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19 - September 12, 2023 County Council Agenda Package1. 2. 3. 4. 5. 6. w '„w�mAw7lffJJ1,, r W�'%�^,F 1 Il$ 1WiiuAnlf Elgin County Council Regular Council Meeting ORDERS OF THE DAY Tuesday, September 12, 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 CALL TO ORDER ADOPTION OF MINUTES 3 DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS COMMITTEE OF THE WHOLE REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden Ketchabaw - Warden's Activity Report August 2023 9 6.2 Acting Manager of Planning - Town of Aylmer Official Plan Amendment 15 No. 24, 245 and 249 John Street South, Aylmer 6.3 Acting Manager of Planning - Redline Revision, Creek's Edge 27 Subdivision, Municipality of West Elgin, County of Elgin 6.4 Manager of Procurement & Risk - Procurement Activity Report Q2 (April 31 1, 2023 to June 30, 2023) 6.5 Manager of Economic Development, Tourism and Strategic Initiatives - 35 Request for Support - Fanshawe Corporate Training Solutions (CTS) 6.6 Director of Homes and Seniors Services - Homes - Pharmacy Services 41 6.7 Director of Homes and Seniors Services - Meals on Wheels Agreement 46 Elgin/VON 6.8 Director of Homes and Seniors Services - Revised HR Policy 8.60: 60 Asbestos in Buildings 6.9 Manager of Corporate Facilities - Terrace Lodge Asbestos Abatement - 77 Tender Award 6.10 Acting Director of Engineering Services - Environmental Assessment - 81 Highway 3 and 4 Widening and Talbotville Bypass 6.11 Manager of Administrative Services/Deputy Clerk - December 2023 113 Council Meeting Schedule Amendment 6.12 Chief Administrative Officer/Clerk - Physician Recruitment 115 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.2 Items for Information (Consent Agenda) 7.2.1 Resolution from the Township of Malahide regarding road safety 128 concerns on Imperial Road between Glencolin Line and College Line 7.2.2 Resolution of the Municipality of Bayham regarding dangerous 129 driving on Plank Road, Eden 7.2.3 Association of Municipalities Ontario 2022 Annual Report 131 7.2.4 Quad County Support Services Summer Newsletter 162 7.2.5 Letter from OPP Municipal Policing Bureau regarding the 167 distribution of police record check revenue to municipalities 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members 8.2 Notice of Motion 8.3 Matters of Urgency 9. CLOSED MEETING ITEMS 9.1 Closed Meeting Minutes - August 8, 2023 9.2 Director of Legal Services - Advice - Facilities Municipal Act Section 239 (2) (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose. 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. 23-36 Confirmation 169 13. ADJOURNMENT Page 2 of 169 ru��yyii„ I:I11rJILl[K01I1Ll11WK61001LINII MINUTES August 8, 2023, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Ed Ketchabaw Deputy Warden Grant Jones Councillor Dominique Giguere Councillor Mark Widner Councillor Jack Couckuyt Councillor Todd Noble Councillor Mike Hentz Councillor Richard Leatham Members Absent: Councillor Andrew Sloan Staff Present: Don Shropshire, Chief Administrative Officer/Clerk Brian Masschaele, Director of Community & Cultural Services Jennifer Ford, Director of Financial Services/Treasurer Nicholas Loeb, Director of Legal Services Stephen Gibson, General Counsel Peter Dutchak, Acting Director of Engineering Services Jenna Fentie, Manager of Administrative Services/Deputy Clerk Paul Hicks, Acting Manager of Planning (virtual) Ryan Terpstra, Manager of Corporate Facilities Stefanie Heide, Legislative Services Coordinator CALL TO ORDER The meeting was called to order at 9:00 a.m. with Warden Ketchabaw in the Chair. 2. ADOPTION OF MINUTES Moved by: Councillor Leatham Seconded by: Councillor Noble RESOLVED THAT the minutes of the meeting held on July 25, 2023 be adopted. Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS None. 5. COMMITTEE OF THE WHOLE Moved by: Deputy Warden Jones Seconded by: Councillor Hentz Page 3 of 169 RESOLVED THAT we do now move into the Committee of the Whole Council. Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden Ketchabaw - Warden's Activity Report July 2023 Warden Ketchabaw presented the report detailing his activities for the month of July 2023. Warden Ketchabaw noted that he also attended the Rodney Canada Day celebrations. Moved by: Councillor Noble Seconded by: Councillor Widner RESOLVED THAT the report titled "Warden's Activity Report July 2023" dated July 31, 2023 from Warden Ketchabaw be received and filed. Motion Carried. 