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16 - July 11, 2023 County Council Agenda Packaged/o zuiuull�lr, o,�fir D+ NA101 Elgin County Council Regular Council Meeting ORDERS OF THE DAY Tuesday, July 11, 2023, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON NOTE FOR MEMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: https://www.facebook.com/ElginCountyAdmin/ Accessible formats available upon request. Pages 1. CALL TO ORDER 2. ADOPTION OF MINUTES 3 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 5. COMMITTEE OF THE WHOLE 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden Ketchabaw - Warden's Activity Report June 2023 and 10 Community Flag Raising Requests 6.2 Acting Manager of Planning - Town of Aylmer Official Plan Amendment 18 No. 22, File No. AY OPA 23-01 6.3 Acting Manager of Planning - Redline Revision, Belmont Estates Phase 30 6, Municipality of Central Elgin, County of Elgin 6.4 Director of Community and Cultural Services - Cloud Hosting Services for 34 Archives and Museum Database 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.2 Items for Information (Consent Agenda) 7.2.1 Southwestern Public Health Annual Report 2022 46 7.2.2 Letter from the Town of Petrolia to the Minister of Education 54 recommending the Ministry consider addressing concerns regarding child care shortage in Petrolia, Lambton, and across the province 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members 8.2 Notice of Motion 8.3 Matters of Urgency 8.3.1 Warden Ketchabaw - Councillor Appointments to the Elgin County Rural Initiatives and Planning Advisory Committee and the Human Resources Committee 9. CLOSED MEETING ITEMS 9.1 Closed Meeting Minutes - June 27, 2023 9.2 Director of Financial Services - Financial Update - Immaterial Anomaly Municipal Act Section 239 (2) (a) the security of the property of the municipality or local board, and (b) personal matters about an identifiable individual, including municipal or local board employees. 9.3 Director of Legal Services - OLT 23-000241/OLT 23-000242 Municipal Act Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; and (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose. 9.4 Director of Legal Services - OLT 23-000137 Municipal Act Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; and (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose. 9.5 Chief Administrative Officer/Clerk - Boundary Adjustment Update Municipal Act Section 239 (2) (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them. 9.6 Chief Administrative Officer/Clerk - Contract Negotiations Municipal Act Section 239 (2) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. 10. MOTION TO RISE AND REPORT 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE 12. CONSIDERATION OF BY-LAWS 12.1 By -Law No. 23-32 Confirmation 13. ADJOURNMENT 56 Page 2 of 56 e n, rr,P r . oy IVwmv ELGIN COUNTY COUNCIL MINUTES June 27, 2023, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON 1�ICaii1T��:: - � �J .�TLi•Cai1x•�:�il✓:1:F1n1 Deputy Warden Grant Jones (virtual) Councillor Dominique Giguere Councillor Mark Widner Councillor Jack Couckuyt Councillor Andrew Sloan Councillor Todd Noble Councillor Mike Hentz Councillor Richard Leatham Staff Present: Don Shropshire, Chief Administrative Officer/Clerk Amy Thomson, Director of Human Resources Michele Harris, Director of Homes and Seniors Services Nicholas Loeb, Director of Legal Services Stephen Gibson, General Counsel (virtual) Jenna Fentie, Manager of Administrative Services/Deputy Clerk Paul Hicks, Acting Manager of Planning (virtual) Andrew Case, Solicitor (virtual) Stefanie Heide, Legislative Services Coordinator 1. CALL TO ORDER The meeting was called to order at 9.00 a.m. with Warden Ketchabaw in the chair. Warden Ketchabaw introduced Inspector Jennifer Neamtz, the new Elgin Ontario Provincial Police Detachment Commander. 2. ADOPTION OF MINUTES Moved by: Councillor Hentz Seconded by: Councillor Noble RESOLVED THAT the minutes of the meeting held on June 13, 2023 be adopted. Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Laura Sherwood, Director, Hospice Partnerships, St. Joseph's Health Care Society - Hospice of Elgin Update Page 3of56 The Director of Hospice Partnerships, St. Joseph's Health Care Society provided a presentation on the Hospice of Elgin update. Moved by: Deputy Warden Jones Seconded by: Councillor Noble RESOLVED THAT staff be directed to consider the budgetary implications of Hospice of Elgin's request for total investment of $300,000 each year over four (4) years during County Council's 2024 budget deliberations; and THAT the presentation from the Hospice of Elgin be received for information. Motion Carried. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Noble Seconded by: Councillor Sloan RESOLVED THAT we do now move into Committee of the Whole Council. Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Councillor Giguere - Terrace Lodge Comforts of Home Campaign 2022 Fundraising Report Councillor Giguere presented the Terrace Lodge Comforts of Home Campaign 2022 Annual Report for Council's information. Moved by: Councillor Leatham Seconded by: Councillor Sloan RESOLVED THAT the Terrace Lodge Comforts of Home Campaign 2022 Annual Report be received for information. Motion Carried. 6.2 Acting Manager of Planning - Supplemental Report - Municipality of Bayham Official Plan Amendment No. 32 The Acting Manager of Planning presented the report that provides supplemental information on the proposed Official Plan Amendment No. 32 to the Municipality of Bayham Official Plan. Moved by: Councillor Noble Seconded by: Councillor Sloan RESOLVED THAT the Council of the Corporation of the County of Elgin approve Official Plan Amendment No. 32 to the Official Plan of the Municipality of Bayham; and THAT staff be directed to provide notice of this decision in accordance with the requirements of the Planning Act. Defeated. Moved by: Councillor Giguere Seconded by: Deputy Warden Jones RESOLVED THAT staff be directed to work with local municipal partners to investigate ways to promote adherence to the approved building inspection process; and 2 Page 4of56 THAT the recommendations be shared with Municipal Councils for their consideration. Motion Carried. 6.3 Director of Homes and Seniors Services - Request for Temporary Part -Time Clerical Support The Director of Homes and Seniors Services presented the report seeking Council's support for the continuation of the current temporary part-time administrative support per Home for seven (7) months to support the implementation of the updated scheduling software and robocall system. Moved by: Councillor Hentz Seconded by: Councillor Giguere RESOLVED THAT the report titled "Homes - Request for Temporary Part - Time Clerical Support" dated June 20, 2023 from the Director of Homes and Seniors Services be received and filed; and THAT Council supports the request for the continuation of the Temporary Part -Time Clerical Support, until January 31, 2024, at the cost of $55,106 to support the implementation of scheduling software and robocall. Motion Carried. 6.4 Director of Homes and Seniors Services - Homes - Policy Updates Related to Fixing Long -Term Care Act, 2021, Phase II Updates The Director of Homes and Seniors Services presented the report recommending updates to the Homes and Seniors Services Nursing and Maintenance Policy manuals. Moved by: Councillor Leatham Seconded by: Councillor Widner RESOLVED THAT the report titled "Homes - Policy Updates Related to Fixing Long -Term Care Act, 2021, Phase II Updates" dated June 20, 2023 from the Director of Homes and Seniors Services be received and filed; and THAT Council approve the County of Elgin Homes and Seniors Services Nursing and Maintenance Policy Manual updates to ensure alignment with current Ministry of Long -Term Care legislation. Motion Carried. 6.5 Director of Homes and Seniors Services - Homes - Infection Prevention and Control Policy 2.10 Immunization -Staff COVID-19 Update The Director of Homes and Seniors Services presented the report recommending updates to the Homes and Seniors Services Infection Prevention and Control Policy 2.10 Immunization - Staff COVID-19. Moved by: Councillor Sloan Seconded by: Councillor Couckuyt RESOLVED THAT the report titled "Homes - Infection Prevention and Control Policy 2.10 Immunization - Staff COVID-19 Update" dated June 20, 2023 from the Director of Homes and Seniors Services be received and filed; and THAT Council approve the County of Elgin Homes and Seniors Services Infection Prevention and Control Policy 2.10 Immunization - Staff COVID- 3 Page 5of56 19 update to ensure alignment with current Ministry of Long -Term Care recommendations; and THAT staff be directed to return to Council anytime that the provincial directives related to COVID-19 vaccination are updated. Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration None. 7.2 Items for Information (Consent Agenda) Moved by: Councillor Noble Seconded by: Councillor Sloan RESOLVED THAT Correspondence Items 7.2.1-7.2.8 be received and filed. Motion Carried. 7.2.1 Hon. Paul Calandra, Minister of Long -Term Care with a letter regarding the Community Paramedicine for Long -Term Care Funding Extension 7.2.2 Corporation of the Town of Essex with a letter to the Premier of Ontario regarding local emergency response system and gaps in healthcare regarding Code Red and Code Black frequency 7.2.3 City of Quinte West with a resolution regarding Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement 7.2.4 Doug Reycraft, Chair and Stephanie Jaworski, Executive Member with a memo calling for nominations to the Community Schools Alliance Executive Committee 7.2.5 Resolutions from the Corporation of Tay Valley Township and Corporation of the Township of South Glengarry regarding the Reinstatement of Legislation Permitting a Municipality to Retain Surplus Proceeds from Tax Sales 7.2.6 St. Thomas - Elgin Second Stage Housing Newsletter, Spring/Summer 2023 7.2.7 Resolution from the Corporation of the Township of Terrace Bay in support of Municipality of Trent Lakes Resolution R2023-119 regarding requested changes to the Municipal Oath of Office to include reference to Aboriginal and Treaty Rights 7.2.8 Letter of support from the Township of Malahide for the Elgin Federation of Agriculture's letter to County Council regarding Helping Homebuyers, Protecting Tenants Act and the Proposed 2023 Provincial Policy Statement. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Warden Ketchabaw wished Councillor Leatham a happy birthday. 8.2 Notice of Motion None. 8.3 Matters of Urgency 4 Page 6of56 None. 9. CLOSED MEETING ITEMS Council recessed at 10.10 a.m. and reconvened at 10.20 a.m. Moved by: Councillor Sloan Seconded by: Councillor Widner RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2): Closed Meeting Item #1 - Closed Meeting Minutes - June 13, 2023 Closed Meeting Item #2 - Human Resources Update (b) personal matters about an identifiable individual, including municipal or local board employees. Closed Meeting Item #3 - CAO Recruitment (b) personal matters about an identifiable individual, including municipal or local board employees; and (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Closed Meeting Item #4 - Boundary Adjustment (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them; and (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Closed Meeting Item #5 - Advice re Potential Litigation (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; and (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose. Motion Carried. 