Howick: a strong, independent, healthy, rural community. Proud to be different

Township of Howick Council Agenda

Tuesday December 5, 2017 at 7 pm Howick Council Chambers

1. Call to Order

2. Presentations Sandy MacEwen – 35 years of service😊😊 3. Acceptance of Agenda (motion to amend)

4. Declaration of Pecuniary Interest and the General Nature Thereof

5. Approval of Minutes – Nov 21/17 Council meeting (motion to approve) 6. Business Arising from the Minutes - correspondence received from Harry Donegan, Jerry Donegan & Sheila Smith re 3 options to resolve the current issues regarding Johnson Line haul road 7. Kirk Livingston, Chief Building Official - report to Council-Building-2017-06 – activity report for Oct & Nov 2017 8. Staff Report

8.1 Public Works Coordinator Brady Nolan - report to Council-Public Works-2017-37 – progress report - report to Council-Public Works-2017-38 – approval to hire full time employee (motion to approve) - report to Council-Public Works-2017-39 – approval to hire seasonal/part-time employee (motion to approve) - report to Council-Public Works-2017-40 – approval to hire casual (motion to approve) - report to Council-Public Works-2017-41 – extending contract for dust control 8.2 Treasurer-Tax Collector Jean Hughes - report to Council-Finance-2017-18 – OMPF 2018; Township tour; Emergency Information Officer training (motion to approve) 8.3 Clerk Carol Watson - report to Council-Clerk-2017-19 – approval to hire casual (motion to approve) - report to Council-Clerk-2017-20 – approve amended job descriptions for Fire Chief & Clerk (motion to approve) - report to Council-Clerk-2017-21 – West Street road allowance, Fordwich

9. Council Committee and Board Reports (motion to receive) - Belmore Community Arena Board minutes Oct 18/17 - Howick Committee of Adjustment minutes Nov 21/17 - Maitland Source Protection Authority minutes May 17/17 & Maitland Valley Conservation Authority Board of Directors minutes Oct 18/17

10. Councillor Report Councillor Henhoeffer – Howick Community Centre 150th Celebration Garden

The Corporation of the Township of Howick Council Agenda December 5, 2017 Page 2

Howick: a strong, independent, healthy, rural community. Proud to be different

11. Correspondence - Vintage Snowmobile Committee & Cruise Night Committee holding events at the community centre - Lisa Thompson, MPP re Bill 148, the Fair Workplaces, Better Jobs Act - OPP shares updates from the Municipal Policing Bureau - Drinking Water Source Protection Newsletter Issue # 9 – November 2017 - Office of the Regional Senior Justice re Set Fines – Provincial Offences Act – Part 1, By-law 44-2017 “Clean Yards By-law” - Gravel Watch Ontario re concerns regarding Cornerstone Standards Council Responsible Aggregate Standard and Certification System 12. Members Privilege – Good News & Celebrations (this is an opportunity for Council members to share information not included in the agenda that does not require any action) 13. By-law & Motions - motion to accept resignation received from Trevor Tout, Wroxeter Village Management Board - motion to appoint Bill Miller, Fordwich Village Management Board 14. Closed Session - labour relations/employee negotiations (2018-2020 Building Services proposal; 2018 proposed salary grid) - adoption of closed meeting minutes Nov 21/17 15. Adjournment - By-law 56-2017, confirm the actions of Council - motion to adjourn If any member of the public would like more information on an agenda item please contact the Clerk’s office at 519-335-3208 or email clerk@howick.ca, alternative formats of this publication available upon request

Township of Howick Council Meeting Minutes November 21, 2017 Present: Reeve Art Versteeg

Deputy Reeve Robert Clarkson Councillor Doug Harding Councillor Linda Henhoeffer Councillor Randy Scott Public Works Coordinator Brady Nolan Treasurer-Tax Collector Jean Hughes Clerk Carol Watson 1. Call to Order Reeve Versteeg called the meeting to order at 7 pm and welcomed everyone in attendance with a special welcome to Brady Nolan at his first Council meeting. 2. Presentations Reeve Versteeg presented Road Department employee Doug Chapman with a certificate congratulating him on 20 years of service with the Township of Howick. He also presented Ralph Metcalfe with a certificate congratulating him on his retirement after 17 years of service with the Township of Howick. 3. Acceptance of Agenda Moved by Councillor Scott; Seconded by Councillor Henhoeffer: Be it resolved that Council approve the agenda as presented. Carried. Resolution No. 327/17 4. Declaration of Pecuniary Interest and the General Nature Thereof Deputy Reeve Clarkson declared a pecuniary interest in relation to the accounts payable as his wife was included on the listing. 5. Delegations Harry Donegan with Donegan’s Haulage (2010) Ltd spoke to Council regarding Johnson Line haul road situation between Donegan’s Haulage and Howick Township. Harry shared a notice regarding changes to aggregate fees and royalties from the Ontario Ministry of Natural Resources and Forestry dated July 2017.

Reeve Versteeg advised that Council’s position was that they will not give third and final reading to Zoning By-law and Official Plan Amendment until the Road Improvement Agreement was signed.

Councillor Harding asked for Harry’s thoughts as to how the construction costs should be shared.

Reeve Versteeg suggested that Harry submit a proposal to staff.

Laurie and David Myer spoke to Council regarding the possibility of closing the West Street road allowance from north side of Adelaide Street northward to the south side of Victoria Street in Fordwich and answered questions regarding their proposal.

Township of Howick Council Meeting Minutes November 21, 2017 Page 2

Reeve Versteeg advised that staff would look into the situation and prepare a report. 6. Approval of Minutes Moved by Deputy Reeve Clarkson; Seconded by Councillor Scott: Be it resolved that Council approve the minutes of the November 7, 2017 Council meeting as presented. Carried. Resolution No. 328/17 7. Staff Reports 7.1 Public Works Coordinator Brady Nolan Public Works employee Dean Nicholson presented report to Council-Roads Department-2017-35 regarding the Gough Road budget and answered questions regarding the overages. Moved by Deputy Reeve Clarkson; Seconded by Councillor Scott: Be it resolved that Council authorize the transfer of additional Gas Tax reserve funds to cover the full cost of the Gough Road construction project. Carried. Resolution No. 329/17 Public Works Coordinator Nolan presented report to Council-Public Works-2017-36 recommending an amendment to the Employment Policy to allow employees doing weekly patrol to take the vehicle home. Council discussed the request and agreed to not allow municipal vehicles to be taken home. 7.2 Treasurer-Tax Collector Jean Hughes Treasurer Hughes presented report to Council-Finance-2017-17 updating on the Rural Economic Development Program; 2018 budget planning and the accounts payable listing. Moved by Councillor Scott; Seconded by Councillor Harding: Be it resolved that the accounts in the amount of $797,347.13, payable and/or paid from October 18 to November 21, 2017 be approved for payment. Carried. Resolution No. 330/17 7.3 Clerk Carol Watson A report to Council-Clerk-2017-17 updating Howick’s Emergency Response Plan was presented. A report to Council-Clerk-2017-18 including the 2018 Accessibility Plan was presented. Moved by Councillor Harding; Seconded by Deputy Reeve Clarkson: Be it resolved that Council approve the Huron County 2018 Annual Accessibility Plan. Carried. Resolution No. 331/17 8. Council Committee and Board Reports Minutes from the Howick Community Centre Advisory Committee meeting held September 11, 2017 were received. Minutes from the Wroxeter Hall Board meeting held November 13, 2017 were received. Minutes from the Coalition for Huron Injury Prevention meeting held October 11, 2017 were received.

