View - The Municipality of Lambton Shores

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Council - Special<br />

Meeting Number: 05-2013<br />

Date <strong>of</strong> Meeting: Thursday, January 31, 2013<br />

Time:<br />

Place <strong>of</strong> Meeting:<br />

01:00 p.m.<br />

Village Complex, <strong>The</strong>dford<br />

AGENDA<br />

Pages<br />

1. Call to Order<br />

2. Declaration <strong>of</strong> Pecuniary or Conflict <strong>of</strong> Internet<br />

3. Confirmation <strong>of</strong> Minutes from Previous Meetings<br />

3.1 Budget Council Meeting - January 10, 2013 1 - 5<br />

4. Consideration <strong>of</strong> Staff Reports<br />

Community Services<br />

4.1 D.C.S. Report No. 18-2013 - Re: 2013 Phragmites Program 6 - 21<br />

4.2 D.C.S. Report No. 19-2013 - Re: 2013 Gravel Supply and Dust<br />

Suppression Program<br />

4.3 D.C.S. Report No. 20-2013 - Re: Port Franks Community Centre<br />

Pavillion Project<br />

4.4 D.C.S. Report No. 21-2013 - Re: Grand Bend Parking Issues and<br />

Options<br />

4.5 D.C.S. Report No. 22-2013 - Re: Solid Waste Management -<br />

Large Item Disposal - Educational Program<br />

22 - 22<br />

23 - 26<br />

27 - 37<br />

38 - 43<br />

5. Opportunity for the Public to Seek Clarification<br />

Please Note: As per By-law 37-2012, Section 15, Subsection 13 -<br />

Questions must pertain to items on the agenda, and be for the<br />

purpose <strong>of</strong> clarification only, and not for the purpose <strong>of</strong> making<br />

statements.<br />

6. Adjourn


Date <strong>of</strong> Meeting: January 10, 2013<br />

Budget Council Meeting<br />

Members Present: Mayor Bill Weber<br />

Deputy Mayor Elizabeth Davis-Dagg<br />

Councillor Dave Maguire<br />

Councillor Doug Bonesteel<br />

Councillor Ken McRae<br />

Councillor Martin Underwood<br />

Councillor Doug Cook<br />

Councillor John Russell<br />

Staff Present:<br />

Acting C.A.O/Treasurer Janet Ferguson<br />

Director <strong>of</strong> Community Services Brent Kittmer<br />

Acting Facilitator <strong>of</strong> Recreation & Leisure Shannon Prout<br />

Project & Infrastructure Manager Jeff Wolfe<br />

Financial Assistant Carrie Snell<br />

1. CALL TO ORDER<br />

Mayor Weber called the meeting to order at 1:00 p.m. and wished everyone a Happy<br />

New Year.<br />


Mayor Weber asked members <strong>of</strong> Council to declare any pecuniary or conflict <strong>of</strong> interest<br />

that they may have with items on the agenda and Councillor Maguire declared conflict<br />

with discussions regarding YMCA as his wife is now an employee and Councillor<br />

Russell declared a conflict with the Museum and the Community Grants.<br />


3.1. D.C.S. Report No 02-2012- Re: Budget Report 2013 Community Grant<br />

Applications<br />

Acting Facilitator <strong>of</strong> Recreation and Leisure Services Shannon Prout presented<br />

information on the 2013 community grant request received and advised that staff had<br />

reviewed all applications, and were making recommendations based on the municipality<br />

policy. It was noted that several applications were submitted after the deadline and<br />

several groups did not meet the grant eligibility requirements.<br />

Council reviewed and discussed the applications and made<br />

13-0110-01 Moved by: Councillor Cook<br />

Seconded by: Deputy Mayor Davis-Dagg<br />


Minutes <strong>of</strong> the January 10, 2013 Budget Council Meeting<br />

That Council approved the 2013 Community Grant applications<br />

requests as amended.<br />

Carried<br />

3.2 D.C.S. Report No. 03-2013 Re: Solid Waste Management – Large Item<br />

Disposal – <strong>The</strong> Great Exchange Program<br />

Further to direction from Council at the September 4, 2012, Community Services staff<br />

has researched the various components <strong>of</strong> a “Large Item Disposal Day” and the results<br />

were provided in D.C.S. Report No. 03-2012. Director <strong>of</strong> Community Services Brent<br />

Kittmer provided background information on past practices in the community for large<br />

item pick up and issues that staff has identified. Details were provided on proposed<br />

locations, traffic issues, waste collection and disposal, waste exchange, staffing and<br />

acceptable materials. <strong>The</strong> estimated cost for the event, based on the available<br />

information would be $ 40,000. <strong>The</strong> risk <strong>of</strong> cost overruns, issues with environmental<br />

legislation, and the safety <strong>of</strong> participants were also discussed.<br />

Discussions ensued on what the residents needed, whether the location should rotate<br />

throughout the community, possible involvement <strong>of</strong> service clubs, and opportunities to<br />

educate and inform residents on the options for large item disposal.<br />

13-0110-02 Moved by: Councillor Bonesteel<br />

Seconded by: Deputy Mayor Davis-Dagg<br />

That staff provide additional information on large item pick up –<br />

disposal, including options to rotate the program throughout the<br />

community, possible involvement <strong>of</strong> service clubs, participation by<br />

local businesses and opportunities to educate and inform residents<br />

on the options for large item disposal and that the report be<br />

presented at the February 7, 2013 meeting<br />

Carried<br />

3.3 D.C.S. Report No. 06-2013 Re: PF Ice Management Emergency Dredging<br />

Award<br />

In D.C.S. Report No. 06-2013, Director <strong>of</strong> Community Services Brent Kittmer provided<br />

information on the results <strong>of</strong> the tender for the emergency dredging in Port Franks;<br />

however Mr. Kittmer noted that new information has been received and he asked if the<br />

report could be deferred until January 14, 2013.<br />

13-0110-03 Moved by: Councillor Underwood<br />

Seconded by: Deputy Mayor Davis-Dagg<br />

That D.C.S. Report No. 06-2013 Re: PF Ice Management<br />

Emergency Dredging Award be deferred to January 14, 2013.<br />

Carried<br />

3.4 TR Report No. 01-2013 – Re: Draft 2013 Budget<br />

Treasurer Janet Ferguson provided information on the first draft <strong>of</strong> the 2013 Operating<br />

and Capital budget for the <strong>Municipality</strong> <strong>of</strong> <strong>Lambton</strong> <strong>Shores</strong>, which was prepared using<br />


Minutes <strong>of</strong> the January 10, 2013 Budget Council Meeting<br />

the direction from Council to stay within a 2% increase in expenditures over the 2012<br />

budget.<br />

2013 Capital Budget:<br />

<strong>The</strong> possibility <strong>of</strong> using the former Forest Arena for the new south area depot was<br />

discussed, and Director <strong>of</strong> Community Services Brent Kittmer noted that there are<br />

challenges with the location as it is adjacent to a residential area and sports field, and<br />

the consultant had concluded that it would cost the same to renovate the building as it<br />

would to construct a new one. A further report will be forthcoming once the needs study<br />

has been completed.<br />

<strong>The</strong> possibility <strong>of</strong> a grant for generator for the <strong>The</strong>dford pump station was discussed,<br />

and it was noted that grants are not available as this is not considered an “emergency<br />

generator”. It was also noted that the JEPP grant for the emergency generator at the<br />

Forest Legion has been approved.<br />

<strong>The</strong> use <strong>of</strong> the product “Dolomite” on Jericho Road in 2012 was discussed, and it was<br />

reported that this will be the second season after application, and staff are tracking the<br />

properties and will be reporting back prior to the 2014 budget on the possibilities for this<br />

product.<br />

Discussions ensued on the Ontario Street (Grand Bend) bridge railing, the policy for<br />

sidewalk replacements, the need for accessibility ramps on Church Street, the desire to<br />

move the Klondyke Trail project forward, and the possibility for a street light for the Oak<br />

Street cross walk.<br />

With respect to Recreation, the condition <strong>of</strong> the Eslie Dodge Tennis Courts was<br />

discussed, and until repairs are completed, it was suggested that it may be best for a<br />

“use at own risk” sign to be erected.<br />

13-0110-04 Moved by: Councillor Russell<br />

Seconded by: Deputy Mayor Davis-Dagg<br />

That a report be prepared on the condition <strong>of</strong> the tennis courts at<br />

the Eslie Dodge Conservation area with options for improvements.<br />

Carried<br />

A report was requested on the status <strong>of</strong> the Pavilion at the Port Franks Community<br />

Centre, and the community support for the project. Also, a report was requested on the<br />

possibility <strong>of</strong> having the Department <strong>of</strong> Fisheries and Oceans fund the repairs needed at<br />

the Grand Bend Harbour, or if the harbour could be returned to the Federal Government<br />

for redevelopment.<br />

Questions were raised on the possibility <strong>of</strong> partners for the improvements at the Utter<br />

Ball Park and the Klondyke Park, and after a brief discussion, an allocation <strong>of</strong> $<br />

5,000.00 was approved for the Christmas lights in Grand Bend.<br />

<strong>The</strong> status <strong>of</strong> the “Wayfinding Signs” was discussed, and a further update on the project<br />

was requested.<br />


Minutes <strong>of</strong> the January 10, 2013 Budget Council Meeting<br />

With respect to the Fire Department Capital Budget, the issue <strong>of</strong> the 2014 truck<br />

purchases was referred back to the Fire Board for discussion.<br />

A staff report was also requested on the possibility <strong>of</strong> changes to the <strong>The</strong>dford Village<br />

Complex and discussed allocating $ 25,000.00 to improvement that could enhance the<br />

building as a Council Chamber.<br />

Council discussed improvements to the sound system at Thomas Hall, and allocated in<br />

$10,000.00 for improvement to the Acoustical System.<br />

13-0110-05 Moved by: Councillor Underwood<br />

Seconded by: Councillor Bonesteel<br />

That the 2013 Capital Budget be approved, with the changes noted<br />

at the January 10, 2013 meeting.<br />

Carried<br />

Council Reports<br />

Doug Bonesteel read an email from Lorie Scott stating that after the last meeting there<br />

were confrontations in the parking lot and she has concern for the safety <strong>of</strong> staff and<br />

Council and would like to hire a police <strong>of</strong>ficer for the meetings.<br />

Mayor Weber asked if this was an emergent issue as it wasn’t on the agenda, and<br />

noted that it required support from 2/3 <strong>of</strong> the member to consider the issue.<br />