9.1 Closed Meeting Minutes - June 13, 2023 9.2 Director of Human Resources - Human Resources Update 9.3 Chief Administrative Officer/Clerk - CAO Recruitment 9.4 Chief Administrative Officer/Clerk - Boundary Adjustment Matter 9.5 Director of Legal Services - Advice re Potential Litigation 10. MOTION TO RISE AND REPORT Moved by: Councillor Leatham Seconded by: Councillor Sloan RESOLVED THAT we do now rise and report. Motion Carried. Closed Meeting Item #1 - Closed Meeting Minutes - June 13, 2023 Moved by: Councillor Sloan Seconded by: Councillor Hentz RESOLVED THAT the June 13, 2023 Closed Session Minutes be adopted. 5 Page 7of56 Motion Carried. Closed Meeting Item #2 - Human Resources Update Moved by: Councillor Noble Seconded by: Councillor Giguere RESOLVED THAT the confidential report from the Director of Human Resources be received for information. Motion Carried. Closed Meeting Item #3 - CAO Recruitment Moved by: Councillor Widner Seconded by: Councillor Couckuyt RESOLVED THAT the confidential report from the Chief Administrative Officer/Clerk be received for information; and THAT the Chief Administrative Officer/Clerk be directed to initiate the recruitment process for the position of County Engineer and for the position of a permanent Chief Administrative Officer. Motion Carried Closed Meeting Item #4 - Boundary Adjustment Matter Moved by: Councillor Sloan Seconded by: Councillor Noble RESOLVED THAT the Warden proceed as directed. Motion Carried. Closed Meeting Item #5 - Advice re Potential Litigation Moved by: Councillor Hentz Seconded by: Councillor Leatham RESOLVED THAT the Director of Legal Services proceed as directed. Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Noble Seconded by: Councillor Sloan RESOLVED THAT we do now adopt recommendations of the Committee of the Whole. Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By -Law No. 23-31 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the June 27, 2023 Meeting. Moved by: Councillor Leatham Seconded by: Councillor Hentz RESOLVED THAT By -Law No. 23-31 be now read a first, second, and third time and finally passed. 0 Page 8of56 Motion Carried. 13. ADJOURNMENT Moved by: Councillor Widner Seconded by: Councillor Noble RESOLVED THAT we do now adjourn at 12.40 p.m. to meet again on July 11, 2023 at 9.00 a.m. Motion Carried. Don Shropshire, Chief Administrative Officer/Clerk. Ed Ketchabaw, Warden. 7 Page 9of56 REPORT TO COUNTY COUNCIL FROM: Ed Ketchabaw, Warden DATE: June 28, 2023 SUBJECT: Warden's Activity Report June 2023 and Community Flag Raising Requests RECOMMENDATIONS: THAT the report titled "Warden's Activity Report June 2023 and Community Flag Raising Requests" dated June 28, 2023 from Warden Ketchabaw be received and filed; and THAT County Council support the proclamation and flag raising requests from the Elgin County Drowning Prevention Coalition and Childcan. INTRODUCTION: The purpose of this report is to provide a high-level summary of the meetings and official functions I have attended during the month of June 2023, and to seek Council's approval for the proclamation and flag raising requests recently received from the Elgin County Drowning Prevention Coalition and Childcan. DISCUSSION: Events/Meetings Attended by Warden: June 2023: • County Council Meetings (June 8, 13 & 27, 2023) • Edisonfest — Vienna — Cross Cut Saw Challenge for dignitaries (June 3, 2023) • SCOR — Planning for meeting with Ministry of Education (June 7, 2023) • SCOR — Zoom meeting with Ministry of Education (June 9, 2023) • Western Ontario Wardens Caucus meeting — Wellington County (June 9, 2023) • Rosy Rhubarb Festival — Shedden (June 10, 2023) • Proclamation & Flag Raising for Elder Abuse Elgin (June 13, 2023) • Virtual call with Paula Dill, Provincial Facilitator (June 16, 2023) • Evans Sister Stage Grand Opening — Springwater Conservation Area (June 22, 2023) • Legion Decoration Day — South Park Cemetery, St. Thomas (June 25, 2023) Page 10 of 56 K • Batteries, Boxes, and Beyond: Reinvigorating the St. Thomas and Adjacent Local Economies — London (June 29, 2023) • Truck and Tractor Pull Opening Ceremonies — Aylmer Fairgrounds (June 30, 2023) • Southwold Canada Day Celebration — Fingal (June 30, 2023) • Virtual call — Amazon Update (June 30, 2023) Community Proclamation and Flag Raising Requests: The County of Elgin often receives flag raising and proclamation requests from community groups and organizations to help increase public awareness of their programs or initiatives. Pursuant to the County's Community Flag Raising and Flag Protocol Policy, "Elgin County Council reserves the right to determine which flags will be displayed at the County Administration Building and will strive to accommodate and provide opportunities for community groups to display their flags". Correspondence has been received from the Elgin County Drowning Prevention Coalition and Childcan requesting that the County of Elgin makes proclamations and raise their organizations' flags. Elgin County Drowning Prevention Coalition requests that the County proclaim July 16- 22, 2023 as Drowning Prevention Week in the County of Elgin, aligning with the Lifesaving Society of Canada's National Drowning Prevention Week, July 16th - 22nd, 2023, and that the Warden raises the organization's flag on July 19, 2023 (request attached). Dave and Maureen Jenkins, on behalf of Childcan, have requested that the County raise a flag and proclaim the month of September 2023 as Childhood Cancer Awareness Month (request and draft proclamation attached). Council has previously supported this request from Childcan. It is recommended that the flag raising and proclamation be scheduled for one of County Council's September meetings. I recommend that County Council support these requests from the Elgin County Drowning Prevention Coalition and Childcan. FINANCIAL IMPLICATIONS: �m ALIGNMENT WITH STRATEGIC PRIORITIES: Page 11 of 56 ving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Elgin County continues to work with and find ways to collaborate with Elgin's municipal partners. COMMUNICATION REQUIREMENTS: None. CONCLUSION: I look forward to continuing to represent Elgin County Council and connecting with our residents and stakeholders through various events and meetings throughout the next year. All of which is Respectfully Submitted Warden Ed Ketchabaw 191 Page 12 of 56 DavidH. Jenkins 47163 Wilson Line, Belmont, ON NOL 1 BO -�g_y @ -gg—(519)871-7429 .. -_ pjg�E�g�t April 18, 2023 Mr. Ed Ketchabaw, Warden County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V I Dear Warden Ketchabaw, Re: September is Childhood Cancer Awareness Month Childhood Cancer is the number one cause of death by disease of Canadian children.' The latest data shows that incidence rate of childhood cancer in Ontario is increasing by approximately I% per year (1986-2018)". We first want to thank Elgin County council for the ongoing support of childhood cancer awareness activities. On behalf of Childcan, we are writing to ask you to proclaim September 2023 as Childhood Cancer Awareness Month (CLAM) in Elgin County and we enclose a draft proclamation for your review. We are also wondering if it is possible to again have a flag raising at the Elgin County Heritage Centre during CLAM to highlight this important awareness campaign. Faced with the news that their child has cancer, families from across western Ontario have turned to Childcan for direct support since 1974. Financial assistance, emotional support, social programs, research funding — it's all supported solely by donors who get involved because they know that childhood cancer is an experience that nobody thinks they will face, let alone one that families can prepare for. We were one of those unprepared families when in March 2014, our daughter Maggie was diagnosed with a rogue cell tumour. Other families in our area are struggling with this reality in their own children. Sadly, Maggie passed away shortly after her cancer was discovered. Childcan's vision is to make childhood cancer a health priority, fund innovative research, and expand family supports until childhood cancer is eliminated. We strongly believe in Childcan's vision. You can help us achieve our vision and stem the increasing incidence rates by proclaiming September as Childhood Cancer Awareness Month. By recognizing this month, you will show support for those affected, remember those who have passed, and bring hope for a future where childhood cancer is no longer the number one cause of death by disease for Canadian children. /2 Page 13 of 56 Warden Ed Ketchubaw [[ you have any questions 0r queries,nJcOSe don't hesitate 10reach out /ome, orAmy from Childc@U, 0r5l4-h85-35V0. We appreciate your support and your consideration o[this request. Si Dave & Maureten.Jenki s Attach: CCAMProclamation CCAM Poster 'Nttps://www.chi|dhoodcancecca/Youp|mpact/[hi|dhnod-Cancer-St tistics-Resouoes Incidence rate statistic provided by Pediatric Oncology Group of Ontario. Childhood Cancer in Ontario: The 2020 POGO Surveillance Report. Toronto: Pediatric Oncology Group of Ontario; 2020. Page 14 of 56 PROCLAMATION Childhood Cancer Awareness Month September 2023 WHEREAS: September is officially recognized internationally as Childhood Cancer Awareness Month; and, WHEREAS: The most recent data shows that cancer remains the leading cause of disease -related death in children; and, WHEREAS: The most recent data shows that incidence rates of childhood cancer are increasing; and, WHEREAS: Cancer in children affects aspects of their physical, emotional, and social development, as well as their family and school life, effects which research shows are long-lasting; and, WHEREAS: Childcan believes childhood cancer must be designated a child health priority, and that support services for families are critical; and, WHEREAS: Childcan raises awareness and funds to provide personalized, responsive, and compassionate programs and services to families facing the childhood cancer journey from diagnosis, through treatment, post -treatment care, or bereavement and, WHEREAS: Organizations which support families dealing with childhood cancer are working together to raise awareness of this disease and its devastating effects, as well as raising funds to support the affected families and children; and, WHEREAS: Raising awareness and funds will help these families and children deal with the emotional and financial toll THEREFORE: I, , Mayor of , do hereby proclaim September 2023 Childhood Cancer Awareness Month in Page 15 of 56 September is Childhood Cancer Awareness Month #,� Childhood Cancer is the number one cause of death by disease of Canadian children [i] AA/I Ad The incidence rate of childhood cancer in '� Ontario is increasing by approximately 1% per year (1986-2018) [ii] 0 .......... Childcan serves 25% of all children diagnosed with childhood cancer across Ontario Childcan's vision is to make childhood cancer a health priority, fund innovative research, and expand family supports until childhood cancer is eliminated. Fa(,'-'�ng Chik,'fihood Cai-'�cer Together www.c��,�iildca(°-).com ( haritable Regis tra tion #118851930 RR0001 Ji lInt.t.1p//w�Ncllnllcillnoocicaiiccit c / OLai lirrr1pact./ChIlkilhood fli Incidence raLe st.atstc provided lby ::IedIaLirIc Onco�gy oGrOUIP of Ontario. CINWhood Canceir l4 OnLairlo: 11 the 2020 ::10GO SUrvelRaince :ielpoirL. 