Township of Howick Council Meeting Minutes November 21, 2017 Page 3

Moved by Councillor Henhoeffer; Seconded by Deputy Reeve Clarkson: Be it resolved that Council receive the minutes from the Council Committees and Boards included in the November 21, 2017 agenda. Carried. Resolution No. 332/17 9. Economic Development A report from Huron County Economic Development Team including the following was presented: Oct-Nov 2017 Update: A document that contains an update on current activities of the department, some upcoming projects/initiatives as well as a list of staff within the department and there contain information and areas of responsibility. Fall 2017 Workshops & Events: Our Small Business Centre hosts a series of events throughout the year. Our current series flyer is attached. Advertisement – Vacancies of the HCEDB Nov 2017: There are two upcoming vacancies on the Huron County Economic Development Board. This advertisement provides further information and details on how and when to apply. 10. Correspondence Correspondence received from Wroxeter Community Hall canvassing for silent auction items was discussed. Moved by Deputy Reeve Clarkson; Seconded by Councillor Scott: Be it resolved that Council authorize the donation of a “made in Howick” gift valued at $40.00 for the Wroxeter Hall Board Silent Auction event. Carried. Resolution No. 333/17 Correspondence received from the Ontario Provincial Police including calls for service billing summary report from July to Sept 2017 was noted and filed.

Correspondence received from Habitat for Humanity including items accepted at the ReStore was noted and filed. 11. Members Privilege – Good News and Celebrations Councillor Harding stated that “Howick Hockey Days” and a recent Novice Hockey Tournament were two very successful events at the Howick Community Centre. 12. By-laws and Motions Moved by Councillor Scott; Seconded by Councillor Henhoeffer: Be it resolved that Council appoint Robert Buckle as Howick’s representative on the Saugeen Valley Conservation Authority Board of Directors. Carried. Resolution No. 334/17 Moved by Councillor Henhoeffer; Seconded by Councillor Harding: Be it resolved that Council give first, second and third and final reading to By-law No. 54-2017; being a by-law to approve the Township of Howick Emergency Response Plan. Carried. Resolution No. 335/17

Township of Howick Council Meeting Minutes November 21, 2017 Page 4

13. Closed Session Council proceeded into closed session to discuss matters pertaining to labour relations/employee negotiations (2018-2020 Building Services proposal) and adoption of the November 7, 2017 closed meeting minutes. Moved by Councillor Henhoeffer; Seconded by Councillor Harding: Be it resolved that Council go into “Closed Session” at 8:13 pm under Section 239 of the Municipal Act, 2001 as amended, to discuss matters pertaining to labour relations/employee negotiations; and that Treasurer Hughes and Clerk Watson remain in attendance. Carried. Resolution No. 336/17 Moved by Councillor Harding; Seconded by Councillor Scott: Be it resolved that Council adjourn the “Closed Session” at 8:42 pm. Carried. Resolution No. 337/17 Moved by Councillor Scott; Seconded by Deputy Reeve Clarkson: Be it resolved that Council approves direction given to staff in Closed Session. Carried. Resolution No. 338/17 14. Adjournment Moved by Councillor Harding; Seconded by Councillor Henhoeffer: Be it resolved that Council give first, second and third and final reading to By-law No. 55-2017; being a by-law to confirm the actions of Council at the November 21, 2017 Council meeting. Carried. Resolution No. 339/17 Moved by Deputy Reeve Clarkson; Seconded by Councillor Scott: Be it resolved that Council adjourn the Council meeting at 8:43 pm. Carried. Resolution No. 340/17 Reeve Art Versteeg Clerk Carol Watson

Report to Council – Building – 2017 – 06

Title of Report: Building Activity Report – October and November 2017 From: Kirk Livingston, Chief Building Official Date: December 5, 2017 Recommendation: THAT the Council of the Township of Howick hereby receive the Building Department Activity Report for information purposes. Background: The Building Departments main objective is to provide the best professional service to administer and enforce the Ontario Building Code. Through the examination of plans, issuance of building permits, and performing inspections, we ensure compliance with building standards of the Ontario Building Code and ensure health and safety, fire protection and structural sufficiency in all buildings in which we live, work, and play. The CBO provides monthly updates to Council on the operations of the Shared Services Building Department. Staff Comments: Building Permit Report – October and November 2017

Permit Number Type of Construction Value of

Construction Square Metres Status

2017-0098 On Site Sewage System $ 5,000.00 65.03 Issued 2017-0099 On Site Sewage System $ 5,000.00 174.93 Issued 2017-0100 On Site Sewage System $ 23,000.00 17.93 Issued 2017-0101 Accessory Building $ 7,000.00 8.6397 Issued 2017-0102 On Site Sewage System $ 10,000.00 23.23 Issued 2017-0103 Agricultural Livestock Barn $ 450,000.00 1051.44 Issued 2017-0104 Agricultural Storage Shed $ 10,000.00 278.70 Issued 2017-0105 Secondary Residential Unit $ 226,000.00 115.94 Issued 2017-0106 On Site Sewage System $ 4,000.00 142.69 Issued

Total Value of Construction to date; $12,424,802.00 (Last year $ 11,154,700.00) (106 permits)

Zoning Certificates issued this year; 54

Financial Impact: No financial impact at this time.

Respectfully submitted: Kirk Livingston, Chief Building Official

Report to Council-Public Works-Department-2017-37

Title of Report: Progress Report From: Brady Nolan Date: November 28, 2017

Progress report This report is to inform Council of the progress that public works have made over the past few weeks. We held had interviews for one full time employee and one part-time employee in which we have selected a candidate for both. Staff have been working diligently to get the roads graded as soon as it dried up enough to do so. Staff finished up on Church Street for the Attons. We are still waiting on a few bills for the Attons before we can finalize their contract with us. Staff made a new ramp at the landfill to be used as the new dumping site as soon as it dries up enough to do so. We had a fire at the landfill in which Shawn Edwards and I deemed suspicious therefore we have notified the OPP and suggested a more frequent patrol by the landfill. Staff had Trevor Tout come in to clean the shingles out of the ditch at the bottom of the hill where the fire was and pull the remaining up to insure that they were not buried. He also smoothed out where the new ramp was to go. We have sent out for quotes for tires on grader number 2 as they are worn out and need replaced before winter. We are out of spares for the graders so we will keep two for spares. Also we have established a hazard assessment plan and a sign setup and take down procedure for the staff to fill out prior to doing any construction. We were instructed by Treasurer Hughes that our insurance company observed that some of Howicks parks did not have 911 numbers so went to all of the parks in Howick to ensure that there is a 911 number at the site & if there was not one we have ordered one.