13-0110-06 Moved by: Councillor Bonesteel<br />

Seconded by: Deputy Mayor Davis-Dagg<br />

That the issue <strong>of</strong> the need for Police protection at Council meetings<br />

be brought forward as an emergent issue.<br />

Did Not Carry<br />

Mayor Weber also noted that he will make a statement at the beginning <strong>of</strong> the meeting<br />

about safety concern in the parking lot, and requesting those in the audience to be<br />

respectful <strong>of</strong> the proceedings.<br />

Clarification was requested on the interim CAO position and whether Council wanted<br />

the position posted and to give any interested person an opportunity to submit an<br />

application, as it had been understood that the process was to use the available<br />

databases through the pr<strong>of</strong>essional organizations.<br />

13-0110-07 Moved by: Deputy Mayor Davis-Dagg<br />

Seconded by: Councillor McRae<br />

That the Interim C.A.O. position be advertised on the <strong>Lambton</strong><br />

<strong>Shores</strong>’ website and the AMO website.<br />

Carried<br />


Minutes <strong>of</strong> the January 10, 2013 Budget Council Meeting<br />

4. Bylaws<br />

<strong>The</strong> by-law for the emergency dredging was deferred to the January 14 th meeting.<br />

5. Opportunity for the Public to Seek Clarification<br />

Jim Hanson noted that he was at the Nov 19 th 2012 meeting at <strong>The</strong> Legacy Centre and<br />

wanted to point out that instead <strong>of</strong> spending all the money on sound systems that<br />

Council should bring in a trainer to learn how to speak out to the public and stop<br />

speaking to just each other. Also, he asked why are we interviewing for interim CAO<br />

and not going through the whole process, which means we are going through the<br />

process twice.<br />

Lynda Rapley asked if any <strong>of</strong> the Councillors were standing outside and witnessed what<br />

prompted the turmoil at the Dec 17, 2012 Council Meeting.<br />

A lady in the audience suggests that the reason people are heckling is because people<br />

need the opportunity to tell Council how they feel, and that the people just want to be<br />

heard.<br />

A question was raised regarding the cost for the Sound System at the Village Complex<br />

and the Mayor said that a report would be done.<br />

Bob Sharen asked if <strong>Lambton</strong> <strong>Shores</strong> has lifecycle reserves for all <strong>of</strong> its infrastructure.<br />

6. Adjourn<br />

13-0110-08 Moved by: Councillor Russell<br />

Seconded by: Deputy Mayor Davis-Dagg<br />

That the meeting be adjourned at 4:17 p.m. Carried<br />



D.C.S. Report No. 18-2013 Thursday, January 24, 2013<br />

TO:<br />

FROM<br />

RE:<br />

Mayor Weber and Members <strong>of</strong> Council<br />

Brent Kittmer, Director <strong>of</strong> Community Services<br />

2013 Phragmites Program<br />


That the report be received for Council direction.<br />

REPORT<br />

At the December 11, 2012 meeting Council received a delegation from the <strong>Lambton</strong><br />

<strong>Shores</strong> Phragmites Community Group that outlined the group’s work to date and a<br />

request to Council that $15,000 be dedicated to the phragmites program in the 2013<br />

municipal budget.<br />

At the conclusion <strong>of</strong> the delegation Council passed the following motion:<br />

12-1211-01 Moved by: Councillor Russell<br />

Seconded by: Councillor Scott<br />

That staff prepare a report to expedite the elimination <strong>of</strong> phragmites within<br />

<strong>Lambton</strong> <strong>Shores</strong> and identify partners for this initiative. Carried<br />

Staff have consulted with the Phragmites Group and the County and have prepared this<br />

report for Consideration.<br />

County Efforts<br />

<strong>The</strong> County <strong>of</strong> <strong>Lambton</strong> has been proactive in mapping the occurrences <strong>of</strong> phragmites<br />

within their road allowances and has established a good information base to develop<br />

their program. Attachment #1 shows the results <strong>of</strong> the County’s mapping efforts. For<br />

2013 the County has approved a program budget <strong>of</strong> $50,000 as a first phase to deal<br />

with dense occurrences <strong>of</strong> phragmites within their road allowances. This represents<br />

approximately 90 lane km <strong>of</strong> area, and is shown as the pink sections in the attached<br />

map. <strong>The</strong> yellow sections <strong>of</strong> the map show the occurrences <strong>of</strong> less dense phragmites<br />

patches, and the County plans to address these areas once the dense populations are<br />

controlled. This may occur in 2013 if the budget allows, but is more likely to occur in<br />

subsequent program years.<br />

For 2013 in <strong>Lambton</strong> <strong>Shores</strong>, the County will address the dense patches <strong>of</strong> phragmites<br />

that have been observed at the north end <strong>of</strong> Lakeshore Road near Kettle point.<br />


<strong>Lambton</strong> <strong>Shores</strong> Efforts<br />

As noted above, the <strong>Lambton</strong> <strong>Shores</strong> Phragmites Group has requested that Council<br />

include $15,000 in the 2013 budget for the purposes <strong>of</strong> Phragmites control. <strong>The</strong> draft<br />

operating budget has been prepared to reflect this request, and the group’s presentation<br />

is attached to this report as a reminder <strong>of</strong> the proposed program.<br />

In consultation with the group, staff has been provided the following breakdown <strong>of</strong> the<br />

$15,000 request:<br />

(a) development <strong>of</strong> a comprehensive Management Plan $7800<br />

(b) obtaining required permits for Phragmites control $700<br />

(c) landowner education and outreach $600<br />

(d) coordinating all required Phragmites occurrence mapping: comments:<br />

(this is part <strong>of</strong> the Management Plan development)<br />

(e) leveraging additional funding (i.e. grant/funding proposal writing) $1080<br />

(f) coordinating and overseeing implementation <strong>of</strong> Phragmites control $1800<br />

(g) assessing program efficacy (ie. pre and post control assessments and<br />

report)<br />

$3020<br />

After consultation with the <strong>Lambton</strong> <strong>Shores</strong> Phragmites Group the plan for the 2013<br />

municipal program is to focus efforts on Ward 4 to develop a pilot to then be expanded<br />

to all <strong>of</strong> <strong>Lambton</strong> <strong>Shores</strong> once a refined program has been created.<br />

On December 11, 2012 staff, the <strong>Lambton</strong> <strong>Shores</strong> Phragmites Community Group, and<br />

County representatives met to discuss a collaborative approach to phragmites control.<br />

From <strong>Lambton</strong> <strong>Shores</strong>’ perspective the discussion focused on taking the “bitesized<br />

chunks” approach, where we concentrate our efforts to a smaller geographical area to<br />

build and refine a program before it is implemented on a municipality wide basis. <strong>The</strong><br />

rationale for the focus on Ward 4 is that we know Ward 4 has a high concentration <strong>of</strong><br />

the plant, and the County is performing work in the Ward in 2013. <strong>The</strong> purpose <strong>of</strong> the<br />

program would be as a pilot to see if a combined approach between two levels <strong>of</strong><br />

government (upper and lower tier) could produce strong results in managing the plant.<br />

What is not included in the $15,000 request outlined above is the cost to control<br />

occurrences <strong>of</strong> phragmites within the municipal road allowances. Developing a budget<br />

estimate for control is difficult at this time because <strong>Lambton</strong> <strong>Shores</strong> has not yet<br />

performed any mapping in the affected area. Attachment #2 to this report shows the<br />

municipal roads that are located within Ward 4. “Green” roads are municipally owned<br />

roads, and these represent a total <strong>of</strong> 82 lane km <strong>of</strong> road allowance. <strong>The</strong>se locations<br />

would be the focus <strong>of</strong> any necessary control efforts for phragmites that occur on<br />

municipal property, and a conservative budget for control efforts <strong>of</strong> $5,000 is<br />

recommended bringing the total budget allocation for the phragmites program in 2013 to<br />

$20,000. <strong>The</strong> “Blue” roads are privately owned 7 and the municipal program would not

address these locations. Depending upon the timing for completing mapping efforts the<br />

municipality may be able to partner with the County for control efforts to gain an<br />

economy <strong>of</strong> scale.<br />

What is not addressed above is control efforts that focus on the occurrences <strong>of</strong><br />

phragmites located within municipal drains. Municipal drains are considered a conduit<br />

for the spread <strong>of</strong> phragmites, and controlling populations in drains is an important step<br />

to limit spreading <strong>of</strong> the plant. At this point in time there is not any mapping that exists to<br />

determine the level <strong>of</strong> control efforts required for municipal drains, and the plan for 2013<br />

to map these areas. However, the budget above does not include remuneration for time<br />

spent mapping municipal drains, and any funding needed to extend efforts in this area<br />

would be in addition to the current request. A possibility to accomplish this is for the<br />

municipality to hire a summer student, which was part <strong>of</strong> Community Services staffing<br />

plan already.<br />

Once mapping is completed, the level <strong>of</strong> maintenance and control in municipal drains<br />

would need to be determined. It is not expected that there will be any control efforts in<br />

2013 as there is a significant amount <strong>of</strong> ground to cover to map the drains. Once it is<br />

time for control efforts in the drains, under the Drainage Act the municipality has the<br />

right to initiate work <strong>of</strong> this nature in the drain if the plant is restricting flow, and the costs<br />

are recoverable from the assessment to the drain. This is a proactive approach that may<br />

cause some concern from property owners in the assessment area as they would be<br />

expected to directly pay for the control efforts.<br />

Conclusion<br />

Should Council be supportive <strong>of</strong> the 2013 phragmites program, staff recommends that<br />

