garage Door Opener/Truck Wash $ Rogers Wireless March 2012 Fire Cellphones $ Zehr Home Hardware Station Supplies $ The Aylmer Express Ltd. Printing-OFC FF Curriculums $ Treasurer,County of Oxford Medical Bags $ Fireservice Management Lt., PPE Maintenance/Cleaning $ Mark Wettlaufer Electrical Repair TFH $ Perth Communications Pager Repair $ Util-Equip Manufacturing Inc Annual Ladder Testing $ Workplace Safety & Insurance Br April 2012 WSIB Payable $ al Capital A.J. Stone Company Ltd. Auto Safety Tools $ Tavistock-1998 Pumper Jutzi Petroleum Inc. Fuel $ Total for 233 $ 6, Township Fire 121 al Expenditures A.J. Stone Company Ltd. Calibration Gas-Air Monitors $ Blowes Stationery Office Supplies $ Bella Floral Designs & Decor Bouquet 42 Yrs Service-Kropf $ Homewood Human Solutions Can E&F Assistance Benefit 2012 $ Oxford Golf & Country Club 20 Yr Award Banquet $ 1, Blowes Stationery Office Supplies/.Storage Stand $ 57.99

14 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 7 CHEQUE DISTRIBUTION Page 18 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Total for 244 $ 2, Community Emergency Man. 121 al Expenditures Bell March 2012 Telephones $ Buzzy's Bakery & Catering Lunch for Table Top Exercise $ Candy Lightfoot Answering Phone - Apr 17th $ Homewood Human Solutions Can E&F Assistance Benefit 2012 $ CASH Petty Cash Apr 25/12 $ Total for 246 $ Township Policing 121 al Expenditures Ministry of Finance March 2012 OPP Pmt $ 97, Sparkle Products & Services OPP Office Cleaning-March 12 $ Total for 253 $ 97, Building and Structural Insp. 121 al Expenditures Blowes Stationery Office Supplies $ Homewood Human Solutions Can E&F Assistance Benefit 2012 $ Total for 271 $ Animal Control 121 al Expenditures Hillside Kennels Animal Control - March 2012 $

15 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 8 CHEQUE DISTRIBUTION Page 19 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Ketchum Manufacturing Inc Dog tags $ Total for 281 $ Roads&PW - Overhead 121 al Expenditures Blowes Stationery Office Supplies $ Bell March 2012 Telephones $ Bell March 2012 Telephones $ CASH Petty Cash - Apr 11/12 $ Kaufmann Service & Supply Safety Glasses $ Homewood Human Solutions Can E&F Assistance Benefit 2012 $ Volvo 730B Grader Strongco Headlamp $ Volvo Dump Truck J.R.W. Custom Welding Welding dump truck box $ Total for 311 $ Roads&PW - Facilities 121 al Expenditures Reliance Home Comfort Wtr Heater Rental Mar-May 2012 $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Hydro One Networks Inc March 2012 Hydro (hck) $ Spectrum Communications May 2012 Maintenance $ Union Gas March 2012 Union Gas(Hck/Kip) $

16 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 9 CHEQUE DISTRIBUTION Page 20 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Zehr Home Hardware Wheelbarrow $ Total for 312 $ 1, Roads&PW - Road Maintenance 342 RM-Tree Planting & Removal John & Helen Conway Grinding out Stumps $ 4, Tabor Bros. & Sons Ltd. Tree Removal $ 21, RM-Debri Pick-up BFI Canada Garbage Services - March 2012 $ RM-Catchbasin Repairs/Cleaning Just Pipe & Fitting Inc. Sump Grate $ Total for 313 $ 26, Roads&PW - Winter Maintenance 418 Snow Removal - Sidewalks Riehl's Home Maintenance Snow Removal - Mar 2012 $ Total for 314 $ Roads&PW - Const. Projects 441 Jacob St Shave/Pave K. Smart Associates Ltd. Jacob St Preliminary POW etc $ 1, Tavistock NW SWMF Armtec Limited Partnership Culverts $ 2, M Con Pipe & Products Inc Catch basin $ th Line Hardtop

17 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 10 CHEQUE DISTRIBUTION Page 21 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Tabor Bros. & Sons Ltd. Trimming/Removal of Trees-18th $ 1, Total for 315 $ 5, Streetlighting 121 al Expenditures Erie Thames Power March 2012 St Lgt Pwr $ 3, ERTH Holdings Inc. Streetlight Repair March 2012 $ ERTH Holdings Inc. Streetlight Repair March 2012 $ ERTH Holdings Inc. Streetlight Repair March 2012 $ ERTH Holdings Inc. Streetlight Repair March 2012 $ Total for 371 $ 4, Hickson Park 121 al Expenditures Bell March 2012 Telephones $ Hydro One Networks Inc March 2012 Hydro (hck) $ Total for 751 $ Innerkip Park 121 al Expenditures Corner Farm Market Ltd. Fence Repair re: tree Damage $ Corner Farm Market Ltd. Misc. Supplies $ Spicer's Additional Players Benches $ Bell March 2012 Telephones $ Hydro One Networks Inc March 2012 Hydro/Kip $ Sherry Matheson Bug Spray/Sunblock $ 16.98

18 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 11 CHEQUE DISTRIBUTION Page 22 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount 430 al Capital Oxford Sand & Gravel Ltd. Sand & Gravel re Park SewerCon $ TSC Stores Ltd. Pipe etc for Park Sewer H/U $ Oxford Sand & Gravel Ltd. Screened Sand $ Oxford Sand & Gravel Ltd. Screened Sand $ Oxford Sand & Gravel Ltd. Granular A $ Raedon Excavating Ltd. Test Holes/Sanitary /WaterMain $ 3, Total Equipment Rentals Electric Breaker/Plate Rental $ Thornton Sand & Gravel (1995) L Sand-Innerkip Park Sewer $ Watts Sanitation Septic Tank Pump Out-Kip Pk $ Total for 752 $ 5, Tavistock Park 121 al Expenditures Ken Wettlaufer Management Fees Mar 16-31/12 $ 1, Erie Thames Power October 2011 Hyd/Wtr/Swr $ Erie Thames Power October 2011 Hyd/Wtr/Swr $ Erie Thames Power October 2011 Hyd/Wtr/Swr $ Ken Wettlaufer Management Fees April 1-15/12 $ Ken Wettlaufer Management Fees April 1-15/12 $ al Capital The Tavistock Gazette P2 - Forms, Letterhead $ The Tavistock Gazette P2 - Forms, Envelopes $ 2, MTE Consultants Inc PI-Engineering $ 12, Total for 753 $ 18, Tav Memorial Hall (3 Adam)

19 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 12 CHEQUE DISTRIBUTION Page 23 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount 121 al Expenditures Ideal Supply Exit Lights $ Ken Wettlaufer Management Fees Mar 16-31/12 $ 1, Ken Wettlaufer Petty Cash - As At Apr 5/12 $ Bell March 2012 Telephones $ BFI Canada Inc Garbage Services - March 2012 $ Erie Thames Power Feb 2012 Hydro $ Easy Way Cleaning Supplies $ Stratford Glass & Lock Service Keys for Dumpster Locks $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Erie Thames Power March 2012 Hydro/Water/Sewer $ Ken Wettlaufer Management Fees April 1-15/12 $ 1, Municipal World Inc. Flags $ Reliance Home Comfort March-May 2012 Water Heater $ Total for 755 $ 3, Bender Subd Passive Park 121 al Expenditures Ken Wettlaufer Management Fees April 1-15/12 $ Ken Wettlaufer Management Fees April 1-15/12 $ Total for 756 $ Innerkip Community Centre 121 al Expenditures

20 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 13 CHEQUE DISTRIBUTION Page 24 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount David & Cheryl Sutherland General Hall Cleaning Mar 2012 $ Bell March 2012 Telephones $ BFI Canada Garbage Services - March 2012 $ Hydro One Networks Inc March 2012 Hydro/Kip $ 1, Reliance Home Comfort Water Heater Rental Jan-Mar 12 $ Barbara Kelso March 2012 Management Fees $ Barbara Kelso Air Freshners $ Barbara Kelso March 2012 Mileage $ Treasurer,County of Oxford ICC March 2012 Water Charge $ al Capital The Tavistock Gazette ICC Acc. Renovations Ad $ Ayr News Limited Tender Ad ICC $ Sun Media Corporation Tender Ad ICC $ Total for 761 $ 2, Hickson Recreation Committee 713 Minor Ball Program North Waterloo Softball League League Entry Fee - Bantam Boys $ Registration Refund Peewee $ Registration Refund-Lassie $ Registration Refund-Lassie $ Registration Refund Lassie $ Registration Refund Peewee G $ Registration Refund Peewee $ South Oxford Softball League Village Bond $ South Oxford Softball League League Entry Fee (5) Hickson $ South Oxford Softball League 2012 Accident/Liability Ins H $