6.2 Acting Manager of Planning -Township of Malahide Official Plan Amendment No. 22, Part of Lot 21, Concession 3 South, Part 1 of Registered Plan 11 R-10194, Geographic Township of Malahide, 50896 Vienna Line The Acting Manager of Planning presented the report that provides County Council with the required information in order to consider approving Official Plan Amendment No. 22 to the Official Plan of the Township of Malahide. Moved by: Councillor Giguere Seconded by: Councillor Noble RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 22 to the Official Plan of the Township of Malahide, File No. MA OPA 2-23; and THAT staff be directed to provide notice of this decision in accordance with the requirements of the Planning Act. Motion Carried. 6.3 Acting Manager of Planning - Municipality of Bayham Official Plan Amendment No. 33, Part of Lots 10 and 11, Concession 2 Municipality of Bayham, 55106 Vienna Line The Acting Manager of Planning presented the report that provides County Council with the required information in order to consider approving Official Plan Amendment No. 33 to the Official Plan of the Municipality of Bayham. Moved by: Councillor Noble Seconded by: Councillor Hentz RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 33 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. Motion Carried. 6.4 Director of Legal Services - Addendum to Population, Housing and Employment Forecasts and Associated Land Need Analysis Page 4 of 169 The Director of Legal Services presented the report seeking authorization to expend approximately $18,000.00 plus disbursements and applicable taxes to single source an addendum to the Hemson Consulting Ltd. report titled "Population, Housing and Employment Forecasts and Associated Land Needs Analysis" for the purposes of updating the report to include projections associated with the proposed industrial development recently announced by the Federal and Provincial governments. Moved by: Councillor Giguere Seconded by: Deputy Warden Jones RESOLVED THAT the report titled "Addendum to Population, Housing and Employment Forecasts and Associated Land Needs Analysis" dated August 1, 2023 from the Director of Legal Services be received and filed; and THAT the Council of the Corporation of the County of Elgin approve an expenditure of $18,000.00 plus taxes and disbursements for Hemson Consulting Ltd. to provide an addendum to its final report dated November 23, 2022 titled "Population, Housing and Employment Forecasts and Associated Land Needs Analysis" as a single sourced proposal (the "Addendum"); and THAT the Council of the Corporation of the County of Elgin authorize the Warden and Chief Administrative Officer to execute any agreement or amending agreement necessary to give effect to the Addendum. Motion Carried. 6.5 Manager of Corporate Facilities - Progress Update - Administration Building - Accessibility Elevator Addition The Manager of Corporate Facilities presented the report that provides County Council with an update on the status of the Administration Building Elevator Addition Project. Moved by: Councillor Hentz Seconded by: Councillor Leatham RESOLVED THAT the report titled "Progress Update - Administration Building Accessibility Elevator Addition" dated July 24, 2023 from the Manager of Corporate Facilities be received and filed. Motion Carried. 6.6 General Counsel - County Roads Maintenance Agreement (2023) The General Counsel presented the report that informs Council that consensus was reached with Elgin's Local Municipal Partners as to the form and content of a new County Roads Maintenance Agreement, that seeks Council's direction to prepare and present Agreements of such form and content to each Local Municipal Partner, and that Council authorize the execution of the Agreements by the Warden and Chief Administrative Officer. Moved by: Deputy Warden Jones Seconded by: Councillor Widner RESOLVED THAT the report titled "County Roads Maintenance Agreement (2023)" dated July 27, 2023 from the General Counsel be received and filed; and THAT County Council approve the County Roads Maintenance Agreement attached as Schedule "A" to the report titled "County Roads Maintenance Agreement (2023)" as the format for a new County Roads Maintenance Agreements with Elgin's Local Municipal Partners; and Page 5 of 169 THAT County Council direct staff to prepare and present draft County Roads Maintenance Agreements based upon the said approved format to each of Elgin's Local Municipal Partners; and THAT County Council authorize the Warden and Chief Administrative Officer to execute all County Road Maintenance Agreements prepared and presented in accordance with Recommendation 3 above on behalf of the Corporation of the County of Elgin. 