11 oironLo: I::IedIaUrIc Oncoogy GrOUIP of OnLairlol; 202 Elgin County Drowning Prevention Proclamation Request Dear County of Elgin, Canada faces a major problem — and a preventable one: over 450 people die every year from drowning. In fact, the drowning burden is so great around the world that the United Nations General Assembly passed the UN Resolution on Drowning Prevention (A/75/L.76) and named July 25t" of each year as World Drowning Prevention Day. On behalf of the Elgin County Drowning Prevention Coalition, I am writing to ask that you proclaim July 16th - 22th, 2023 as DROWNING PREVENTION WEEK in the County of Elgin, aligning with the Lifesaving Society of Canada's NATIONAL Drowning Prevention Week, July 16th - 22nd, 2023. The Elgin County Drowning Prevention Coalition, was formed by two local individuals, MaryKate Townsend and Briar McCaw, partnering with community stakeholders to create awareness about water safety and drowning prevention in our communities. It is our intention to focus media and community attention on the drowning problem and drowning prevention. During this week, the ECDPC urges individuals to: • Supervise children in and around the water. • Learn to Swim • Swim with a buddy • Refrain from drinking alcoholic beverages while participating in all types of aquatic activities (including boating) • Wear a lifejacket when boating • Learn the dangers of your environment, whether open water, pools, or agricultural settings If everyone followed these steps, we could greatly reduce the impact of not only fatal drownings, but non -fatal drownings as well. One of our key focus areas are children, immigrants (including migrant workers), and anyone faced with cultural or language barriers that may prevent them from learning to swim or understanding water safety practices. A proclamation from Warden Ketchabaw would give great exposure to our lifesaving efforts to residents of Elgin County. It would be a great honour if Warden Ketchabaw could afford the time in his busy schedule to join the Elgin County Drowning PRevention Coalition and special guests from the Drowning Prevention Research Centre and Lifesaving Society in a flag raising ceremony If you have any questions, please contact me at 519-854-3198. Sincerely, MaryKate Townsend, Co -Chair, Elgin County Drowning Prevention Coalition Page 17 of 56 1101111110 �M& ProgIressive by Nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Paul Hicks, Acting Manager of Planning DATE: July 11, 2023 SUBJECT: Town of Aylmer Official Plan Amendment No. 22, Part of Lot 6 and Part of Lot 7, W/S John, N/S Walnut, Plan 164, Town of Aylmer, known municipality as 230 John Street North. Applicant: Patterson Planning Consultants Municipality: Town of Aylmer Owner: Arie Mike Hutchinson Properties Inc. File No.: AY OPA 23-01 THAT the Council of the Corporation of the County of Elgin approve Official Plan Amendment No. 22 to the Official Plan of the Town of Aylmer; and 2. THAT staff be directed to provide notice of this decision in accordance with the requirements of the Planning Act. INTRODUCTION: The Council of the Town of Aylmer has adopted an amendment to their official plan, known as Official Plan Amendment Number 22 (OPA No. 22) and have subsequently forwarded the amendment to the County of Elgin for approval (see attached). In accordance with Section 17 of the Planning Act, the Council of the County of Elgin, as "Approval Authority," is required to make a decision on the adopted amendment in which Council may approve, modify or refuse to approve the amendment. If Elgin County fails to make a decision within 120 days after the amendment is received, any person or public body may appeal to the Ontario Land Tribunal. This report is intended to provide County Council with the information required to make a decision on the adopted amendment. DISCUSSION: OPA No. 22 was adopted by Aylmer Council on May 3, 2023 (By-law No. 20-23). The purpose of the amendment is to change the land use designation at 230 John Street in Page 18 of 56 K Aylmer from "Highway Commercial" to "Residential" to permit the property (a former hardware store) to be used for multi -residential purposes. The proposal has proceeded through the standard application process, including the preparation, review, and acceptance required technical studies and reports, as well as a technical circulation to statutory review agencies. A public meeting required under the Planning Act was subsequently held prior to Municipal Council's adoption of OPA No. 22. County Staff have had the opportunity to review the proposal and associated application materials against the requirements of the Planning Act, the Provincial Policy Statement, the County Official Plan, and Town of Aylmer Official Plan, as well as the Environmental Protection Act (EPA). Of particular note, the EPA requires that, when considering a change in land use from an industrial or commercial use to a residential or open space use, an environmental site assessment (ESA) and record of site condition (RSC) be completed. In this case, neither were completed in support of this OPA. To ensure the County was fulfilling its statutory obligations, County Staff subsequently requested an opinion from the Ministry of the Environment, Climate Change, and Parks as to whether the application required the submission of an ESA and RSC in advance of approval. The Ministry advised that the completion of an ESA and RSC were not mandatory for an OPA, and that the local zoning and building permit processes can be used to address the requirements of the Act. As such, County Staff are satisfied that the OPA meets all policy and regulatory requirements. FINANCIAL IMPLICATIONS: There are no identified direct financial implications to the County with respect to the approval of the proposal. Page 19 of 56 191 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: This amendment will directly impact the Town of Aylmer. COMMUNICATION REQUIREMENTS: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. The Notice of Decision will be sent to the applicant, the Town of Aylmer and those prescribed under the Planning Act. CONCLUSION: Based on the above analysis it is recommended that County Council approve OPA No. 22 of the Official Plan of the Town of Aylmer as the application: • Meets the requirements of the Planning Act; • Is consistent with the Provincial Policy Statement; • Conforms to the County of Elgin Official Plan; and • Constitutes good planning and is in the public interest. All of which is Respectfully Submitted Paul Hicks Acting Manager of Planning Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 20 of 56 rv"' I I UHR[fiffIED TRUE COPY DATE_p2gr 11,20ZCLE Ili 4 li, FBI TA FA li, Fff 001 M TO THE OFFICIAL PLAN FOR THE 0 ..*.- 0 0 0 0 A i . (230 John Street North, Aylmer ON) Page 21 of 56 Pi This Amendment to the Official Plan for the Town of Aylmer which has been adopted by the Council of the Corporation of the Town of Aylmer, is hereby approved in accordance with Section 17 of the Planning Act, R.S.0.1990 c. P. 13, as Amendment No. 22 to the Official Plan for the Town of Aylmer. Date Approval Authority Page 22 of 56 P� AMENDMENT NO. 22 TO THE OFFICIAL PLAN FOR THE CORPORATION OF THE TOWN OF AYLMER BY-LAW NO.20-23: ADOPTION BY-LAW FOR OFFICIAL PLAN AMENDMENT NO. 22 CERTIFICATION THAT DOCUMENT IS A TRUE COPY CERTIFICATION OF COMPLIANCE WITH PUBLIC INVOLVEMENT AND NOTICE REQUIREMENTS THE CONSTITUTIONAL STATEMENT PART A - THE PREAMBLE 1.0 PURPOSE 2.0 LOCATION 3.0 BASIS PART B - THE AMENDMENT 1.0 DETAILS OF THE AMENDMENT 2.0 INTERPRETATION 3.0 IMPLEMENTATION Page ii iii i i 2 2 2 Page 23 of 56 il CORPORATION OF THE TOWN OF AYLMER The Council of the Corporation of the Town of Aylmer, under Sections 17 and 21 of the Planning Act, hereby ENACTS as follows: The Official Plan Amendment No. 22 for the Town of Aylmer is hereby adopted. 2. The Clerk is hereby authorized and directed to make application to the County of Elgin for approval of the Official Plan Amendment No. 22 for the Town of Aylmer. 3. This By -Law shall come into force and take effect on the day of the final passing thereof. ENACTED AND PASSED THIS 3rdDAY OF May 2023. Mayor (Corporate —Seal) Cie Certified that the above is a TRUE COPY of By -Law No. 20-23 enacted and passed by the Council of the Town of Aylmer on the 3rd day of May 2023. Deputy C/ Page 24 of 56 ?A A I 011:41111111MA 0010111111111mr-Ald I hereby CERTIFY that the enclosed document is a TRUE COPY of the Official Plan Amendment No. 22 for the Town of Aylmer as approved by the County of Elgin on the day of 2023. Mayor (Corporate) (Seal) Clerk 1, JOSH BRICK, Clerk of the Town of Aylmer, hereby CERTIFY that the requirements for the giving of notice, and the holding of at least one public meeting as set out in Subsection 17(9) of the Planning Act, R.S.O. 1990 c. P. 13, and the giving of notice as set out in Subsection 17(17) of the Planning Act, R.S.O. 1990 c. P. 13, have been complied with. (CorporMz (Seal) Page 25 of 56 P5 PART B - THE AMENDMENT consisting of the following text and map (Schedule "A") constitutes Amendment No. 22 to the Official Plan for the Town of Aylmer. Ulf Page 26 of 56 & PART A - THE PREAMBLE IMEMISURNMA The purpose of this Amendment is to add 8 special policy area to Section 4.3.2. Arterial Commercial — Special Policy Areas and redesignate the subject lands from Arterial COOlDO8rci8| to 8p8[i8| Policy Area Arterial Commercial-3. The Amendment is to permit 8 multi -unit residential use within an existing building as an alternate land use to the uses permitted in the Arterial C|0no0O8n:i@| designation. The subject lands are located on the west aide of John Street North, comprising Part of Lot and Part of Lot 7\8/S John N/8 Walnut, Plan 164 and knOvvD [DuOinipo|k/ as 230 John Street North in the Town of Aylmer. MWEEMM Existing Us The subject lands are currently unoccupied and contain evacant former commercial retail facility. Proposed Use The applicant proposes tO redevelop the existing former commercial building Vnthe lands for 8multi-residential unit building. Town of Aylmer Official Plan The subject lands are currently designated 'Arterial Commercial' inthe Official Plan which does not permit residential use aathe main use. The applicant has requested achange in land use designation to permit amulti-unit residential use within anexisting building aean alternate land use tothe uses permitted in the Arterial Cornrneroio| designation. An amendment to the Zoning By -Law 59-99 to change the zoning of the subject lands from Support Commercial (C2) toSupport Commercial Special Provision1O(C2-10is being addressed concurrently and will implement this Official Plan /\rnendmnerd upon its approval. Planning Rationale Neighbouring land uses are characterized by low and medium density residential in all directions. Adjacent lands to the south are medium density residential and the buildings are attached. The proposal represents residential intensification and will be compatible with neighbouring land uses. NOsignificant increases intraffic onJohn Street North are anticipated. PART B - THE AMENDMENT All of this part of the document entitled Part B - The Amendment, consisting of the following text and map (Schedule "A") constitutes Amendment No. 22 to the Official Plan for the Town of Aylmer. 