21 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 14 CHEQUE DISTRIBUTION Page 25 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Total for 762 $ 1, Innerkip Recreation Committee 711 Administration Rogers Wireless IRC Internet Bill 2011 $ Superior Propane 2011 Propane $ Concession PCO Services Inc. Fly Control $ Minor Ball Program Sun Media Corporation Minor Ball '12 RegistrationAds $ Total for 763 $ TDRC - Arena (1 Adam) 121 al Expenditures Ideal Supply Switch Cover $ Ideal Supply Panel Light, Outlet Covers $ Ideal Supply Panel Light, Outlet Covers $ Ken Wettlaufer Management Fees Mar 16-31/12 $ 10, Ken Wettlaufer Management Fees Mar 16-31/12 $ Ken Wettlaufer Management Fees Mar 16-31/12 $ Ken Wettlaufer Petty Cash - As At Apr 5/12 $ Ken Wettlaufer Petty Cash - As At Apr 5/12 $ Ken Wettlaufer Petty Cash - As At Apr 5/12 $ Ken Wettlaufer Petty Cash - As At Apr 5/12 $ Ken Wettlaufer Petty Cash - As At Apr 5/12 $ Zehr Home Hardware Ladder and connectors $ 5.78

22 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 15 CHEQUE DISTRIBUTION Page 26 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Zehr Home Hardware Propane Cylinder $ Zehr Home Hardware Propane Cylinder $ Art and Function Design "Do Not Open" Decals $ MTS Allstream Inc March 2012 Long Distance $ Bell March 2012 Telephones $ BFI Canada Inc Garbage Services - March 2012 $ Craig's Garage (Medina) Ltd. Blown Head Gasket $ Easy Way Cleaning/Paper Products $ Easy Way Cleaning/Paper Products $ Stratford Glass & Lock Service Keys for Dumpster Locks $ Schultz Plumbing & Heating Room #6 Leak, Outside Taps $ 1, Yantzi's Feed & Seed Ltd. Softner Salt - discount taken $ Aquarian Chemicals Inc Sulfuric Acid $ Bell April 2012 Internet $ Buchanan & Hall HRV Fan Motor $ Erie Thames Power March 2012 Hydro/Water/Sewer $ 8, Erie Thames Power March 2012 Hydro/Water/Sewer $ Erie Thames Power March 2012 Hydro/Water/Sewer $ 1, Ken Wettlaufer Management Fees April 1-15/12 $ 8, Zehr Home Hardware Facial Tissue $ Blackcreek Technologies Wireless repairs $ Total for 781 $ 33, TDRC - Concession Booth 121 al Expenditures Bedell's (London) Food Service D Booth Items for Resale $ Bedell's (London) Food Service D Booth Items for Resale $ Coca-Cola Bottling Drinks for Resale $

23 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 16 CHEQUE DISTRIBUTION Page 27 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Coca-Cola Bottling Drinks for Resale $ Courtney's Wholesale Conf.Ltd. Booth Items for Resale $ Courtney's Wholesale Conf.Ltd. Booth Items for Resale $ PK Snacks Booth Items for Resale $ PK Snacks Booth Items for Resale $ Zehr Home Hardware Ladder and connectors $ Zehr Home Hardware Heat Lamps $ Bedell's (London) Food Service D Booth Items for Resale $ Bedell's (London) Food Service D Booth Items for Resale $ Courtney's Wholesale Conf.Ltd. Booth Items for Resale $ Courtney's Wholesale Conf.Ltd. Booth Items for Resale $ Mike's valu-mart Hot Dog Buns $ Zehr Home Hardware Ball Valve $ Zehr Home Hardware Snow Brush, Duct Tape $ Courtney's Wholesale Conf.Ltd. Booth Supplies $ Courtney's Wholesale Conf.Ltd. Booth Supplies $ Total for 782 $ 3, TDRC - Vending Machines 121 al Expenditures Coca-Cola Bottling Drinks for Resale $ Coca-Cola Bottling Drinks for Resale $ Total for 783 $ TDRC - Ice Resurfacer 121 al Expenditures Nella Cutlery (Hamilton) Inc. Blade Sharpening $ 40.00

24 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 17 CHEQUE DISTRIBUTION Page 28 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Nella Cutlery (Hamilton) Inc. Skate Sharpening $ Compression Technology Corpor Service Natural Gas Compressor $ Total for 786 $ TDRC - Capital 430 al Capital Ken Wettlaufer Management Fees April 1-15/12 $ Total for 787 $ Planning & Zoning Admin 121 al Expenditures Treasurer, County of Oxford 1st Qrt 2012 Disbursments/Etc. $ Refund ZCA 60% $ Total for 811 $ Accounts Receivable 906 Other A/R CASH FF Driver Training - DriveTest $ Jardine Lloyd Thompson Canada On Duty Insurance - VFF 2012 $ Jardine Lloyd Thompson Canada On Duty Insurance - VFF 2012 $ Ramseyer Enterprises Seeding-Innerkip Park Trail $ 3, Total for 902 $ 4, Other Assets 910 Other Assets MacKay Fuels (Woodstock) Ltd. March 2012 Fuel $ 1,873.08

25 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 18 CHEQUE DISTRIBUTION Page 29 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount MacKay Fuels (Woodstock) Ltd. March 2012 Fuel $ 1, MacKay Fuels (Woodstock) Ltd. March 2012 Fuel $ 1, Total for 910 $ 4, Municipal Debt Burden - Drains 911 Municipal Debt Burden - Drains Tabor Bros. & Sons Ltd. Clearing Trees at Timms Creek $ 5, VanBree Drainage & Bulldozing Lawson & McIntosh Dr Items $ VanBree Drainage & Bulldozing Lawson & McIntosh Dr Items $ VanBree Drainage & Bulldozing Connections $ Total for 911 $ 6, Accounts Payable & Accrued Lia 933 A/P to Provincial Government Ministry of Finance Year End Reconciliation $ 11, Other A/P BDO Canada LLP Interim Billing Audit $ 11, Payroll Payable CASH Petty Cash - Apr 11/12 $ Receiver General for Canada Regular Deductions April 6/12 $ 6, Receiver General for Canada Regular Deductions April 6/12 $ 3, Receiver General for Canada Regular Deductions April 6/12 $ Receiver General for Canada Regular Deductions April 6/12 $ 1, Sun Life April 2012 Benefits $ 5, Cdn Union of Public Employees Union Dues April 2012 $ O.M.E.R.S. April 2012 OMERS Pmt $ 13,012.98

26 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 19 CHEQUE DISTRIBUTION Page 30 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Receiver General for Canada Regular Deductions April 20/12 $ 6, Receiver General for Canada Regular Deductions April 20/12 $ 3, Receiver General for Canada Regular Deductions April 20/12 $ Receiver General for Canada Regular Deductions April 20/12 $ 1, Standard Life April 2012 RRSP $ CASH Petty Cash Apr 25/12 $ Minister of Finance April 2012 EHT payable $ 1, Workplace Safety & Insurance Br April 2012 WSIB Payable $ 1, Total for 932 $ 68, Security Deposits 930 Building Deposits Bldr Dep Returned (Bld Reno) $ Bldr Deposit Returned $ Security Deposits Ramp Bldr Deposit Returned $ 2, House Removal Dep Returned $ 10, K. Smart Associates Ltd. Engineering $ K. Smart Associates Ltd. Storm Water Review $ 4, Total for 938 $ 18, Fixed/Variable Distributions 950 Fixed/Variable Distribution MTS Allstream Inc March 2012 Long Distance $ Bell March 2012 Telephones $ Bell Mobility March 2012 Cellphones $

27 Date: User ID: :05:37 A BRENDA Township Of East Zorra-Tavistock Page: 20 CHEQUE DISTRIBUTION Page 31 REPORT Cheque Cheque Vendor Description Cheque Number Date Name Amount Total for 950 $ Total for Fund 11 $ 343,292.18

28 Page 32 FYI April 2012 We re Ready! The UTRCA s Flood Contingency Plan was exercised in late March, as more than 20 staff practiced their potential roles London s Emergency Operations & Training Centre in Byron. levels of staff. of core staff dedicated to monitoring watershed conditions using perform various roles as needed. These additional tasks include, but are not limited to: locations and taking photographs, Each staff member in the authority potentially may play a role In the scenario played out during the exercise, a severe summer rain event of similar magnitude to July 2000 was simulated in the upper reaches of the North Thames River subwatershed, and progressed over the next day towards the City of London. Staff were decisions, and choices leading up to their involvement, as more assessed. The training was accompanied with much discussion of staff s current responsibilities within their roles, how well they understood them, and what additional training they felt would make them more comfortable when they are asked to perform their respective duties. Staff were pleased with the event, and came out of the exercise with a much better understanding of how the UTRCA The City of London s Emergency Operations & Training Centre was an excellent venue for the UTRCA`s Flood Contingency Plan workshop. 1