Report to Council-Public Works-Department-2017-38

Title of Report: Hiring of a new full time employee From: Brady Nolan Date: November 28, 2017

Recommendation: That Council approve the hiring of fulltime employee Shawn Nicholson at step 4 of the Howick Township 2017 wage grid with three weeks holidays. Background: Shawn has been with Howick Township since 2005 which gives him twelve years as a seasonal worker. He has preformed multiple tasks for the Township and has also undertaken a vast majority of training on our behalf either by our own forces (e.g.) grader training or outsourced training (e.g.) chainsaw training. The following resolution was passed at the December 20 2016 Council meeting: Moved by Councillor Harding; Seconded by Deputy Reeve Clarkson: Be it resolved that Council approve paying all Public Works employees the same rate of pay effective January 1, 2017. Carried. Resolution No. 402/16 Staff Comments: Staff feels that Shawn should not have to start at step one and that the training & experience that he has acquired combined with his years of service should entitle him to a small increase. As for the vacation, staff feels that we should count the years of service at six months a year for twelve years as time served. Concluding Comments: Staff feels that a small increase to step 4 would act as a token of our gratitude for previous years served. Respectfully submitted: Brady Nolan Public Works Co-ordinator / Operator.

Report to Council-Public Works-Department-2017-39

Title of Report: Hiring a seasonal part-time employee From: Brady Nolan Date: November 28, 2017

Recommendation: That Council approve the hire of Henry Vander Hyden as Howicks seasonal part-time employee. Background: Henry has all the credentials that staff are looking for in order to fill this position. Henry was also the better of the two drivers that that we took out for a road test. Staff Comments: Staff feels that Henry was the best candidate out of those that we interviewed. Staff also feels that Henry’s starting wage should be step one of the 2017 part-time pay grid. Financial Impact: The cost of forty four hours at step one in the part-time pay grid plus overtime. Concluding Comments: Staff feels that Henry was the best candidate for the job and therefore deserves the job. Respectfully submitted: Brady Nolan Public Works Co-ordinator / Operator.

Report to Council-Public Works-Department-2017-40

Title of Report: Establishing a casual worker From: Brady Nolan Date: November 28 2017

Recommendation: That Council is made aware of Ralph Metcalfe as a casual employee.

Background: Ralph has been an employee with Howick Township for over 17 years in which time he has accumulated a vast majority of skills that would be a great benefit to the Township should the need arise. This would be mainly if a staff member called in sick or was on vacation during the winter season. This excerpt was taken directly from Howicks employment policy Council must approve the creation of any new permanent, seasonal or contract position before the recruitment process begins. However, casual or temporary employees may be hired at the discretion of the Department Head and not subject to the formal hiring process, as required. Staff Comments: Staff feels that having Ralph available would allow all public works staff to continue to provide the best winter road maintenance possible if one or more employees were to call in sick or need vacation. Financial Impact: Staff feels that the financial impact would be offset by allowing the rest of the staff to only cover their own routes by which would make them more efficient. Concluding Comments: Staff feels that having Ralph available to us when someone was away, would help the remaining staff to provide our maintenance services in the timeliest manner possible.

Respectfully submitted: Brady Nolan Public Works Co-ordinator / Operator.

Report to Council-Public Works-Department-2017-41

Title of Report: Extending of contract for dust control From: Brady Nolan Date: November 29, 2017

Recommendation: That Council make a decision whether to approve the extension of our joint dust control contract with Da-Lee or to retender. Background: This contract is for supply, delivery and application of 35% Liquidow calcium chloride. We share this contract 4 other municipalities and have done so for over ten years. I’ve been made aware that this contract has been extended for numerous years totaling over ten years. Two of the joining municipalities are choosing to renew the contract for two years & the other two are opting to retender.

Staff Comments: Staff feels that ten years of the same contract seems like a long time but on the other hand if we chose to join the retender we can risk a higher price as we would have less buying power. Financial impact: Howick Township spent $114,032.25 on this product in 2017 and if we decide to re-sign, the costs would be roughly the same as the price has not changed from 2017 to 2018. If we retender the cost could either go up or down based on interest in our tender. Concluding Comments: Staff feels that the safer bet would be to re-sign the contract either for one or two years as there is an option to do both. But if we feel the need to be as transparent, the option is there to retender as well. Respectfully submitted: Brady Nolan Public Works Co-ordinator / Operator.

Report to Council-Clerk-2017-19 Title of Report: Casual Administration Staff From: Carol Watson, Clerk Date: December 5, 2017 Recommendation: That Council approve the hiring of casual administration staff as needed. Background: The Admin Assistant/Deputy Clerk position has been vacant since May 25, 2017. Remaining staff have covered off the responsibilities by sharing the telephone reception services between the Treasurer and Clerk (alternating every other week); the office counter and maintaining cemetery registers is covered by the Deputy Treasurer; incoming/outgoing mail is rotated through the three admin staff; records management, Division Registrar – births, deaths & marriages, lottery, website, news items & What’s Happening is covered by the Clerk. Staff Comments: During the 2017 performance reviews, it was noted that Council should consider the hiring of casual reception help in the office when more than one of the current staff are away. Howick Employment Policy 2017 states in Section B – Employment Management, B.1.1.1 “casual or temporary employees may be hired at the discretion of the Department Head and not subject to the formal hiring process, as required.” Staff is seeking approval to hire Lisa Gibson on a casual, as needed basis. Financial Impact: Part-time 2017 wage grid is $19.29 - $24.11/hr. Concluding Comments: Howick Township Strategic Plan Section 8 list Staffing as a key result area; 8.1.2 states Council consults with staff and understands the complexity of staff’s work/responsibilities. Respectfully submitted: Carol Watson, Clerk

Report to Council-Clerk-2017-20

Title of Report: Fire Chief and Clerk Amended Job Description From: Carol Watson, Clerk Date: December 5, 2017 Recommendation: That Council approve the Fire Chief and Clerk amended job descriptions as presented. Background: During the 2017 performance reviews, it was noted that job descriptions for the Fire Chief and Clerk will need to be updated to reflect changes to Emergency Management. Staff Comments: Fire Chief Edwards position description has been amended to reflect that he is now the Community Emergency Management Coordinator (CEMC) Alternate and the Clerk is now the 2nd CEMC Alternate. Financial Impact: n/a Concluding Comments: Staff recommends approval of the two amended Position Descriptions as presented. Respectfully submitted: Carol Watson, Clerk

December 2017

Corporation of the Township of Howick

Position Description

Position Title: Fire Chief Department: Fire Department Reporting Relationship: Howick Council Purpose of Position: The Fire Chief directs the planning, co-ordination and the overall operation and administration of fire services and emergency management in accordance with the objectives, policies and plans approved by Council and as defined by provincial legislation. Job Description and Responsibilities: Emergency Service Delivery • Manages, coordinates and performs incident command and/or incident management systems at fire scenes to control the situation and minimize loss of life and damage to property. • Manages, coordinates and performs required fire investigation practices. • Manages, coordinates and reports on the operation and maintenance of the fire station, personnel, apparatus and equipment. • Develop and implement fire department systems and programs. • Advises Council on issues and risks associated with fire and emergency related services to assist Council in making informed decisions on the level of service appropriate for the Township of Howick. • Manages and coordinates all administrative duties relative to the operation of the Fire Department and Emergency Management. • Manages and supervises emergency communications, ensuring

o efficient means for public to contact the fire department; o efficient method of alerting fire department personnel; o effective communications within the fire department; o ability to communicate with neighbouring fire departments and other agencies; o ability to provide information on a day-to-day basis during emergencies.