6.7 Acting Director of Engineering Services - Road Maintenance Allocations The Acting Director of Engineering Services presented the report seeking Council's approval for new road maintenance allocations. Moved by: Councillor Leatham Seconded by: Councillor Hentz RESOLVED THAT the report titled "Road Maintenance Allocations" dated July 25, 2023 from the Acting Director of Engineering Services be received and filed; and THAT new road maintenance allocation rates and resulting annual allocation funding as recommended in the report be utilized for the Road Maintenance Agreement effective January 1, 2023. Motion Carried. 6.8 Director of Community and Cultural Services - Installation of Photographs and Plaques in County Council Chambers and Entrance to Elgin County Administration Building The Director of Community and Cultural Services presented the report seeking Council's approval for the reinstallation of photographs and plaques in the Council Chambers and in the Administration Building entrance. Moved by: Councillor Leatham Seconded by: Deputy Warden Jones RESOLVED THAT County Council approve of the installation of photographs and plaques in Elgin County Council Chambers and in the entrance to the Elgin County Administration Building subject to the plan laid out in the report titled "Installation of Photographs and Plaques in County Council Chambers and Entrance to the Elgin County Administration Building" dated July 28, 2023 from the Director of Community and Cultural Services; and THAT staff be directed to hang the portrait of Queen Elizabeth II until the portrait of King Charles III is received. Motion Carried. 6.9 Director of Financial Services/Treasurer - 1st Quarter Operating Financial Report The Director of Financial Services presented the report that provides a summary of departmental performance for the months of January through March of 2023. Moved by: Councillor Noble Seconded by: Councillor Hentz RESOLVED THAT the report titled "1st Quarter Operating Financial Report" dated August 1, 2023 from the Director of Financial Services/Treasurer be received and filed for Council information. Page 6 of 169 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 Widner RESOLVED THAT Correspondence Item 7.2.1 be received and filed for information. Motion Carried. 7.2.1 Letter and 2023 Annual Report from Victorian Order of Nurses for Canada (VON) Middlesex -Elgin 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members None. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. CLOSED MEETING ITEMS Moved by: Councillor Giguere Seconded by: Councillor Leatham 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 Meetinq Item #1 - Closed Meetinq Minutes - July 25, 2023 Closed Meetinq Item #2 - Road User Agreement Negotiations (verbal) (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose; 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. Motion Carried. 9.1 Closed Meeting Minutes - July 25, 2023 9.2 Director of Legal Services - Road User Agreement Negotiations (verbal) 10. MOTION TO RISE AND REPORT Moved by: Councillor Noble Seconded by: Deputy Warden Jones RESOLVED THAT we do now rise and report. Motion Carried. 5 Page 7 of 169 Closed Meeting Item #1 - Closed Meeting Minutes - July 25, 2023 Moved by: Councillor Hentz Seconded by: Councillor Giguere RESOLVED THAT the Closed Meeting Minutes from the July 25, 2023 meeting be adopted as amended. Motion Carried. Closed Meeting Item #2 - Road User Agreement Negotiations (verbal) Moved by: Councillor Noble Seconded by: Deputy Warden Jones RESOLVED THAT the confidential verbal report from the Director of Legal Services be received for information; and THAT staff proceed as directed. Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Noble Seconded by: Councillor Couckuyt 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. 23-35 BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the August 8, 2023 Meeting. Moved by: Councillor Noble Seconded by: Councillor Hentz RESOLVED THAT By -Law No. 23-35 be now read a first, second, and third time and finally passed. Motion Carried. 