29 Page 33 As with any exercise, training greatly increases the likelihood of success when the real event happens, and these exercises will readiness status at the best level it can be. Contact: Mark Helsten, Senior Water Resources Engineer A hike on the Fanshawe Lake Trail is one of the activities that Fanshawe CA can participate in this summer. Participants at the Stoneridge Inn workshop respond by a show of hands to the question, How many of you plan to plant trees this spring? Landowner Workshops Huge Success Over two consecutive nights, 110 landowners attended this year s Tree Planting Workshops. Fifty landowners attended a workshop at the Mitchell Golf and Country Club on March 13, and 60 landowners attended a workshop at the Stoneridge Inn, The workshops educate landowners on current tree issues and encourage them to take advantage of grants to plant trees. It is hoped that in future years some of these landowners will participate in Conservation Authority tree planting programs. Network, Kettle Creek Conservation Authority, St. Clair Region Conservation Authority, Lower Thames Valley Conservation Authority and Upper Thames River Conservation Authority. Presentations on climate change and its potential impact on trees, Conservation Authority tree planting programs and County Tree Preservation Bylaws entertained the audience. Based on the Stay tuned for the location of next year s workshops. Contact: John Enright, Forester Fanshawe Outdoor Adventure Days With the hiring process now complete for seasonal staff, our attention is now turned to the orientation days and staff training in mid April, before the campground opens for the season on Friday, April 20. The management team at Fanshawe CA has decided to try something new this year as a way to provide ongoing staff training, and at the same time to have fun and promote team building among staff members. This idea stemmed from a recognition that we have staff working for us in various areas such as customer service, security and maintenance, but they were sometimes limited in their experiences with what Fanshawe CA has to offer. Throughout the 2012 operating season, different members of the management team will host a day where staff can sign up for particular activities. Some of the activities that staff will experience include a guided tour of Fanshawe Reservoir from the patrol boat, overnight camping in the campground, paddling on Fanshawe Reservoir, and a scenic hike along the Lake Trail. As a way to learn about our sister CAs, staff can also sign up for a tour of Wildwood and Pittock. Our hope with these inaugural Fanshawe Outdoor Adventure Days is that staff will indeed have fun, gel as a team, and ultimately improve our customer service through personal experience. If all goes well this year, our plan is to expand the adventure days in 2013 with more options. Contact: Steve Musclow, Superintendent, Fanshawe CA Conservation Ontario - Promoting Conservation Areas! Conservation Ontario (CO) is working hard to promote the province s Conservation Areas (CAs) with some exciting new changes. CO operates and maintains a website that provides information about CAs all across Ontario. This site is a great gateway for potential users to learn about each CA and also directs them to individual web sites. The current site has been active since 2007 and will be receiving an upgrade to the software as well as to the information. More pictures, better directions and links to social media will now be included on the site. CO is also a great way for Conservation Areas to promote our events. Through the search site and Conservation Ontario s Facebook and Twitter pages, the public can learn about CA events and all the recreation opportunities available to them at CAs. are circulated widely and through their social media pages. These Contact: Craig Machan, Superintendent, Wildwood CA 2

30 Page 34 and tree planting). Many community partners have contributed this year to make Green Week a more extensive program. Contact: Vanni Azzano, Community Education Specialist, or Maranda MacKean, Community Education Technician, Wildwood CA Joanna John, Community Education Specialist, leads students through the story of Splish and Splash. Splish & Splash go to School! During March and the early part of April, Community Education staff delivered the River Safety program to 1,853 Grade 2 students from 53 schools in the Upper Thames River watershed. This staying away from all types of waterways. Students listen to the story of Splish and Splash, two water droplets, who describe their encounter on the way. Following the story, students participate in safe around water. Another highlight for the children is Splish and way the dangers of playing around waterways. The River Safety program is made possible through the generous support of the following sponsors: Optimist Clubs in Arva District, Mitchell, North Dorchester, North London, Oakridge Acres, Lions Club; Ingersoll Community Foundation; Kinsmen Club of Greater London; Kiwanis Club of Ingersoll; Mitchell Kinettes; Rotary Club of Stratford; Thamesford Lions Club; Union Gas. Contact: Pat McLean, Community Education Technician, Fanshawe CA Stratford Green Week 2012 The UTRCA has been a member of the Stratford Civic Beautification and Environmental Awareness Committee (CBEAC) since its inception in CBEAC is a group of volunteers who are dedicated to maintaining and improving the with CBEAC and the City of Stratford, staff have been involved in planning and implementing yearly Green Week and Earth Day activities. This year, the Green Week Program starts on April 21 and runs until April 28. The program includes events such as the Thames River Clean Up, community tree planting, evening environmental Student registration if full for the Oxford Children`s Water Festival. Children s Water Festival coming soon! Over 3,600 students from across Oxford, Elgin, and Middlesex counties are registered for this year s Water Festival! The Oxford Children s Water Festival is back at Pittock Conservation Area For more information or to get involved, contact Linda Smith, Festival Coordinator, or go to Contact: Linda Smith, Children s Water Festival Coordinator Fisheries and Oceans Canada Fisheries and Oceans Canada (DFO) hosted a Partnership Workshop in February and a Risk Management Framework and Species at Risk training session in March. These sessions Conservation Authorities. or around water were invited to the training sessions. The intent of the sessions was to: inform and educate staff and provide internal direction and support for implementation; habitat and species at risk; improve responses and decision making. 3

31 Page 35 Both sessions provided an opportunity for staff to share arrangements in Ontario. They provided valuable opportunities to learn and to share experiences with agency and CA staff. Contact: Cathy Reeves, Aquatic Biology Technician, Mark The population data, along with a large number of other watershed features, will be highlighted in the 2012 Upper Thames River Watershed Report Cards, due out in June Contact: Cathy Quinlan, Terrestrial Biologist Upper Thames Watershed over a Half Million People and Increasing The 2011 census data shows that the number of people living in the Upper Thames River watershed continues to grow, especially in urban areas. The UTRCA began calculating subwatershed population levels in 1996 for the watershed report cards, which The 2011 data shows the watershed is now home to over a half Not surprisingly, the watershed with the largest population is the Forks in downtown London at 182,800 people. Flat Creek has the smallest population at 600 with Gregory Creek a close second at 680. The Forks also has the highest population density at 2,070 The watersheds experiencing the largest population growth over Creek (all in the London area) at over 3,500 to 5,000 more people each. North Woodstock, North Mitchell and Medway Creek watersheds also have seen population increases of over 1,000 people each since On the other side, population declines have occurred in some rural watersheds including Plover Mills, Whirl Creek and Waubuno Creek. Losses in these watersheds have ranged from 300 to 500 people each. The UTRCA calculates watershed population using GIS by combining population densities in the various dissemination units/blocks of the census data, overlayed with the subwatershed These wood duck nest boxes are now in place around the Mill Pond, ready for new occupants. Dorchester Update Dorchester Watershed Action Committee installed four wood duck nest boxes at the Mill Pond in Dorchester. Boxes were provided by Ducks Unlimited. Contact: Linda Smith, Community Partership Specialist On the Agenda The following items will be presented at the UTRCA Board of th, Board meeting minutes are posted at click on Downloads. Stantec Consultants Updates Contact: Susan Shivas, Executive Assistant 4

32 Page 36 OFFICE OF THE C.A.O./ CLERK P. O. Box 1614, 21 Reeve Street Woodstock, Ontario N4S 7Y3 Phone: Fax: Web site: April 23, 2012 The Honourable Jim Bradley Minister of the Environment 77 Wellesley Street West 11 th Floor, Ferguson Block Toronto, Ontario M7A 2T5 Dear Sir: Please be advised that Oxford County Council, at its meeting held on April 11, 2012, adopted the following resolution: WHEREAS Oxford County Council recognizes that many of the resources of this planet are finite and are necessary to sustain both life and the quality of life for all future generations, WHEREAS Oxford County Council recognizes that the global population will increase from the current 7 billion people to at least 9 and possibly 10 billion by 2050 and that this increased population will put even greater demand for the resources of the planet, WHEREAS Oxford County Council recognizes that as populations evolve, their demand for more resources will increase as is the case currently in several of the heavily populated Asian Countries, WHEREAS Oxford County Council recognizes that the reduction in use, reuse and recycling of all resources is the only viable option for long term societal sustainability, WHEREAS Oxford County Council recognizes that the disposal of resources in landfills is unsustainable and further it creates potential environmental concerns which may take numerous generations to become apparent and could have significant human and financial costs before the problems are rectified, WHEREAS Oxford County Council recognizes that all levels of government are elected to lead their constituents with concern for the well being of this and future generations, 2

33 The Honourable Jim Bradley Minister of the Environment Page 2 April 23, 2012 Page 37 WHEREAS Oxford County Council recognizes that landfill proposals create anxiety within the community in regards to the physical, mental, emotional and financial health of the community which can create tension within the community, WHEREAS Oxford County Council recognizes that the natural environment provides for the basic sustenance of life and must be protected from any potential damage, AND WHEREAS Oxford County Council recognizes that the scale of potential health risks to the community increases in direct relation to the proximity of the community to any landfill site, THEREFORE BE IT RESOLVED that Oxford County Council demand a moratorium on any future landfill construction or approval until such time as a full review of alternatives can be completed which would examine best practices in other jurisdictions around the world, AND FURTHER that this review of alternatives would give special emphasis on (a) practices which involve the total recycling or composting of all products currently destined for landfill sites in Ontario and (b) the production of goods which can efficiently and practically be recycled or reused so as to not require disposal in landfills, AND FURTHER that Oxford County Council investigate a potential timeline that would see the maximum reduction in land filling with the goal being (a) to have this program in place within a decade and (b) that the current County landfill site would be sufficient for County needs until at least the year 2100, AND FURTHER that Oxford County Council advise the provincial government that we are embarking on this course of action, and that it will be expected that Oxford County will have the full cooperation of all ministries and that Oxford County may require special and specific funding for investigation, research and implementation of the alternatives to our current disposal based system, AND FURTHER that Oxford County Council send this resolution to all municipalities in Ontario for support. Thank you for your attention to this matter. Yours very truly, Brenda J. Tabor Clerk Copy - The Honourable Dalton McGuinty, Premier of Ontario - Municipal Councils, All Municipalities in Ontario - Ernie Hardeman, M.P.P., Oxford - Members, Oxford County Council - Michael Bragg, C.A.O., County of Oxford