Council increase the budget allocation to $20,000 to include the costs <strong>of</strong> control efforts<br />

within the municipal road allowance. This is a large sum <strong>of</strong> money to be directed to the<br />

program and to protect the public interest, and the use <strong>of</strong> public funds, staff further<br />

recommends that Council include in their resolution a requirement that all costs funded<br />

from this budget allocation are to be approved by the appropriate departmental staff<br />

prior to that expense being incurred.<br />

If Council wishes to extent phragmites control efforts to municipal drains as a proactive<br />

approach, staff requests that direction by resolution so that the property owners may be<br />

informed.<br />

Respectfully submitted,<br />

Brent Kittmer, P.Eng.<br />

Director <strong>of</strong> Community Services<br />

Attachments:<br />

1. Map <strong>of</strong> County areas <strong>of</strong> effort in 2013<br />

2. Map <strong>of</strong> municipal roads located in Ward 4<br />

3. <strong>Lambton</strong> <strong>Shores</strong> Phragmites Community Group December 11, 2012 presentation<br />

to Council<br />


40<br />

Bingo<br />

Creek<br />

John<br />

Baseline<br />

West Ward<br />

West Pointe<br />

River<br />

Chief's<br />

Smith<br />

Bridge<br />

Emily<br />

St. Clair<br />

Main<br />

St. Clair<br />

West Smith<br />

Virgil<br />

Ward<br />

Fane<br />

Greenfield<br />

River<br />

Hill<br />

French<br />

40<br />

Vidal<br />

Unknown<br />

40<br />

Fort<br />

Tashmoo<br />

40<br />

Pointe<br />

White<br />

Holt<br />

Scott<br />

Ladysmith<br />

Wilkesport<br />

Trella<br />

Grant<br />

Whitebread<br />

Louisa<br />

Brock<br />

Degurse<br />

40<br />

Daly<br />

Duthill<br />

Exmouth<br />

Devine<br />

Imperial<br />

Unknown<br />

Maria<br />

Indian Creek<br />

Calahan<br />

Lecaron<br />

Stanley<br />

Tulloch<br />

West River<br />

Indian<br />

Errol<br />

Rosedale<br />

Wellington<br />

Tecumseh<br />

Shepley<br />

2012 Phragmites Assessment On<br />

<strong>Lambton</strong> County Road Allowance<br />

Burr<br />

Tecumseh<br />

East River<br />

Legend<br />

Concentrated Phragmites Growth<br />

Sporadic Phragmites Growth<br />

County Roads<br />

Local Roads<br />

Provincial Roads<br />

Administrative Boundaries<br />

McGregor<br />

Baby<br />

Mill<br />

Unknown<br />

Bentpath<br />

Smith<br />

Kimball<br />

Cathcart<br />

<strong>Lambton</strong><br />

Modeland<br />

Confederation<br />

Gladwish<br />

Moore<br />

Rokeby<br />

Waubuno<br />

Blackwell<br />

Bickford<br />

Black Creek<br />

Kerr<br />

Pretty<br />

Clarence<br />

Airport<br />

Kent<br />

Telfer<br />

Telfer<br />

Plank<br />

Charlemont<br />

Michigan<br />

Jackson<br />

Marshall<br />

Bridgen<br />

Brigden<br />

Burman<br />

Brigden<br />

Jane<br />

Old Lakeshore<br />

London<br />

Waterworks<br />

Stanley<br />

McCallum<br />

Kerr<br />

Mandaumin<br />

Lakeshore<br />

Mandaumin<br />

Dawn Valley<br />

Fairweather<br />

Cuthbert<br />

O'Brien<br />

Fairweather<br />

Kent<br />

Plowing Match<br />

Robinson<br />

King<br />

Queen<br />

Fleming<br />

Plowing Match<br />

Kettle<br />

Unknown<br />

Marthaville<br />

Hyslop<br />

Camlachie<br />

Edys Mills<br />

Langbank<br />

Irish School<br />

Caroline<br />

Tramway<br />

Maude<br />

Tile Yard<br />

Esterville<br />

4<br />

Tank<br />

Bluepoint<br />

MacFarlane<br />

Kerrigan<br />

Aberarder<br />

First<br />

South Plank<br />

Aberfeldy<br />

Oil Heritage<br />

Dawn Mills<br />

Broadway<br />

North<br />

Kelly<br />

Pantry School<br />

Gypsie Flats<br />

Hillsboro<br />

Minielly<br />

Churchill<br />

Gould<br />

Black Ash<br />

Huff's Corners<br />

Douglas<br />

Blue Heron<br />

South Plympton<br />

Elmsley<br />

Wright<br />

Durham Creek<br />

Aniline<br />

Lakeside<br />

Hilltop<br />

Glendale<br />

Fisher<br />

Wanstead<br />

Hale School<br />

Hubbard<br />

Uttoxeter<br />

Leyton<br />

Oakdale<br />

Oak<br />

Dolmage<br />

Brush<br />

Stewardson<br />

Naylor<br />

Mawlam<br />

Lake<br />

Franks<br />

Centre<br />

Wood<br />

Fuller<br />

Park<br />

Forest<br />

McAuslan<br />

Florence<br />

Middle<br />

King<br />

Inwood<br />

Pro<strong>of</strong><br />

Cedar Point<br />

Rawlings<br />

Chalk<br />

Weidman<br />

Mill<br />

Shetland<br />

Fansher<br />

East Parkway<br />

Elarton<br />

Salt<br />

Kingscourt<br />

Townsend<br />

Sutorville<br />

Mosside<br />

Burr<br />

Davis<br />

Ipperwash<br />

Kinnaird<br />

Bilton<br />

Egremont<br />

Kerry<br />

Little Ireland<br />

Army Camp<br />

Hickory Creek<br />

Warwick Village<br />

Bethesda<br />

Campbell<br />

Smith Falls<br />

Dobbyn<br />

First School<br />

Ebenezer<br />

Shiloh<br />

Courtright<br />

Oil Springs<br />

Cox<br />

Annett<br />

Downie<br />

Thomson<br />

Ridge<br />

Jericho<br />

Outer<br />

Bruce Scott<br />

Ravenswood<br />

Petticoat<br />

Bush<br />

Jura<br />

Birnam<br />

Brick Yard<br />

Bethel<br />

Underpass<br />

La Salle<br />

Petrolia<br />

Fields<br />

Aughrim<br />

Cairo<br />

Old Walnut<br />

Sydney<br />

Elliott<br />

Northville<br />

Nauvoo<br />

Johnston<br />

Euphemia<br />

Nipigon<br />

Zion<br />

Erie<br />

Hilly<br />

Willsie<br />

Brooke<br />

McCready<br />

Sitter<br />

Railroad<br />

Decker<br />

Gordon<br />

Quaker<br />

402<br />

White Pine<br />

Cameron<br />

Bog<br />

Farmers<br />

Tamarack<br />

Short<br />

Argyll<br />

Sydenham<br />

Walker<br />

Widder<br />

Watterworth<br />

Limerick<br />

Arkona<br />

Hardy Creek<br />

Goosemarsh<br />

Haig<br />

Kennedy<br />

Ferne Huron<br />

Main<br />

9<br />

Oil Heritage<br />

Unknown<br />

Michigan<br />

Oakdale<br />

Oakdale<br />

Indian<br />

Churchill<br />

Fansher<br />

Kennedy<br />

River<br />

Fansher<br />

Gordon<br />

Philip<br />

Peak <strong>of</strong> Mosa<br />

Junction<br />

Lazy<br />

Ann<br />

Walker<br />

Main<br />

Rock Glen<br />

Wisbeach<br />

Donnelly<br />

Pinery<br />

Salem<br />

Gully Mor<br />

Blain<br />

River<br />

Sexton<br />

Calvert<br />

Meters<br />

0 4,375 8,750 17,500<br />

Klondyke<br />

Parkview<br />

Ontario<br />

Oak<br />


To:<br />

<strong>Municipality</strong> <strong>of</strong> <strong>Lambton</strong> <strong>Shores</strong><br />

Subject: Phragmites Management Plan<br />

Date: November 26, 2012<br />

Report by: Karen Alexander, Lake Huron Centre for Coastal Conservation<br />

Nancy Vidler, <strong>Lambton</strong> <strong>Shores</strong> Phragmites Working Group<br />

Attachments:<br />

1. <strong>The</strong> Challenge<br />

2. LSPWG Progress to Date<br />

3. Potential Choice for Option 1<br />

4. Municipal Services Program<br />

Recommendation:<br />

Karen Alexander and Nancy Vilder recommend…..<br />

….that…..the <strong>Municipality</strong> <strong>of</strong> <strong>Lambton</strong> <strong>Shores</strong> takes advantage <strong>of</strong> this unique opportunity to become a<br />

leader in the province by supporting a coordinated, comprehensive approach to Phragmites control<br />

throughout the entire <strong>Municipality</strong> <strong>of</strong> <strong>Lambton</strong> <strong>Shores</strong>. This program will enable the <strong>Municipality</strong> to<br />

leverage various funding sources in support <strong>of</strong> this program.<br />

Options:<br />

1. Hire an experience project coordinator to work with Municipal staff to coordinate<br />

Phragmites Management which will include (a) preparing a comprehensive Management<br />

Plan, (b) obtaining required permits for Phragmites control, (c) landowner education and<br />

outreach (d) coordinating all required Phragmites occurrence mapping, (e) leveraging<br />

additional funding, and (d) coordinating and overseeing implementation <strong>of</strong> Phragmites<br />

control, (e) assessing program efficacy<br />

2. Assign specific Municipal Staff/Department to coordinate Phragmites Management which<br />

will include (a) preparing a comprehensive Management Plan, (b) obtaining required<br />

permits for Phragmites control, (c) landowner education and outreach (d) coordinating all<br />

required Phragmites occurrence mapping, (e) leveraging additional funding, and (d)<br />

coordinating and overseeing implementation <strong>of</strong> Phragmites control, (e) assessing program<br />

efficacy<br />

3. Hire, or assign, existing Municipal Staff/Department to coordinate Phragmites control<br />

exclusively on Municipal properties, including ditches.<br />

4. Status quo<br />

1<br />


Attachment 1: <strong>The</strong> Challenge<br />

Phragmites australis (Common reed / Phragmites) is considered to be the most aggressive invasive<br />

species <strong>of</strong> marsh ecosystems in North America and Canada’s worst invasive plant. First observed in the<br />

late 1970’s in wetlands and ditches in the St. Clair region this robust grass is now established in most<br />

Lake Erie and Huron wetlands and is getting a foot hold in Lake Superior coastal habitats. It is also a<br />

common site along Ontario’s major highways and secondary roads which act as spread vectors.<br />

<strong>The</strong> <strong>Lambton</strong> <strong>Shores</strong> Phragmites Working Group (LSPWG) is composed <strong>of</strong> dedicated people with an<br />

interest in working together to facilitate effective management <strong>of</strong> invasive Phragmites in <strong>Lambton</strong><br />

<strong>Shores</strong>. This volunteer initiative is aimed at reducing the current threats posed by this aggressive<br />

invasive plant to biodiversity and Species at Risk (SAR) through habitat protection and restoration.<br />

Specific goals focus on facilitation <strong>of</strong> education, information sharing and investigation and pursuit <strong>of</strong><br />

effective management options.<br />

To date, partnerships have been formed in order to initiate Phragmites control within the <strong>Municipality</strong>.<br />

Nancy Vidler, chair <strong>of</strong> the LSPWG, has been attempting to coordinate a regional approach to controlling<br />

this invasive species. Karen Alexander from <strong>The</strong> Lake Huron Centre for Coastal Conservation (LHCCC),<br />

has provided educational and information resources. Janice Gilbert, wetland ecologist, has been<br />

assessing and mapping Phragmites along the shoreline and ditches <strong>of</strong> several major roads and has been<br />

managing the Phragmites control program at Kettle Point.<br />

<strong>The</strong> progress <strong>of</strong> this partnership has been positive and encouraging. Landowners impacted by<br />

Phragmites have been delighted to hear <strong>of</strong> a developing program within the <strong>Municipality</strong> that will help<br />

to control this regional problem. Many landowners have been struggling with Phragmites issues for a<br />

number <strong>of</strong> years and are frustrated with the challenges involved in its control. Some landowners have<br />

been employing environmentally destructive and counterproductive management techniques. Many<br />

are using valuable financial resources on these ineffective actions and have stated they are willing to<br />

contribute to a Municipal program.<br />

<strong>Lambton</strong> <strong>Shores</strong> has a very unique situation in that there is a list <strong>of</strong> stakeholders involved in land<br />

ownership and management, including private landowners, Nature Conservancy Canada, Conservation<br />