• CEMC Alternate. Human Resources Management • Interviews and hires new recruits. • Provides leadership to fire department personnel using current and recognized management techniques. • Demonstrates commitment to personal and professional development utilizing educational opportunities to maintain professional competence.

December 2017

• Provides for the development of fire department personnel through training and education to ensure all fire staff are competent to meet and maintain required performance levels. • Promotes and maintains effective labour relations in accordance with the Fire Protection and Prevention Act, Employment Standards Act, Occupational Health and Safety Act, and Howick Township’s Employment Policies. Fire Prevention and Public Education • Participates in the development of a fire prevention policy for Howick including evaluation of Fire Risk Assessment, inspection practices, investigation practices. • Enforces municipal by-laws relating to fire protection and prevention. • Conducts inspections on complaint or request basis and prepares related reports. • Co-ordinates public relations and public education programs and activities. • Promotes and facilitates public education and public and media relations. Administration • Prepare and implement a long range municipal master fire plan including Standard Operating Procedures for the department. • Provides financial and records information and reports as required. • Develops long and short term goals, objectives and plans for the department. • Develops and administers short and long-term financial plans, capital and operating budgets and financial forecasts for the fire department. • Prepares and presents reports and recommendations to Council as required, attends meetings of Council, Mutual Aid, County of Huron Emergency Management and other committees, as required. Other Duties • Oversee Fire Department Health & Safety Program. • Complies with Township of Howick policies and procedures. • Performs other duties as assigned by Council. Working Relationships:

Township Council ↑

Fire Chief/CEMC ↑

Deputy Fire Chief ↑

Captains ↑

Firefighters

December 2017

• With Township Council - Receives direction and leadership - Informs, advises and assists - Discusses problems, recommends improvements - Performs duties autonomously • With Fire Department Staff - Trains, assigns, supervises, evaluates and disciplines staff • With Other Township Staff - Works co-operatively with other Department Heads and Staff • With the Public - Provides information concerning fire department policies and programs - Provides fire department information and assistance - Reconciles complaints - Relates to all with courtesy, diplomacy and tact Working Conditions: • Expected to work in all types of weather and less than ideal conditions • May be required to enter hazardous areas and atmospheres • Some physical exertion is required when commanding on site at fires, explosions and other emergencies Knowledge/Skills: • Secondary School Graduation Diploma or equivalent • Graduate of Ontario Fire College with a Diploma in Fire Sciences or equivalent • CEMC Training as required by EMO • Experience in business or public administration • Extensive practical progressively responsible experience in fire service, emergency management, public safety and related technology, strategies, tactics and administration including related courses, memberships or designations as required • Command and training experience • Knowledge of legislation, codes, standards, by-laws and practices that affect municipal fire service, emergency management and public safety • Strong spoken and written communication • Ability to utilize technology and management aids effectively • Experience using Excel, WORD and Fire Pro an asset • Standard First Aid, CPR – HCP Level • Valid driver’s licence • Earned respect and resourcefulness that is consistent with senior municipal management

December 2017

Corporation of the Township of Howick

Position Description

Position Title: Clerk Department: Administration Reporting Relationship: Howick Council Purpose of Position: To perform the statutory duties of a municipal clerk as prescribed in the Municipal Act, S. 228 (1) and any other Act; to perform research and policy development duties; to maintain registration and licensing procedures and controls; to provide administrative support to Council. Job Description and Responsibilities: To organize the preparation and provision of agendas, by-laws, information, reports, correspondence and materials in order to ensure efficient and effective Council meetings. To ensure that the proceedings of Council and Committees are conducted in accordance with the provisions of Howick’s procedural by-law. To manage Howick’s Records Management System including retention schedule, archives and file classification. To act as Returning Officer for municipal elections as per the Elections Act. To perform legislated duties under the Planning Act including but not limited to circulation of notices, circulation lists, Notice of Decisions and follow OMB procedures for appeals. Issuer of marriage licences, oversees Civil Marriage Officiates. Division Registrar as per the Vital Statistics Act. To provide research, reports, formulate policies and procedures as required and in accordance with relevant Acts and Regulations. Committee of Adjustment Secretary-Treasurer. Freedom of Information and Protection of Privacy Officer. Lottery Licensing Officer. Commissioner of Oaths. CEMC 2nd Alternate. Economic Development. Human Resources - assist Council and/or Department Heads in the recruitment, selection, evaluation, discipline and termination of employees as required. Website updates (minutes, agendas, public notices, etc). Liaise with stakeholders (Council members, public, staff, municipal boards/committees, Ombudsman, County, Provincial and Federal ministries). To initiate appropriate procedures and documentation concerning line fences, livestock protection and livestock impound.

December 2017

To perform such other related duties as may be assigned by Howick Council. To prepare by-laws authorizing drain construction and maintenance projects for Council’s consideration and approval.

Zoning Administrator To respond to zoning inquiries from solicitors, real estate persons and the general public. To provide information related to planning matters, such as zoning, severance, minor variance. To receive and process applications for Zoning or Official Plan Amendment. To provide information to Committee of Adjustment concerning applications for minor variance/permission to allow. Working Relationships:

Township Council ↑

Clerk With Council - Receives direction and leadership - Discusses problems - Recommends improvements - Performs duties autonomously With Township Staff - Provides guidance and assistance to administrative staff - Consults with Department Heads concerning policies and procedures With the Public - Responds to inquiries related to general administrative and policy matters - Refers complaints to appropriate Department Head - Always uses courtesy, diplomacy and tact Working Conditions: Normal work schedule is 37.5 hours per week (Monday to Friday) May be required to work extra hours if workload dictates Required to attend meetings during evening hours Knowledge/Skills: Diploma/Degree in Public Administration AMCT/CMO designation Minimum 5 years related municipal experience Strong computer skills essential Strong analytical and communication skills