1.0 DETAILS OF THE AMENDMENT The Official Plan of the Town of Aylmer is hereby amended as follows: 1. Schedule "A" to the Official Plan of the Town of Aylmer is hereby amended by changing the designation of those lands described on Schedule "A" attached hereto from 'Arterial Commercial' to 'Special Policy Area Arterial Commercial-K 2.0 INTERPRETATION The interpretation of this Amendment shall be in accordance with the respective policies of the Town of Aylmer Official Plan. 3.0 IMPLEMENTATION The implementation of this Amendment shall be in accordance with amendments to the Zoning By -Law, as provided for in Section 6 of the Official Plan of the Corporation of the Town of Aylmer. M Page 28 of 56 DECISION With respect to Official Plan Amendment No. 22 to the Official Plan of the Town of Aylmer under 17(34) of the Planning Act I hereby approve all of Official Plan Amendment No. 22 to the Town of Aylmer Official Plan as adopted by By-law No. 20-23. Dated at the County of Elgin this 11t" day of July 2023. Interim Chief Administrative Officer, County of Elgin Page 29 of 56 1 REPORT TO COUNTY COUNCIL ��nm.FROM: Paul Hicks, Acting Manager of Planning uuim ; �a j& �. DATE: July 11, 2023 SUBJECT: Redline Revision, Belmont Estates Phase roglre,ssive by Nature, 6, Municipality of Central Elgin, County of Elgin Applicant: Barbara G. Rosser, MCIP, RPP Owner: Craigholm Estates Ltd. File No.: 34T-CE1902 RECOMMENDATION: 1. THAT the Council of the Corporation of the County of Elgin grants approval to a revised Draft Plan of Subdivision, that has the effect of removing Block 183 from the Draft Plan of Subdivision, prepared by MTE Ontario Land Surveyors, and dated May 10, 2023. INTRODUCTION: This report provides County Council with information required to consider granting approval to a proposed modification to the existing draft plan of subdivision noted above. In accordance with Section 51 of the Planning Act, the Council of the County of Elgin, as "Approval Authority," is required to make a decision to approve or refuse approval of a draft plan of subdivision, including modifications thereto. DISCUSSION: The subject plan of subdivision was originally given approval by the County of Elgin in November 2021, and included a 1.9 ha block of land (known as Block 183) to be used as a school site. Since the original approval of the draft plan, the Thames Valley District School Board has expropriated the block in order to proceed with construction of a new elementary school in advance of the final approval of the plan of subdivision. To that end, the Board is requesting that the County of Elgin approve a redline revision to remove Block 183 from the Draft Plan. The proposed redline revision will result in no change to the number of lots, and maintains the original subdivision concept. Accordingly, it is in the opinion of staff that the proposed redline revision is minor in nature and therefore do not require an additional public meeting nor circulation of the revision. The Planning Act does not require further public meeting or notice of changes if they are deemed to be minor. Page 30 of 56 K .--...,, ,..w,f have had the opportunity to review the proposal under the requirements of the Planning Act, the Provincial Policy Statement, the County Official Plan, and the Central Elgin Official Plan and are satisfied that the proposal meet all relevant requirements. No changes to the existing conditions of draft approval are proposed, other than making reference to the revised draft plan in condition 1. All other conditions remain applicable. The application is also supported by both staff and council at the Municipality of Central Elgin. FINANCIAL IMPLICATIONS: There are no identified direct financial implications to the County with respect to the approval of application. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. This will directly impact the Municipality of Central Elgin and all other municipalities that will fall within the catchment area of the new school. COMMUNICATION REQUIREMENTS: In reviewing the proposed revisions to the draft plan it was determined by County staff that the change is minor in nature, and therefore does not require additional public consultation nor circulation of any decision by the County. Page 31 of 56 191 CONCLUSION: Based on the above analysis it is recommended that County Council grant approval to the revised Draft Plan of Subdivision, as prepared by MTE Ontario Land Surveyors and dated May 10, 2023, as the proposal: • is consistent with the Provincial Policy Statement; • conforms to the County of Elgin, and Town of Aylmer Official Plans; and • constitutes good planning. All of which is Respectfully Submitted Paul Hicks Acting Manager of Planning Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 32 of 56 vENTH AVENw UE Y SE BLOC 182 (0.30 RESE R E) i LANNIDON o N 296.250 0 ,1+: I (D Y RESERVE nt' » y� 11 82`5519 E 03 N 0.300 �Co 143 UNION STR 0.300 ° io'I O O � RESERVE ° 55'9 1"E 96.250 U' N82 6.2 O n ------ _ 0) 1 1.,. 36.621 , (n Co �' {12035} o ' ''� �' O _ p < 1 U RT adjacent land 1 0 � ; ; � 4, � 0 Cr �, INCH C owned by applicant g9 w 1 ;1 N 'J 142 site location 36 120. - 1 , •t0 N 120 40} o ro �'P; ; � z � 2 0 N W 36802 r% COUNTY ROAD No. 34 TOWN LINE 120 74 m , 1cl 1 - . rD 33 "a N 141 3 `-_ N 00 rn W N `� J l w �ry LA 1 4 0 40 key plan nts �9 7 p1 ` 1,.1 N 5 It `;� w 139 DRAFT PLAN OF , - 5j3 6 SUBDIVISION N _ �Q r - OCK 178 13$ PART OF LOT 2, CONCESSION 7 7 I ; O W, BL o W'1' ; 7� co M_6gg MUNICIPALITY OF CENTRAL ELGIN o w1 1 8 2°�; ;".; a 33 CURT 137 FORMERLY VILLAGE OF BELMONT 1 It 0 79 ° 1 _w 83 N TERMUTE COUNTY OF ELGIN w 84 �� o� 82 PLA wIN 1 1 1 Q o rn� _ 2p•64 1 ; ; 8, 0 0 o °' v 6 Scale 1 1000 �� 86 , 6 15.527 0) 13 rn i 1 ; ; ; 1 1 ; _ _ , 1 �r 1 1 ' 1 1 1 8.000 -j4.615 - i „ 6) IOm am 20m 50m loom 10 ' ; 1 1 1 8� ' ' 1 ; 13'2aa 26.25 {47• i S3 ' 1 O it a 1 40 ' {43.60} 95} `.S�S9� 1 1 O cn 91 1 1 1 ; ' 'p 'RS.-°% 0 � J 5 W1 ' '� ow 1 1 1 1 �R 9� . 13 wto1 1 0 rn ' • > 0• $1 o ' 11 1 0 i0 1 1 11 ; ; �O B>� ,J t0 METRES 1, O 1 1 1 , 1 1 � 1 ' 78�� E 4 \,�Q� OWNER'S CERTIFICATE i 1a. 88 ' t5ao.o°} N0 R�6.0 0' \ \ 3a.4p4 134 1 hereby authorize Mr. Donald D. Leahy to submit this proposed {60100} 12 ; 33.513 0 ; 126.00 j0g R �.�� Plan of Subdivision. �- 95 % , {59�06} ; cn in 80 ��, 'Q� v 16a.000 , , 1 o N 6 6 0 , 1 1 ' r,„t�1 V,, 0 {551.\8} , , 1 1 20.0 0 0 000 13 1 '; '; ; � o (27.95} 1� 1 58 59 _ �01 7g 57 133 MR. DONALD LEAHY DATE 1 '1 ; �, % ; '�O ' o N 56 CRAIGHOLME ESTATES LTD. 16• °° QQ9 N SURVEYOR'S CERTIFICATE �O , {591p6} 1 1 1 ' y�V 1 1 18.�p0 -_0 14 // 1 07 1 1 {53%061 ro o w ; ; I 1 06 1 ; ; 1 _o � 78 1 hereby certify that the boundaries of the land to be subdivided 1 ; ; t5 1 ; ; as shown on the plan and their relationship to adjacent lands are 15 % o ' 4 ; P. % % ' 102 00 390g0 - - accurately and correctly shown. 1 , 4 103 \2 J E o �3 105 10 0 7 / LAN It It' 107 106 �� 7 N �N 16 108 0 0 � LA D \8.d°0 109 3g•239 oa' {59106} j4.562 p00 P.R. IO L DATE � 0 111 110 {47?a} ONTARIO LAND SURVEYOR 33• 45 0 �� {108.27} 125. 0 113 112 �46 p0} �� 6 ° p / 61 17 114 38 U1 3300 125,79 p D � m 63 �bCOD t_3 {'OS•27} 64 REQUIREMENTS UNDER SECTION 0 N 0 0 /� 18 -_ 16a 000 0 /�� 6 0 I 65 � 51(17) OF THE PLANNING ACT 5 38.444 \4768} {551.18} �76 O� - G p00 rn - r n 126.\3 m { 137t6 DOI {223.tol o - C) {45. 1 N r^ - a) AS SHOWN ON PLAN 9) AS SHOWN ON PLAN r `� r (A 39 000 - 19 _a O ��6 oN 175 - 12795} 54?P -� b)AS SHOWN ON PLAN h) PIPED WATER p 7 UO o 32.5g5 �� ° 68.000 'r\6 0 �/ cr� 146 0 0 0-000 it v 0 5 fn CP T 69 \06• 310} ,rn' i m { 1-�11 6$ c) AS SHOWN ON KEY PLAN i) CLAY LOAM (30% POROSITY) N {22 n m �A 40 0p0 174 0 0 �1 �0 3900° /v 7 g5} n 67 d) SINGLE DETACHED 1) AS SHOWN ON PLAN O O o -1 \31.23 {12 `� D (J , o V 45 �' 74 53 66 SEMI-DETACHED k) FULL SERVICES 1 v w 147 a- Z RESIDENTIAL 4 J XM,1 327\4 60 0 115 {13\.23} w o ° 173 �,1 I) AS SHOWN ON PLAN 107.33 w D r W o - / e) AS SHOWN ON PLAN 40.aaa 144 148 73 z 20 W. A 13L23" 70 w 52 f) AS SHOWN ON PLAN 116 20.0 172 N UTH COURT 38.83LO 7 cn 'r ' ^ /�� 12�42 �� 43 v, 1� 7rZ 0 21 0 1 r 7 117 38 g3 m VA 51 127?5 142 150 0c LAND USE SCHEDULE 22 " % 1 SINGLE DETACHED RESIDENTIAL 9.357 Ha �, 118 O __7Z 71 LOTS 1 - 84, LOTS 102 - 175 3 m 141 151 17 50 c 72 N 2 119 70 1 74 73 SEMILOTS 85 ACHED RESIDENTIAL 1.107 Ho 24 20.0 140 152 169 _ �0 6g � STREET TOWNHOMES 0.706 Ha 120 13g =� 49 N BLOCK 179, 180, 181, 182 'Z5 rN F 153 168 76 77 78 STORM BLOCK WATER MANAGEMENT 1.923 Ho 48 5 12 0 6 83 �� 167 75 BLOCKS 176, 177, 1,85 26 138 �� 154 RESERVES, WALKWAY �, FUTURE ROADS, RESER 186 3.854 Ha N 12 2p.o 67 18 14. x,, 0: r � 137 155 I TOTAL AREA 16.947 Ha 7 166 � -1 79 2 � 'D N _0, � 47 123 J 136 4 56 66 / RT 28 1 165 ANITA CCU 39.640 124 130.05 135 157 29 125 134 164 158 A 16.233 !' {53.26} 30 126 W 133 0 \6.233 N 16.233 16 162 ID cn wr 127 {53.26} 0 '' N 0 2 132 159 N1rO o 3 j6'233 131 ��. {53.26} 130 � 15.850 9, b {52.00} N 15.850 3 $ 1 {52•p0} 68.000 3 12 0 {223.10} 40 • 142 N o � �� (O' 6• o 13170 w 15.850 f , 6 34 0 15.850 52 00 0 0 EE B {52.00} 68.000 RG 18.288 288 32.03} ; /�� {223.10} O W�1 60 ot 35 1 ,s93 2 �T�S`'2eS °o \8.288 1�i rSS�a6 15.695 18.288 {60.00} 16.427 {53.90} N m 40 o •0 � 39 38 360 7 3 18.288 727 203. {60•p0} {66840} N CD �-4 ,LTI DN 01 j74.000 41 142 I 43 I 44 145 W 20402 30p.7 64 N83°05 {60.00} W. {60.001 w j 46 0 0 47 5 6 on 80 _ (0-4 to WI 81 9' 0 LOT 82 •o om 83 63 w O LOT rn - 62 87 88 86 0 61 LO g4 85 0 .N-.. o W 60 � N - 59 N A LANE LOT R AMON _ 58 r - N 177 W o 0 � 1 BLOCK 37 0 0 57 (12\•39} rn �' 40 � co `n 41 o � 56 2 D W 49 0 55 N Ln N 3 39•p00 co {127 95} r o w o LA (D 50 2p.0 54 n 4 r- 0 U 3g 994 z 2 37.000 ,� 127.93 tat, 9} rn W 53 24 5 o N 0 0 W cU'OJ 0 W 51 / � 38.861 127.50 �__--- --------- � 37.000 121.39 1 , % N 6 BLOCK 17 EASEMENT 52 0 � o / b, tr 38.713 _--_ ------------- o� / �a 127.01 37.080 ' Page 33 of 56 M ii 8 0 10 11 CRAIGHOLME ESTATES LIMITED BELMONT, ONTARIO Progressive by Nature, RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: June 29, 2023 SUBJECT: Cloud Hosting Services for Archives and Museum Database THAT the June 29, 2023 report titled "Cloud Hosting Services for Archives and Museum Database" submitted by the Director of Community and Cultural Services be received and filed; and, THAT the Chief Administrative Officer be authorized to execute an agreement for Cloud hosting and software services between the County of Elgin and Andornot Consulting Inc. for a minimum