34 Page 38 COMMUNITY AND STRATEGIC PLANNING P. O. Box 1614, 21 Reeve Street, Woodstock Ontario N4S 7Y3 Phone: Fax: Web site: Our File: A03-12 APPLICATION FOR MINOR VARIANCE TO: Township of East Zorra-Tavistock MEETING: May 2, 2012 Committee of Adjustment REPORT NO: OWNER: Verkuyl Farms Limited R.R. # th Line Woodstock, ON N4S 7W1 VARIANCE REQUESTED: Relief from Section Minimum Distance Separation for Livestock Barns and Structures from 499 m (1,637.1 ft) to 403 m (1,322.2 ft); Relief from Section Minimum Distance Separation for Manure Storage Structures from 499 (1,637.1 ft) to 403 m (1,322.2 ft). LOCATION: The subject lands are described as East Part Lot 22, Concession 14 in the former Township of East Zorra. The lands are located on the west side of the 15 th Line, between Oxford Road 8 and Cassel Sideroad and are municipally known as th Line. BACKGROUND INFORMATION: OFFICIAL PLAN: TOWNSHIP OF EAST ZORRA- TAVISTOCK ZONING BY-LAW: SURROUNDING USES: Agricultural Reserve General Agricultural Zone (A2) Surrounding uses are predominantly agricultural

35 Page 39 File No. A03-12 Report No Page 2 COMMENTS: (a) Purpose of the Application: The applicant proposes to obtain the above-noted relief to facilitate the construction of a new hog barn with a total gross floor area of 2,229.6 m 2 (24,000 ft 2 ) on the subject lands. For Committee s information, the new barn will replace the original bank barn shown on Plate 2 that was recently destroyed by a fire in January The applicant has indicated that relief from the MDS II requirement is necessary in order to build the new barn within close proximity to the original barn, as per the specifications of the insurance company. In addition, the proposed location is preferred for operational reasons because of the close proximity to the applicant s other barn, which is located to the immediate west. The proposed hog barn will have a total housing capacity for 2,000 hogs, which equates to 330 Nutrient Units and will be located east of the existing hog barn. The applicant has indicated that the proposed barn will be constructed parallel to the existing barn. The subject property consists of an existing hog barn that houses approximately 2,000 animals, an accessory dwelling and agricultural lands. The total lot area is 40.5 ha (100 ac). Plate 1 - Existing Zoning and Location Map shows the location of the subject lands and the zoning in the immediate vicinity. Plate 2 - Aerial Map (2010) provides an aerial view of the subject lands and surrounding area as of April Plate 3 Applicant s Sketch shows the proposed location of the barn, distances to the neighbouring dwellings and the location of the other buildings on the property. (b) Agency Comments: This application has been circulated to those agencies that were considered to have an interest in the proposal. The Township of East Zorra-Tavistock Chief Building Official provided the following comments: The proposed construction of the new agricultural building (Hog Barn) was initiated by the destruction of one of the existing agricultural buildings (the sheep barn/storage barn). The insurer has indicated that they would like to see the new building built on the existing site. The recently destroyed sheep/storage barn housed about 200 sheep at last time a permit was issued. The proposed hog barn could house about 2,000 feeders and there is no proposed exterior manure storage as the storage of manure will be under the floor as is typical with this type of agricultural building. The existing credited Nutrient Unit amount is about 35 and the proposed amount for the building is about 330. The existing barn is located at a distance of approx 409 m and the proposed location of the new barn is approx. 403 m. It should be noted that the new proposed barn is encroaching further

36 Page 40 File No. A03-12 Report No Page 3 into the required MDS2 radius than the existing barn but both barns will be flush and in line with each other. Since this is a primary agricultural based area and the odour generated by the surrounding livestock operations should be expected by most individuals living within our township, I am in favor of supporting this application. (c) Intent and Purpose of the Official Plan: The subject lands are designated Agricultural Reserve' according to the Land Use Plan for the Township of East Zorra-Tavistock in the County Official Plan. In the Agricultural Reserve designation, lands are to be developed for a wide variety of agricultural land uses, which may include general farming, animal or poultry operations including regulated livestock farms, cash crop farms, specialty crop farms, etc., together with farm buildings and structures necessary to the farming operation, and accessory residential uses required for the farm. The Official Plan (Section ) requires the Committee of Adjustment to consider the four (4) tests of the Planning Act that are used to assess minor variance applications. The tests are: the objectives and policies of the Official Plan can be met if the minor variance is granted; the request for variance constitutes a minor departure from the performance standards of the zoning by-law; the general intent of the zoning by-law can be met; and whether the variance is desirable for the appropriate development of land. In determining whether the variance is desirable, the Official Plan states that the Committee shall consider: whether there are constraints and/or restrictions due to physical or inherent conditions of the site; whether alternative designs of the proposal are clearly not feasible or appropriate; the concerns of adjacent owners and residents, and community in general; whether approval would create an undesired precedent; whether compliance with the By-law would be unreasonable or impossible and impose undue hardship on the applicant. Further, the Official Plan states that where the establishment of a new or expanded livestock structure or manure storage facility is proposed, the Minimum Distance Separation Formula II (MDS 2) must be satisfied prior to the issuance of a building permit. (d) Intent and Purpose of the Zoning By-law: The subject lands are zoned General Agricultural (A2). The A2 zone permits an intensive livestock farm, including all buildings and structures associated thereto. However, in addition to other minimum yard and setback provisions in the Zoning By-law, sections and require that any new livestock building and manure storage facility must meet Minimum Distance Separation II (MDS II). MDS is a tool used to determine a required distance between a livestock facility and other land uses. The intent of MDS is to prevent land use conflicts and minimize nuisance complaints from odour.

37 Page 41 File No. A03-12 Report No Page 4 (e) Desirable Development/Use The applicant has requested relief from Section Minimum Distance Separation for Livestock Barns and Structures and Section Minimum Distance Separation for Manure Storage Structures from 499 m (1,637.1 ft) to 403 m (1,322.2 ft) to facilitate the construction of a new barn to replace a barn that was recently destroyed in a fire. Available information indicates that the recently destroyed barn housed approximately 200 sheep. The proposed new barn will have a total gross floor area of 2,229.6 m 2 (24,000 ft 2 ) and is proposed to house up to 2,000 hogs. The applicant has indicated that it is difficult to meet the MDS II requirements due to location specifications imposed by the insurance company. In addition, the proposed location is preferred for operational reasons because of the close proximity to the applicant s other barn, which is located to the immediate west. The requested variances will allow the farmer to expand the hog operation. Additionally, the proposed barn should have minimal impact on the neighbouring dwelling located to the east of the subject property. Since the existing barn is 409 m (1,341.9 ft) from the closest neighbouring dwelling and the proposed barn will be only slightly closer, it is the opinion of this Office that the potential for negative impacts on the neighbouring property will not be increased. Therefore, in light of the above, it is the opinion of this Office that the reduced MDS II setbacks could be considered desirable for the development of these agricultural lands. Generally, this Office is of the opinion the proposed reduction in required separation distance from the proposed livestock facility and manure storage facility to the nearest dwelling could be considered minor and desirable of the lands. Further, the proposed relief is considered to maintain the general intent of the Township s Zoning By-law as well as the agricultural policies of the Official Plan. RECOMMENDATION That the Township of East Zorra-Tavistock Committee of Adjustment approve Application A3-12, submitted by Verkuyl Farms Ltd. for lands described as East Part Lot 22, Concession 14, municipally known as th Line, East Zorra-Tavistock as it relates to: 1) Relief from Section Minimum Distance Separation for Livestock Barns and Structures from 499 m (1,637.1 ft) to 403 m (1,322.2 ft); 2) Relief from Section Minimum Distance Separation for Manure Storage Structures from 499 (1,637.1 ft) to 403 m (1,322.2 ft). The proposed relief meets the four tests of a minor variance as set out in Section 45(1) of the Planning Act as follows: (i) (ii) The proposed relief is considered a minor variance from the provisions of the Township of East Zorra-Tavistock Zoning By-law No ; The proposed relief is desirable for the appropriate development or use of the land, building or structure;

38 Page 42 File No. A03-12 Report No Page 5 (iii) (iv) The proposed relief is in keeping with the general intent and purpose of the Township of East Zorra-Tavistock Zoning By-law No ; and The proposed relief is in keeping with the general intent and purpose of the Official Plan of the County of Oxford. Authored by: Approved by: Andrea Zietsma-Hächler Development Planner Gordon K. Hough, MCIP, RPP Corporate Manager Date: April 26, 2012 AZH/

