Please Note: Cellular phones/pagers must be switched to the nonaudible function during this meeting.

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1 Please Note: Cellular phones/pagers must be switched to the nonaudible function during this meeting. AGENDA For the Regular Meeting of the Council of the Municipality of West Grey To be Held on Monday, October 3, 2016 at 10:00 a.m. At the Council Chambers West Grey Municipal Office 1. Call to Order 10:00 a.m. 2. Moment of Reflection 3. Declarations of Pecuniary Interest & General Nature Thereof 4. Closed Session - None 5. Matters Arising from the Closed Session n/a 6. Public Meetings - None 7. Part I - Consent Agenda 10:05 a.m. (For the purpose of convenience and for expediting meetings, matters of business that are of repetitive or routine nature are included in the Consent Agenda, and all such matters of business contained in the Consent Agenda are voted on collectively. A particular matter of business may be singled out from the Consent Agenda for debate or for a separate vote upon the request on any Councillor. In the case of a separate vote, the excluded matter of business is severed from the Consent Agenda and only the remaining matters of business contained in the Consent Agenda are voted on collectively. Each and every matter of business contained in the Consent Agenda is recorded separately in the minutes of the meeting.) Adoption of Minutes (Only changes in the form or errors or omissions taken at a previous meeting may be made in adopting the Minutes. Other comments are out of order.) Council: A1 Minutes of Regular Council Meeting September 19, 2016 (attachment)

2 (2) October 3, 2016 Minutes of Special Committee of the Whole Meeting (Service Delivery Review) September 16, 2016 (attachment) Minutes of Committee of the Whole Meeting September 26, 2016 (attachment) Resolution Prepared Minutes Be Adopted as Circulated Committees: A2 Durham Recreation Advisory Committee May 12, 2016 (attachment) Neustadt Recreation Advisory Committee June 8, 2016 (attachment) West Grey Economic Development Committee July 19, 2016 (attachment) Resolution Prepared Minutes Be Received as Circulated Other A3 Elmwood Fire Department Joint Board of Management May 11, 2016 (attachment) Drinking Water Source Protection Committee May 27, 2016 (attachment) Saugeen Mobility and Regional Transit Board July 22, 2016 & August 26, 2016 (attachment) Elmwood Community Centre Board August 23, 2016 (previously submitted) Saugeen Municipal Airport Commission August 24, 2016 (attachment) PLAY Committee September 22, 2016 (attachment) Resolution Prepared Minutes Be Received as Circulated Award of Tenders B1 None Routine Department Reports C1 Clerk Report #CC 10/03/16 (attachment) Miscellaneous Correspondence (For Information Only - Not Circulated but Available for Viewing at Meeting) D1 Recycling Council of Ontario request to proclaim the week of October 17-23, 2016 as Waste Reduction Week in Canada D2 CUPE/SCFP Ontario request to proclaim October 26, 2016 as Child Care Worker & Early Childhood Educator Appreciation Day

3 (3) October 3, 2016 Future Committee Meetings E1 West Grey Police Services Board October 3, 2016, 3:30 p.m., West Grey Municipal Office E2 West Grey Economic Development Committee October 6, 2016, 1:00 p.m., West Grey Municipal Office E3 West Grey Committee of Adjustment October 11, 2016, 1:00 p.m., West Grey Municipal Office E4 West Grey Committee of the Whole (Planning) October 11, 2016, 2:00 p.m., West Grey Municipal Office E5 West Grey Economic Development Committee October 12, 2016, 1:00 p.m., West Grey Municipal Office Part II - Regular Agenda 8. Communications from the Mayor and Council 10:10 a.m. 9. Delegations 10:15 a.m. David Sugarman Council complaint 10:15 a.m. Rachelle McCann, Compass Energy Consulting proposed 10:30 a.m. Small FIT ground mounted (non-rooftop) solar PV project (attachment) Warren Howard re: proposed Comprehensive Wind Turbine Noise Emissions and Health Study (attachment) 10:45 a.m. 10. Business Arising from the Previous Meeting 11. Staff Reports 11:00 a.m. Director of Finance/Treasurer - Report #FTR 10/03/16 (attachment) Director of Infrastructure and Public Works Report #DIPWR 10/03/16 (attachment) 12. By-Laws First, Second & Third Readings 11:55 a.m A By-law to enter into an Ontario Community Infrastructure Fund Formula-Based Component Agreement (attachment)

4 (4) October 3, A By-law to amend By-law Number , being a By-law to appoint officials and citizens to various committees (attachment) A By-law to confirm the proceedings of the October 3, 2016 Council meeting (attachment) 13. New Business 14. Addendum 15. Notice of Motion/Direct Motions (Notices of Motion shall consist of motions brought forward by individual members for the consideration of Council. The member shall read the proposed motion and shall present a copy of it in writing to the Clerk. The Clerk shall include the motion in the agenda of the next regular Council meeting under New Business. Direct Motions may be introduced under this section of the agenda with the consent of a 2/3 majority of Council. All such motions shall be introduced no later than one-half hour before curfew. It is the intent of Direct Motions to consider items which, due to time constraints, require the immediate attention of Council.) 16. Closed Session Incomplete Items Only 17. Matters Arising from Closed Session Incomplete Items Only 18. Question Period 12:05 p.m. (Inquiries during the question period shall be directed by the public and press to Council members and shall deal with matters specific to Agenda business. A maximum of two (2) minutes per person is allotted for questions, and the maximum time allotted for the Question Period as a whole is fifteen (15) minutes. Each inquiry made during the question period shall be recorded in the minutes and the minutes shall note whether the inquiry was answered or requires an answer at or before the next meeting.)

5 (5) October 3, Municipal Act Notices - None (Notices pursuant to Section 251 of the Municipal Act 2001, and in accordance with West Grey By-law No , are entered here for public notification purposes. Items listed will be placed on the next regularly scheduled meeting of the Council) 20. Adjournment 12:15 p.m. *Please Note: all times are approximate, and are subject to change.