Authority, First Nation Reserves, Provincial Parks, Municipal parks and beaches, Provincial properties<br />

and Crown Land. <strong>The</strong> challenge is that some <strong>of</strong> these groups are implementing control projects, while<br />

others lack resources and others still are unsure <strong>of</strong> how to deal with Phragmites or are unwilling to<br />

invest in control measures without a comprehensive effort. As a result, to date control and<br />

management <strong>of</strong> Phragmites has been implemented in a fragmented, uncoordinated way. <strong>The</strong><br />

<strong>Municipality</strong> could provide a critical leadership role to coordinate a comprehensive, effective, and<br />

efficient Phragmites management strategy for both short and long term success.<br />

12<br />


Attachment 2: Progress Report<br />

<strong>Lambton</strong> <strong>Shores</strong> Phragmites Community Group<br />

Noticed Phragmites on the Port Franks beach in 2009<br />

Homeowners Association applied for a Letter <strong>of</strong> Opinion from the Ministry <strong>of</strong> Natural<br />

Resources (MNR) and received approval to begin habitat restoration September 2010<br />

Presented to Municipal Council in March 2011 asking for support in managing<br />

Phragmites in <strong>Lambton</strong> <strong>Shores</strong><br />

Coordinated a demonstration project on Mosquito Island with the Ausable Bayfield<br />

Conservation Authority (ABCA)<br />

Partnered with the <strong>Municipality</strong> <strong>of</strong> <strong>Lambton</strong> <strong>Shores</strong> (MLS) and ABCA in organizing a<br />

Community Information Night August 2011<br />

Coordinated barges, work crews and volunteers<br />

Presented to council; approval to extend the beach project to Mud Creek/Sunfish Bay<br />

Partnered with Nature Conservancy Canada (NCC), MLS, ABCA and private landowners<br />

to continue restoration in L Lake and Watson property<br />

Communicated with property owners to obtain necessary sign <strong>of</strong>fs and permission forms<br />


Identified Phragmites in Grand Bend and assisted in coordinating restoration work<br />

Recommended hiring Dr. Janice Gilbert to complete site assessments and create a 5<br />

year plan for <strong>Lambton</strong> <strong>Shores</strong><br />

Organized a second Community Information Session September 2012<br />

Worked with the ABCA in completing a grant application to the Great Lakes Guardian<br />

Community Fund; other grant applications include the Invasive Species Council, Cottage<br />

Life magazine<br />

<br />

Met with local MPP and MP to educate and promote Phragmites management<br />

New Projects<br />

Providing ongoing education and support to communities west <strong>of</strong> Port Franks<br />

(Cedarview Beach, Lake Valley Grove/Sunnidale, Ipperwash, <strong>Lambton</strong> Centre)<br />

3<br />


Creating partnerships with St. Clair Region Conservation Authority and the Ministry <strong>of</strong><br />

Natural Resources to obtain support in restoration projects involving their properties<br />

Drawing on the expertise <strong>of</strong> the Lake Huron Centre for Coastal Conservation to assist<br />

camp program directors create habitat restoration program for youth (this will strengthen<br />

grant applications)<br />

Developing a “pilot” training workshop for municipal employees with the Ontario<br />

Phragmites Working Group<br />

AND<br />

Continue Phragmites monitoring, touch up and restoration work<br />

14<br />


Attachment 3: Potential Choice for Option 1<br />

<strong>The</strong>re are few people in the Province with enough experience to provide the recommended services for<br />

the <strong>Municipality</strong>. Three extremely knowledgeable pr<strong>of</strong>essionals have already been engaged in<br />

Phragmites issues in <strong>Lambton</strong> <strong>Shores</strong>: Nancy Vidler, Karen Alexander and Janice Gilbert. This “Trio” are<br />

available for hire should the <strong>Municipality</strong> select option 1.<br />

Costs for services are estimated to be in the range <strong>of</strong> approximately $47,950, if the <strong>Municipality</strong> elects<br />

to participate in the LHCCC Municipal Services Program. As non-members, costs are estimated to be<br />

closer to $58,550 (see Municipal Services Program attachment).<br />

Karen Alexander, B.A., E.R.G.C.<br />

Nancy Vilder<br />

Outreach and Education Coordinator<br />

Chair<br />

Lake Huron Centre for Coastal Conservation<br />

<strong>Lambton</strong> <strong>Shores</strong> Phragmites Working Group<br />

226-421-3029 519-243-2562<br />

karen.alexander@lakehuron.on.ca<br />

nancy.v@execulink.com<br />

5<br />


Municipal Services Program<br />

for Lake Huron’s Coastal<br />

Communities<br />

<strong>The</strong> Lake Huron Centre for Coastal Conservation<br />


<strong>The</strong> Lake Huron Centre for Coastal Conservation<br />

74 Hamilton St.<br />

Goderich, ON<br />

N7A 1P9<br />

(519) 523-4478<br />

www.lakehuron.ca<br />

Mission Statement<br />

To provide Leadership and Expertise, in collaboration with partners, to achieve a<br />

healthy Lake Huron coastal ecosystem.<br />


Municipal<br />

Services<br />

Program<br />

<strong>The</strong> Centre for Coastal Conservation has developed a municipal services<br />

program designed for municipalities along the Lake Huron shoreline.<br />

<strong>The</strong>se services are designed to provide coastal communities with access to<br />

expertise and information resources that are not otherwise available.<br />

<strong>The</strong> Coastal Centre is a registered non-pr<strong>of</strong>it, charitable organization<br />

dedicated to the conservation and stewardship <strong>of</strong> Lake Huron’s coastal<br />

environment. Its volunteer Board <strong>of</strong> Directors represents a diverse group <strong>of</strong><br />

pr<strong>of</strong>essionals committed to Lake Huron’s future. A Board <strong>of</strong> Technical<br />

Advisors, made up <strong>of</strong> experts from a wide range <strong>of</strong> disciplines, assist<br />

Centre staff as required, to find reasonable solutions to coastal problems.<br />

<strong>The</strong> Centre has three pr<strong>of</strong>essional staff, two with over 25 years each <strong>of</strong><br />

experience in coastal conservation on Lake Huron.<br />

Funding <strong>of</strong> the Centre for the Municipal Services Program can either come<br />

from local conservation authorities, who in turn request a levy from their<br />

shoreline municipalities to cover their cost apportionment, or directly from<br />

the municipality to the Centre. <strong>The</strong> benefit <strong>of</strong> having payments made<br />

through the conservation authority is that it maintains the connection<br />

between the Coastal Centre and the local watershed management agency.<br />

This helps to ensure no service overlaps, better communications on issues<br />

and maintain the connection between issues pertaining to the interior<br />

watersheds and those along the lakeshore.<br />

Through this financial relationship, the Centre endeavours to provide a<br />

basic and consistent level <strong>of</strong> service at a reasonable cost to the<br />

municipality.<br />


Municipal<br />

Services<br />

<strong>The</strong> following services are provided to municipalities who participate in<br />

supporting the Lake Huron Centre for Coastal Conservation.<br />

(<strong>Municipality</strong> directly benefits , indirectly benefits )<br />

Technical Services<br />

<strong>Municipality</strong> receives free technical advisory services on municipal property along<br />

the shoreline relating to coastal environmental issues. Detailed studies or projects are<br />

provided on a preferred client rate basis.<br />

Municipal staff has access to coastal resource managers to consult with on local<br />

coastal issues. <strong>The</strong> Centre has a Board <strong>of</strong> Technical Advisors with expertise in a range<br />

<strong>of</strong> disciplines to confer on issues that fall beyond the scope <strong>of</strong> staff resources.<br />

Communications Services<br />

<strong>The</strong> Centre regularly tracks water levels on Lake Huron and updates participating<br />

municipalities as requested.<br />

Each member <strong>of</strong> Council receives copy <strong>of</strong> the Centre’s annual Year in Review<br />

summary <strong>of</strong> projects and activities <strong>of</strong> the Centre.<br />

<strong>The</strong> Centre produces a monthly email-based newsletter highlighting a topic <strong>of</strong><br />

interest along the coastal environment, and identifying Centre news and events.<br />

<strong>The</strong> Centre’s web site provides a forum for communicating information about coastal<br />

conservation, and allows the user to have ready access to the Centre and information<br />

pertinent to Lake Huron.<br />

<strong>The</strong> Centre conducts regular media interviews on issues affecting the coastal<br />

environment.<br />

Land Use Planning Services<br />

<strong>The</strong> Centre has pr<strong>of</strong>essional planners who have an extensive knowledge <strong>of</strong> Ontario’s<br />

Great Lakes hazards and natural heritage policies. Municipalities updating their Official<br />

Plan’s and Zoning Bylaws are required to conform to the new County Official Plans and<br />

Provincial Policies. <strong>The</strong> Centre can provide preliminary guidance to municipalities<br />

through this service package. Detailed involvement in the process can be arranged, at<br />

a preferred client rate, as required.<br />


Information Services<br />

<strong>The</strong> Centre conducts research on emerging issues, like climate change, and its<br />

impact on lake levels and local coastal communities. Currently we are researching<br />

control techniques for the invasive plant species Phragmites australis which has<br />

invaded area beaches, and is threatening local ecosystems. We have conducted<br />

workshops on developing control programs.<br />

<strong>The</strong> Centre promotes and supports local Lake Huron research by universities along<br />

Lake Huron. <strong>The</strong> Centre has worked with the School <strong>of</strong> Landscape Architecture,<br />

University <strong>of</strong> Guelph on two coastal projects, and we will be participating on a study with<br />

Western University on groundwater flow at beaches. We have also been involved in<br />

climate change research involving Lake Huron coastal communities with researchers<br />

from University <strong>of</strong> Waterloo.<br />

<strong>The</strong> Centre participates as a Technical Advisor to the Lake Huron Dune Grasslands<br />

Recovery Team, a group <strong>of</strong> government, academic, private consultant and nongovernment<br />

organization scientists and resource managers interested in protecting<br />

dunes and species at risk.<br />

<strong>The</strong> Centre is a member <strong>of</strong> Coastal Zone Canada Association, the Canadian<br />

Coastal Science and Engineering Association, Living Lakes Canada and the<br />

International Association <strong>of</strong> Great Lakes Researchers.<br />

<strong>The</strong> Centre hosts local workshops and conferences to discuss current<br />

environmental issues affecting Lake Huron. <strong>The</strong> Centre’s biennial “Is the Coast Clear?”<br />

conference has been held in Goderich, Port Franks, Port Elgin and Grand Bend. Over<br />