39 Page 43 ' \ ~ _, [J:jJ Legend Zoning (Displays 1: to 1 Residential Type 1 (R1, R1H) Residential Type1 (R1A, R1AH) Residential Type 1 (R1B) Residential Type 2 (R2, R2(H)) Residential Type 3 (R3) Residential Type 4 (R4) Medium Density Residential (RM) High Density Residential (RH) Mobile Home Park (RMH) Residential Existing Lot (RE) Rural Residential (RR) Residential Zero Lot Line (RZ) Estate Residential (ER) Historic District Residential (HD) Local Commercial (C1) Shopping Centre (C2) Entrepreneurial (C3) Highway Commercial (C4) Central Commercial (C5) Regional Commercial (C6) Central Commercial (CC) Highway Commercial (HC, HCH) Entrepreneurial (EC) Neighbourhood Commercial (NC) Shopping Centre Commercial (SC, Prestige Office & Industrial (M1) 1: 21,604 Notes 1.1 NAD_1983_UTM_Zone_17N County of Oxford April 12, Kilometers This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. NOTE:THIS IS NOT A PLAN OF SURVEY

40 ta.bc{qrdcount~ ~ growing stronger... together Page 44,... ~ ----\ ~... ~- I I /~/ \ t, \ \ I I I I \ J J \ I ~ < \ (' r--\ 1\,... "\.-" \ I \ I I" _, \ \ \,,...,) \~ \ \, "\ I \ I I I \ I \ I Cl..--- \-- ~ v J Legend Parcel Lines (Displays 1: Boundary Lot Line Assessment Line Road 1: 10,802 0 Notes 0.5 NAD_1983_UTM_Zone_17N County of Oxford April 12, Kilometers This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. NOTE:THIS IS NOT A PLAN OF SURVEY

41 Page 45 _,..... r--'... -"\ \ - \.,_ \ \ I I \ (' ';:....} -"'"\-' \ \ I \ ' \,~ ( \ I \ \ \ \ I! '.,-...-l --'.r' Legend 0~0]~ <Y (, 61-f"\ l-40""' ~33""' \0~ Notes April 23, 2012 This map IS a user g n --- IS for refe renee only. e Data crated layers static that output appear from on ~~i~n~met mappmg sote and accurat ap may or may not be e. current. or otherwose reliable NOTE. THIS~ NOT A PLAN OF SURVEY.

42 Page 46 Site Photo A03 12 Subject Lands

43 Building Permits Page 51 New Actions Settings View: Monthly Permit Repor... Permit Number Roll Number Name & Address of Owner Contractor Name & Address Construction Location Building Description Permit Date Construction Value Permit Fee E E E E E E E E E E E E E E Ivana & Luigi Velocci 38 Briar Dr. PO Box 71 Glen & Jean Guthrie 36 Briar Dr. PO Box 171 Fred Running 195 Coleman St. PO Box 351 Marilyn Rowe 664 Queen St. PO Box 24 Jeff Weber 190 Blandford St. PO Box 173 Currah Enterprises Inc Hwy 59 RR #6 Woodstock ON N4S 7W1 Currah Enterprises Inc Hwy 59 RR #6 Woodstock ON N4S 7W1 Larry Stevenson 198 Blandford St. PO Box 102 Ian Russell 232 Northwood Dr. Sherry Thompson 40 Young St. PO Box 63 Doug Vance 7 Balsam St. PO Box 66 Twp East Zorra-Tavistock 90 Loveys St. Hickson ON N0J 1L0 John Barron 161 Coleman St. PO Box 161 Jim Blackman 165 Coleman St. PO Box 37 Ramseyer Earthworks 38 Briar Dr., Innerkip Innerkip Sewage Hookup Ramseyer Earthworks Owner Owner Oxford Plumbing Ramseyer Plumbing Murray Ramseyer Owner Ramseyer Group PO Box 209 Tavistock ON N0B 2R0 Ramseyer Group PO Box 209 Tavistock ON N0B 2R0 Innerkip Plumbing and Heating 709 Queen St. Twp East Zorra-Tavistock 90 Loveys St. Hickson ON N0J 1L0 Ramseyer Earthworks Ramseyer Earthworks 36 Briar Dr., Innerkip ON 195 Coleman St. Innerkip ON 664 Queen St. Innerkip 190 Blandford St. Innerkip 209 Blandford St. Innerkip ON 209 Blandford St. Innerkip 198 Blandford St. Innerkip 232 Northwood Dr. Innerkip Innerkip Sewage Hookup Innerkip Sewage Hookup Innerkip Sewage Hookup Innerkip Sewage Hookup Innerkip Sewage Hookup Count = 52 Sum = Sum = /04/ /04/ /04/ /04/ /04/ /04/ Demolition 2012/04/ Innerkip Sewage Hookup Innerkip Sewage Hookup 40 Young St. Innerkip Innerkip Sewage Hookup 7 Balsam St. Innerkip Innerkip Sewage Hookup 104 Blandford St. Innerkip 161 Coleman St. Innerkip 165 Coleman St. Innerkip Innerkip Sewage Hookup Innerkip Sewage Hookup Innerkip Sewage Hookup 2012/04/ /04/ /04/ /04/ /04/ /04/ /04/ :31:13 PM]

44 Building Permits E E E E E E E E E E E E E E Shawn Rudy Hwy 59 RR #6 Woodstock ON N4S 7W1 Blythe Farms Ltd Zorra/EZ Tav Line RR #3 Woodstock ON N4S 7V7 Brian Maier 142 Coleman St. PO Box 64 Jamie Reynolds 145 Blandford St. PO Box 292 Eric Tye 12 Currah Lane PO Box 203 Donald Giles 83 Park Ave. Sandra & Don Fierling 146 Hope St E. PO Box 437 Tavistock ON N0B 2R0 Boyd Elliott 702 Queen St. PO Box 236 Mary Ann Clemmer 17 Dietrich Rd. PO Box 113 Tavistock ON N0B 2R0 Peter Smith 62 King St. PO Box 860 Tavistock ON N0B 2R0 Michael Giofu 121 Blandford St. PO Box 221 Muriel McMahon 21 Main St. PO Box 89 Ella Whitlow 37 Thames Ave. PO Box 36 Kevin Hanenburg & Shelley Wilson 20 Oakridge Ave. PO Box 124 Owner Hwy 59 Construction of Shed HFH Inc. John Martin 7504 Wellington Road 8 RR #2 Alma ON N0B 1A0 Ramseyer Earthworks Tavistock ON Oxford Plumbing 1244 Parkinson Rd Woodstock ON Oxford Plumbing 1244 Parkinson Road Woodstock ON N4S 7W3 Innerkip Heating and Plumbing 709 Queen St Zorra/EZ Tav Line 142 Coleman St. Innerkip 145 Blandford St. Innerip 12 Currah Lane Innerkip Sean Haight 146 Hope St. E. Tavistock Owner Jeff Sykes 4333 Road 164 RR #5 Mitchell ON N0K 1N0 Bosco Pool & Spa 615 Erie St. Stratford ON N5A 2N9 Oxford Plumbing 1244 Parkinson Road Woodstock ON N4S 7W3 Oxford Plumbing 1244 Parkinson Rd Woodstock ON Ramseyer Earthworks Tavistock ON N0B 2R0 Ramseyer Earthworks Tavistock ON N0B 2R0 Page :31:13 PM] 2012/04/ Addition to Building 2012/04/ Innerkip Sewage Hookup Innerkip Sewage Hookup Innerkip Sewage Hookup 83 Park Ave. Innerkip Innerkip Sewage Hookup 702 Queen St. Innerkip 17 Dietrich Rd. Tavistock 2012/04/ /04/ /04/ /04/ Garage 2012/04/ Concrete pad/wood Frame Shed 2012/04/ Construction of deck 2012/04/ King St. Tavistock Construction of Pool 2012/04/ Blandford St. Innerkip Innerkip Sewer Connection 21 Main St. Innerkip Innerkip Sewer Connection 37 Thames Ave. Innerkip 20 Oakridge Ave. Innerkip Innerkip Sewer Connection Innerkip Sewer Connection 2012/04/ /04/ /04/ /04/ E Brian & Heather Beedie Ramseyer Earthworks 24 Oakridge Ave. Innerkip Sewer 2012/04/