6 Summary of Resolutions From Consent Agenda October 3, 2016 The following resolutions will be individually left on the table for signatures by Council for a Mover and Seconder, as they will not be individually read at the Council Meeting, as there will be only one resolution read during the Council meeting to approve items A1 C1 in the Consent Agenda. Be it resolved that, the minutes of the Regular Meeting of the Council of the Municipality of West Grey, held on September 19, 2016; the minutes of the Special Committee of the Whole (Service Delivery Review) Meeting of the Municipality of West Grey, held on September 16, 2016; and the minutes of the Committee of the Whole Meeting, held on September 26, 2016, be adopted, as printed; Further that, the Minutes of the West Grey Committees A2, be received, as circulated; And further that, the Minutes of the Other Committees A3, be received, as circulated. Be it resolved that, the Council of the Municipality of West Grey hereby approves the allocation of the sale of surplus equipment listed in the September 26, 2016 Committee of the Whole Agenda/ Director of Infrastructure and Public Works Report in the amount of $20, to the department equipment budget, as recommended by the Committee of the Whole.

7 Draft MINUTES Draft For the Regular Meeting of the Council of the Municipality of West Grey Held on Monday, September 19, 2016 at 7:00 p.m. At the Council Chambers West Grey Municipal Office Council Staff Mayor Kevin Eccles, Deputy Mayor John A. Bell, Councillor Bev Cutting, Councillor Doug Hutchinson, Councillor Carol Lawrence, Councillor Don B. Marshall, Councillor Rob Thompson Larry Adams, CAO/Deputy Clerk; Mark Turner, Clerk; Kerri Mighton, Director of Finance/Treasurer during report Moment of Reflection Declarations of Pecuniary Interest and General Nature Thereof Councillor Lawrence declared a pecuniary interest relating to By-law Number (JT Excavating Ltd.) as her spouse is a realtor, and sold the subject property to the proponent. Councillor Lawrence left the room during the discussions, and did not participate in any voting regarding same. Closed Session None Matters Arising from the Closed Session n/a Public Meeting - None Part I - Consent Agenda Cutting-Marshall, Be it resolved that, Items A1 to C2 inclusive, contained in Part 1 Consent Agenda, be adopted, as amended; And further that, authorization be given for the action to be taken as may be necessary to give effect to the recommendations contained therein. # Carried. Adoption of Minutes Council: A1 Minutes of Regular Council Meeting September 7, 2016 Minutes of Committee of the Whole (Planning) September 12, 2016 Committees: A2 West Grey Committee of Adjustment September 12, 2016 (draft)

8 (2) September 19, 2016 Other A3 Multi-Municipal Wind Turbine Working Group July 14, 2016 West Grey Chamber of Commerce August 9, 2016 resolution # Hutchinson-Bell, Be it resolved that, the minutes of the Regular Meeting of the Council of the Municipality of West Grey, held on September 7, 2016, and the minutes of the Committee of the Whole (Planning) Meeting of the Municipality of West Grey, held on September 12, 2016, be adopted, as printed; Further that, the Minutes of the West Grey Committees A2, be received, as circulated; And further that, the Minutes of the Other Committees A3, be received, as circulated. # Carried. Award of Tenders B1 None Routine Department Reports C1 Director of Building Services/C.B.O. Report #CBOC 09/19/16 (received for information) C2 Clerk Report #CC 09/19/16 resolution # Thompson-Hutchinson, Be it resolved that, the Council of the Municipality of West Grey hereby appoints Janice Norley and Joyce Nuhn to the Normanby Recreation Advisory Committee, and Delta Pfeffer to the Neustadt Recreation Advisory Volunteer Sub-committee. # Carried. Miscellaneous Correspondence (For Information Only - Not Circulated but Available for Viewing at Meeting) D1 Saugeen Toastmaster request to proclaim October, 2016 as Toastmasters Month (see resolution # Future Committee Meetings E1 West Grey Committee of the Whole September 26, 2016, 9:00 a.m., West Grey Municipal Office Part II - Regular Agenda

9 (2) September 19, 2016 Communications from the Mayor and Council Mayor Eccles, Deputy Mayor Bell, and Councillors Lawrence, Thompson, and Hutchinson, reported on past activities and events since the last regular meeting of Council, and on upcoming events and activities. Delegations Rene Berger, former West Grey Police Service Chief (retired) Mayor Eccles presented Rene Berger, former West Grey Police Service Chief, with retirement gifts on behalf of Council and the West Grey Police Service Board. Former Police Chief Rene Berger s two daughters also attended the presentation. Former Police Chief Berger thanked Council and the Police Board for the retirement gifts. Bill Chalmers, Secretary, Neustadt and District Lions Club Bill Chalmers, Secretary, Neustadt and District Lions Club, came before Council to discuss the proposed replacement of the picnic shelter at the Neustadt Lions Park. The original picnic shelter was built in 1987, and is in need of replacement. The Neustadt and District Lions Club wishes to replace the picnic shelter, in conjunction with West Grey Council. The present structure is approximately 26 wide by 33 long plus the roof overhang, and the new shelter would be 3-5 wider and 3-5 longer than the present shelter. Mr. Chalmers indicated they are proposing the following changes to the structure: floor will be a concrete floating pad; west side would have a mechanical roll-up curtain that would be able to be lowered or raised as needed, offering protection from the weather; and the electrical in the shelter would be upgraded (lighting and electrical outlets). Mr. Chalmers requested that West Grey assume responsibility for the costs associated with the removal of the picnic shelter. The Neustadt and District Lions Club would be responsible for obtaining drawings, quotes and permits for the new picnic shelter.