13. ADJOURNMENT Moved by: Councillor Widner Seconded by: Councillor Leatham RESOLVED THAT we do now adjourn at 9:54 a.m. to meet again on September 12, 2023 at 9:00 a.m. Motion Carried. Don Shropshire, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. 6 Page 8 of 169 . .. .Progfressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Ed Ketchabaw, Warden DATE: September 12, 2023 SUBJECT: Warden's Activity Report August 2023 THAT the report titled "Warden's Activity Report August 2023" dated September 12, 2023 from Warden Ketchabaw be received and filed. 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 August 2023 as Elgin County Warden. DISCUSSION: Association of Municipalities Ontario (AMO) Conference In August, along with other members of County Council, I attended the Association of Municipalities Ontario (AMO) Conference in London. As part of the Western Ontario Wardens Caucus (WOWC), I was able to participate in delegations with provincial representatives to advocate for WOWC's key priorities for 2023-2024. A photo and media release issued by WOWC is attached. I also had the opportunity, along with Deputy Warden Jones and Councillor Hentz, to provide a delegation to Minister Calandra, Minister of Long -Term Care to urge the Ministry to reconsider the County's eligibility for Construction Funding Subsidy Top -Up for the Terrace Lodge Redevelopment Project. As members of the Board of Directors for the South Central Ontario Region Economic Development Corporation (SCOR EDC), Councillor Noble and I had the opportunity to attend delegations with the Liberal Caucus, NDP Caucus, the Green Party, with the Ministries of Colleges and Universities, OMAFRA, Transportation, Infrastructure, Education, and Energy. The general overview of issues presented include: (Education) Rural School Planning and Investments in Rural Schools; (Colleges and Universities) Micro -credentials and Investments in Satellite Campuses; (OMAFRA) Agricultural lands and land use planning — severances, and Drainage; (Transportation) Community Page 9 of 169 K Transportation and Short -line Rail; and (Energy) Aligning priorities with policies — Leave to Construct $2 million Threshold Review. Warden's Charity Golf Tournament On August 31, 2023, the Warden's Charity Golf Tournament was held at the St. Thomas Golf and Country Club. This year, the tournament helped raise much needed funds for the following organizations: Community Living Elgin (Aylmer), The Family Central, Quad County Support Services, and the West Elgin Community Health Centre (Systems Navigation Program). I am proud to say that the tournament raised a total of $19,000 with $4,750 going to each organization. Events/Meetings Attended by Warden: August 2023: • Terrace Lodge Redevelopment Steering Committee Meeting (August 1, 2023) • CTV Interview — Amazon (August 2, 2023) • Human Resources Committee Meetings (August 3 and 18, 2023) • BeachFest in Port Burwell (August 6, 2023) • County Council Meeting (August 8, 2023) • Elgin County Pride Week Flag Raising (August 8, 2023) • Elgin County Executive Leadership Team Meeting (August 8, 2023) • Retirement Party for Elgin County's General Counsel Steve Gibson (August 10, 2023) • Aylmer Fair Opening Ceremonies (August 11, 2023) • Pride in the Park, Pinefore Park (August 12, 2023) • SCOR EDC Pre-AMO Conference Meeting (August 14, 2023) • Pre-AMO Long Term Care Delegation Preparation (August 18, 2023) • Rural Initiatives and Planning Advisory Committee Meeting (August 18, 2023) • Association of Municipalities Ontario Conference — attended/participated in 9 delegations (Elgin, WOWC, and SCOR) to various ministries and opposition parties (August 20-23, 2023) • SCOR EDC Post AMO Conference Debrief (August 24, 2023) • Straffordville Watermelon Fest (August 26, 2023) • Shedden Fair (August 26, 2023) • Great Lakes Farms Ribbon Cutting Ceremony (August 26, 2023) • Elgin County Warden's Charity Golf Tournament (August 31, 2023) Looking Ahead: National Day for Truth and Reconciliation The National Day for Truth and Reconciliation is Saturday, September 30, 2023. To mark this occasion and to align with past County practices, a flag raising will be held on Friday, September 29, 2023 at 8:30 a.m. at the Elgin County Heritage Centre. All attendees are invited to wear orange shirts to raise awareness of the individual, family Page 10 of 169 K and community intergenerational