Report to Council-Clerk-2017-21 Title of Report: West Street Road Allowance From: Carol Watson, Clerk Date: December 5, 2017 Recommendation: That Council provide direction to staff regarding the closing of West Street road allowance from north side of Adelaide Street northward to south side of Victoria Street in Fordwich. Background: Laurie and David Myer attended the November 21, 2017 Council meeting regarding the possibility of closing the West Street road allowance. Council directed staff to prepare a report. Staff Comments: The Municipal Act, 2001, Section 270 (1) requires municipalities to adopt a policy with respect to the sale and other disposition of land. Council passed By-law No. 53-2015 which established a policy for Howick and includes the following definition: 1.2 Non-viable Property: A parcel(s) of land being disposed of by means of a land exchange, for municipal or other government purposes. Non-viable property shall also include a parcel of land, which, on its own, would not be eligible for a building permit and the leasing of municipally owned land or buildings for a term of less than 21 years. Under Section 7, Terms of Disposition and Exemptions, the policy also states the following: 7.3 Notwithstanding sections 3 and 4, non-viable properties are exempt from the Declaration and Notice provisions of this policy and can therefore be sold by the Township without the need to declare intent to sell or give notice unless otherwise directed by Council. The Municipal Act, 2001, Section 34 (1) states a by-law permanently closing a highway does not take effect until a certified copy of the by-law is registered in the proper land registry office. Howick’s Notice Requirement Policy states permanent closure of highway must be posted on web site 2 days prior to meeting, public notice of intent to pass by-law in newspaper once 14 days prior to enactment of by-law. Staff could place an ad if Council provides direction and the by-law could be passed at the first meeting in January.

Under Ontario Regulation 153/04, as amended, a road way is defined as a “community use” and a change in land use to residential requires that a Record of Site Condition (RSC) be obtained. The RSC process includes the following: Phase One ESA which is designed to document the environmental history of the property and identify “areas of potential environmental concern (APEC)” and potentially contaminating activities. The required time period of the assessment must be from 1875 to present. Phase Two ESA which is designed to examine the soil and groundwater conditions in each of the APEC may also be required. Note that a Phase Two is automatically required at “enhanced investigation properties”. A zoning by-law amendment will also be required. Public Works Coordinator Nolan provided a recommendation (attached). Financial Impact: The following is also stated in the policy: 7.4 All of the Township’s costs with respect to the disposition of non-viable property save and except land exchanges for municipal purposes shall be recovered from the purchaser or lessee unless in the sole opinion of the Township, it is desirable to waive this requirement. In addition, the applicant may be required to enter into an agreement to the satisfaction of the Township and pay a deposit toward the expected costs to be incurred by the Township. In 2009, Howick sold former railway lands in Gorrie at $4,000/acre. The price of $1,500/acre based upon a survey for the purchase of a portion of William and Wellington Streets in Gorrie was agreed upon in 2014.

Concluding Comments: Staff looks to Council for direction in the matter. Respectfully submitted: Carol Watson, Clerk

44816 Harriston Road, RR 1, Gorrie On N0G 1X0 Tel: 519-335-3208 Fax: 519-335-6208 www.howick.ca

Howick: a strong, independent, healthy, rural community. Proud to be different

Official Recommendation from Public Works Coordinator Brady Nolan on the Myers land acquisition proposal. Dated November 24 2017

Public works recommendations - The proposal by the Myers to acquire the land currently occupied by the west street easement seems reasonable. As without this extra parcel of land the other lots would not allow for sufficient room to build the building they have proposed to put on said property. The terrain is very uneven and would not facilitate those building without a great deal extra work and added expense to change the natural topography which staff feels would diminish from said property.

Actions – Staff feels that we should contact the adjacent land owner to see for certain that they are fine with this as it may diminish their ability to develop their property if they should wish to do so. Also I would suggest seeing if they adjacent land owner would be interested in forming an agreement that would allow us to acquire a parcel of their land if they and or the next buyer of their property should wish to develop it in the future.

Suggestions – If said agreement can be made I suggest whatever cost that Howick incurs for said agreement we would then associate with the selling price.

Signed_____________________ Date___________________

Township of Howick Committee of Adjustment Meeting Minutes November 21, 2017

Present: Art Versteeg Robert Clarkson Doug Harding Linda Henhoeffer Randy Scott Secretary Carol Watson 1. Call to Order Chair Versteeg called the meeting to order at 6:30 pm. Moved by Randy Scott; Seconded by Doug Harding: Be it resolved that the Township of Howick Committee of Adjustment hereby convenes at 6:30 pm for the purpose of reviewing, discussing and making a decision on the application by Sarah and Josh Versteeg for minor variance on property located at Part Lot 22, Concession 2 (45391 Creamery Road), Township of Howick. Carried. PL 6-17 2. Declaration of Pecuniary Interest Chair Versteeg declared a pecuniary interest as the applicants, Sarah and Josh are his children and he is also an adjoining neighbor. Chair Versteeg asked for nominations to Chair the meeting. Moved by Randy Scott, seconded by Linda Henhoeffer that Doug Harding act as Chair for the Committee of Adjustment. Carried. 3. Reports Chair Harding reviewed the purpose and effect of the proposed minor variance and advised that any person or public body was entitled to attend and make written or oral submissions in support of, or in opposition to, the proposed minor variance. Members of the public in attendance were asked to sign the registry. Secretary Watson confirmed that Public Notice was mailed to all property owners within 60m on November 8, 2017. Huron County Senior Planner Craig Metzger presented his report recommending approval of the application to reduce the minimum required dwelling unit floor area for a single detached residence to permit the construction of a “tiny house”. The specific variance requested is to vary Section 7.4.2 to reduce the minimum required dwelling unit floor area from 84m2 to 52m2. Planner Metzger advised that no comments or concerns had been received from the public or municipal staff regarding this application. Chair Harding asked if the residential dwelling could be enlarged if desired. Linda Henhoeffer asked questions regarding the septic system and well.

Township of Howick Committee of Adjustment Meeting Minutes November 21, 2017 Page 2

Sarah and Josh Versteeg, owners of the subject land, where in attendance and answered questions regarding their proposal. 4. Decision Moved by Robert Clarkson; Seconded by Randy Scott: Be it resolved that the Township of Howick Committee of Adjustment hereby approves minor variance application # 03-17 in the name of Sarah and Josh Versteeg on property located at Part Lot 22, Concession 2 (45391 Creamery Road), Township of Howick, as recommended in report prepared by Huron County Planning and Development Department Senior Planner Craig Metzger dated November 16, 2017, for the following reasons: • The proposal maintains the intent of the Official Plan; • The proposal maintains the intent of the Howick Zoning By-law; • The proposal represents a request that is minor in nature. • The proposed variance represents an appropriate and desirable use of land and as such, relief is granted subject to the following conditions: 1. The structure be located within the footprint contained on the sketch that accompanied the application; 2. The structure be as shown in the elevation drawings that accompanied the application; and 3. The variance approval is valid for a period of 18 months from the date of the Committee’s decision. Carried. PL 7-17 5. Adjournment The meeting was adjourned at 6:43 pm. Chair Doug Harding Secretary Carol Watson

Ontario Provincial Police

Police provinciale de l’Ontario

Municipal Policing Bureau Bureau des services policiers des municipalités 777 Memorial Ave. 777, ave Memorial Orillia ON L3V 7V3 Orillia (ON) L3V 7V3