10 (4) September 19, 2016 Council asked if Mr. Chalmers has any preliminary cost estimates. Mr. Chalmers indicated not at this stage, as they are waiting on approval from Council. Council asked if this is a project for 2017, and Mr. Chalmers responded affirmatively. Council requested staff to bring back this issue for discussion during the September 26, 2016 Committee of the Whole meeting. Dale Ahrens, Elmwood Community Centre Board Dale Ahrens, Vice-Chair, Elmwood Community Centre Board, came before Council to request support in principle for proposed kitchen renovations at the Elmwood Community Centre. The Board is seeking approval in principle for a proposed kitchen renovation project in 2017 to coincide with the Elmwood sesquicentennial. A similar request was made to Brockton Council on September 12, and Brockton Council noted its support in principle. The proposed kitchen renovation project would improve the appearance and functionality of kitchen, be energy efficient, comply with current regulations, and hopefully result in an increased use of the facility. Mr. Ahrens requested that a clear protocol for engaging in capital projects be established to the satisfaction of West Grey and Brockton. Council requested West Grey staff to discuss this matter with appropriate Brockton staff. Mr. Ahrens also requested that assistance be provided for the Board to obtain grants, as grants are vital to fostering various projects for the Elmwood Community Centre Board. The Elmwood Chamber of Commerce is prepared to provide an initial $10,000 towards the proposed kitchen renovation project. Mr. Ahrens also requested that a mechanism for regular review of operational funding for the Elmwood Community Centre be put into place, other than through the budget review. Mayor Eccles indicated other joint boards prepare their annual budget for submission to the respective municipalities, and this should continue for the Board.

11 (5) September 19, 2016 Council asked Mr. Ahrens if he has a cost estimate for the proposed kitchen renovations. Mr. Ahrens indicated he does not have a firm estimate at this time, however, it could be between $100,000 to $125,000. Mr. Ahrens indicated that the Board has looked at other comparable kitchens in Neustadt, Durham, and Chesley recreational facilities. Mr. Ahrens noted that he approached Frank Domm (Domm Construction) to determine a base line for an efficient kitchen. - resolution # Cutting-Lawrence, Be it resolved that, the Council of the Municipality of West Grey hereby supports in principle, the proposed kitchen renovations to the Elmwood Community Centre. # Carried. Ron Shearer Ron Shearer came before Council to discuss his concerns relating to roadside garbage and poison ivy on municipal road allowances. Mr. Shearer traps on road allowances in Bentinck Township, and noted his concerns with the extent of poison ivy near a number of cold water streams. Individuals that are fishing at these streams may not be aware of what poison ivy looks like, and may become infected as a result. Mr. Shearer also noted the amount of roadside garbage he has witnessed on certain road sides that are not as well travelled, such as Sideroad 5 between Concessions 10 & 12. Mr. Shearer suggested that a number of trail cameras be placed along some of the problem roads with accompanying signage. Council noted the environmental concerns with spraying near streams. Council mentioned the possibility of enhancing the Adopt-A-Road program, and encouraging ratepayers to be vigilant about roadside dumping. Business Arising from the Previous Meeting - None Staff Reports Director of Finance/Treasurer - Report #FTR 09/19/16 Approval of Accounts, Voucher # resolution #330-16

12 (6) September 19, 2016 Clean Water and Wastewater Fund (CWWF) Phase 1 - An announcement was made regarding the Clean Water and Wastewater Fund (CWWF) to support municipal water, wastewater or storm water projects. Funding will be allocated to municipalities on a formula system based on their proportion of water, wastewater and storm water infrastructure and economic conditions. The funding will have a base component of $50,000 federal and $25,000 provincial. The deadline is October 31, The Durham Sewage Treatment Plant UV Disinfection project may be one potential project for consideration under this program. Deadline for submitting is October 31, 2016, and West Grey will be eligible for funding for approximately $145,000. (Council deferred discussion to a future Committee of the Whole or Council meeting.) Neustadt Business Group (see resolution #341-16) Bell-Thompson, Be it resolved that, the Director of Finance/Treasurer be authorized to pay the accounts presented as Voucher # of the Municipality of West Grey, in the amount of $2,979, # Carried. Clerk Report #CR 09/19/16 Retail Business Holidays Act - To date, the Municipality has not received any requests from West Grey business establishments or business organizations that would enable Council to consider holding a public meeting for a proposed by-law that would provide for business establishments to be open on certain holidays prescribed in the Retail Business Holidays Act. (received for information) South Bruce Grey Health Centre Proposed Durham Site Exterior Signage (Council deferred a decision on this matter, and requested a South Bruce Grey Health Centre representative attend an upcoming Committee of the Whole or Council meeting to discuss the proposed signs.) Ontario Municipal Board Appeal re: Refusal of By-law Number (Martin Kuepfer) resolution # Cutting-Lawrence, Be it resolved that, the Council of the Municipality of West Grey hereby approves utilizing the legal services of solicitor, Erroll Treslan, of The Alliance Lawyers, to represent the interests of the Municipality in the Ontario Municipal Board appeal by Martin Kuepfer respecting By-law Number # Carried.

13 (7) September 19, 2016 CAO/Deputy Clerk Report #CR 09/19/ Holidays Office Hours resolution # Storage Requirements resolution #33-16 Legal Opinion for Solar Panels (The CAO/Deputy Clerk reported he will bring this issue to the September 26, 2016 Committee of the Whole meeting. The CAO/Deputy Clerk noted that solicitor, Ed Veldboom, is unable to provide a legal opinion within the prescribed timeframe, however, another solicitor in his firm will provide a legal opinion shortly.) Thompson-Hutchinson, Be it resolved that, the Council of the Municipality of West Grey hereby approves the following West Grey Municipal Office hours during the 2016 Christmas season: Regular hours December 23; December 26 & 27 closed; December :30 a.m. to 4:00 p.m.; January 2, 2017 closed. # Carried. Marshall-Cutting, Be it resolved that, the Council of the Municipality of West Grey hereby authorizes the CAO/Deputy Clerk to negotiate a rental agreement for storage requirements, and bring back to Council for future consideration. # Carried. By-Laws First, Second & Third Readings A By-law to rezone lands described as Plan 500, Park Part Lot 2 & 3 George N; former Town of Durham (JT Excavating Ltd.) (ZA-09-16) resolution # A By-law to rezone lands described as Plan 80, Lots 37 & 38, RP16R6191, Part 2, William Street, Village of Elmwood, former Township of Bentinck (Krajcir) (ZA-10-16) resolution # A By-law to rezone lands described as Part Lot 6, Concession 2 WGR, RP17R1376, Parts 1 & 2, former Township of Normanby (Booth) (ZA-11-16) resolution # A By-law to confirm the proceedings of the September 19, 2016 Council meeting resolution # Bell-Thompson, Be it resolved that, By-law Number , being a By-law to rezone lands described as Plan 500, Park Part Lot 2 & 3 George N; former Town of Durham (JT Excavating Ltd.) (ZA-09-16), be now read a first, second and third time, passed and numbered and that the said by-law be signed by the