200 delegates consisting primarily <strong>of</strong> local landowners and municipal councillors<br />

attended the conference in 2008 in Port Elgin. In 2009 and 2011, the Centre hosted a<br />

one-day conference in Midland, Ontario entitled “Caring for Our Beaches”.<br />

<strong>The</strong> Web site (www.lakehuron.ca) is updated regularly with information on coastal<br />

related issues affecting Lake Huron municipalities. <strong>The</strong> site is accessed by both<br />

permanent landowners and seasonal residents, in addition to researchers, funding<br />

partners, and others who share a concern for Lake Huron.<br />

Community Stewardship Services<br />

<strong>The</strong> Centre has initiated a number <strong>of</strong> special projects where the municipality has<br />

shown a specific need. For example, the Town <strong>of</strong> Saugeen <strong>Shores</strong> required assistance<br />

in conserving their waterfront resources. A project was developed by the Centre to<br />

provide guidance to municipal staff. Such projects are funded separately from this<br />

municipal service package at a preferred client rate, although the Centre has had some<br />

success in acquiring outside funding to assist in project implementation.<br />


<strong>The</strong> Centre has developed a ‘Beach Care Toolkit’ for coastal landowners. <strong>The</strong> kit<br />

contains a wide range <strong>of</strong> stewardship resources to help landowners become better<br />

caretakers <strong>of</strong> our coastal areas.<br />

Numerous stewardship projects along the shoreline related to sand dune<br />

rehabilitation have been completed with technical assistance provided by the Centre.<br />

<strong>The</strong> Centre assisted in developing, and promoting the use <strong>of</strong>, the Lake Huron<br />

Stewardship Guide for Coastal Residents, and has developed a stewardship program<br />

called the “Green Ribbon Beach” program to recognize community groups doing<br />

positive stewardship work along our coast.<br />

<strong>The</strong> Centre participates on the Great Lakes Jury <strong>of</strong> the international Blue Flag<br />

program, and as such, assists municipalities along Lake Huron develop resources for<br />

compliance to the program.<br />

<strong>The</strong> Centre is involved with coastal science education with youth. It has developed<br />

two education resource curriculum kits for schools on coastal science, as well as<br />

summer ‘Coastal Day Camp’ resources to assist municipalities in implementing the Blue<br />

Flag program.<br />



D.C.S. Report No. 19-2013 Wednesday, January 16, 2013<br />

TO:<br />

FROM<br />

RE:<br />

Mayor Weber and Members <strong>of</strong> Council<br />

Brent Kittmer, Director <strong>of</strong> Community Services<br />

2013 Gravel Supply and Dust Suppression Program<br />


That Council provides pre-budget authorization to staff to<br />

tender the annual gravel supply and dust suppression<br />

contracts.<br />

REPORT<br />

This report requests authorization from Council to tender the annual gravel supply and<br />

dust suppression contracts.<br />

Policy #20a outlines the value <strong>of</strong> expenditures that are permitted each year prior to<br />

budget approval to ensure the continued operation <strong>of</strong> municipal services. <strong>The</strong> policy<br />

states:<br />

Before the current year’s budget has been approved, if necessary, individual<br />

department are authorized:<br />

-To purchase those goods and services required to maintain the program<br />

provided that the total expended does not exceed 50% <strong>of</strong> the previous<br />

year’s budget. <strong>The</strong> 50% limit may only be exceeded with the approval <strong>of</strong><br />

Council.<br />

To ensure a successful gravel supply and dust suppression program for rural roads in<br />

2013 staff is requesting approval to tender these contracts prior to budget approval. In<br />

2012 the tenders for these services did not close until March 12, and as a result the<br />

municipality was placed as a later priority for the supply services. This resulted in a later<br />

gravel application, and an immediate application <strong>of</strong> dust suppressant. This is not the<br />

ideal process as it is preferable for gravel application to be completed 2-4 weeks prior to<br />

the application <strong>of</strong> dust suppressant<br />

<strong>The</strong> 2013 operating budget is presented with $193,800 for the gravel supply contract<br />

and $76,000 for the dust suppressant contract.<br />

Respectfully submitted,<br />

Brent Kittmer, P.Eng.<br />

Director <strong>of</strong> Community Services<br />



D.C.S. Report No. 20-2013 Wednesday, January 16, 2013<br />

TO:<br />

FROM:<br />

RE:<br />

Mayor Minielly and Members <strong>of</strong> Council<br />

Brent Kittmer, Director <strong>of</strong> Community Services<br />

Port Franks Community Centre Pavilion Project<br />


For Council review and direction.<br />

REPORT<br />

At the January 10, 2013 budget meeting Council directed staff to prepare a report<br />

regarding the Port Franks Pavilion project for additional information regarding the<br />

pavilion design proposal.<br />

Report number DCS 52-2009 was presented at the August 4, 2009 meeting <strong>of</strong><br />

Council and is attached to this report. DCS 52-2009 outlines the history <strong>of</strong> the project,<br />

and provides information respecting a design draft that was submitted for the project.<br />

This design draft is still applicable for 2013, and the key points <strong>of</strong> the design are as<br />

follows:<br />

<br />

<br />

<br />

Wooden framed open concept building constructed on concrete footings with a<br />

concrete pad, steel clad ro<strong>of</strong>ing and drainage.<br />

<strong>The</strong> dimensions <strong>of</strong> the building are 70’x40’.<br />

No washroom facilities.<br />

Based upon these requirements a project budget was put forward <strong>of</strong> approximately<br />

$86,900.00 (not including contingency or taxes) based on the cost per square foot to<br />

construct this type <strong>of</strong> building. That cost estimate is reflected in the 2013 capital<br />

budget. <strong>The</strong> draft design <strong>of</strong> the Pavilion is attached to this report.<br />

<strong>The</strong> Port Franks Optimist Club has previously committed $10,000 toward this project<br />

(see letter attached), and at the time <strong>of</strong> considering DCS 52-2009 <strong>Lambton</strong> <strong>Shores</strong><br />

had committed $25,000 to the project. As a result <strong>of</strong> the cost estimate that staff had<br />

provided for the project, the sitting Council passed the following motion:<br />

09-0804-08 Moved by: Councillor Simpson<br />

Seconded by: Deputy Mayor Jamieson<br />

That the Port Franks Community Centre Pavilion Project be deferred, and<br />

referred to the 2010 budget discussions.<br />

Carried<br />


<strong>The</strong> minutes <strong>of</strong> the August 4, 2009 minute provide the following rationale for the<br />

motion:<br />

“It was discussed that it would be prudent to defer the project to the 2010<br />

budget, which would allow more time for fundraising for the project.”<br />

When preparing this report staff consulted with Councillor Scott who is also a Port<br />

Franks Optimist member. Councillor Scott confirmed that the financial contribution<br />

from the Club still stands, and they are prepared to commit $10,000 to this project. In<br />

addition, the <strong>Municipality</strong> has also received a donation <strong>of</strong> $500 from the Port Franks<br />

Homeowner’s Association. Councillor Scott also confirmed that the Opitimist Club is<br />

planning additional fundraising efforts in 2013.<br />

Councillor Scott noted that as a part <strong>of</strong> the original project concept the Optimist Club<br />

envisioned that during the winter time the pavilion could be converted to a covered<br />

skating rink. To do this, the concrete slab could be constructed with the necessary<br />

cooling tubes and connected to a compressor, <strong>of</strong> the proposed rink could be naturally<br />

cooled. <strong>The</strong> estimated 2013 cost <strong>of</strong> constructing a 40’x70’ cooled slab is $140,000<br />

(with all necessary equipment and thermal insulation), and this value is not reflected<br />

in the project budget. Due to this high capital cost, staff recommends that if the<br />

pavilion is intended to be converted to a skating rink in the winter that it be naturally<br />

cooled and a conventional slab on grade be used for the pavilion.<br />

Lastly, Councillor Scott identified that a phased approach has been considered for<br />

this project whereby the concrete slab could be constructed as a first phase, and the<br />

Optimist would solicit the services <strong>of</strong> a charitable organization to construct the<br />

structure <strong>of</strong> the pavilion as a second phase. For budget purposes, the cost <strong>of</strong> the first<br />

phase construction <strong>of</strong> the concrete slab is estimated below. When preparing this<br />

report staff contacted a concrete supplier and their recommendation is for a 6” slab<br />

on grade.<br />

Concrete slab formed and finished by municipal staff: $9,000<br />

Concrete slab formed and finished by contractor: $17,500<br />

<strong>The</strong> 2013 capital budget was presented with $87,000 for the completion <strong>of</strong> this<br />

project, and it is staff’s intent to move forward with the work unless Council provides<br />

alternate direction.<br />

Respectfully submitted,<br />

Brent Kittmer, P.Eng.<br />

Director <strong>of</strong> Community Services<br />

Attachments:<br />

1. DCS 52-2009, and attachments<br />



D.C.S. Report No. 52-2009 Wednesday, July 22, 2009<br />

TO:<br />

FROM:<br />

RE:<br />

Mayor Minielly and Members <strong>of</strong> Council<br />

Peggy Van Mierlo-West, Director <strong>of</strong> Community Services<br />

Port Franks Pavilion Community Centre Pavilion Project<br />


For Council review and direction.<br />

REPORT<br />

Staff was requested to draft a report to Council regarding the update <strong>of</strong> the Port<br />

Franks Community Centre pavilion project. As a background the Port Franks<br />

Community Centre pavilion project was originally brought to Council’s attention in<br />

2007 when the Port Franks Optimists supplied Council with a letter <strong>of</strong> intent stating<br />

that this group would be favorable to constructing a pavilion on the grounds <strong>of</strong> the<br />

Port Franks hall with assistance from the <strong>Municipality</strong>.<br />

<strong>The</strong> <strong>Municipality</strong> has allocated $25,000.00 towards this project with the assumption<br />

that the additional funds for this project would be donated by the Optimists. To date<br />

the Optimists have stated that they have $10,000.00 for this project. <strong>The</strong>y have also<br />

submitted a Trillium Grant application for assistance in furnishing <strong>of</strong> the pavilion with<br />

picnic tables etc.<br />

<strong>The</strong> Community Services Department was given a plan for the pavilion (Schedule A).<br />

It is a similar design the structure which was constructed in 2006 at the Klondyke<br />

Sports Park however the proposed plan for Port Franks does not include washroom<br />

facilities.<br />

<strong>The</strong> proposed Port Franks pavilion is a wooden framed open concept building. Other<br />

components to the construction will include a concrete pad, steel clad ro<strong>of</strong>ing and<br />

drainage. <strong>The</strong> dimensions <strong>of</strong> the building are 70’x40’. Based upon these<br />

requirements it is our estimate that this project will be approximately $86,900.00 (not<br />

including contingency or taxes).<br />

Staff has also reviewed concepts such as prefabricated design. <strong>The</strong>se designs are<br />

similar to the submitted Optimist plans however are made <strong>of</strong> metal. <strong>The</strong> costs for<br />

these buildings range from $40,000.00 -$112,000.00 and are smaller in size.<br />