Tel: (705) 329-6200

Fax: (705) 330-4191

File number/Référence: 612-20

November 14, 2017 Mayor/Reeve and Clerk/CAO, As a follow-up to the letter from April 27, 2017, I am pleased to share with you some updates from the Municipal Policing Bureau of the OPP. In October 2017, our Bureau organized a webinar on the 2018 Annual Billing Statements, issued to municipalities in September. The Financial Services Unit Manager explained in detail the 2018 Annual Billing Statements and answered questions. The webinar presentation with the speaking notes was sent to all webinar participants; however, if you or your municipal representatives are interested in receiving it, please let our Bureau know at opp.municipalpolicing@opp.ca. The presentation will be also uploaded in both official languages on www.opp.ca/billingmodel page. Please check our www.opp.ca/municipalpolicing page for other municipal policing information and documents. Should you have any questions specific to your municipality, please email our Financial Services Unit members at opp.mpb.financial.services.unit@opp.ca On November 2, 2017, Marie-France Lalonde, Minister of Community Safety and Correctional Services, and Attorney General Yasir Naqvi announced that the first Reading for Bill 175, Safer Ontario Act, 2017 was carried. The bill is a comprehensive community safety legislative package that, if passed, would represent the largest policing and public safety transformation in a generation. A bill is considered to be “passed” by the Legislative Assembly once it has received three readings; upon receiving Royal Assent, the “passed” bill becomes an Act. Accordingly, the Police Services Act, 1990 will be in force until the new Act will receive Royal Assent. As usual, our Bureau will have a booth at the upcoming Rural Ontario Municipal Association (ROMA) Conference, which will be held January 21-23 in Toronto. Drop in at our booth and speak to our analysts directly or should you like to have a more formal discussion during the conference, please contact us directly at opp.municipalpolicing@opp.ca and we will set up a time to meet you the day following the Minister’s delegation meetings. Further, we will maintain the tradition we initiated last year, and will share with you the 2018 Municipal Policing Bureau Calendar. Same as last year, the Calendar will be sent to your Detachment Commanders and he/she or a detachment designate will further distribute it to your municipality. We look forward to hearing from your municipality on these initiatives and our fruitful collaboration in the future.

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The OPP is committed to work diligently with municipal stakeholders to ensure effective, efficient and sustainable police service delivery in Ontario. Thank you again. Sincerely,

M.M.(Marc) Bedard Superintendent Commander, Municipal Policing Bureau Email opp.municipalpolicing@opp.ca Web: www.opp.ca/municipalpolicing Twitter @OPP_Mun_Pol /nv

| Issue # 9 – NOVEMBER, 2017

Saugeen, Grey Sauble, Northern Bruce Peninsula Source Protection Region

DWSP Newsletter

for the Source Protection CommitteeThe Saugeen, Grey Sauble, Northern Bruce Peninsula Source Protection Region is pleased to announce that Angela Newman has been appointed as Health Sector Representative for the Drinking Water Source Protection Committee for the local source protection planning region, effective September 13, 2017.

The new Health Sector Representative was chosen after considering a locally-developed short list of qualified nominees. The SPC oversees the planning process to establish programs and policies to protect municipal drinking water sources in this region, as called for under the Clean Water Act, 2006, and its regulations.

“It is a privilege to be a member of the Source Protection Committee. This committee has worked hard and demonstrated measurable outcomes that will have a positive impact on source water protection. I look forward to working with the committee members and its partners in this shared vision,” said Newman.

More information on the drinking water source protection program is available on the local Drinking Water Source Protection website: home.waterprotection.ca.

Official Plan Updates and By-laws and Annual Reporting by Municipalities In the Source Protection Plan, there are policies that apply to municipalities that relate to Official Plan Updates and Zoning By-laws. When you are working on Municipal Official Plan updates it is important to keep in mind your requirements as they apply to this program. Sample wording for official plan updates are available from this office, please speak with Carl Seider. In Bruce County, the Planning Department is currently working with a few municipalities to complete this task and ensure that the requirements are met. The applicable policies from the Source Protection Plan fall under G-04: G-04 Amend Official Plan and Zoning By-law The municipality shall amend its official plan and zoning by-law to include: 1. mapping that identifies vulnerable areas where activities would be significant threats (future activities); and 2. text that identifies that policies within the Source Protection Plan may apply to activities in these mapped areas. This policy applies to all land use designations and zones described in the municipality’s official plan and zoning by-law, as amended from time to time. The Municipality shall: A. Adopt the official plan, or official plan amendment as the case may be, and: i. submit the plan to the appropriate approval authority; or ii. give a notice of adoption; and B. Adopt the zoning by-law, or zoning by-law amendment as the case may be, and give a notice of adoption. For Section 40(2) of the Clean Water Act, the official plan and zoning by-law must be amended within five years of the effective date of the Source Protection Plan or at the time of the next official plan and zoning by-law conformity exercise as per Section 26 of the Planning Act.

| Issue # 9 2

A template will be distributed for reporting progress on related municipal monitoring policies. Please return them to this office attention: Justine Lunt, Source Protection Supervisor: j.lunt@waterprotection.ca

First Responders Guide Mailout

This fall, as part of the implementation portion of the Drinking Water Source Protection program, a mailing was sent to fire departments that serve areas near municipal drinking water systems/drinking water protection zones. The mailing addressed to the Fire Chief or Community Emergency Management Coordinator, included a copy of: Road Sign Fact Sheet, relevant local maps and the First Responders Guide. A copy of the guide and factsheet were also sent to CAOs and clerks across the Source Protection Region. Staff have started conducting First Responders Guide training sessions with fire departments. If you are interested in receiving a local training session please contact the office at 519-470-3000 to make the necessary arrangements.

News and Resources from the Ministry of the Environment and Climate Change (MOECC) The Ministers Annual Report on Drinking Water in Ontario, 2017 is now live on Ontario.ca. You can access it by these links:

https://www.ontario.ca/page/ministers-annual-report-drinking-water-2017 https://www.ontario.ca/fr/page/rapport-annuel-2017-du-ministre-sur-leau-potable

Minister’s message As your newly appointed Minister of the Environment and Climate Change, I am pleased to share my first and the ministry’s 11th annual report on Ontario’s drinking water.

We are working with Indigenous communities, federal and municipal governments and local communities across Ontario, to help protect drinking water at its source in lakes and streams all the way to our taps.

From Ontario’s strict health-based drinking water standards to comprehensive legislation that protects water sources, we provide a safety net that helps ensure the quality and safety of our drinking water. The numbers support it too — 99.8% of more than 517,000 test results from municipal residential drinking water systems meet Ontario’s strict drinking water quality standards.

A significant achievement, but we know there is more work to be done.

Sample

| Issue # 9 3

Climate change is warming our lakes and contributing to more blue-green algal blooms across the province. Communities are experiencing more frequent and severe weather events leading to overflows of sewage systems into lakes and rivers. And as of September 30, 2017, 22 of the 133 First Nation communities have long-term drinking water advisories in place.

We are taking action on climate change to help manage the effects it is having on our water resources while ensuring people in Ontario continue to have access to clean and safe drinking water now and in the future.