14 (8) September 19, 2016 Mayor and CAO/Deputy Clerk, sealed with the seal of the Corporation and be engrossed in the by-law book. # Carried. Marshall-Lawrence, Be it resolved that, By-law Number , being a By-law to rezone lands described as Plan 80, Lots 37 & 38, RP16R6191, Part 2, William Street, Village of Elmwood, former Township of Bentinck (Krajcir) (ZA-10-16), be now read a first, second and third time, passed and numbered and that the said by-law be signed by the Mayor and CAO/Deputy Clerk, sealed with the seal of the Corporation and be engrossed in the by-law book. # Carried. Hutchinson-Thompson, Be it resolved that, By-law Number , being a By-law to rezone lands described as Part Lot 6, Concession 2 WGR, RP17R1376, Parts 1 & 2, former Township of Normanby (Booth) (ZA-11-16), be now read a first, second and third time, passed and numbered and that the said by-law be signed by the Mayor and CAO/Deputy Clerk, sealed with the seal of the Corporation and be engrossed in the by-law book. # Carried. Marshall-Cutting, Be it resolved that, By-law Number , being a By-law to confirm the proceedings of Council, be now read a first, second and third time, passed and numbered and that the said by-law be signed by the Mayor and CAO/Deputy Clerk, sealed with the seal of the Corporation and be engrossed in the by-law book. # Carried. New Business Councillor Hutchinson reported the Neustadt Business Group is placing plaques at historical buildings in Neustadt, and would like to place a historical plaque at the Neustadt Public Library building, with Gemini Signs will be producing the plaques at a discounted price. The Neustadt Business Group is requesting the Municipality to pay for the proposed plaque at the Neustadt Public Library building. (see resolution #339-16) Council discussed the lack of direction from Grey County staff in dealing with the Rockwood Terrace resolution passed by Council. (Council requested staff to send a letter inquiring about the status of the Rockwood Terrace resolution and the proposed status report.

15 (9) September 19, 2016 Council representatives on Grey County Council indicated they will bring up this topic if it is not on the September 29, 2016 Grey County Social Services Committee Agenda.) Mayor Eccles noted that the Grey Bruce We C.A.R.E. Committee is inquiring about interest from any municipalities to host/support the 2017 We C.A.R.E. Share event. (Council requested staff to obtain additional information on the needs and time of the proposed event. Council noted that the full cost of renting a West Grey facility would be required to be paid by this organization, as per past practice.) Addendum - None Notice of Motion/Direct Motions Toastmasters resolution # Neustadt Public Library Plaque resolution # Long Term Care Beds resolution # Neustadt Business Group Grant Application resolution # (Council was asked about providing insurance coverage for proposed events to be held by the Neustadt Business Group in conjunction with Canada and Ontario 150 celebrations. The CAO/Deputy Clerk indicated this matter would need to be discussed with the municipal insurance provider, as they have concerns with potential liability. Council indicated that no commitments for providing municipal insurance coverage for the proposed events can be made at this time, as the municipal insurer would need specific details regarding the proposed types of events and dates. Cutting-Lawrence, Be it resolved that, the Council of the Municipality of West Grey hereby proclaims the month of October, 2016 as Toastmasters Month. # Carried. Hutchinson-Bell, Be it resolved that, the Council of the Municipality of West Grey hereby approves payment in the amount of $ plus applicable taxes for placement of a historical sign at the Neustadt Public Library building. # Carried.

16 (10) September 19, 2016 Thompson-Bell, Be it resolved that, the Council of the Municipality of West Grey hereby strongly opposes the closure of any long term care beds in Durham and West Grey; Further this resolution be forwarded to Grey County Council, Individual County Councilors and Grey County Social Service Committee and Senior Staff. # Carried. Hutchinson-Thompson, Be it resolved that, the Council of the Municipality of West Grey hereby supports the Neustadt Business Group partnering with the Municipality of West Grey in order to apply for a Grey Bruce Foundation Grant for a Community Celebration on July 15, 2017, to commemorate Canada s 150 th Anniversary and Neustadt s 160 th Anniversary since their founding. # Carried. Closed Session Incomplete Items Only n/a Matters Arising from Closed Session Incomplete Items Only n/a Question Period Bill Wilkinson opined that everyone should be involved in the Rockwood Terrace issue. Mr. Wilkin questioned if there were any ulterior motives of Council based on comment at the last Council meeting. Mr. Wilkinson noted the Rockwood Terrace group was formed to assist Council, and opined there appears to be animosity between Council and this group. Council noted that as individuals they have no issues with the group, and indicated their support for keeping Rockwood Terrace in the Durham/West Grey community. Councillor Marshall indicated it is a Grey County Council decision as it is their long-term facility, and they have the information needed to base their decision. Bill Wilkinson noted the adverse economic impacts that would result from the closure of Rockwood Terrace. Don Tremble questioned why Council does not commission its own economic impact study that would result from the closure of Rockwood Terrace. Council requested this matter be placed on the September 26, 2016 Committee of the Whole meeting for discussion purposes. Municipal Act Notices - None

17 (11) September 19, 2016 Adjournment Hutchinson, Resolved that, we do now adjourn at 9:40 p.m., to meet again on October 3, 2016, 10:00 a.m., or at the call of the Mayor. Carried. Kevin Eccles, Mayor Larry C. Adams, CAO/Deputy Clerk