Installation <strong>of</strong> the concrete pad and underground work would be additional costs also.<br />

<strong>The</strong> attached Schedule B depicts some <strong>of</strong> the buildings we reviewed.<br />


Staff is requesting direction from Council on how to proceed with this project. As<br />

stated earlier the estimated cost for this project was $50,000.00 based on estimates<br />

this amount is not sufficient to cover the costs <strong>of</strong> the construction.<br />

Respectfully submitted<br />

Peggy Van Mierlo – West<br />

Director <strong>of</strong> Community Services<br />



D.C.S. Report No. 21-2013 Friday, January 25, 2013<br />

TO:<br />

FROM:<br />

RE:<br />

Mayor Weber and Members <strong>of</strong> Council<br />

Brent Kittmer, Director <strong>of</strong> Community Services<br />

Grand Bend Parking Issues and Options<br />


That the report be received for Council information and<br />

direction.<br />

REPORT<br />

Over the past few years a number <strong>of</strong> concerns have been brought to the attention <strong>of</strong><br />

Council and staff regarding congestion and parking issues in the Grand Bend area. As<br />

one <strong>of</strong> the regions’ most popular tourist destinations, people come to enjoy our local<br />

attractions, and the resulting parking and congestion can cause negative experiences<br />

for visitors to this area. It is important that <strong>Lambton</strong> <strong>Shores</strong> recognize where potential<br />

problems are and act on them to ensure that our visitors and residents can best enjoy<br />

Grand Bend.<br />

<strong>The</strong> completion <strong>of</strong> the Beach Enhancement and Main Street construction brought<br />

significant changes to this area, however, it is important to recognize that regardless <strong>of</strong><br />

recent changes, Grand Bend is always a popular summertime destination and during<br />

times <strong>of</strong> good weather and summer weekends the streets and parking lots will be full <strong>of</strong><br />

vehicles and pedestrians enjoying our community.<br />

While it is a nice problem to be dealing with an over abundance <strong>of</strong> people (and vehicles)<br />

in a tourist area, it is still very important to review ways to improve the Grand Bend<br />

experience for visitors, businesses, and residents. <strong>The</strong> <strong>Municipality</strong> has invested a great<br />

deal in upgrading the area assets and it is imperative that they are being used<br />

effectively.<br />

Feedback from many sources has focused on a few common issues within the current<br />

parking system in Grand Bend. This report looks at the more common problem areas<br />

and provides possible solutions. <strong>The</strong> recommendations are given as a starting point to<br />

resolve these specific problems but also provide some bigger picture solutions to<br />

hopefully improve the effectiveness <strong>of</strong> the parking system in Grand Bend.<br />

With this in mind this report aims to focus on two main goals:<br />

1. Improve the effectiveness and efficiency <strong>of</strong> our existing Parking Areas and<br />

Infrastructure by <strong>of</strong>fering readily available and accessible information to users <strong>of</strong><br />

the parking areas<br />

2. Identify potential capital projects that increase the capacity <strong>of</strong> parking in Grand<br />

Bend. (It should be noted that this 27 report focuses on the possible capital works

that have been suggested to improve parking. <strong>The</strong> next phase <strong>of</strong> the program<br />

would be a review <strong>of</strong> the current “on street” parking in the Village.)<br />

We believe it is prudent to review the existing setup and recognize what changes can<br />

be made to optimize the use <strong>of</strong> our assets. When the existing parking system operate<br />

as effectively as possible, it will then allows for a true objective look at the need for<br />

capital projects to expand parking capacity or projects that reduce traffic congestion.<br />

Some recurring issues have been raised are discussed in the following paragraphs –<br />

Please note this is not intended to be an exhaustive list but an overview <strong>of</strong> the most<br />

common issues based on feedback received from different sources (visitors, residents,<br />

businesses) within the Community. Discussing these issues brings forward a number <strong>of</strong><br />

common themes that help to produce ideas for solutions at the end <strong>of</strong> this report.<br />

Main Street<br />

<strong>The</strong> implementation <strong>of</strong> the new pay parking on Main Street and the results <strong>of</strong> the Main<br />

Street reconstruction project have generally worked well and garnered positive reviews.<br />

However, based on feedback received from residents, visitors, and businesses and<br />

feedback from Municipal bylaw enforcement and other staff, there are still some issues<br />

to be worked out. <strong>The</strong>re are still many people who park on the Main Street who are<br />

unaware that it is paid parking. Additionally there are complaints that even the people<br />

who are aware <strong>of</strong> the paid parking on Main Street cannot easily locate where to pay for<br />

their parking. Vegetation growth from the Main Streetscaping Project has begun to<br />

compound the problem by creating visual obstacles to current signage and pay and<br />

display parking machines.<br />

<strong>The</strong> Community Services Department understands these concerns and the frustration<br />

that this causes. Improving signage along Main Street is needed to clearly communicate<br />

that this area is pay and display parking and direct users to the pay and display parking<br />

machines. A strategy is provided in the recommendations section <strong>of</strong> this report to<br />

address this issue.<br />

<strong>The</strong> hours during which paid parking is in effect on the Main Street have also been a<br />

regularly voiced concern. It has been proposed that having paid parking begin later in<br />

the afternoon before the really busy period starts will help businesses by encouraging<br />

more local people to take advantage <strong>of</strong> longer free parking hours. <strong>The</strong> Community<br />

Services Department understands this idea and the reason for it, however, it is really<br />

not a parking capacity or congestion concern and is not covered in this report.<br />

River Road<br />

River Road contains a group <strong>of</strong> businesses, the municipally run harbour, the Grand<br />

Bend Yacht Club, and an access to the South Beach. During busy periods, weekends<br />

and holidays, the area becomes congested with traffic and there is very little available<br />

parking. This leads to frustration from visitors, local residents, businesses, and boaters.<br />

Essentially people are free to park as they wish within the existing areas designated for<br />

parking. <strong>The</strong> only restrictions in place are that trailers are prohibited from some areas<br />

and there is no overnight (2am-6am) parking. Bylaw enforcement focuses on ensuring<br />

that vehicles are parked in a way that does not impede traffic. For many boat trailers<br />


this has been a problem due to the little amount <strong>of</strong> space available to park their trailers<br />

without impeding traffic.<br />

We presently believe the biggest issue on River Road has to do with insufficient<br />

markings, signage, and barriers to direct vehicles to properly park. We believe with<br />

additional markings there will be more space available for parking and congestion<br />

during busy periods will be reduced. Additionally improved signage indicated parking<br />

areas on River Road as well as other areas that are available to park will help to direct<br />

people accordingly.<br />

<strong>The</strong>re has been some discussion about introducing paid parking or timed parking on<br />

River Road. <strong>The</strong> thought is that this would reduce demand for the limited space in the<br />

area and <strong>of</strong>fer incentives for people to park in less demand areas such as the Municipal<br />

Lot (Legion) or Gill Road Lot. Pay parking on River Road however does present many<br />

questions that would need to be decided before implementation:<br />

- Do seasonal Marina users get free parking passes?<br />

- Do the businesses get passes?<br />

- Do we implement a similar system as Main Street?<br />

- What about Alberta Street and Orchard Street and any impact into Southcott<br />

Pines as people search out new areas to park for free?<br />

At this point there are many issues that would need to be decided before implementing<br />

a pay system on River Road and these decisions need to be made with an interest<br />

towards fairness in comparison to the rules on Main Street. Although introducing paid<br />

parking is the most direct way to reduce congestion and parking demand on River<br />

Road, it would be prudent to observe the results <strong>of</strong> other recommendations before this<br />

step is taken (i.e. this would represent a second phase to the parking improvement<br />

plan). <strong>The</strong>re is a fairness issue for beachgoers using the South Beach for free parking<br />

instead <strong>of</strong> the North Main Beach while taking up parking that could otherwise be used<br />

for Marina or Business customers. This is a problem that would be solved with paid<br />

parking but brings up the other questions as discussed above.<br />

<strong>The</strong> private businesses on River Road have also voiced concerns that parking is not<br />

available for their patrons during busy periods due to a combination <strong>of</strong> boaters and<br />

south beach goers taking up parking spaces for long stretches during the days. <strong>The</strong>re is<br />

a possibility <strong>of</strong> designating a number <strong>of</strong> spots for each business but that brings up<br />

issues <strong>of</strong> enforcement and fairness (other Businesses in Grand Bend do not have this).<br />

Again, paid parking or timed parking would provide incentive for persons to park<br />

elsewhere and reduce demand in the area.<br />

It can be seen that at the very least improved signage as part <strong>of</strong> the overall sign<br />

strategy would provide greater direction and information to users. Potentially paving<br />

gravel areas and upgrading markings and barriers would provide a more orderly and<br />

efficient parking arrangement which would result in greater amounts <strong>of</strong> vehicles being<br />

able to park and remove some <strong>of</strong> the confusion that can happen during peak times. <strong>The</strong><br />

introduction <strong>of</strong> paid parking is certainly a possibility but requires thorough thought before<br />

implementing. <strong>The</strong>re are also potential capital works that would increase the area<br />

available for parking by means <strong>of</strong> excavating out some <strong>of</strong> the green space immediately<br />

beside the road. <strong>The</strong>re are no immediate 29 options to expand the amount <strong>of</strong> space for

parking in this area. Due to this, the focus <strong>of</strong> the Community Services is on maximizing<br />

the effectiveness <strong>of</strong> the available space and better promoting areas that are<br />

underutilized.<br />

81 Crescent<br />

81 Crescent is a one way street from Main Street East to Gill Road. It has angle parking<br />

on the west side <strong>of</strong> the street and parallel parking on the east. Because the street has a<br />

surface width to allow two directions <strong>of</strong> traffic it has been proposed that each side have<br />

angle parking from the start <strong>of</strong> Sauble Road to Gill Road. Staff reviewed the site and<br />

took measurements to determine the suitability <strong>of</strong> angle parking on both sides. <strong>The</strong> road<br />

asphalt surface stretches across virtually the entire road allowance making it very<br />

accommodating for parking while still maintaining traffic flow. Staff recommends<br />

maintaining a minimum 6.0m open traffic lane for traffic flow, truck access, and fire<br />

access. With the 6m minimum width shown and a 0.5m buffer on each side the<br />

proposed sketch below shows a potential setup preferred by Community Services Staff.<br />