45 Building Permits E E E E E E E E E E E E E E E E Oakridge Ave. Marian Demeester 676 Queen St. Alistair Stevenson 201 Stonegate Rd Shelly Twible 56 Oakridge Ave Innerkip ON N0J 1M0 Paul Charette 47 Balsam St. PO Box 148 Charlott & Clifford Sim 189 Blandford St. PO Box 43 Cindy Hanna 77 Railway Ave. Stratford ON N5A 2H9 Cindy Hanna 77 Railway Ave. Stratford ON N5A 2H9 Owen Wallace Cassel Side Rd RR #6 Woodstock ON N4S 7W1 Owen Wallace Cassel Side Rd. RR #6 Woodstock ON N4S 7W1 Peter Wey 87 Park Ave. Kevin Jackson 224 Northwood Dr. Andy Rathbun 22 Old Orchard Glen Woodstock ON N4V 1G2 Doug Jacklin 79 Oakridge Ave. James Davis 40 Aldergrange Ave PO Box 176 Ken Capling 156 Blandford St. PO Box 276 Steven Guenther 38 Thames Ave. PO Box 358 Tavistock ON N0B 2R0 Ramseyer Earthworks Tavistock ON N0B 2R0 Oxford Plumbing 124 Parkinson Rd Woodstock ON N4S 7W3 Oxford Plumbing 1244 Parkinson Road Woodstock ON N4S 7W3 Oxford Plumbing 1244 Parkinson Road Woodstock ON N4S 7W3 Oxford Plumbing 1244 Parkinson Rd Woodstock ON N4S 7W3 Sean Haight 130 Jacob St. E. Tavistock ON N0B 2R0 Sean Haight 130 Jacob St. E. Tavistock ON N0B 2R0 OWNER OWNER Innerkip Heating and Plumbing 709 Queen St. Oxford Plumbing 1244 Parkinson Road Woodstock ON N4S 7W3 Ramseyer Earthworks Tavistock ON N0B 2E0 Xact Drilling Inc 79 Oakridge Ave. Lloyds Electric 200 Bysham Park Dr. Woodstock ON Innerkip Heating and Plumbing 709 Queen St Innerip ON N0J 1M0 Lloyds Electric Bysham Park Dr. Woodstock ON Innerkip Page Queen St. Innerkip 201 Stonegate Rd. Innerkip 56 Oakridge Ave. Innerkip 47 Balsam St. Innerkip 189 Blandford St. Innerkip 34 Hope St. E. Tavistock 34 Hope St. E. Tavistock Cassel Side Rd Cassel Side Rd 1:31:13 PM] Connection Innerkip Sewer Connection Innerkip Sewer Connection Innerkip Sewer Connection Innerkip Sewer Connection Innerkip Sewer Connection 2012/04/ /04/ /04/ /04/ /04/ New Side Entrance 2012/04/ Addition of Patio/Ramp 2012/04/ Demolition - House 2012/04/ Construction of Workshop 87 Park Ave. Innerkip Innerkip Sewer Connection 224 Northwood Dr. Innerkip 183 Blandford St. Innerkip 79 Oakridge Ave. Innerkip 40 Aldergrange Ave Innerkip 156 Blandford St. Innerkip 38 Thames Ave. Innerkip Innerkip Sewer Connection Innerkip Sewer Connection Innerkip Sewer Connection Innerkip Sewer Connection Innerkip Sewer Connection Innerkip Sewer Connection 2012/04/ /04/ /04/ /04/ /04/ /04/ /04/ /04/

46 Building Permits E Owen Wallace Cassel Side Rd RR #6 Woodstock ON N4S 7W1 Owner Page Cassel Side Rd Construction of SFD 2012/04/ E Chris Church 120 Victoria St. PO Box 213 Tavistock ON N0B 2R0 Savile Pool & Spa 456 Erie St. Stratford ON N5A 2N5 120 Victoria St. Inground Pool 2012/04/ E Harry Loewith 351 Woodstock ON PO Box 730 Tavistock ON N0B 2R0 John Goodman Homes Ltd 229 Falcon Dr. Woodstock ON N4T 1W5 351 Woodstock St. S Construction SFD 2012/04/ E Richard Edminston 745 Queen St. PO Box 138 Innerkip Heating and Plumbing 709 Queen St. 745 Queen St. Innerkip Innerkip Sewer Connection 2012/04/ E Donalda Osmond 22 Main St. PO Box 101 Rob Osmond Leinster St. Woodstock ON 22 Main St. Innerkip Innerkip Sewer Connection 2012/04/ E Paul Markham 80 Oakridge Ave. Oxford Plumbing 1244 Parkinson Road Woodstock ON N4S 7W3 80 Oakridge Ave. Innerkip Innerkip Sewer Connection 2012/04/ E Chris & Lori Sharples Oxford Rd 17 RR #3 Woodstock ON N4S 7V7 Randy Aspden RR #1 Beachville ON N4S 7V Oxford Rd 17 Construction of Garage 2012/04/ :31:13 PM]

47 Page 55 YTD Permit Values - April $7,000,000 $6,311,400 $6,000,000 $5,521,800 $5,000,000 $5,001,200 $5,134,066 Permit Value $4,000,000 $3,000,000 $2,558,000 $2,343,000 $2,663,382$2,620,577 $3,386,500 $4,053,241 $2,769,797 Permit Value $2,000,000 $1,412,822 $1,000,000 $ Year

48 Page 56 YTD Permit Numbers April Number of Permits Water/WW # Permit # Year

49 Page 57 STAFF REPORT To: From: His Worship the Mayor and Members of Council Dennis O Neil, Director of Public Works & Development Re: Monthly Report Date: April 25, 2012 Public Works: Gravel resurfacing in the north half of the Township began today and is expected to be completed by the end of the first week of May. Dust suppressant was started at the same time and will follow closely behind depending on weather conditions. If we get some rain I like to postpone dust suppressant on the new gravel to give it time to pack in. This will reduce the wash boarding effect over the summer. If we do not get rain however, dust suppressant will be applied right after gravel for obvious reasons. 325 trees were planted in various locations throughout the Township. 200 of the trees were purchased by the Township and 125 were supplied by the Hickson and Innerkip Lions Clubs. Staff will be applying for a 25 % rebate for all trees through a program called Maple Leafs Forever. We were approved for this program through an earlier application. Tree and stump removal is complete with some minor clean up to do. Yard waste and brush bins are becoming quite busy with hauling it to Salford demanding a fair bit of time. Decew Street tenders will be out for bid May 5th closing May 25 th. A report will be available for Council s consideration on June 6th. Planning and surveying for work on the rural areas which will be completed by our own forces is on-going, with work planned to begin on Strathallan Road, then progressing to the Cassel Sideroad followed by the 18th Line. Plans for the new public works building in Tavistock are progressing well. Staff should have preliminary plans for review at the June 6th meeting. Jason is currently organizing the servicing of the site and will be heavily involved in this project. Darrell will be attending a supervisor s course in May which deals with organizing effective weekly safety meetings and how to ensure policies are being properly followed.

50 Page 58 Drainage: A second meeting for the Jacques Drain was held here in Council Chambers on April 24th with about 20 people present. There were some concerns with the cost of the drain and the necessity of it, but overall the meeting went fairly well. The engineer will now prepare a final report for Council s consideration, probably at the June 6th or 20th meeting. I have scheduled a meeting with the property owners in the Matheson Drain watershed to be held in Council Chambers on May 9th at 10:00 am. I have received several concerns regarding this drain, to which there have been multiple repairs over the past few years. We have not yet received a petition for improvement, but it is staff s belief that this may be imminent. Therefore, this meeting would give all rate payers the opportunity to consider what work they would like done. Jason has been out to attend to several minor repairs to drains as farmers get onto their land. There have not been a large number of requests for repairs, probably due to the dry spring but we have responded to all inquiries promptly. A couple of the inquiries have led to improvements or repairs that will require more planning or cannot be completed at the present time ie not allowed to work in the water this time of year Work continues to progress on the storm water management ponds in the northwest corner of Tavistock. Development: As a result of the draft plan application and public meeting, there have been numerous communications with the owners of the Mansoura development in Tavistock. They seem to be moving toward construction as soon as possible. This development has several implications for Township projects and for this reason, staff is maintaining regular communication with the engineering firm completing this work. The Innerkip Meadows developer needs only to secure the County s release letter, register the subdivision agreement, and deposit the plan and the Township Building can begin issuing building permits for this area. There has also been a lot of activity with severed lots in Innerkip. Staff expects this to continue through the summer. in the agricultural sector is also looking quite positive for Staff met with County staff today to discuss billing for the Innerkip waste water system as they have determined a final cost. Staff will be able to better update Council on this issue at the Council meeting.

51 Page 59 CAO Comments: Good update Report prepared and submitted by: Jeff Carswell Chief Administrative Officer Dennis O Neil Director of Public works and Development

52 Page 60 STAFF REPORT Report #PW To: From: Re: His Worship the Mayor and Members of Council Dennis O Neil, Director of Public Works and Development Road Utility Truck Purchase Date: April 20, 2012 Background: As discussed with Council in pre-budget deliberations and approved in the 2012 budget, staff has solicited proposals for the supply of one 2012 utility truck for the Road. After many discussions with other municipalities and investigation into what was available to meet the Townships needs, staff issued requests for proposals for the supply of one 19,500 kg truck with a dump body. This unit would be used for public works activities that require a truck larger than a pickup, but not as large as a dump truck. These activities would include things such as picking up catch basins, posts, small equipment and towing the wood chipper. This truck would also be used for small asphalt repairs, cold mix work and tree removal and trimming. The request included some minimum requirements and gave the supplier some flexibility to suggest feasible options or alternatives. There was language in the tender that plainly stated that initial purchase price would not be the only factor considered when awarding the tender. Following are the tender results: SUPPLIER MODEL TENDER PRICE Carrier Truck Centre Terrastar $63, Oxford Dodge Chrysler Ram 5500 $56,486,44 Glassford Chrysler Ram 5500 $69, Team Truck Freightliner M2106 $79, London Mack Trucks Hino $71,348.00

53 Page 61 Staff Report Utility Truck Purchase Page 2 As Council can see, Oxford Chrysler from London was the low bidder. Staff found the price differential of $13, between the two Chrysler dealers to be of concern considering they were both bidding the same model. After being given the opportunity to review their bid for errors, Oxford indicated that they were confident in their bid. The two low bidders were then asked to bring the trucks they were proposing to the public works yard for a demonstration. All of the road employees and myself were present and able to test drive the trucks. After the demonstration of both trucks staff made the following observations. The Chrysler did not meet all required specifications. To meet the minimum requirements this truck would cost an additional $2, Staff did not like the fact that the fuel tank on the Chrysler was at the rear of the truck where we felt it would be very susceptible to damage. To relocate the tank would require additional cost and a reduction in sizing. The Ram 5500 is the largest truck Chrysler makes. Staff feels they may be pushing the limits a bit to meet the requirements. On the other hand the Terrastar is the smallest truck made by International - who only makes trucks. Although the Ram cab was plusher, the Terrastar cab was more suited for municipal requirements. (lunch buckets, two way radio, note books) The Terrastar is the only truck bid that does not require an additive (urea) to the exhaust system to meet emissions requirements. This would be one less hazardous material for staff to store and manage. It is very likely that Carrier can supply the Terrastar within 6 weeks while the Ram would be approximately 12 weeks. Overall for the difference of $4,500.00, staff feels strongly that the Terrastar is much more truck and over the life of the unit would best suit the Township s application. When I weigh all of the factors and consider all input from our employees and other municipalities, I am confident that the most cost effective and productive choice in this case is to purchase the Terrastar model truck from Carrier Truck Center in the amount of $63, (Net cost considering Township tax implications $57,240.00). The 2012 budget contains $65, for this purchase. There will be additional costs of approximately $2, for modification to the utility box that were not included in the tender.