18 Draft MINUTES Draft For the Special Meeting of the Committee of the Whole of the Municipality of West Grey Strategic Planning/Service Delivery Review Held on Friday, September 16, 2016 at 10:00 p.m. At the Durham Arena Warming Room Council Staff Mayor Kevin Eccles, Deputy Mayor John A. Bell, Councillor Bev Cutting, Councillor Doug Hutchinson, Councillor Carol Lawrence, Councillor Don B. Marshall, Councillor Rob Thompson Larry C. Adams, CAO/Deputy Clerk; Mark Turner, Clerk; Kerri Mighton, Director of Finance/Treasurer; Brent Glasier, Director of Infrastructure and Public Works; Phil Schwartz, Fire Chief, Kim Storz, Chief Librarian/CEO. Declarations of Pecuniary Interest and General Nature Thereof - None Service Delivery Review The CAO/Deputy Clerk defined what a Service Delivery Review is, being, an evaluation process with specific municipal services that are reviewed to determine the most appropriate way to deliver the identified services. The CAO/Deputy Clerk indicated the Municipality needs to determine the process, establish the set level of service, understand the value and efficiency of current services, and provide for public input. Council and staff identified the core services provided by the municipality, including Fire (also includes Health & Safety, Emergency Measures); Police; Public Works (also includes Waste Management); Library; Recreation; Administration (also includes Building/By-law Enforcement/Property Standards; Planning; Economic Development); and Joint Services (including Saugeen Municipal Airport, Saugeen Conservation, Building Services, Saugeen Mobility and Regional Transit, Elmwood Community Centre, Elmwood Fire Department, Source Water Protection, Hanover/West Grey employment lands). The Director of Finance/Treasurer reported on the net tax levies for each service that is provided by West Grey. Public Works and Police are the two largest municipal services impacting the tax levy.

19 (2) September 16, 2016 The Director of Infrastructure and Public Works reported on the different functions within the Public Works Department, including Waste Management/Recycling, noting weigh scales are being placed at the Bentinck Landfill Site; Roads/Bridges traffic counts currently being conducted; Water/Wastewater contracted work vs. internal work being assessed; Equipment inventory and use of equipment being assessed; and Housing analysis of current public works buildings underway. The Committee of the Whole discussed the merits of initiating an initial service delivery review in a particular department. The Committee of the Whole determined that the Public Works Department will be the initial department to undertake a service delivery review given the work already completed or underway by in that Department, and given the percentage of the overall West Grey budget that the Public Works Department consumes. The Committee of the Whole noted some delivery service reviewed is already occurring with regards to the West Grey Police Service, and that it would be premature to undertake a full service delivery review of the West Grey Police Service given the currently vacant Police Chief position. The Committee of the Whole temporarily adjourned for lunch at 12:30 p.m., and reconvened at 1:15 p.m. The Committee of the Whole identified the West Grey Public Library service as an additional service to undergo a service delivery review at the same time as the service delivery review of the Public Works Department. The Committee of the Whole noted an analysis of the original Elmwood Public Library building is already underway, and the re-location of the Durham Public Library building is in process. The Committee of the Whole set the following Special Committee of the Whole/Service Delivery Review meeting dates: November 4, 2016, 9:00 a.m., West Grey Council Chambers Public Works Department service delivery update, and West Grey Public Library service delivery update (if ready); and November 18, 9:00 a.m., West Grey Council Chambers Public Works Department & West Grey Public Library service delivery update.

20 (3) September 16, 2016 Adjournment Cutting, Resolved that, we do now adjourn at 1:40 p.m., to meet again on September 26, 2016, 9:00 a.m., or at the call of the Mayor. Carried. Kevin Eccles, Mayor Larry C. Adams, CAO/Deputy Clerk

21 Draft Minutes Draft Municipality of West Grey Committee of the Whole Held on Monday, September 26, 2016 at 9:00 a.m. At the Council Chambers West Grey Municipal Office Council Absent Staff Others Mayor Kevin Eccles, Deputy Mayor Bell, Councillor Bev Cutting, Councillor Doug Hutchinson, Councillor Carol Lawrence, Councillor Rob Thompson Councillor Don B. Marshall Larry C. Adams, CAO/Deputy Clerk; Mark Turner, Clerk. Brent Glasier, Director of Infrastructure and Public Works during report. Tim Cook, Roads Supervisor, Steve Ayerhart, Utilities Supervisor during Director of Infrastructure and Public Work Report. Jennifer Watson, By-law Enforcement & Property Standards Officer Declarations of Pecuniary Interest and General Nature Thereof None Closed Session Bell-Hutchinson, Whereas, the Municipal Act, S.O. 2001, Section 239 (2), authorizes Councils of municipalities to close to the public a meeting or part of a meeting for dealing with certain subject matters, Now therefore be it resolved that, the Committee of the Whole of the Municipality of West Grey, does now go into a closed session at 9:06 a.m., with the CAO/Deputy Clerk and Clerk, to discuss an item which relates to receiving of advice that is subject to solicitor-client privilege.. #COW Carried. Bell-Lawrence, Be it resolved that, the Committee of the Whole hereby returns to Open Session at 9:34 a.m. #COW Carried. (Mayor Eccles confirmed that only closed session items identified were discussed in closed session) REGULAR AGENDA:

22 (2) September 26, 2016 Matters Arising from the Closed Session Mayor Eccles welcomed David Grant, from Abundant Solar Energy Inc. Mayor Eccles indicated that based on the comments received in closed session from William S. Koughan, of Russell Christie LLP, the Municipality of West Grey is not in a position at this time to proceed with the proposed solar ground mount and solar rooftop lease agreements. Mr. Grant suggested the solicitors for both parties meet to address the issues for possible submission of the proposed lease agreements by the end of October. Mayor Eccles reiterated that the Municipality of West Grey cannot proceed at this time with the proposed lease agreements, given the proposed time frames and legal opinion received from solicitor, William S. Koughan. Public Meetings - None Delegations John S. Black (cancelled delegation) David Grant, Renewable Energy Consultant, Abundant Solar Energy Inc. (see Matters Arising from Closed Session. Meghan Legge, Communications and Patient Relations Coordinator, and Drew Braithwaite, Facilities Supervisor, South Bruce Grey Health Centre Meghan Legge, Communications and Patient Relations Coordinator, and Drew Braithwaite, Facilities Supervisor, South Bruce Grey Health Centre, discussed the proposed signs at the Durham Hospital. The Committee of the Whole questioned why the proposed signs are so large. Meghan Legge indicated Cox Signs suggested the proposed signs to be of sufficient size for legibility, and noted similar signs were placed at the Walkerton Hospital site, with no resulting concerns. Ms. Legge indicated the proposed intersection sign will be situated entirely on hospital property. The Committee of the Whole questioned if Sign 3 can be placed at the west entrance of the parking lot. Drew Braithwaite indicated it is preferred that