Closer to Sauble Road the surface area <strong>of</strong> the road is slightly smaller than the Gill Road<br />

side which does not work with the measurements we’re proposing. We believe that it<br />

would be feasible to introduce angle parking in entirety on both sides <strong>of</strong> the street<br />

however it is thought that a measured approach to introduce this parking in phases<br />

would be more prudent in order gradually introduce these changes. From a financial<br />

perspective the cost <strong>of</strong> these changes is relatively small and adjustments could be<br />

made quickly as warranted. <strong>The</strong> proposed set up is illustrated below showing the<br />

resulting traffic lane and new angle parking spaces. <strong>The</strong> proposal as shown would add<br />

eight new spaces to 81 Crescent (accessible spaces would increase from one to two).<br />

Current Parking Lots<br />

<strong>The</strong> <strong>Municipality</strong> has done a good job <strong>of</strong> acquiring and developing parking areas in<br />

Grand Bend in key areas. Maximizing the benefit <strong>of</strong> these parking areas is a key to<br />

30<br />

reducing parking issues in Grand Bend. Many visitors and businesses complain that

people have a difficult time finding these areas and that once they are in these lots have<br />

difficulty finding somewhere to pay for their parking. As part <strong>of</strong> the Signage Strategy<br />

outlined below we believe that increasing the visibility <strong>of</strong> these parking lots will improve<br />

use and make it easier for visitors to find and pay for parking.<br />

On good weather weekends and holidays the Beach Lot, North Beach Lot, Mid Town,<br />

and King Street lots are regularly at capacity. <strong>The</strong> Ontario Lot, Municipal Lot (Legion),<br />

and Gill Road Lot are <strong>of</strong>ten underutilized. To combat this we believe implementation <strong>of</strong><br />

the signage strategy would improve visibility <strong>of</strong> the underutilized lots and create more<br />

room at the busier lots.<br />

Expanding the available parking areas is also a possibility. Land purchase and lot<br />

development could be undertaken but is a very costly undertaking. It is potentially<br />

possible to expand the Midtown (Eilber) Lot by another 10 spaces by removing the out<br />

<strong>of</strong> date playground equipment. A cost for this is provided in the solutions summary.<br />

Private persons can develop their own parking lots through the planning and parking<br />

and/or parking lot permit process. Whether or not private persons or businesses create<br />

private parking lots is dependent on market forces. Whether or not council wishes to<br />

<strong>of</strong>fer incentives or encourage this type <strong>of</strong> business in Grand Bend is a question <strong>of</strong> policy<br />

and should be addressed strategically by Council. It is always possible to work out<br />

rental or lease arrangements with private property owners to develop more parking<br />

areas but is difficult to project the potential availability <strong>of</strong> willing partners or the costs <strong>of</strong><br />

such arrangements.<br />

Pedestrian Safety<br />

Pedestrian Safety is a concern during busy periods as all different types <strong>of</strong> traffic<br />

converge in Grand Bend. As part <strong>of</strong> the 2013 capital budget Council has approved the<br />

installation <strong>of</strong> two new Pedestrian crossings across Ontario Street (Highway 21). <strong>The</strong><br />

Community Services department is working to have these installed and completed<br />

before the 2013 summer season. <strong>The</strong>se two installations will help to improve safety for<br />

pedestrians in Grand Bend.<br />

Options for Solutions<br />

Based on the common themes a number <strong>of</strong> potential solutions have been identified that<br />

the Community Services Department believes would immediately improve the Grand<br />

Bend Parking System.<br />

1. Signage Strategy<br />

A common theme is the need to improve signage and information about parking to<br />

users. We believe it would be beneficial to implement signage in a uniform and<br />

standardized manner, something akin to branding, in order to simplify communication<br />

for staff, residents, and visitors alike. This would allow everyone to speak the same<br />

language when discussing parking.<br />


This approach will allow uniform symbols and literature to describe the parking system<br />

as a whole. <strong>The</strong> first level <strong>of</strong> signage is the parking lot way finders and identifiers that<br />

make it simple for people to identify and find lots to park and to recognize how and<br />

where to pay once on site. In the following examples ‘Pay’ parking areas are defined by<br />

blue signage and ‘free’ parking areas defined by green signage.<br />

Figure 1 – Sample ‘Branded’ Parking Signs in Different Applications<br />

<strong>The</strong> second level <strong>of</strong> signage is placement <strong>of</strong> area maps throughout the village where<br />

people can find their location on a map and relate their position to the Grand Bend area<br />

and Parking amenities. <strong>The</strong> second level signage samples are provided below. <strong>The</strong><br />

markings on these signs follow the ‘branding’ theme by using similar fonts and symbols<br />

to illustrate locations <strong>of</strong> parking.<br />


Figure 2 – Grand Bend Area Parking Sample Map Sign<br />


Figure 3 – Main Street Pay and Display Sample Map Sign<br />

Production and installation <strong>of</strong> the signage strategy is estimated as $20,000 for the entire<br />

Grand Bend Area.<br />

Community Services staff have created these sample signage as an example for this<br />

report. We recommend that input be sought from interested parties before this signage<br />

is purchased. We believe that this signage strategy will eliminate many complaints <strong>of</strong><br />

people being unaware <strong>of</strong> paid parking, how to find different lots, and locations <strong>of</strong><br />

machines for payment.<br />

2. Website and Electronic Information<br />

In an increasingly online world it is clear that many people rely on the internet and<br />

mobile devices in order to find information. <strong>Lambton</strong> <strong>Shores</strong> already has a page on the<br />

Municipal website dedicated to parking with some information available about locations,<br />

costs, and times, applicable to visitors in Grand Bend. We believe that in order to<br />

maximize the potential <strong>of</strong> this site we should improve the information available on the<br />

site to match the uniform branding <strong>of</strong> the Signage Strategy. <strong>The</strong> signage samples<br />

provided previously make use <strong>of</strong> QR codes that automically link to the current Municipal<br />

parking site. <strong>The</strong> Municipal website can be updated with maps and information<br />

matching the a new Signage Strategy in order to simplify things for visitors. Once a<br />

person enters Grand Bend the signage directing them to parking areas would already<br />

be familiar to them from visiting the Municipal website.<br />

<strong>The</strong> following QR Code leads to:<br />

http://www.lambtonshores.ca/living/municipalservices/parking.<br />


Figure 4 – Active QR Code to Municipal Parking Information<br />

Updating the information on the website can be done with staff time. <strong>The</strong>re is no direct<br />

capital expense with this work.<br />

3. River Road<br />

<strong>The</strong> signage strategy would apply to and include River Road with the placement <strong>of</strong> the<br />

area map and available parking spaces. This information would help direct traffic to<br />

other lots and provide information about the parking system as a whole.<br />

Paving and marking all <strong>of</strong> the existing parking gravel areas (shown below) has an<br />

estimated cost <strong>of</strong> $97,200. It is also possible to delay paving to a future year and mark<br />

the existing gravel surface during the busy seasons as an interim measure. This would<br />

result in higher operational and paint material costs on an annual basis but also allows<br />

time for adjusting the layout <strong>of</strong> permanent markings until all issues are worked out. As<br />

part <strong>of</strong> new pavement/ground markings the existing bylaw signage needs to be updated<br />

to delineate parking areas based on suitable use. Additional bollards are also required<br />

to direct vehicles accordingly. <strong>The</strong>se costs can be covered in the appropriate line item in<br />

the Community Services Operating Budget in the interim or as part <strong>of</strong> the capital project<br />

for a future paving project.<br />

4. Parking Area on River Road<br />

To create more room for boating related parking it is possible to eliminate a portion <strong>of</strong><br />

the green space on the south side <strong>of</strong> river road. Excavation to the south side <strong>of</strong> Lake<br />

Road into the green space (shown below) and construction <strong>of</strong> a retaining wall has an<br />

estimated cost <strong>of</strong> $125,000. This is given as an option but would necessitate removal <strong>of</strong><br />

the ‘Grand Bend’ shrub.<br />


Figure 5 – River Road Excavation Option<br />

5. 81 Crescent<br />

Implementing a new area <strong>of</strong> angle parking on 81 Crescent will immediate add eight new<br />

spaces. This option has minor Capital Costs and can be completed within existing Line<br />

Painting and signage items within the Community Services Operating Budget.<br />

6. Midtown Lot Expansion<br />

Expanding this parking lot into the existing green space would include removal <strong>of</strong> the<br />

existing playground equipment, construction <strong>of</strong> a granular base, asphalt surfacing. This<br />

cost is estimated as $50,000 to expand the parking lot as shown below. This would<br />

create approximately 10-16 new parking spaces and also leave a smaller portion <strong>of</strong><br />

green space.<br />


Figure 6- Midtown Lot Expansion<br />

Longer Range Items<br />

<strong>The</strong> options presented above represent short and medium term projects with smaller<br />

(comparatively) expense. <strong>The</strong>re are longer term projects available that would provide<br />

major impacts to the Grand Bend Area. Projects such as new river crossings, ring<br />

roads, new lane configurations, etc. that are very expensive and require a great deal <strong>of</strong><br />

planning before implementation. <strong>The</strong>se types <strong>of</strong> projects are typically implemented as a<br />

result <strong>of</strong> a long term plan or vision. <strong>The</strong>re are obvious benefits to a number <strong>of</strong> these<br />

longer-term projects that could make a very positive impact on Grand Bend and the<br />

<strong>Municipality</strong> as a whole. A long term vision or plan brings to light the traffic, economic<br />

impact, or tourism studies and masterplans that identify and prioritize long term projects.<br />

Funding<br />

<strong>The</strong> draft budget as presented does not include funds for this project. Should Council<br />

wish to complete this work in 2013 the capital budget will need to be amended to<br />

include this work, or it will have to be included in and funded from the operating budget.<br />

Respectfully submitted,<br />

Brent Kittmer, P.Eng.<br />

Director <strong>of</strong> Community Services<br />

Report Prepared by Nick Verhoeven, North Area Manager<br />



D.C.S. Report No. 22-2013 Friday, January 25, 2013<br />

TO:<br />

FROM:<br />

RE:<br />

Mayor Weber and Members <strong>of</strong> Council<br />

Brent Kittmer, Director <strong>of</strong> Community Services<br />

Solid Waste Management – Large Item Disposal – Educational Program<br />


That the report be received for Council consideration and<br />

direction.<br />

REPORT<br />

<strong>The</strong> <strong>Lambton</strong> <strong>Shores</strong> Solid Waste Management Plan (2011) reviewed the various<br />

aspects <strong>of</strong> waste disposal services provided to the residents <strong>of</strong> <strong>Lambton</strong> <strong>Shores</strong>. <strong>The</strong>re<br />

were several recommendations made within the Management Plan that relate to large<br />

item disposal:<br />

<br />

<br />

<br />

Increasing public awareness <strong>of</strong> existing disposal options,<br />

Development <strong>of</strong> a permanent transfer station in a central location <strong>of</strong> the<br />

municipality to accommodate the collection <strong>of</strong> large items, and<br />