five-year term beginning in 2023 with associated costs drawn from existing funds in the 2023 Information Technology budget and as part of future budget planning subject to the terms and conditions laid out in the report titled "Cloud Hosting Services for Museum and Archives Database". INTRODUCTION: This report seeks County Council's approval to migrate existing software services and digitized files created by Elgin County Archives and Elgin County Museum from County servers to a Cloud hosted solution offered by Andornot Consulting Inc. DISCUSSION: On -going digitization work led by Archives is maximizing storage capacity on County servers which has the potential to compromise or even fully disable functionality for other critical County applications unless an alternate solution is found in the near future. Archives and Museum share a common database linked to digitized files, comprising items such as local newspapers, historic photographs, County / local municipal partner records such as minutes and by-laws, and artifact descriptions with images attached. Digitized files associated with this database now comprise approximately three terabytes of storage on County servers, constituting one of the largest data sets hosted directly by the County. This data set is growing exponentially in light of on -going digitization activities. In recent weeks, the County's IT support services have had to implement a temporary solution through use of portable storage drives for any new data being generated by Archives through on -going digitization work. However, uploading these new files for on-line posting and viewing by the public has had to be suspended given that it is now compromising other applications that all County staff use (such as Word, Excel and E-mail). A solution is required a soon as possible. Page 34 of 56 K The strategic value of this data and the County's investment into its creation cannot be overstated. This data set comprises at least fifteen years of work by Archives and Museum staff, including summer students, interns, volunteers and regular staff, and now constitutes over 500,000 image and text files all linked to a searchable database which is open to the public. The investment also includes the specialized scanning equipment and facilities needed to complete the work. It is critical that a stable hosting solution be implemented for this valuable information. Migration to the Cloud for Archives and Museum data was identified as a strategic priority after the County's network disruption in 2022 as a means to provide a more secure and functional solution for this data and its related software application called Inmagic DB/Textworks. Elgin County Library made a similar move in late 2022 for its data and related software applications for similar reasons and this move is already paying major benefits in terms of significantly reducing the amount of IT support time that is required while freeing up space on County servers for other applications. Migration of Museum and Archives data was going to be proposed as a 2024 project but needs to be expedited due to limitations being experienced with existing County servers. Staff have received a proposal from Andornot Consulting Inc., the County's vendor for Inmagic DB Textworks software, to migrate the software application and all associated data to servers hosted directly by the company through a Cloud solution. The main attributes of this solution are as follows: Cloud hosting will mitigate cyber-security threats and ensure regular software back-ups and upgrades are occurring using the highest security protocols by leveraging the support and expertise of the vendor. The hosting solution will be based on Canada and will conform to all provincial and federal laws relating to data security and privacy. It will free up approximately 3 terabytes of space on County servers which can be utilized for other applications and will prevent the County network from being compromised or disabled due to over -capacity issues which have recently been experienced. It will eliminate the need for the County's IT support services (Stronghold) to manage the software. This will result in significant savings in terms of time and resources needed to support the software. Inmagic DB/Textworks is specialized information retrieval software. Stronghold does not have previous experience nor expertise in supporting this software and they support the decision to move this application to the Cloud. This move will increase Stronghold's capacity to support the County's mainstream applications. Attached to this report is Andernot's detailed proposal and costing analysis which outlines further attributes of this proposed agreement. Page 35 of 56 191 FINANCIAL IMPLICATIONS: The annual software subscription ($3,411.47 in 2023) has already been paid from the Information Technology budget and is part of the department's regular budget submission. $12,335 of additional funds annually are required to move ahead with this proposal, with anticipated inflationary increases in subsequent budget years over the initial term of the contract. The term will be at a minimum for five years to 2028, with subsequent renewals on an annual basis and with standard cancellation provisions. Financial Services has confirmed that this additional investment can be contained within the existing 2023 Information Technology budget and will be integrated into future budget submissions going forward. Any additional one-time set up costs can be contained within the Archives' 2023 budget. The County's Manager of Procurement & Risk recommends proceeding with this contract on a single -source basis according to Section 4.7.c(iii) of the County's Procurement Policy which states as follows: "There is a need for compatibility with goods and/or services previously acquired or the required goods and/or services will be additional to similar goods and/or services being supplied under an existing contract (i.e. contract extension or renewal)." Andornot Consulting Inc. is the existing vendor of record for this software and the only firm that can provide the recommended services. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. Local municipal partners have extensive data and images linked through Archives, including searchable minutes, by-laws, tax assessment rolls and maps and will benefit Page 36 of 56 CI from a more stable, longer -term solution for storage and retrieval of this information under existing transfer agreements with the County. COMMUNICATION REQUIREMENTS: Regular updates about the impact to public service related to the migration process and future software launch in the Cloud will be posted on the County's website and social media accounts. Disruptions to the public are expected to be minimal. CONCLUSION: Migrating Archives and Museum software and related digital image / text files to the Cloud will free up much needed server capacity at the County, eliminate the need for the County's IT services to support what is highly specialized software and provide a much more secure and stable platform on which to grow on -going digitization projects in both Archives and Museum. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 37 of 56 andornolit Andornot Consulting Inc. 1700 — 808 Nelson St. Vancouver, B.C. V6Z 21-12 Tel: 1-866-266-2525 Email: info@andornot.co www.andornot.com Proposal to Elgin County Museum ani Archves for Hosting and Support Background The Elgin County Museum and Archives uses Inmagic DB/TextWorks, Inmagic WebPublisher and Andornot Discovery Interace software to manage and make publicly accessible and searchable their cultural collections. Recently all IT support for this software has been outsourced to an external firm. In Andornot's experience, very few firms in Canada, or any country, are familiar with Inmagic software, and none will be familiar with Andornot's own Andornot Discovery Interface. While outsourced IT firms may learn how to manage and support these applications, their time may be better spent on more mainstream support, security and IT management. This is one of the key reasons why so many organizations who continue to benefit from this software have migrated hosting and support for it to Andornot, with our decades of expertise with these particular applications. About Andornot Andornot Consulting has been providing technology advice and solutions to libraries, archives, museums and other organizations since 1995. Our team of professional librarians and software developers works with clients across North America to help them keep pace with technological changes, and to design and implement functional desktop and web based applications. Andornot is a reseller of Inmagic software and also works with many other commercial and open -source systems. We provide a managed hosting service from our data centre hosted at eStruxture in downtown Vancouver, BC, Canada. Our hosted clients include multi -national law firms, Canadian health care authorities, and the museums and archives of several Canadian municipalities. Andornot has worked with the Elgin County Museum and Archives for over two decades, since 2001, providing software and support for several different systems. We are the sole developers of the current public web search interface to the collections, hosted at httpse//heritagecollections,elgin,ca, and provide ongoing support for it. 12 May 2023 Page 38 of 56 andornolit Proposal Andornot Consulting Inc. 1700 — 808 Nelson St. Vancouver, B.C. V6Z 21-12 Tel: 1-866-266-2525 Email: info@andornot.co www.andornot.com Andornot proposes to host in our Vancouver data centre Elgin County's Inmagic software (DB/TextWorks and WebPublisher), databases, associated media, web interfaces, our Andornot Discovery Interface, and preservation copies of files as well. About our Managed Hosting Service Andornot provides professional hosting services from a data center housed in a state of the art co - location facility at eStruxture in Vancouver, BC, Canada. We have operated this aspect of our business for over 25 years. Unlike larger hosting or cloud providers, Andornot takes pride in offering a smaller, boutique hosting program for our clients. We know each of you personally, as well as your data and applications. When you contact us with a question, you know who you're speaking with, we know you, and we get started immediately on solving problems. Key features of our data Centre: • eStruxture uses multiple carriers for redundant internet connectivity, is highly secure, and is staffed or monitored around the clock. • Andornot owns its own servers, managed and maintained by our own staff and trusted subcontractors. • All disks are arranged in RAID arrays to protect against disk hardware failure. • All servers are virtualized and replicated amongst hosts to protect against host failure. • All servers are backed up both onsite and to a remote location, still in Canada. • We utilize industry standard, redundant firewalls and monitor hosted applications, software and hardware 24/7. • All server OSs, hypervisors, backup systems, etc. are kept fully patched and secure. Within our data centre we offer hosting of many applications, but our expertise lies with Inmagic DB/TextWorks, making this Window application available through a web browser (see below), Inmagic WebPublisher, used in Elgin County to allow other county museums to contribute content to httpse//heritagecollections.elgin.ca, and of course our Andornot Discovery Interface, which powers httpse//heritagecollections.elgin.ca 12 May 2023 Page 39 of 56 %i�%fJJJ andornolit ��%%%%/f��' IIIIIIJ ID ��f IIIII'-�� J�� Andornot Consulting Inc. 1700 - 808 Nelson St. Vancouver, B.C. V6Z 2H2 '!