23 (3) September 26, 2016 Sign 3 be located at the east side of the parking lot entrance for a number of stated reasons. The Director of Infrastructure and Public Works mentioned the possible option of a floating sign. The Committee of the Whole requested Ms. Legge and Mr. Braithwaite to discuss this option with Cox Signs and the Director of Infrastructure and Public Works, and bring back for discussion at the next Council meeting, if possible, when the below resolution is considered by Council. Thompson-Hutchinson, Be it resolved that, the Committee of the Whole hereby requests Council approves the request from the South Bruce Grey Health Centre to place the proposed exterior sign (Sign 3) on the municipal road allowance known as Chester Street, as indicated in their letter dated September 8, #COW Carried. Business Arising From Previous Meeting Rockwood Terrace Impact Study The proposed impact study by Grey County is proposed to be based on a County-wide impact study, and not just the impact on West Grey as it relates to Rockwood Terrace. The Committee of the Whole noted there was direction from Grey County Council requesting that County staff have a report on this matter, among others, for discussion purposes during the September 14 Grey County Social Services Committee meeting, however, this matter was not brought forward at this meeting.) Mayor Eccles indicated that there will be discussion on this issue at the October 4, 2016 Grey County Council meeting. The Committee of the Whole asked if there is an extension of the time frame for a decision respecting County long-term care. Mayor Eccles indicated the implementation date is still 2025, however, the Grey County Warden stated he wanted direction from Grey County Council by the end of the year to facilitate the 2025 deadline. The Committee of the Whole indicated a willingness to wait until the October 4, 2016 Grey County Council meeting is held prior to taking any further action.

24 (4) September 26, 2016 Mayor Eccles noted an estimate was obtained in the amount of $12,000 $15,000 for an individual to only manage an Impact Study, with an estimate of $150,000 to complete an Impact Study. Staff Reports Director of Infrastructure and Public Works Report COW #09/26/16 Road Supervisor s Report - Traffic Counts are within a day or two of being completed in all rural patrols. Brushing operations continues. Maintenance gravel in all rural patrols is within a day of being completed. (received for information) Utility Supervisor s Urban Report - Staff busy painting benches, tables and hydrants. Durham Landfill Attendant assistant started Sept. 17 th. Part time Parks Attendant started Sept. 16 th. New used Single axle truck has been safety and licensed for an approx. cost of $5,000 including 4 new tires. Durham water usage for the month of August had an average consumption of 954 cubic metres per day. (received for information) Durham Well #1 (The Utility Supervisor reported that Durham Well #1 went down on Friday, as the pump burned out. A motor was found in Stratford and picked up on Friday. The pump was fixed and was up and running on Friday night. A new pump was ordered to replace the fixed pump. It is anticipated that the Durham Well #2 pump will also need replaced soon as its life span is drawing to a close, so another pump will also be ordered. (received for information) Garbage Tags (The Committee of the Whole requested staff to inform the waste collection company to ensure bag tags are placed on garbage bags. The Director of Infrastructure and Public Works reported the existing used clothing bins were removed from West Grey landfill sites, and will be replaced with Canadian Diabetes clothing bins this week.) (received for information) Durham Tennis Courts (The Committee of the Whole discussed the possible safety issue associated with the electrical box at the Durham Tennis Court. The Committee of the Whole directed staff to disconnect the electrical box, and consider replacement of same during 2017 budget discussions. (received for information) Association of Ontario Road Superintendents (AORS) Provincial Truck Roadeo Challenge resolution #COW (The Committee of the Whole requested Jim Holm and Scot Kilpatrick to attend a future Council or Committee of the Whole meeting to recognize their accomplishments.) Garafraxa Street Bridge Connecting Link Fund (The Committee of the Whole suggested Council arrange a delegation during the Ministry of Municipal Affairs & Housing Ontario West Conference in December, and

25 (5) September 26, 2016 potentially, at the OGRA Annual Conference, to discuss this matter.) Sale of Surplus Equipment resolution #68-16 Bell-Lawrence, Resolved that, a letter of congratulations be sent by the Director of Infrastructure and Public Works to Jim Holm and Scot Kilpatrick regarding their accomplishments at the AORS Provincial Truck Rodeo Challenge. #COW Carried. Cutting-Hutchinson, Resolved that, the Committee of the Whole hereby recommends Council approve the allocation of the sale of surplus equipment listed in the September 26, 2016 Director of Infrastructure and Public Works Report in the amount of $20, to the department equipment budget. #COW Carried. By-law Enforcement/Property Standards Officer Report COW #09/26/16 Jennifer Watson, West Grey By-law Enforcement & Property Standards Officer, presented her report to the Committee of the Whole. The Clerk noted a joint uniform property standards by-law is being worked on by Clerks of the Municipality of West Grey, Township of Chatsworth, Municipality of Grey Highlands, and Township of Southgate. The Clerks have also discussed the possible formation of a joint property standards committee wherein other committee members from member municipalities may be utilized. The Clerk also noted that given the quasi-judicial aspect of a Property Standards Committee, a recommendation regarding possible remuneration may be forthcoming as well. Clerk Report COW #09/26/16 Shipping/Sea Containers (The Committee of the Whole requested the Municipal Planner and Clerk to complete a draft by-law respecting shipping containers, and possibly, tractor trailer units, to permit shipping containers on certain conditions on lands zoned commercial, industrial, and agricultural. Shipping containers will be prohibited in Residential Zones, and the Committee of the Whole noted some concerns with permitting shipping containers in downtown commercial zones. The by-law is to consider such factors as screening/fencing requirements, rear and side yard limitations, maximum number of containers, and aesthetics, and consider possibly coordinating the passage of a similar by-law with the other joint municipalities.) CAO/Deputy Clerk Report COW #09/26/16 Durham and District Horticultural Society Delegation The Committee of the