Last December, Ontario placed a two-year moratorium on all new and expanded groundwater takings for water bottling. This year, we introduced stricter rules for bottled water permit renewals and implemented an additional fee for water bottlers for every million litres of groundwater taken.

In March 2017, Ontario and Canada posted the draft Lake Erie action plan for public comment — an important step towards achieving a 40% reduction in phosphorus levels by 2025 to protect the lake from harmful blue-green algal blooms. We are working with key sectors and communities to finalize actions, based on comments received, in order to have the final action plan in place by February 2018.

Ontario is working with First Nations and the federal government to help improve drinking water on reserves. The Ministry of the Environment and Climate Change provides support for First Nation communities, tribal councils and political territorial organizations to access provincial in-kind technical resources and expertise. Ontario has committed $1.85 million for the delivery of training programs, in collaboration with Indigenous organizations, to support First Nation drinking water system operators, management and community leaders.

We are working with municipalities, government ministries and agencies, conservation authorities, businesses and others on implementing source protection plans, which help safeguard the sources of nearly 450 municipal drinking water systems in a geographic area that covers 95% of Ontario’s population.

Access to clean and safe drinking water is important for every Ontarian and a priority for our government. In July 2017, we strengthened protection for children from lead in drinking water in schools and child care centres by updating requirements for sampling, flushing and corrective action. This ensures that every fountain or tap serving drinking water or for the preparation of food will be sampled for lead and protected.

I look forward to working with our partners over the year ahead to fight climate change and protect and improve the health of all water sources.

The Honourable Chris Ballard Minister of the Environment and Climate Change Government of Ontario

| Issue # 9 4

Grey Sauble Conservation Stewardship Activities Submitted by Rebecca Ferguson

Livestock Restriction Fencing on the Upper Sauble River

In 2017, Grey Sauble Conservation successfully

received funding from The Ministry of Environment

and Climate Change - Great Lakes Guardian Fund

(GLGF). This funding was provided to implement

riparian buffers along the Upper Sauble River in the

Wellhead Protection Area E (WHPA-E) for the Tara

municipal drinking water well #3. A WHPA-E is

associated with a GUDI (groundwater under the direct

influence of surface water) well and is the area within

which the surface water could reach the well within

two hours.

It is extremely important to have vegetated riparian

buffers as they play a vital role in water quality by

filtering runoff, stabilizing streambanks and adding

habitat for healthy biota communities.

Restricting cattle access to surface water is monitored

in source protection areas through risk management

plans. Controlled access outside of these areas is also

a best management practice. Although it is mandatory

to restrict cattle access to surface water in source

protection areas, controlling their access outside of

these areas is also a best practice. Livestock access to

surface water impacts water quality particularly from

streambank erosion, as it causes sedimentation

leading to increased turbidity, phosphorus levels and

temperatures of rivers. Additionally, livestock manure

in a watercourse is a source of bacteria (E.coli) and

other microorganisms such as Cryptosporidium which

can cause sickness. Restricting their access to surface

water protects drinking water for both humans and

animals.

This fall, an ambitious cattle restriction fencing project

was completed just outside of this WHPA-E in Tara.

This unique property has a sinkhole where the Sauble

River flows underground and reemerges through

bedrock at the neighbouring property. Throughout

the spring months, the Sauble River has a temporary

surface water path it follows in addition to flowing

through the sinkhole. Once the spring runoff subsides,

the Sauble River flows solely through the sink hole.

Due to these changes in water flows through this

property, management of livestock access is

extremely challenging because fencing is exposed to

both water and ice.

In October 2017 Grey Sauble Conservation worked

with this landowner to install approximately 1156

meters of fencing, which will prevent cattle from

accessing a 700 meter stretch of the Upper Sauble

River. By partnering with Alternate Land Use Services

(ALUS), this landowner was also eligible for an annual

payment for taking 13 acres out of pasture. This

project will have benefits to water quality by

promoting regeneration of streambanks and

minimizing manure inputs.

Creation of partnerships with

landowners and other

environmental groups such as

ALUS is essential for making

positive changes in our

watersheds. Thanks to funding

from GLGF, these riparian

enhancement projects raise

environmental awareness at a

local scale, while protecting

water quality within the larger

Great Lakes Watershed.

In the spring of 2017, Grey Sauble Conservation partnered with five landowners in this area to plant 5,400 trees along the Sauble River!

| Issue # 9 – NOVEMBER, 2017

Saugeen Valley Conservation Stewardship Activities Submitted by Tori Waugh

The SVCA Agricultural Outreach Program 2015-2017

In the last two years, SVCA has been delivering an agricultural outreach program aimed at increasing our

support for the community in terms of soil and water quality educational outreach efforts. The positive

feedback, active support and free-willed promotion that this program has received from the agricultural

community has been a key indicator that we are on target in delivering a program that meets the needs of the

community. We have effectively engaged the community by nine different streams.

Coffee, Crops and Donuts

18 tailgate workshop series aimed at providing farmers with in-field,

discussion-based educational events focused on soil health were delivered.

Each event provided 2 Continuing Education Unit (CEU) credits to Certified Crop

Advisors. We’ve worked with 53 speakers and hosts and received a total

attendance of 545 attendees, averaging 30 per workshop.

The Dirt on Phosphorus

This conference-style event focused on phosphorus issues such as: Phosphorus

dynamics within the soil, current research on phosphorus mobility, the economic

reasons for implementing 4R nutrient stewardship and included a multi-unit

demonstration of equipment used in 4R nutrient stewardship including 4 farmers with

different approaches to share. We provided 5 CEU credits and worked with 11 speakers,

8 vendors and 2 hosts and received 98 attendees at this event.

The Demonstration Plot Project

15 demonstration sites demonstrating the use of cover crops in a variety of ways

were monitored bi-weekly and shared via social media.

The Farmer Advisory Service

17 Farmers with considerable experience and expertise are involved in the Farmer Advisory Service wherein

members of the public call in to the SVCA and get put in contact with one of the farmer advisors in a way that

best matches their question with the farmer advisor’s area of expertise. 37 people have used this service,

amounting to 19 hours of consultative services thus far.

The Cover Crop Incentive Program

Using SVCA stewardship reserve funds, we have been delivering a small pilot cover crop incentive program

in which eligible participants receive $10/acre for planting and over-wintering 2+ species of cover crops on up to

200 acres. This program has been overwhelmingly over-subscribed, with interest more than doubling funding

capacity, amounting to 1,750 acres planted in total.

Educational Outreach to Students

The SVCA has develop curriculum-relevant soil health educational modules for delivery in-class and at field

trips for grades 1 through 11. We have delivered 8 modules with careerWORKS, a program we’ve partnered with

| Issue # 9 6

Grey Bruce Sustainability. We have delivered 4 modules with regional agriculturally-focused educational events

for students in grades 3-5.

Ontario Soil Network

We have acted as participants in the Ontario Soil Network and have acted to support farmers that have

enrolled in the program. As a result, the farmer participants have created additional educational opportunities

for other farmers in the region and have acted as program ambassadors for the programming coming out of the

SVCA.