impacts of residential schools, and to acknowledge that "Every Child Matters". FINANCIAL IMPLICATIONS: 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 programs and services ® Exploring different ® Fostering a healthY now and in the future. ways of addressing community need. ® Engaging with our community and other stakeholders. environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: ® 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 during the rest of my term as Warden. All of which is Respectfully Submitted Warden Ed Ketchabaw Page 11 of 169 Media Release FOR IMMEDIATE RELEASE -August 23, 2023 WOWC builds on municipal -provincial collaboration and regional advocacy at AMO 2023 London, Ontario —The Western Ontario Wardens' Caucus (WOWC) continued to build on its meaningful and critical partnerships with representatives of the Province of Ontario, during the Association of Municipalities of Ontario (AMO) 2023 Conference from August 20 to 23, 2023. The WOWC advocated strongly for its three priorities through a series of constructive delegations with Provincial Ministers as well as the Opposition Parties. The WOWC's key priorities for the 2023-2024 year are: 1) Housing: Request for a definition regarding the government's commitment to "keep municipalities whole" regarding impacts to our ability to fund housing enabling infrastructure because of Bill 23. 2) Workforce to Support Economic Growth: For the Ontario Innovation Nominee Program to include the in -demand occupations in Western Ontario for motor vehicle and transit drivers, cleaners, and retail salespersons. 3) Mental Health, Addictions, and Homelessness: Dedicated rural funding through the Homelessness Prevention Program (HPP) and request for permanent funding of the Mobile Crisis Response Team (MCRT). "Our delegations with provincial representatives were very well received, and the Wardens emphasized the unique needs of our rural and small urban communities across Western Ontario," stated WOWC Chair Glen McNeil. "Our research and statistics regarding the priorities are clear and well -researched, and allowed us to provide recommendations to the government on the supports required —whether financial or otherwise — that differ greatly from those of our urban counterparts." In preparation for the conference, WOWC members worked collaboratively with regional MPPs and senior Provincial staff in providing briefings, research, and recommendations regarding these priority Page 12 of 169 issues. To learn more about the WOWC's priorities, research, and recommendations, and view the briefing materials used for the AMO 2023 Conference, please visit www.wowc.ca. Representatives at the WOWC's delegation with the government included Hon. Steve Clark, Minister of Municipal Affairs and Housing; Hon. Michael Kerzner, Solicitor General; and Hon. Michael Tibollo Associate Minister of Mental Health and Addictions. The WOWC also met separately with MPP Marit Stiles, Leader of the Ontario NDP and the Official Opposition; MPP John Fraser, Interim Leader of the Ontario Liberal Party; and MPP Mike Schreiner, Leader of the Green Party of Ontario. "We remain steadfast in our approach and confident that the WOWC's research and recommendations can serve as a model for the entire province," added WOWC Vice -Chair Wade Mills. "The WOWC appreciates our provincial partners' willingness to hear our perspectives and our concerns, and we look forward to meaningful change in the coming months — and rest assured that we will continue advocating on behalf of rural Western Ontario to ensure our region and our residents receive the support and recognition they require and deserve." About The Western Ontario Wardens' Caucus (WOWC) is a not -for -profit organization representing 15 upper and single -tier municipalities in Southwestern Ontario, representing more than 1.5 million residents. The WOWC aims to enhance the prosperity and overall wellbeing of rural and small urban communities across the region. Caucus members work collectively to influence federal and provincial legislation and programs through advocacy, research, analysis, and education. For more information, visit -30- Media Contact Kate Burns Gallagher, Executive Director Justin Bromberg, Manager of Government Relations T: 519-495-6059 E: kate@wowc.ca Justin@wowc.ca Page 13 of 169 Photo Information From Left To Right Mayor Jim Ginn, Central Huron, Chair WOWC Economic Development Committee Warden Andy Lennox, Wellington County Hon. Michael Kerzner, Solicitor General Hon. Steve Clark, Minister of Municipal Affairs and Housing Warden Glen McNeil, Huron County, Chair Western Ontario Wardens Caucus Warden Wade Mills, Dufferin County, Vice Chair Western Ontario Wardens Caucus Mayor Amy Martin, Norfolk County Warden Chris Peabody, Bruce County Warden Kevin Mariott, Lambton County Hon. Michael Tibollo, Associate Minister of Mental Health and Addictions Warden Cathy Burghardt-Jesson, Middlesex County Warden Marcus Ryan, Oxford County Warden Ed Ketchabaw, Elgin County Warden Rhonda Ehgoetz, Perth County Page 14 of 169 .