26 (6) September 26, 2016 Whole responded to the following items listed in the CAO/Deputy Clerk s Report, as well as a follow-up from the Durham and District Horticultural Society (DDHS): Item 1) The fourth blue spruce tree was not planted at the south end as there was an issue with a needed encroachment of rockery that had to be re-configured to keep within West Grey property, as well as having a birds nest in it it should be planted in the next week or two. Item 2) Locates called in and should be done within the next week. The adjacent property owner was spoken to and is in favour of placement of the three maple trees and one oak tree to be placed by Chris Hopkins. The tree grower did not want to dig up the trees until October 1. Trees will be planted just west of the entrance sign. Item 3) Cenotaph is Legion property so the DDHS can plant bulbs there with Legion approval, or any other flower planting at Cenotaph upon Legion approval. Memorial Grove Sign Bed okay for DDHS to plant bulbs. DDHS to put in writing to the West Grey Parks Committee what is being proposed at the memorial garden to collaborate with the Committee. Riverside Park The West Grey Parks Committee will retain responsibility for maintenance of the Riverside Park, as the Committee has a vision for the Riverside Park. The Committee of the Whole/Parks Committee representative indicated it would be appreciated if the DDHS would assume maintenance of the Elvidge Park gardens. The DDHS will consider the offer to assume maintenance of the Elvidge Park gardens. The Committee of the Whole temporarily adjourned for lunch at 12:22 p.m., and reconvened at 1:23 p.m. Reports/Minutes from Committees/Committee Chairs/Council Representatives 1) West Grey Economic Development Committee Councillor Thompson reported the Committee met last Thursday. A Job Fair will be held on March 23 at the Durham Arena. West Grey campground owners have been invited to the Job Fair. A two-person float was purchased to be used as a prize at the Job Fair. There is a good response to the Job Fair from employers, however, there is a concern as to the number of persons or potential employees that will attend the Job Fair. The Committee is purchasing 475 tote recyclable bags with the West Grey emblem on the bags, as well as pens, for Job Fair promotional items.

27 (7) September 26, 2016 The Committee is meeting on October 6 & 12 with Cheryl Brine, from the Ontario Ministry of Agriculture & Food, to work on a strategic plan for the West Grey Economic Development Committee. Councillor Thompson reported that Saints & Sinners merchandise is being sold at the West Grey Municipal Office. The Saugeen Economic Development Committee is holding a Vibrant Villages seminar at the Neustadt Hall on October 19. 2) West Grey Parks Committee Councillor Cutting reported the flowers are still growing, and the residents are intrigued by the vegetables being grown alongside the flowers. The Committee is working on various signs, and the Neustadt Entrance sign is ordered. Many individuals expressed delight with the new trail section being completed in Durham. A Helping Hands program is being considered to assist Committee members with cleanup. McLeans Home Hardware has donated 500 specialized tulips to commemorate Canada 150. Thank-you letters were received from the Durham & District Food Bank for the donation of vegetables growing in the flower beds, and from Jennifer Clark in appreciation for the flower and shrub displays throughout Durham. 3) West Grey Recreation Advisory Committees Councillor Thompson reported the Durham Recreation Advisory Committee met last Thursday. The wading pool is closed for the season. There were 25 hall rentals in the months of May & June, and 60 town hall rentals. The front of the Durham Arena building was cleaned, and painting completed at the Durham Arena. There was a delay in ice rentals/installation of the ice due to the warmer weather. The Committee will no longer be holding Teen Dances. The Fall Craft Show is proceeding on November 26. The Christmas event is on December 11, and letters will be sent to last years sponsors to request sponsorship for this year. The Durham Ball Diamond Project is still being worked on - fencing is up for the dugouts; taps replaced; painting done; and they are looking at obtaining red crushed clay/brick for the diamonds. Councillor Lawrence reported the profits from the annual Ayton Ball Tournament was approximately $6,700. Neustadt pickle ball is starting October 1. The Neustadt Craft Show will be held on November 5. A total of $209 was collected from the donation box at the Neustadt Lions Park. The Trail of Dreams created by Gerry Hilgendorff is quite popular for weddings

28 (8) October 3, 2016 and other events. The Committee is considering ball diamond refurbishments in The Neustadt Recreation Advisory Committee donated $500 for Canada 150 celebrations. Reports/Minutes from Other Committees/Committee Chairs/Council Representatives 1) West Grey Public Library Board Councillor Lawrence reported that she and Ralph Clark are removing the unattached historical photos/pictures from the Durham Public Library building. Mr. Clark will digitize the photos. Councillor Lawrence will be moving the memorabilia at the Durham Public Library building to the West Grey Municipal Office. Ralph Clark and Norm Marshall will look after historical flip charts. 2) West Grey Police Services Board Mayor Eccles reported the Board has offered the position of Police Chief to an individual, and is waiting for acceptance. The individual in question would start mid-october Mayor Eccles reported there was an armed standoff south of Allan Park Road approximately two weeks ago. 3) Saugeen Municipal Airport Commission Councillor Lawrence reported the Commission is installing a water line to service the most southern hangar and to service future development, at a total cost of approximately $9,000. A new used New Holland bi-directional tractor has arrived for plowing snow and cutting grass the tractor cost approximately $120,000, with $110,000 borrowed by Brockton to be re-paid over 10 years with interest. A new commercial snow blower was purchased. In the past, jet A fuel was used for the equipment, but it is hard on the equipment, and as a result, the Commission will be obtaining a used fuel tank that, with diesel fuel being used. Cracked sealing and runway maintenance is completed. The new Airport Manager is finding a lot of savings, and completing a lot of projects. Mayor Eccles left the meeting at 2:45 p.m. 4) Saugeen Valley Conservation Authority Board of Directors