Building Agronomic Capacity at the Conservation Authority

We have been sending a member of our Environmental Planning and Regulations Department to receive

professional development training on matters of soil health and erosion control to increase our points of access

to support soil health education and improve the agronomic capacity and understanding of the issues faced by

the agricultural community, within our Environmental Planning and Regulations Department.

The Pine River Watershed Soil Health Project

We have delivered 8 Best Management Practices (BMP) Surveys and 8 In-field Soil Health surveys to 8

farmers within the Pine River watershed. The results of these surveys were then averaged for the farmer’s use in

assessing their farm’s soil health and to inform Best Management Practices suggestions for further

improvements to their soil health and the health of the water quality in surface water streams.

Recent Meeting June 23, 2017 – Source Protection Committee Meeting – Walkerton Clean Water Centre

Drinking Water Source Protection Website

Please update links on your office website so we can continue to provide information in a timely manner to interested citizens. As of April 11th, the waterprotection website has been updated with a fresh look and new address or URL – home.waterprotection.ca

| Issue # 9 7

Infographics

Infographics simiar to the following one can be used in tax statements, mailings and on municipal social media and websites. Contact Karen Gillan if you would like this graphic. Others will be featured in future newsletters and on the Drinking Water Source Protection website, Facebook and Twitter feeds.

DWSP Newsletter

Drinking Water Source Protection 237897 Inglis Falls Road Owen Sound, ON N4K 5N6 Phone: 519-470-3000 Toll free: 877-470-3001 Fax: 519-470-3005 Editor: k.gillan@waterprotection.ca home.waterprotection.ca https://www.facebook.com/pages/Drinking-Water-Source-Protection https://twitter.com/SV_GS_NBP

1 info@gravelwatch.org www.gravelwatch.org (905) 659-5417

To: Clerk / Mayor / Reeve / Councillor / Warden November 2017

Subject: Concerns regarding Cornerstone Standards Council (CSC) Responsible Aggregate Standard and Certification System

Background

Gravel Watch Ontario acts in the interests of residents and communities to protect the natural environment, health, safety and quality of life for Ontarians in matters relating to aggregate resources. We are a province-wide coalition of citizens’ groups and individuals.

Aggregate (sand, stone & gravel) production has a long history of being controversial and challenging for municipalities. Ontario requires aggregate materials to support our built communities. Unfortunately, the process of extracting aggregate resources comes with inherent social and environmental impacts.

Many stakeholders, including the aggregate industry, governments, community and environmental groups have been seeking a way to deal with this challenge. The development of a voluntary enhanced aggregate standard was proposed. The envisioned standard would outline a set of requirements that aggregate producers could adopt and then be recognized for. After several years of work, the Cornerstone Standards Council Responsible Aggregate Standard and Certification System, the CSC program, was drafted.

Members of Gravel Watch Ontario served on the Cornerstone Standards Council Board and the founding Standard Development Panel for over two years. We have substantial knowledge of the Standard as written as well as the original intent. Gravel Watch Ontario is contacting municipal leaders across Ontario to ensure they are informed regarding serious concerns with claims made by the CSC program which are not supported by the Standard requirements. Indeed, the claims made in relation to the program outcomes appear at times to grossly misrepresent what the Standard requires.

CSC Does Not “Raise the Bar”

For example, the program claims that it “recognizes and rewards both public and privately owned aggregate operations that go beyond regulatory compliance and adopt industry best practices” and that it “ensures high levels of operational practice are met and monitored”. Unfortunately, the Standard does not contain specific targets or requirements on some of the most relevant operational issues for aggregate production sites. For example, there are no operational targets set for noise, dust, vibration, ambient light, and water consumption, among other areas.

The Standard when addressing noise, dust, light and water has the following requirements: “When addressing adverse environmental impacts … the applicant implements (consistent with the scale and intensity of the operation) an Environmental Management System or a series of Standard Operating Procedures that are consistent with or exceed existing regulatory requirement”. The Standard has no mandate to exceed regulatory requirements; being consistent is sufficient.

There is no reference in the Standard to adopting industry best practices and no reference to current industry norms. Certified sites may actually be performing below established industry benchmarks. Without

2 info@gravelwatch.org www.gravelwatch.org (905) 659-5417

explicit requirements on the most relevant social and environmental aspects of aggregate production, the program cannot be delivering on the claims made above.

Further, a review of the audit reports relating to the four program certificates granted thus far, reveals that one or two CSC auditors spend a very limited time on an aggregate site; typically, only a day or two. The reports provide no indications that the auditors have taken any independent measurements of the environmental factors that the Standard claims to assure.

The environmental audit process seems to have become a paper exercise of reviewing reports, some of which appear to have been prepared during the application and licencing process as predictors of future outcomes and commitments for future actions. The degree to which these predictions actually became reality is unknown. Without actual measurements being taken or observations beyond a brief 48-hour interval, there can be no claims made as to how these sites generally operate. The current auditing process in no way supports the claims by CSC regarding full regulatory compliance, industry best practices and the monitoring of high levels of operational practice.

CSC “Lowers the Bar”

For any certification program to be legitimate, the requirements of the program must be met before certification is awarded. A review of the audit reports relating to the certificates already granted shows that none of the four sites certified have met all the requirements of the Standard. Even when non-conformances were in areas that CSC claims as a focus (e.g., addressing adverse environmental impacts), those sites were still granted a certificate based on a requirement for future corrective action.

More concerning though were sites that had non-conformances relating to compliance with existing regulatory requirements. Of the four sites certified by CSC thus far, two were found to have non-conformances with site plan requirements. Further, one site was reported to be in non-compliance with Ontario Regulation 127 which deals with Airborne Contaminant Discharge Monitoring and Reporting. If CSC certified sites are in violation of regulatory requirements, how can the program claim that CSC “recognizes and rewards… aggregate operations that go beyond regulatory compliance”?

Summary

Gravel Watch Ontario continues to believe there is value in a robust voluntary aggregates standard which recognizes performance that goes beyond existing regulation. That is why we dedicated over two years to the development of what we had hoped would be such a standard. To deliver on that promise, though, the standard must set a high bar and enforcement must be rigorous, thorough, and absolute. The current CSC Responsible Aggregate Standard and Certification System fails to deliver on those requirements and as a result fails to justify the outcomes that are being claimed.

Gravel Watch Ontario is committed to ensuring that municipalities across Ontario, as consumers and/or producers of aggregate resources, are informed regarding the Cornerstone Standards Council aggregate program. We ask that you add your voice to calls to improve the program and make it what it was originally intended to be. In its current form, it is a disservice to all those in Ontario who are working hard to address the inherent challenges for those communities where aggregate extraction activities occur.

If you have any questions or would like to discuss our comments further, please feel free to contact us.

Sincerely, Graham Flint President, Gravel Watch Ontario www.GravelWatch.org grahamflint@gravelwatch.org T: (905) 659-5417 F: (905) 659-5416