54 Page 62 Staff Report Utility Truck Purchase Page 3 I have spoken to the low bidder and informed them of my recommendation. They understood my reasoning for pursuing the Terrastar model. Recommendation: 1. That Council accept the proposal from Carrier Truck Centres to supply a 2012 Terrastar utility truck at a cost of $63, including taxes as proposed in contract C.A.O. Comments Report prepared and submitted by: I agree. The RFP was clear, that in addition to cost, other factors will be used to determine which proposal best suited the needs of the Township. Based on this review, the Terrastar would best meet the needs of the Township. Jeff Carswell Chief Administrative Officer Dennis O Neil Director of Public works and Development

55 Page 63 STAFF REPORT Report #SW To: From: His Worship the Mayor and Members of Council Stacey Wilker, Accounting Clerk Re: 2012 Innerkip Community Centre Accessibility Renovations Tender Results Date: April 25, 2012 Background: The Township has been awarded $29, in funding from the Enabling Accessibility Fund under the direction of the Human Resources and Skills Development Canada to complete accessibility upgrades to the Innerkip Community Centre. The program funds 75% of the total program cost with the remainder being paid by the Township from the Innerkip Community Centre reserves. This amount equates to approximately $10, which would still leave ample funds in reserve for future projects. The proposed renovations involve improving overall access to the Community Centre by removing any barriers at both the main entrance and the library entrance. Also included is a redesign of the washroom entrance to improve access. Upgrades to current handicap washroom stalls and lighting in both the bathrooms and the main entrance are to be completed as part of the renovation project. In accordance with the Township purchasing policy, tenders for the renovations were distributed to six contractors with one being submitted for consideration as follows: Supplier Net Cost James A. Vance Construction $37, Staff has consulted with the Innerkip Community Centre Board of Management regarding the results of the tender. They have expressed satisfaction with the bid received, despite being disappointed with the lack of bids. The Board recommends acceptance of the bid to engage James A. Vance Construction Inc. to complete the proposed renovations at the Innerkip Community Centre. Staff would support the recommendation as the company is reputable and has performed satisfactory work for the Township in the past and the bid is within the total budget for the project.

56 Page 64 Staff Report 2012 ICC Accessibility Renovations Page 2 Recommendation: 1. That Council accept the bid from James A. Vance Construction Inc. for accessibility renovations at the Innerkip Community Centre at a net cost of $37, C.A.O. Comments Report prepared and submitted by: I agree. While there was only one bid, it is in line with the estimated cost of the project. The Township s share can be funded from the ICC Current Year Capital Budget and Reserve. Jeff Carswell Chief Administrative Officer Stacey Wilker Accounting Clerk

57 Page 65 STAFF REPORT Report #SW To: His Worship the Mayor and Members of Council From: Stacey Wilker, Accounting Clerk Re: 2012 Christmas Holidays Date: April 27, 2012 Background: Over the last few years the Township Office has been closed for an extended period over the Christmas Holidays. Staff have used vacation time during this closure. This report examines the options available for Discussion: Following is the calendar during the 2012 Christmas Holidays. Sunday Monday Tuesday Wednesday Thursday Friday Saturday Christmas Day 26 Boxing Day New Year s Day Proposed closure shown in yellow In the past, the office has been closed from 8-11 days in a row during the Christmas Holidays. In keeping with past years, staff is recommending closing on Friday, December 21, 2012 at 4:30 and re-opening January 2, 2013 at 8:30 am. This would be 11 days in a row, which is in keeping with past years closures. Staff would be required to use 4 days of holiday time for this closure. Under the terms of the Wage By-law staff are entitled to the afternoon of the 24 th and 31 st off, subject to having sufficient vacation time. If staff doesn t have enough vacation time, they would take the time

58 Page 66 Staff Report 2012 Christmas Holidays Page 2 as unpaid leave. Knowing well in advance will permit staff to plan accordingly and permit the Township to properly publicize the closure. Since the office has been closing over the holidays, staff has not been made aware of any problems. The closure will be advertised and included in the November newsletter. Any payments dropped off before January 1, 2013 will be treated as 2012 payments. Many other organizations the Township deals with have reduced hours over the holidays limiting the impact of the Township being closed. Administrative services to the residents also slow down as people tend to be busy with holiday and family commitments. The other matter to consider this year is the Council meeting on January 2 nd which would not be affected. The agenda would be prepared and distributed on December 28 th as normal, with a supplemental agenda distributed at the meeting if necessary. Recommendation: 1. Council approve closing the Hickson Municipal Office over the 2012 Christmas Holidays (closing December 21, 2012 at 4:30 pm and reopening January 2, 2013 at 8:30 a.m.) subject to employees having sufficient vacation time to cover the required time off. C.A.O. Comments I agree. Report prepared and submitted by: Jeff Carswell Chief Administrative Officer Stacey Wilker Accounting Clerk

59 Page 67 STAFF REPORT Report #CAO To: From: Re: His Worship the Mayor and Members of Council Jeff Carswell, Chief Administrative Officer Copier Replacement Date: April 25, 2012 Background: The Township is part-way through the lease on the two copiers at the Hickson Municipal Office. The copier upstairs has required more service than is normal. While the quality of the output, user features, scanning, ing, etc. works fine, it is the downtime and noise that is causing problems. Due to the office layout, the only location for the copier is in a location with workers nearby. While there have been numerous repairs, the copier company IDS, has been very responsive and is fulfilling their requirement to service and maintain the copier. Discussion: Based on the comments we have passed along and service records, the copier supplier has agreed to replace the current model with a newer, quieter model that would meet the Township s needs. The proposal is to provide a new, current model machine with a 5 year lease restart. Staff have viewed the newer model and spoke to references that have used it. The reference check confirmed the observation that the newer machine is quieter and operates more smoothly. While the initial discussion centred around replacing the upstairs machine, staff also requested options to replace both machines with similar models. Currently both the upstairs and downstairs copiers are the same model with different copy speeds. Having similar machines has been beneficial as not only the user interface at the machine is the same, but technical things like print drivers, web based interfaces and setup are the same for both. While the new and old copiers are both Canon products, there have been changes to the newer models. Based on our negotiations with the vendor, there would be a small increase

60 Staff Report Copier Replacement Page 2 in cost to move to the newer equipment. With the lower service rates for the new equipment, replacing both machines results in a lower increase than just replacing the upstairs machine. A summary of cost changes is below. Current Annual Costs includes both lease and per copy service costs. Current Annual Copier Costs $8,636 Proposal 1 Replace Upstairs Copier $9,404 ($768 Increase) Proposal 2 Replace Both Copiers $9,128 ($491 Increase) While staff have suggested that a break-even scenario would be much more preferable, there is value to the Township in moving to newer equipment that is critical to our day-to-day operations. As well, the newer equipment appears to be quieter which will be very beneficial based on the office layout and proximity of workers. Recommendation: Page That Council authorize the CAO to proceed with the proposal from IDS for replacement of the Canon Copiers at the Hickson Office. Report prepared and submitted by: Jeff Carswell, AMCT Chief Administrative Officer

61 Page 69 INNERKIP COMMUNITY CENTRE BOARD OF MANAGEMENT MINUTES A meeting of the Innerkip Community Centre Board of Management was held in the Innerkip Community Centre on Tuesday, April 24, Present: Larry Stevenson, Jeremy Smith, Alison King, Don McKay, Don Lazenby, Hall Manager Barb Kelso and Board Secretary, Stacey Wilker. Absent: Fran MacFarlane Don McKay called the meeting to order at 7:00 p.m. to consider bids received for Accessibility Renovations at the Hall. 1. Tender Bids for Accessibility Renovations with Enabling Accessibility Fund Moved by: Larry Stevenson Seconded by: Alison King Resolved that the Board accept the bid from James A. Vance Construction Inc. for accessibility renovations at the Innerkip Community Centre at a net cost of $37, CARRIED 2. Adjourn Moved by Don Lazenby Seconded by Jeremy Smith Resolved that the Board adjourn the meeting at 7:25 pm. CARRIED Fran McFarlane, Chairperson Stacey Wilker, Secretary