%// ///G///////// ° /JIIJIJI Tel: 1-866-266-2525 Email: info@andornotecom www.andornot.com Managed Hosting of DB/TextWorks Andornot offers managed hosting of Inmagic DB/TextWorks software. Previously you could only access DB/TextWorks and manage databases by installing it on a local Windows computer or server, but with our service, you can now access DB/TextWorks and your databases through a web browser. Your licensed copy of DB/TextWorks and your databases will run safely and securely on Andornot servers. You'll log in to our web portal, start up DB/TextWorks, and manage your databases with no local installation, IT involvement or effort! The screenshot below shows a typical view of this interface with your web browser bar at the top, along with links to your DB/TextWorks application and any shared folders or other applications we add to your account. When you open DB/TextWorks it looks and functions almost exactly the same as on your current desktop. «rill �i, d o r i 11 r N i;; orlljjrr. W .", Uw„+w:-.w j, Ir-w.-pmm �m,,.�ely um w Irm nuul.n `- ✓o- P r,�wrY ),ar W. 4avv to d r4A. m�xmv pr �. P, ,N..." ,," m,rw.e ,ea aenv m �wiA�,wr �w 9 Ewa fum ror ire""V.Wnw �n� Fu,�nrwWi ._ ._. _.. o-,o ........ amNW,II,a WMStaw �amwdw,a�.n�rry� n m ,, vam , bw"o ol, s ew Wmmwn .,.. 6.om. 0000 *i✓aw c M✓m," fl a+a r •f,ne 0W ,n, wgJawx,.. rwiull oa%n �U�NI'� f;Nw�rvn a 9µNOW" 6, AW@?1flbm anraw^ __ OAmaxr :.... F wart 1 IGVIrtXm'Wb io/viWSdre, m " Vaa". A4W .�.✓ m"....... .. fpMaA'Mha.d"aa. e;y+g"', 9dl#w 4 Rot" ._wuibal0 'rW.w ____ cw.ww�aw.wa r�,,�re �: ✓a s , , a ,Wx� '.. >F a;ar�,�, .a maammn rsaOON, "1, � Our DB/TextWorks web portal is powered by the Parallels Remote Application Server. You'll start DB/TextWorks by clicking on an icon or shortcut, just like you do now, but the software will run on our server. You will see a view of the screen and interact with it just the same as usual. You can choose to access DB/TextWorks only in a web browser, or you can use the Parallels dedicated client, which is available for Windows, Mac, Linux, iOS and Android devices. In comparison to running 12 May 2023 Page 40 of 56 3 %i�%fJJJ andornolit ��%%%%/f��' IIIIIIJ ID ��f IIIII'-� ��J�� Andornot Consulting Inc. 1700 - 808 Nelson St. Vancouver, B.C. V6Z 2H2 %// ///G///////// ° /JIIJIJI Tel: 1-866-266-2525 Email: info@andornotecom www.andornot.com DB/TextWorks only on your own PCs, you will now be able to access DB/TextWorks from any device, anywhere. We'll configure as many user accounts as you need, typically the same number as you have DB/TextWorks user licenses (e.g. a single user, five users, ten users, etc.). Each user will have their own username and password, which grants them access to the portal, your copy of DB/TextWorks, and your files only. Digital Asset Storage In addition to hosting web applications and the media they make available, on high performance, always on hardware, Andornot also offers storage for preservation copies of digital media, such as TIFF format images, with our Digital Asset Storage service. The media stored typically includes the highest resolution copies of photographs, documents, oral history recordings, films and other similar digital files. Andornot offers a safe, secure, offsite storage location for terabytes of files. This can serve as either the primary preservation and storage location for your assets, or as an offsite cloud backup if you keep the primary copy at your location. As with everything we host, your data is stored in our Vancouver data centre, on equipment owned and managed by Andornot. We have decades of experience managing information and resources for cultural organizations and know how valuable these irreplaceable materials are. Prices are competitive with other cloud storage providers, and space is available in blocks of 10 TB, so there's room for your current files and new ones as you add them. Hosting Includes • Hosting of your licensed Inmagic DB/TextWorks software, with remote access for as many authorized users as you require, and your DB/TextWorks databases. • Hosting of your Inmagic WebPublisher software with web -based access for editing records. • Hosting of your Andornot Discovery Interface software. • Web -ready media files (e.g. images, PDFs, audio and video recordings) searchable through your Andornot Discovery Interface software. • Outbound transactional emails from DB/TextWorks and the Andornot Discovery Interface with Andornot's preferred SMTP gateway. • Half an hour per month of consulting and support time from Andornot staff, for any assistance that may be needed, with additional time available for purchase. • Software upgrades as described below. 12 May 2023 Page 41 of 56 4 %i�%fJJJ andornolit ��%%%%/f��' IIIIIIJ ID ��f IIIII'-� ��J�� Andornot Consulting Inc. 1700 - 808 Nelson St. Vancouver, B.C. V6Z 2H2 %// ///G///////// ° /JIIJIJI Tel: 1-866-266-2525 Email: info@andornotecom www.andornot.com Software Upgrades Upgrades to servers and other infrastructure involved in providing Andornot Services are the responsibility of Andornot and are included in hosting fees. Upgrades to hosted software, web sites, and web applications are often required every few years at the most, and are provided in the manner described below, potentially at extra cost. Upgrades to Inmagic Software Upgrades to the latest version of Inmagic software require a current Inmagic maintenance subscription. A maintenance subscription is optional but highly recommended. Andornot cannot guarantee that it will be able to host older versions of Inmagic software indefinitely. Andornot will invoice hosted clients for the Inmagic maintenance subscription annually. Client must notify Andornot 30 days before the expiry date to decline the renewal. Inmagic, Inc. charges for any years missed plus an additional fee for late renewals. Upgrades to the latest version of Inmagic software will be installed as soon as practicable and at a time to be determined by Andornot. Andornot tests all Inmagic upgrades after release and will only install these on Andornot servers once it has been determined that they are stable and will not detrimentally affect hosted client sites or databases. Some sites with specialized features or functionality may require modifications to work with new versions. In these cases Andornot will provide a quote for the consulting services, or if feasible, maintain the site at the previous version. 4. Implementation of new features in the latest releases of the Inmagic software may be included for no additional charge depending on the feature. More complex updates can be requested for a fee on a case by case basis. 5. Creation of a new development site and testing of Client website with an upgraded version of the Inmagic software before switching will be charged at Andornot's then current consulting rate. Upgrades to the Andornot Discovery Interface Software Andornot periodically applies patches and bug fixes to hosted instances of the Andornot Discovery Interface, at no charge. Andornot also makes available significant new features, upgrades and versions of the Andornot Discovery Interface at no charge to clients for the software itself, only for the time to apply these to the Client's hosted instance of the Andornot Discovery Interface. Such an upgrade will be discussed, quoted and agreed upon in a separate written agreement with the Client. Upgrades to Other Software Upgrades of other software applications hosted by Andornot for the Client, will be offered on a case -by - case basis at Andornot's then current consulting rate, as and when required, or requested by the Client. 12 May 2023 Page 42 of 56 %i�%fJJJ andornolit ��%%%%/f��' IIIIIIJ ID ��f IIIII'-� ��J�� Andornot Consulting Inc. 1700 - 808 Nelson St. Vancouver, B.C. V6Z 2H2 %// ///G///////// ° /JIIJIJI Tel: 1-866-266-2525 Email: info@andornotecom www.andornot.com Ongoing Support It is the nature of software to require ongoing support after installation. Support may include bug fixes, training, questions on the use of the software, documentation, changes to existing features, requests for new features, and assistance with the server or application hosting environment. Andornot offers support services to our clients through on -site visits, telephone support, email, or interactive web-conferencing sessions. Our office hours are gam to 5pm Pacific Time, but we can often reply or intervene outside of these hours in emergency situations. Hosting of an AnDI site or DB/TextWorks database with Andornot includes half an hour per month of support time. Additional time may be purchased in blocks of four hours for $900, valid for a year. We recommend that Elgin County budget for one or two such cards. 12 May 2023 Page 43 of 56 %i�%fJJJ andornolit ��%%%%/f��' IIIIIIJ ID ��f IIIII'-� ��J�� Andornot Consulting Inc. 1700 - 808 Nelson St. Vancouver, B.C. V6Z 2H2 %// ///G///////// ° /JIIJIJI Tel: 1-866-266-2525 Email: info@andornotecom www.andornot.com Costs One -Time Setup Costs The time required to migrate Elgin County's existing Inmagic software, databases, linked media files and the Andornot Discovery Interface system to Andornot's hosting environment is estimated at between 1 and 1.5 days, for a cost of $1,800 to $2,700. This assumes we continue to have direct remote access to the server, as we do now, and can push files from it to our servers. Annual Hosting Costs Inmagic DB/TextWorks Hosting First remote access user: Second through fifth remote access users Each additional remote access users Total for 7 users Inmagic WebPublisher Hosting Andornot Discovery Interface Hosting First 100GB storage space Additional Storage Space if required: Each additional 100GB, up to 50OGB Or each 1TB Total based on our assessment of about 1 to 1.1 TB of digital media currently available through https://heritagecollections.elgin.ca $1,900 $315 each $210 each $3, 685 $2,800 $2,800 included $300 $1,450 $10,735 12 May 2023 Page 44 of 56 7 %i�%fJJJ andornolit ��%%%%/f��' IIIIIIJ ID ��f IIIII'-� ��J�� Andornot Consulting Inc. 1700 - 808 Nelson St. Vancouver, B.C. V6Z 2H2 %// ///G///////// ° /JIIJIJI Tel: 1-866-266-2525 Email: info@andornotecom www.andornot.com Digital Asset Storage Annual Costs (For storage of media not available through httpse//henta�ecollections.elgin.cal 10TB $1,600 (the 10TB will be split into two 5 TB blocks of file storage, one as a backup of the first). Inmagic Maintenance Subscription Your most recent invoice for your subscription to the Inmagic Maintenance Program for both DBTextWorks and WebPublisher PRO was $3,344.58, from last October. Inmagic usually requires a 2% rate of inflation increase each year and despite inflation running higher than that right now, I haven't heard that they require more than 2%, so you can expect that the amount this coming October would be the $3,344.58 + 2% = $3,411.47. Total annual costs: $10,735 + $1,600 + $3,411.47 = $15,746.47 Additional Support Time (Optional) 1 or 2 Andornot Client Cards (4 hours each) $900 to $1,800 All prices quoted are in Canadian / dollars, do not include applicable taxes, and are valid for 90 days. Hosting is prepaid in one year increments, in advance. 