29 (9) September 26, 2016 Deputy Mayor Bell reported the Board has two meetings planned in the next two weeks to review the regulatory policies report. A new agricultural committee was formed by the Authority, and this committee will meet quarterly. 5) Elmwood Community Centre Board August 23, 2016 minutes Councillor Lawrence presented a rough draft of the proposed kitchen renovations plan completed by Domm Construction. The Board has applied for Deep Geological Repository funding for the proposed kitchen renovations. The preliminary budget for kitchen renovations is $120,000, and a fundraising committee will be struck. The Board may be suggesting in the West Grey & Brockton 2017 budgets that a $10,000 reserve be set aside for the kitchen renovation project. Councillor Lawrence further reported that Brockton Council held their Council meeting in September at the Elmwood Community Centre. The Elmwood Chamber of Commerce will be hold a meeting with individuals interested in planning Canada 150 celebrations. The Board is holding a contest to name the Lions Fireman Park to tie in with Canada 150 celebrations the renaming of this park would require the approval of both municipalities. Shirley Young has resigning effective March 31. The Board received the insurance invoice from West Grey, and will be paid. The Elmwood Chamber of Commerce is holding a Chicken Dinner on October 21.Brockton Council is placing a permanent generator at the Elmwood Community Centre as it is one of their emergency centres. 6) Saugeen Mobility and Regional Transit Corporation (S.M.A.R.T.) Deputy Mayor Bell reported the Board met last week, and advised of potential litigation against SMART. The Board is considering a change in the funding formula based partially on kilometres, and it now appears it would not result in such a significant increase in West Grey s levy portion. 7) West Grey Chamber of Commerce/Durham BIA/Neustadt Business Group Councillor Thompson reported the were plans for a membership drive through the holding of an information session last week in Ayton, however, it was cancelled due to lack of interest. A potential Fall event was also cancelled.

30 (10) September 26, 2016 Councillor Hutchinson reported the BIA is meeting tomorrow night, and is looking at replacing Christmas decorations. Councillor Hutchinson reported the Neustadt Business Group is working on a pop-up program to encourage new businesses to locate in Neustadt. The Group is waiting on word back on submitted grant applications, including for Canada 150 celebrations. The Group will be placing plaques on historical buildings and at walking trails. A Canada 150 Committee meeting is scheduled for tomorrow, however, what the Committee can do will be based on any approved funding. A fundraising calendar is being considered that would list Canada 150 events and historical facts about Neustadt. 8) Elmwood Fire Department Joint Board of Management Councillor Cutting reported the Board met on September 20, and long-term service awards were presented to a number of Elmwood firefighters. 9) Others - None New Business The CAO/Deputy Clerk reported the proposal for the Engineers Report respecting the original Elmwood Public Library building was provided to the Mayor today, and indicated the Engineers Report will be completed in time for 2017 budget discussions. The CAO/Deputy Clerk reported the current Elmwood caretaker was advised of a Request for Proposals (RFP) being requested by West Grey for the Elmwood caretaker position. It is the intent to have a new caretaker/caretaker contract in place by January 1, The Committee of the Whole indicated there was an inquiry from a ratepayer respecting dust problems at the Durham Furniture property, and questioned if the lease agreement indicates that Durham Furniture or West Grey is responsible for dust control. Staff will check the lease agreement, and take appropriate action. Councillor Cutting reported that the Community Liaison Committee respecting the East Durham Wind Energy Centre Project is holding a meeting on October 19, at the Durham Arena, from 6-8 p.m., and Councillor Cutting noted she will be requesting another CLC meeting be held.

31 (11) September 26, 2016 Adjournment Hutchinson, Resolved that, the Committee of the Whole hereby adjourns at 3:09 p.m., to meet again on October 31, 2016, 9:00 a.m., or at the call of the Mayor. Carried. Kevin Eccles, Mayor Larry C. Adams, CAO/Deputy Clerk

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57 Report Consent Agenda Clerk Report CC #10/03/16 Date: October 3, Page 1 of 1 Recommendation from the September 26, 2016 Committee of the Whole Meeting The following resolution was passed during the September 26, 2016 Committee of the Whole meeting: Cutting-Hutchinson, Resolved that, the Committee of the Whole hereby recommends Council approve the allocation of the sale of surplus equipment listed in the September 26, 2016 Director of Infrastructure and Public Works Report in the amount of $20, to the department equipment budget. #COW Carried. CC#1 Recommendation: That Council pass a resolution in support of the resolution by the Committee of the Whole. West Grey 2020 Action Plan Decisions respecting this report should support the following Strategic Priorities and Goals identified in the approved West Grey 2020 Action Plan: Strategic Priorities Ensure the Financial Sustainability of the Municipality. Pursue Economic Development in West Grey. Enhance Efforts to Inform and Communicate. Respectfully submitted: Mark Turner, Clerk

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74 Report Regular Agenda Director of Finance/Treasurer Report FTR#10/03/16 Date: October 3, Page 1 of 1 Approval of Voucher No in the amount of $446, FTR#1 Recommendation: That Council approves Voucher No West Grey Canada 150 Committee At its meeting held on Sept. 27 th, the West Grey Canada 150 Committee passed a motion to request Council consideration to provide seed funding of $5,000 to the Committee. These funds would be paid back to the Municipality. The Committee is preparing a calendar and would require upfront funding for the expenses to produce the calendar. The Committee is planning to sell the calendars for $15.00 each. FTR#2 Recommendation: That Council approves the provision of repayable seed funding to the West Grey Canada 150 Committee in the amount of $5,000. Ontario Community Infrastructure Fund Formula-based Component A by-law has been prepared to authorize the signing of the new expanded Ontario Community Infrastructure Fund Formula-based Component (OCIF- Formula) which must be returned to the Ministry by Nov. 2, Attached is a copy of the OCIF-Formula Allocation Notice for West Grey. FTR#3 Recommendation: That Council approves the by-law to authorize the signing of the OCIF-Formula agreement. Respectfully submitted: Kerri Mighton Director of Finance/Treasurer West Grey 2020 Action Plan Decisions respecting this report should support the following Strategic Priorities and Goals identified in the approved West Grey 2020 Action Plan: Strategic Priorities 1. Ensure the Financial Sustainability of the Municipality. 2. Pursue Economic Development in West Grey. 3. Enhance Efforts to Inform and Communicate.