Promoting the donation <strong>of</strong> gently used materials by assisting in communication<br />

needs.<br />

As part <strong>of</strong> the Management Plan report, a survey was sent to all residents <strong>of</strong> <strong>Lambton</strong><br />

<strong>Shores</strong> to gauge their opinion <strong>of</strong> the waste management services provided by the<br />

municipality. This survey, as well as comments received during the public consultation<br />

process for the automated curbside collection system, revealed that residents would like<br />

to have a large item disposal option available to them.<br />

When local government is faced with a new problem or identified service need there are<br />

three general categories <strong>of</strong> options to consider when determining which policy<br />

instruments to implement and when developing the program design. <strong>The</strong>se include:<br />

1. Do nothing (static response) - this policy decision is typically made due to<br />

resource and precedent concerns; the system is self-correcting and a solution to<br />

the policy/program will evolve naturally as a result <strong>of</strong> market forces and without<br />

government intervention; and the problem may be outside <strong>of</strong> the scope <strong>of</strong> the<br />

local authority’s jurisdiction.<br />

2. Indirect response – the local authority can consider addressing the issue in an<br />

indirect fashion by investing in information (i.e. education programs) to assist<br />

residents with finding their own solution to a policy issue; the local authority can<br />


act indirectly by providing expenditures (i.e. grants, subsidies, etc.) facilitate<br />

residents’ self-determined solution to the policy issue; and lastly the local<br />

authority can put into place regulations to address the policy issue to help to<br />

correct the policy problem.<br />

3. Direct response – the last consideration that a local authority has when<br />

considering its policy instruments is to directly provide the service, whether<br />

through a municipal department, or some form <strong>of</strong> third party partnership and/or<br />

contract.<br />

To date <strong>Lambton</strong> <strong>Shores</strong>’ approach to the large garbage policy issue has been to use<br />

indirect policy instruments, namely an education program, and to allow market forces to<br />

act and address the disposal issue by establishing private enterprises to deal with the<br />

waste. Presently the municipality keeps a database <strong>of</strong> known locations and businesses<br />

that <strong>of</strong>fer these services, and provide this information to residents upon request.<br />

Residents are required to manage large waste item disposal on their own through<br />

arrangements with private contractors or disposal at a landfill. In the current program<br />

the information is not actively published or advertised by the municipality, and this is<br />

further discussed below.<br />

For the 2013 budget Council requested that Staff consider a change to the program<br />

whereby the municipality would begin to directly provide a large item waste program. At<br />

the January 10, 2013 budget meeting Council received a report from staff regarding a<br />

proposed large item collection and exchange day. <strong>The</strong> report outlined the findings <strong>of</strong> a<br />

staff investigation and was meant to help Council determine whether a large item<br />

collection program would fit into the 2013 operational budget. <strong>The</strong> report outlined that<br />

the key risks with direct service provision are cost overrun, worker safety, and<br />

compliance with environmental legislation.<br />

<strong>The</strong> general consensus was that the collection day as proposed was too costly and staff<br />

were directed to modify the report and determine if there were more feasible options for<br />

dealing with the issue <strong>of</strong> large item disposal. Options for consideration are presented<br />

below.<br />

Re-Work “Great Exchange” Program<br />

Staff consulted with the Bluewater Recycling Association (BRA) to determine if the<br />

proposed collection day could be planned in such a way to reduce its overall cost.<br />

Francis Veilleux, President <strong>of</strong> BRA, <strong>of</strong>fered the following comment in regards to the<br />

proposed collection day event:<br />

“With respect to any suggestions I may have on the current plan, I believe if the<br />

event is free, your costs will be over budget, If you have user pay, it is likely to kill<br />

participation, the timelines will be inadequate to manage the amount <strong>of</strong> material<br />

coming through.”<br />

After further review and as outlined by BRA, the event could be modified in several<br />

ways but the underlying issues <strong>of</strong> cost over-run, worker safety and event timeframe<br />

inadequacies would still exist.<br />


<strong>The</strong>re was also discussion at the January 10, 2013 meeting regarding the possibility <strong>of</strong><br />

<strong>Lambton</strong> <strong>Shores</strong> hosting smaller rotating collection events in each community <strong>of</strong> the<br />

municipality. Staff looked at this option and again consulted with BRA to determine how<br />

it might be carried out. Although smaller, these collection days would have the same<br />

requirement for staff to be present to manage the waste that was dropped <strong>of</strong>f, and to<br />

ensure that once the placed bins are full that no additional materials are collected and<br />

accumulated in the area. It was determined that, while this approach would have the<br />

benefit <strong>of</strong> being more convenient for residents, the overall costs <strong>of</strong> the program would<br />

be similar if not more costly than the original one-day event.<br />

Should Council wish to continue with a consideration <strong>of</strong> direct service provision staff<br />

recommends that an upset limit for the annual budget be set to ensure that the risk <strong>of</strong><br />

cost overrun is managed. Staff report DCS 03-2013 presented a budget <strong>of</strong> $40,000 that<br />

was recommended to be fixed and would thereby limit participation in the program. As<br />

noted in that report, the 2013 draft operating budget (as presented) does not include<br />

funds for this program, and to accommodate this program direction from Council would<br />

be needed.<br />

Active Educational Program Option<br />

<strong>The</strong> current version <strong>of</strong> the draft 2013 operating budget exceeds Council’s target <strong>of</strong> a 2%<br />

expenditure increase, and, as noted above, and funds earmarked to change this<br />

program will further increase the gap between the draft budget and Council’s goal. As<br />

noted, direct service provision is expected to be very costly, and as a result Council may<br />

wish to consider an enhancement to the current indirect method <strong>of</strong> service delivery.<br />

As an alternative to a municipally run collection and disposal program, <strong>Lambton</strong> <strong>Shores</strong><br />

could consider active implementation <strong>of</strong> its current educational program as outlined<br />

below. This approach would be significantly less expensive for the municipality than<br />

hosting a collection event, and would promote and provide increased exposure to the<br />

existing businesses in the <strong>Lambton</strong> <strong>Shores</strong> area that provide large item re-use and<br />

disposal options.<br />

<strong>The</strong>re are many options available for residents to donate their re-usable large items.<br />

Likewise, there are many existing options for residents to dispose <strong>of</strong> their large item<br />

wastes rather than have a direct service provided by the municipality. Several local<br />

retail businesses <strong>of</strong>fer exchange programs where an old item will be disposed <strong>of</strong> for free<br />

when a new one is purchased. <strong>The</strong>re are also several waste management companies<br />

that <strong>of</strong>fer a variety <strong>of</strong> roll-<strong>of</strong>f bin rental options for small to large household clean-ups. As<br />

a response to market demands, there are also several businesses that <strong>of</strong>fer full service<br />

waste management services. <strong>The</strong>se companies will clean up large items right out <strong>of</strong> a<br />

property owner`s home. <strong>The</strong>se non-pr<strong>of</strong>it and private organizations already provide<br />

large item re-use and disposal options for residents <strong>of</strong> <strong>Lambton</strong> <strong>Shores</strong> so it may not be<br />

necessary for the municipality to provide a similar and duplicated effort. An educational<br />

program that informs residents <strong>of</strong> the options already available to them might be a<br />

better use <strong>of</strong> tax dollars.<br />


<strong>Lambton</strong> <strong>Shores</strong> has several avenues <strong>of</strong> communicating with its residents and could<br />

utilize these avenues to maximize the effectiveness <strong>of</strong> a communications program. <strong>The</strong><br />

following communication options could be utilized:<br />

1. Showcase an insert in tax bills and/or water bills<br />

2. Showcase information by placing an ad in the local news papers such as Forest<br />

Standard and Lakeshore Advance on a quarterly basis<br />

3. Place information on the <strong>Lambton</strong> <strong>Shores</strong> website year around<br />

4. Place information in our weekly email<br />

5. Place information in editions <strong>of</strong> the quarterly Living and Playing in <strong>Lambton</strong><br />

<strong>Shores</strong> newsletter and the weekly Living In <strong>Lambton</strong> <strong>Shores</strong> email<br />

6. Have flyers printed for residents to pick up in the three Municipal <strong>of</strong>fices<br />

Staff undertook an investigation <strong>of</strong> local businesses and social service groups in the<br />

<strong>Lambton</strong> <strong>Shores</strong> area to determine what programs were available locally for residents to<br />

donate or dispose <strong>of</strong> their old large items. A draft flyer was created from the results <strong>of</strong><br />

this investigation and is attached as Appendix A. This is just an example <strong>of</strong> what a<br />

communication flyer could include.<br />

Municipal policy is that <strong>Lambton</strong> <strong>Shores</strong> does not recommend specific businesses as it<br />

could be seen as favoritism towards certain businesses. If a business was to be missed<br />

and was not included in the educational information it could claim that <strong>Lambton</strong> <strong>Shores</strong><br />

was promoting its’ competitors. As a result the educational program would need to be<br />

designed to be dynamic so that regular updates can be made as new information<br />

arises.<br />

In an effort to eliminate this risk to <strong>Lambton</strong> <strong>Shores</strong>, staff contacted BRA to see if<br />

educational material could be published through them. BRA regularly publishes and<br />

distributes information regarding waste and recycling to residents. BRA agreed to<br />

partner with <strong>Lambton</strong> <strong>Shores</strong> to undertake an educational program for large item<br />

disposal. <strong>The</strong>ir expertise in waste management and experience with producing similar<br />

educational material would enhance the effectiveness <strong>of</strong> the program.<br />

Based on the communication options presented above, quotes were received for<br />

printing and advertising. It is estimated that a budget <strong>of</strong> $5,000 plus proportionate<br />

administrative costs would be incurred to effectively educate residents on options that<br />

currently exist for large item disposal. This educational program’s effectiveness could be<br />

assessed after 2013 and could be modified or eliminated. Similar to the “Great<br />

Exchange” proposal, these costs are not included in the 2013 budget and would need to<br />

be an addition to the solid waste operational budget.<br />

Next Steps<br />

Staff respectfully requests direction from Council regarding their preferred approach to<br />

this program proposal.<br />

Given the budget implications <strong>of</strong> direct service provision it is staff’s recommendation<br />

that enhancements to the current educational program be implemented, and that $5000<br />


e added to the draft 2013 operating budget to complete the tasks as outlined in this<br />

report.<br />

Should Council wish to continue with the change in the program to a direct service<br />

provision, staff recommends that a fixed budget be set in an effort to eliminate the risk<br />

<strong>of</strong> cost and budget overrun.<br />

Respectfully submitted,<br />

Brent Kittmer, P.Eng.<br />

Director <strong>of</strong> Community Services<br />

Report Prepared by Jeff Wolfe, Project & Infrastructure Manager<br />

Attachments:<br />

1. Appendix A: Draft Educational Material<br />


Appendix A – Draft Educational Material<br />


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