12 May 2023 Page 45 of 56 8 ORAI FIEAI IIIIIII 'lIIIJIIi IIII p000l ((ff1JJ uuu uw ��i ql �� C))))" IIIIDoll JJJm�Ip+I7� luulfffl f uum 11��1��Jf�U, uuuu. ��I IIIII.� uullfff� uuuu uu�� mi �Jjjjjjjj. (IIIIIIII'. SEXUAI IIIII��I //uuuuuuuu frrrrllffUuull E N V 1I �'Ul,,0 N 1`111/4"li E III J wuI A. uuul...... 1MMUJIMile in vibrant communities. health Leading the way in protecting and promotinw the of people our • e resulting in better Community leadership The Southwestern Public Health Board of Health is comprised of municipal appointees and provincially appointed Order in Council positions. The Board is accountable to the Ontario Ministry of Health and the communities of Oxford County, Elgin County and the City of St. Thomas to ensure we deliver quality, responsive programs, and services under the Ontario Public Health Standards as regulated by the Ontario Health Protection and Promotion Act. m........................................................................................................................................................................................ Lori Baldwin -Sands Ted Comiskey Grant Jones Tom Marks Larry Martin David Mayberry Board Chair Evidence• • Collaboration IN 1111 • Accountability Stephen Molnar Joe Preston Lee Rowden David Warden Cynthia St. John Dr. Ninh Tran Vice Chair Order in Council Order in Council Chief Executive Medical officer • Quality Officer of Health Equity• • Forward -thinking Page 47 of 56 2 Message ��F�� o��m 1111116�he mlll uuu Vum' uuuuuuum I uuu puum As my time with the Board of Health of Southwestern Public Health comes to an end, I reflect on the extraordinary experi- ence of chairing the Board of Health through a pandemic. Southwestern Public Health was a new and relatively small organization in March 2020 when the World Health Organiza- tion declared the novel coronavirus a pandemic. Quickly, staff struck their first IMS (Incident Management System) structure and immediately began the work of strengthening existing connections and building new ones with municipalities, health system partners, the business community, media, and others. These connections have proven vital to our ability to respond capably to the pandemic and I am confident that these strengthened relationships will bolster public health work well into the future. I am very proud of the speed and adaptability of the staff response to the always evolving landscape of Covid-19. Their timely and clear communication, mobile service model, emphasis on collaboration and focus on those most vulnerable to severe illness were admirable and appreciated broadly. But of course, work at the Board level was not exclusive to the pandemic response. In 2022 we: • Recruited a new Medical Officer of Health following the retirement of Dr. Joyce Lock • Reviewed a report authored by the Foundational Standards team about the Indirect Health Impacts of Covid-19 and discussed how it would and should impact future service delivery • Approved funding related to commissioning a space needs assessment for Southwestern Public Health's Oxford County operations • Spent significant time learning about the local opioid crisis, how it is impacted by the pandemic response, our needle syringe program, and neighbouring consumption and treatment services It has been a privilege working with Cynthia St. John, Dr. Joyce Lock, Dr. Ninh Tran, and my fellow Board of Health members. Their unwavering commitment to clients, partners and community has been an inspiration. I know that the critical work of public health is in good hands under the leadership of Mayor Joe Preston, incoming Chair. Mayor Preston has served throughout the pandemic and his experience leaves him well positioned to guide the Board in its role supporting pandemic recovery in 2023 and beyond. Thank you to everyone who has supported me in this endeavour; it has been a great pleasure. I'll sign off by echoing the sentiments of our CEO by saying, "the work of public health is complex, it is performed by passionate professionals committed to making a difference, and it is never, never boring." Sincerely, Larry Martin Chair ��'Messageuummmmmm umi miu I "f�lie l000uuouuum We are living in remarkable times. While there was no less emphasis on Covid-19 in 2021 than there was in 2020, we did begin the new year with optimism due to the arrival of the Covid-19 vaccines. The international scientific community, supported by governments and private business, worked at an extraordinary pace to bring a safe and effective vaccine to the world. As in 2020 and 2021, it is imperative that I start this message with my gratitude for all those professionals across our organi- zation and the Southwestern Public Health region who continue the pandemic work with professionalism and resolve - even while it feels like much of the world has moved on. Despite the Covid-19 response looking different in 2022, significant energy was invested in managing outbreaks within congregate living settings and hospitals, administering 411,000 + Covid-19 vaccines, and offering reliable data to the thousands who visited our dashboard each day. For yet another year, I witnessed an unwavering commitment to mitigating the risks associ- ated with the Covid-19 pandemic — especially for our community's most vulnerable. As the situation with Covid-19 stabilized, many of our staff turned their attention back to the health promotion, prevention and protection work that was paused during the acute phase of the pandemic. What we learned is that our community has fundamentally changed since 2020; no person or organization is untouched by the prolonged pandemic response. We are only starting to scratch the surface of our understanding of the unintended consequences of the past three years, the health impacts, how all of this will shape public health's future service offerings. The theme of this Annual Report is, "we do that, too" and it is a tribute to the many aspects of public health work that have waited in the shadows over the past few years. It is a tribute to the work of our public health inspectors in the community, parent resource workers in individual homes, public health nurses forging relationships with educators and school communities, and so much more. Vaccination and infection prevention and control are two core services of local public health but we are very excited to re -introduce ourselves to partner organizations and individuals across the region we serve. In addition to catching up on everything from missed inspections to routine vaccinations, we are setting our sights on climate change and health, the opioid crisis, mental health and belonging in 2024. I hope you enjoy this Report and its messages from our outgoing Board of Health Chair, Larry Martin, and our new Medical Officer of Health, Dr. Ninh Tran. We've summarized our income and our expenditures on page 6 and the steps our programs are taking to restart their work serving the community and achieving our vision of healthy people in vibrant communities. Thank you for your shared commitment to communities that protect and promote exceptional health for everyone. With gratitude, Cynthia St. John, CEO 3 Page 48 of 56 4 Message 1111116�he Medi�Ca�� IIIIIU�i. uuu IIII uuu uum IIIIIIIIIIVVVVV uuu uum uuu uuuu scape 2022 was a memorable year for me both professionally and personally as I embarked on a new journey as Medical Officer of Health for Southwestern Public Health. I am grateful for the strong community leadership of my predecessor, Dr. Joyce Lock, particularly her work during two very difficult years of the pandemic. To date, I have enjoyed a warm welcome by the communities of Oxford County, Elgin County, and the City of St. Thomas, and it's been a great pleasure working with our amazing staff, leadership team and CEO, a supportive Board of Health, and great partners and residents. 2022 was the third year of the pandemic and defined by the Omicron strain, which completely changed the Covid land - The year started with one massive push for both immunizations and public health control measures to dampen the impact on the health care system. This was followed by a substantial transition to "living with Covid-19," and the long-awaited return of many of our critical public health programs that were on hold. The year ended with expanded access to anti -viral therapy, and the introduction of the "bivalent" Covid-19 vaccine — a vaccine product that included not only the original strain, but the omicron strain as well — offering better protection than the historically available monovalent product. The pandemic response carried into the fall as we experienced quite a challenging respiratory season with significant levels of Covid-19, influenza, and RSV season on top of other circulating infectious diseases. This is a particularly challenging situation when a population is behind in their routine vaccinations due to the pandemic. I anticipate high levels of respiratory illness to continue into the early part of 2023 when the cold and flu season finally slows and ends. None of the pandemic related work would have been possible without our remarkable and dedicated public health staff, and our steadfast Board of Health, municipal leaders and emer- gency response partners, regional hospitals and community health centres, primary care providers, area pharmacies, local businesses, and area school boards. As we approach 2023, 1 look forward to focusing on other critical public health issues, including the opioid crisis, climate change, and other health system initiatives. In the first half of 2023, SWPH will conduct a feasibility study for Consumption and Treatment Services to address the opioid crisis and then report back to the Board of Health and community on our findings. I look forward to further collaboration and partnership with the Elgin and Oxford Ontario Health Teams (OHT), and municipal, health care and education partners to restart paused initiatives and strategize new ones that will best address and respond to the unique needs of our local communities. Sincerely, Ninh Tran Medical Officer of Health uuu uum m I h uuu uuuu puuuuuyea puuuuu mmmm31, 2022 I IIRevenue City of St. Thomas Clinics PHAC Student Nutrition Total Revenue IIExpense Cost shared general programs and services Covid -19 100% Ministry funded programs Other programs & one time expenditures Total Expenses $922,650.00 $28,916.00 $1,187,287.00 $2,628,966.00 $128,942.00 $95,779.00 $20,516,291.00 $262,765.00 $165,597.00 $25,937,193.00 $14,934,278.00 $5,698,705.00 $921,194.00 $4,432,310.00 $25,986,487.00 The School Nutrition and Learning Program " is a funded partner of United Way Oxford. For our full 2022 Audited Financial Statements, visit our we site. 5 Page 49 of 56 6 So much of public health's routine work was put on hold during the bulk of the pandemic, as there were simply not enough employees to manage the complexity and volume of the Covid-19 response while offering our regular scope of services. This pause in service delivery was difficult for a passionate staff team committed to serving the community, and difficult for community members who depended on the services we deliver. Kudos to the staff who spent 2022 overseeing a backlog of work, while developing new ways of serving a community much changed since March 2020. 