62 1 Adam St., P. O. Box 988, Tavistock, Ont. N0B 2R0 (519) / Fax (519) kwettlaufer@twp.ezt.on.ca Page 70 MINUTES for the meeting of the Tavistock & District Recreation Facilities Board held in the Tavistock & District Recreation Centre Board Room on Monday Mar 26, 2012 at 7:00pm. Present: Steve Bender, Linda Fulton, Ron Wiffen, Jeff Carswell, Ken Wettlaufer. Absent: Don MacDonald, Brett Schultz CALL TO ORDER AND OPENING REMARKS Board members met at 6:45pm to walk through the dressing rooms and hallway to look at the condition of the rubber flooring. Steve Bender called the meeting to order in the Board Room at 7:10 pm. APPROVAL OF AGENDA 1- APPROVE AGENDA Moved by Ron Wiffen Seconded by Linda Fulton resolved that the Agenda for the March 26, 2012 meeting be approved as printed and circulated and further that the following items be added to the agenda for this meeting. - Rubber flooring quote summary - Eugene Bender and Jeff 7:15 Re: Pavilion tendering process. CARRIED. DISCLOSURE OF PECUNIARY INTERESTS AND GENERAL NATURE THEREOF None GENERAL BUSINESS 2- CONFIRM MINUTES Moved by Linda Fulton Seconded by Ron Wiffen resolved that the Board confirm the minutes of the February 27, 2012 meetings as printed and circulated. CARRIED. 3- APPROVE PAY VOUCHER Moved by Ron Wiffen Seconded by Linda Fulton resolved that the Board approve payment of the Tavistock & District Recreation Facilities Board February pay voucher in the amount of $26, CARRIED. Correspondence and Petitions 2012 Senior of the ear ward 2012 Senior chievement ward

63 DELEGATIONS AND APPOINTMENTS Eugene Bender attended and gave short update on Building Committee progress and the need to identify the process to be used to move forward with tendering etc. Jeff reviewed the Twp purchasing policy and how it would relate to the Queens Park upgrading project. Was discussion on whether the tendering process should be advertised or invited submissions, and process of who is involved in the decision for various levels of purchases. Was noted that advertising locally would likely be best so that all local contractor would have an opportunity to submit if they wish to do so. There was general consensus that we would want to use local contractors for this type of project, so no need to advertise over a wider area. REPORTS A- Manager s Verbal Facilities Report i Steve From Melloul Blamey onstruction had been to our arena playing hockey and notice our ceiling ventilation fans. He called to get more information and how it is working. Any of these types of ceiling they installed have been having problems with moisture. ii We have received some feedback from local groups that make use of the school grounds. Ag Society for use of the school gym during the fair were to be charged $400. Minor Ball and Soccer for use of sports fields were both told they would be charged about $1500, when there have been no fees in the past. Both were able to negotiate reduced fees for this year but there is no guarantee they will be able to do this in the future. B- Arena February 2012 Financial Statements C- Memorial Hall February 2012 Financial Statements D- Queens & Bender Parks February 2012 Financial Statements. E- TDRC February 2012 Management Contract Summary. UNFINISHED AND OTHER BUSINESS Page 71 A- Board members walked through dressing rooms and hallways looking at the condition of the rubber flooring. Flooring has a typical life expectancy of 15 years and ours is now 16 years old. Corridors leading the ice surface are in poor shape due to high skate traffic in these areas. Rooms 2 to 5 receive more use and have had repairs done over past few years, there are places were corners of flooring tile are worn down and torn off showing concrete. Other places were adhesive is failing and tiles are coming loose. Rooms 1 & 6 are not worn as thin but lot of the coloured wear lay is worn off with lot of black backer showing through over the whole floor. Lot of tile are coming loose and have moisture under tile which could pose mould issues if left unchecked. Middle part of the dressing room hall way is in better condition but was decided not worth leaving less than 10% of total flooring not changed, due to appearance and new floor thickness may not match up. Would also add little more flooring around the ice surface access gates, as players and people from public skating collect in these areas. Attached RFP quote summary was reviewed. Ken will get references and further investigate. B- Queens Park Steering Committee update i Queens Park Steering committee Minutes from March 20, ii Some feedback from the public has been received on a couple of things. - Would like to see permanent dumping station installed in the park. - Road access to Ag Pavilion for livestock trailers during the Fall Fair. - Decision on the Evergreen funding applications should be received by end of March iii Building committee is moving ahead with finalizing drawings and getting approvals in place.

64 Page 72 NEXT MEETING AND ADJOURN Next meeting to be Monday April 23, 7:00pm. 4- ADJOURN Moved by Ron Wiffen Seconded by Linda Fulton resolved that the Board does now adjourn at 9:12pm. CARRIED. Brett Schultz, Chairperson Ken Wettlaufer, Facility Manager

65 Page 73 Arena Rubber floor replacement. Notes: Option #1 is for Rooms 2 to 5 and walkway to the ice surface Option #2 is for all floors, Excluding Refs room Both options include approximately 75sqft additional new flooring by each access gate to ice surface. Quotes cover a number of differnent qualitys and thicknesses of product Gym-Con Sqft 10 mm Ramflex Old floor removal Disposal Supply & Inst. Total Price per Sqft Cost per year Cost per year 2435 Option #1 $ 2, $ 1, $ 28, $ 32, $ $ 2, Option #2 $ 4, $ 3, $ 50, $ 57, $ $ 3, Notes - Base Board not included Notes Sqft 6 mm Ramflex Old floor removal Disposal Supply & Inst. Total Price per Sqft Cost per year Cost per year 2435 Option #1 $ 2, $ 1, $ 31, $ 35, $ $ 2, Option #2 $ 4, $ 3, $ 51, $ 58, $ $ 3, Centaur Products Inc Sqft Nora Old floor removal Disposal Supply & Inst. Total Price per Sqft Cost per year Cost per year 2435 Option #1 $ 1, $ $ 40, $ 43, $ $ 2, Option #2 $ 2, $ 1, $ 72, $ 76, $ $ 3, Notes - Base Board around all edges, Option # 1 $1780 Option #2 $ One logo for free others are $ welded seams in washroom areas - adhesive can withstand RH of 85% Old floor Sqft removal Disposal Supply & Inst. Total Price per Sqft Cost per year Cost per year Regupol 2435 Option #1 $ 1, $ $ 21, $ 23, $ 9.76 $ 1, Option #2 $ 2, $ 1, $ 37, $ 41, $ 9.69 $ 2, Notes - Base Board around all edges is included

66 Page 74 Advantage Sport Sqft MaxFlor Old floor removal Disposal Supply & Inst. Total Price per Sqft Cost per year Cost per year 2435 Option #1 $ 1, $ 1, $ 25, $ 29, $ $ 1, Option #2 $ 3, $ 3, $ 38, $ 45, $ $ 3, Notes - Base Board not included - floor sockets done by others - High shore hardness Notes - Sqft Max Mat Old floor removal Disposal Supply & Inst. Total Price per Sqft Cost per year Cost per year 2435 Option #1 N/A $ - $ - $ Option #2 N/A $ - $ - $ - Tuflex / Roppe Rough estimate as requires different supplier and installer Sqft Spartus Old floor removal Disposal Supply & Inst. Total Price per Sqft Cost per year Cost per year 2435 Option #1 $ 2, $ 1, $ 31, $ 34, $ $ 2, Option #2 $ 2, $ 1, $ 55, $ 58, $ $ 3, Notes - Base Board not included - floor sockets done by others - High shore hardness Notes Sqft Spike & Skate Old floor removal Disposal Supply & Inst. Total Price per Sqft Cost per year Cost per year 2435 Option #1 $ 2, $ 1, $ 41, $ 44, $ $ 2, Option #2 $ 2, $ 1, $ 73, $ 76, $ $ 3,809.25

67 1 Adam St., P. O. Box 988, Tavistock, Ont. N0B 2R0 (519) / Fax (519) kwettlaufer@twp.ezt.on.ca Page 75 MINUTES for the special meeting of the Tavistock & District Recreation Facilities Board held in the Tavistock & District Recreation Centre Board Room on Monday April 11, 2012 at 5:00pm. Present: Brett Schultz, Steve Bender, Linda Fulton, Ron Wiffen, Don McKay, Ken Wettlaufer. Absent: Don MacDonald, CALL TO ORDER AND OPENING REMARKS Brett Schultz called the meeting to order at 5:04 pm. APPROVAL OF AGENDA 1- APPROVE AGENDA Moved by Ron Wiffen Seconded by Linda Fulton resolved that the Agenda for the April 11, 2012 meeting be approved as printed and circulated and further that the following items be added to the agenda for this meeting. - None CARRIED. DISCLOSURE OF PECUNIARY INTERESTS AND GENERAL NATURE THEREOF None GENERAL BUSINESS None DELEGATIONS AND APPOINTMENTS None REPORTS A- None UNFINISHED AND OTHER BUSINESS A- Arena rubber floor replacement. Further discussion in addition to RFP summary from last meeting. Feedback on calls to company references and evaluation of testing done of flooring samples i After reference checks and our own testing on samples it was recommend we hire Advantage Sport from Waterloo to replace all the Rubber flooring in dressing rooms and hallways. ii Supply and installation to be $38,657, plus removal and disposal of old floor at a cost of $6,380. iii All companies were willing to work with facility staff and deduct removal cost if this work is done in house. iv Facility staff will look into removal of the old floor. Have had couple of requests for the old flooring. If someone wants it they can have it as it will save on our disposal cost.