2022 uuu Vuum I m��ied I uuu puum uuu puum uuu puum uuu puum e a �Ii 100 ��m a "Iti�� o ��i a ��i a g e ��m e ��i ... re -imagining the classification schedule and how its design can compliment our work. We also increased our skills in Laserfiche and Laserfiche Forms to retain important records and automate work processes. We automated 39 processes in 2022, which is a 56% increase in the number of automated forms processes created in 2021. Page uuuuuuuuuu ��m a ��i e s o u ��Jonc e s ... ramping up our health and wellness supports for a team that navigated a lot of organized chaos as they lead the community throughout a pandemic not seen in a generation. We know that often their own health and well-being took a backseat during this time. We also turned our attention to strengthening our onboarding and recruitment processes by taking a deep dive into our software systems to ensure we were maximizing their capabilities. 0 ��Jona �1111111111111111111111 e a �Ii ... screening 4862 students in local schools, seeing 1073 local children through our Healthy Smiles Ontario clinics, and providing 336 seniors with a new patient exam through the Ontario Seniors Dental Care Program. uummmmimi mu umi mma uu S"t a ��i d a ��Jond s ... helping the organization plan programs and services to reflect the evolving needs of the residents of Oxford County, Elgin County, and the City of St. Thomas. ,,;;°Gill, Healthy Schools ... supporting students to form healthy relationships through programming such as Healthy Relationships Plus Program, Wellness Initiatives, and Curriculum Supports. In partnership with TVDSB and LDCSB, the Healthy Schools team supported students to understand, build and practice their skills relating to dealing with youth stress, exploring power imbalances in relationships, understanding the impact of substance use and how to help friends, knowing the early warning signs of dating violence, and taking responsibility for emotions. Page 5 uummmmmm 000uuouuume 100 umi mma ... emergency preparedness. Using the lessons learned from the Covid-19 pandemic response and some new resources from Public Health Ontario, we started updating our policies, procedures, and plans to ensure we're ready to respond to - and recovery from - the next emergency. G��1000W"f�ll & eve o ��;) ��m e ... connecting with families through home visits, targeted interventions, education and advocacy in collaboration with community partners to achieve optimal family health for those most vulnerable in our community. 10 Va cc ��i e ��Joneve ��i "'It a e s e a s e ... reviewing thousands of elementary and secondary school student vaccination records and issuing notices to parents about the need to update their vaccination records or book appointments to get up-to-date. The mainte- nance of up-to-date immunization records is required for students in Ontario is legislated in the Immunization for Pupils Act. Our team also visited 100 health care provider offices and pharmacies to ensure they met criteria for stor- ing publicly funded vaccines. This activity supports adherence to best practice require- ments for health care providers storing and handling publicly funded vaccine to protect vaccine safety and efficacy. C ov'i�� d 19 Vacci�� 0��l ... our focus remained on vaccinating those who had not yet been vaccinat- ed (such as infants and young children) and those who needed further vaccine to prevent them from new strains of the virus (introduction of the bivalent vaccine). In total, Southwestern Public supported a grand total of 411, 291 doses of Covid-19 vaccine in 2022. Page 52 of 56 Sex u a �1111111111111111111111 e a "'It �Ii In 2022, we turned our attention back to our roots in harm reduction, STI and pregnancy prevention, STI case and contact management, clinical services, and community outreach and partnerships. We were able to focus on community nalox- one training and harm reduction supports in the community. We continued to work with our community partners by offering services and education through outreach and consultations. ��i "Ife c""t 0 U s mmmI sea ses Is ... outbreak investigations in long-term care homes, retirement homes and congregate living settings such as group homes and shelters. Staff in these settings were invited to participate in a virtual workshop series in the fall to prepare them for the winter respiratory season. Covid-19 continued to dominate the infectious disease work of infection prevention and control. Surveil- lance and investigation of other communicable diseases and infections increased as restric- tions eased and travel resumed. IV 12 mmmm i I muoi 100 uummmilsea se & 100eveumi mmi o ��i ... to supporting our residents to quit smoking and re -connected with our community partners around important issues such as poverty, food security, and substance use. ��l v o ��i ��m e ��i "'It a e a "'It �Ii ... prioritizing the inspection of facilities that had not been visited as frequently during the heightened months of the pandemic. The rabies program experienced a 10% increase in animal exposure reports requiring investigation. There were also notable increases in the number of people wishing to run food -related businesses out of their homes requiring applica- tion of the Food Premises Regulation and an increase in the number of special events taking place in our jurisdiction. Finally, our team had the opportunity to share the Walnut Manor investigation experience at the National CIPHI Conference, the APSHIO conference, and to the Ontario Fire Marshall. Page June 29, 2023 Hon. Stephen Lecce Minister of Education Via email RE: recommendation for amendment to the current regulations for licensed home -based childcare operators to increase allowable spaces. Dear Minister Lecce, During the June 26, 2023 regular meeting of council, council in response to recent publicly raised concern heard a report from staff in relation to the above, with the following resolution passed: Moved: Liz Welsh Seconded: Chad Hyatt WHEREAS in response the Petrolia Childcare Advocacy Group's recent delegation to Council where they identified a shortage of child care spaces in the Town of Petrolia; and WHEREAS through additional research undertaken by the Town Staff, and in consultation with the County of Lambton Social Services, it has been further identified that there is an extreme shortage of child care spaces not only across the County but the Province as a whole; and WHEREAS in response to the identified need the County hosted a community information night to educate members of the public who may be able to offer a licensed home -based child care service; NOW THEREFORE the Council of the Town of Petrolia recommends to the Hon. Stephen Lecce, Minister of Education, that in time for the 2023 school year amendment to the current regulations be made to allow licensed home -based child care operators the ability to provide two (2) before and after school care spaces to school aged children, in addition the permitted six (6) full time child care spaces; and THAT in an effort to attract and retain qualified early childhood educators, the Minister of Education, review the current wage bracket for early childhood educators with implementation of an increase to wages to align with the services provided, and THAT the province provides more capital based funding sources for the construction of new centre - based facilities; and THAT the province considers increasing the current goal of thirty-three percent (33%) access ratio, to align better with the current provincial situation and anticipated population growth over the next ten (10) years, and THAT these items be considered sooner rather than later, to assist in remedying the critical child care shortage experienced in Petrolia, Lambton, and across the province; and i IIIII I Phone: (519)882-2350 • Fax: (519)882-3373 *Theatre: (800)717-7694 411 Greenfield Street, Petrolia, ON, NON IRO a PETk(iIA www.town.petrolia.on.ca ;Fe,.�r��a',r THAT this recommendation be forwarded to Hon. Doug Ford, Premier of Ontario I Hon. Michael Parsa, Minister of Children, Community & Social Services I Mr. Bob Bailey, MPP of Sarnia-Lambton I Hon. Monte McNaughton, MPP of Lambton-Kent-Middlesex I Mr. Kevin Marriott, Warden of Lambton County Municipalities of Ontario; Kind regards, Mandi Pearson Clerk/Operations Clerk cc: ('arrion rl Hon. Doug Ford, Premier of Ontario 1, Ep. rti..ier@,: _o„njarjo.c� I Hon. Michael Parsa, Minister of Children, Community & Social Services ..MJchraeL...II. a.r. ac.2Cg�ic;._r21 .rig Mr. Bob Bailey, MPP of Sarnia-Lambton Lac�La.La„i„Ir y�lc.r„I„.rig Hon. Monte McNaughton, MPP of Lambton-Kent- Middlesex..Mo~rte IM c.I . g!,rt2„ircr i c.pl_D_.p[g I Mr. Kevin Marriott, Warden of Lambton County Mrirtr .IM1cI„uglrtrircr"„ic.r„I„.r„i g I Municipalities of Ontario Phone: (519)882-2350 • Fax: (519)882-3373 *Theatre: (800)717-7694 411 Greenfield Street, Petrolia, ON, NON 1R0 www.town.petrolia.on.ca l-'e, COUNTY OF ELGIN By -Law No. 23-32 "A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AT THE JULY 11, 2023 MEETING" WHEREAS, pursuant to Section 5.1 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, the powers of a municipality shall be exercised by its Council; AND WHEREAS pursuant to Section 5.3 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, the powers of every Council shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Municipal Council of the Corporation of the County of Elgin at this meeting be confirmed and adopted by by-law. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: THAT the actions of the Municipal Council of the Corporation of the County of Elgin, in respect of each recommendation contained in the reports and each motion and resolution passed and other action taken by the Municipal Council of the Corporation of the County of Elgin, at its meeting held on July 11, 2023 be hereby adopted and confirmed as if all such proceedings were expressly embodied in this by-law. 2. THAT the Warden and appropriate officials of the Corporation of the County of Elgin are hereby authorized and directed to do all things necessary to give effect to the actions of the Municipal Council of the Corporation of the County of Elgin referred to in the preceding section hereof. 3. THAT the Warden and the Chief Administrative Officer, or alternate, are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of the Corporation of the County of Elgin. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11T" DAY OF J U LY, 2023. Don Shropshire, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. Page 56 of 56