� =.. .Progfressive by Nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Paul Hicks, Acting Manager of Planning DATE: September 12, 2023 SUBJECT: Town of Aylmer Official Plan Amendment No. 24, 245 and 249 John Street South, Aylmer. Applicant: CJDL Engineering Ltd. Owner: P&O Unger Property Corp. Municipality: Town of Aylmer File No.: AY OPA 23-03 1. THAT the Council of the Corporation of the County of Elgin approve Official Plan Amendment No. 24 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 24 (OPA No. 24) 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. 24 was adopted by Aylmer Council on August 9, 2023 (By-law No. 51-23). The purpose of the amendment is to change the land use designation on the subject lands from `Low Density Residential' to `Medium Density Residential' to permit the lands to be used for multifamily dwellings namely townhouses. Page 15 of 169 K 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 and no comments or objections to the proposed amendment were received. A public meeting required under the Planning Act was subsequently held prior to Municipal Council's adoption of OPA No. 24 and no member of the public were present (aside from the property owner's agent) to make any representations before Council. 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 and County Staff are satisfied that the OPA meets all policy and regulatory requirements. Further staff note that the proposed amendment has the support of both Aylmer Staff and Council. FINANCIAL IMPLICATIONS: There are no identified direct financial implications to the County with respect to the approval of the proposal. 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. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. and agricultural growth. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: This amendment will directly impact the Town of Aylmer. infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. Page 16 of 169 K COMMUNICATION REQUIREMENTS: 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. 24 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 17 of 169 - -� 7 - DocuSign Envelope ID. 5E Ab466 -D737-43A4-ACA6-5E39598567E5 AMENDMENT NO. 24 — DocuSigned by: G) TO THE OFRUAL PLAN FOR THE CORPORATVON OF THE TOWN OF AYLMER (245 and 249 John Street South, Aylmer ON) Page 18 of 169 - -� 7 - DocuSign Envelope ID. 5E Ab466 -D737-43A4-ACA6-5E39598567E5 THE APPROVAL PAGE 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. 24 to the Official Plan for the Town of Aylmer. MW Page 19 of 169 DocuSign Envelope ID. 75EAD466-D737-43A4-ACA6-5E39598567E5 AMENDMENT NO. 24 TO THE OFFICIAL PLAN FOR THE CORPORATION OF THE TOWN OF AYLMER Page BY --LAW INO.51-23: ADOPTION BY-LAW FOR OFFICIAL PLAN AIWENDIVIENT NO. 24 rr CERTIFICATION THAT DOCCUIVIEINT IS A TRUE COPY III CERTIFICATION OF COIVIPLIA NCE WITH PUBLIC IINVOLVEIVIEINT A ND (NOTICE REQUIREIVIEINT s rrr THE CONSTITUTIONAL ,STATEIVIEINT Iv PART A - THE PREAMBLE 1.0 PURPOSE 2.0 LOCATION 3.0 BASIS PART E -THE AMENDMENT 1.0 DETAILS OF THE AMENDMENT 2.0 INTERPRETATION 3.0 IMPLEMENTATION 2 2 2 Page 20 of 169 7 - DocuSign Envelope ID. 5E Ab466 -D737-43A4-ACA6-5E39598567E5 CORPORATION OF THE TOWN OF AYLMER BY-LAW NUMBER NO. 51-23 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. 24 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. 24 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 ADOPTED THIS 9th DAY OF /kugust 12023. —100CUSigne,J by, (h ' wkq May6� — D.-Shg"" by: (Corporate Seal) Ter Certified that the above is a TRUE COPY of By -Law No. 51-23 enacted and adopted by the Council of the Town of Aylmer on the 9th day of August 2023. by: — D �Sqoed by (7 Page 21 of 169 - -� 7 - DocuSign Envelope ID. 5E Ab466 -D737-43A4-ACA6-5E39598567E5 CERTIFICATION THAT DOCUMENT IS A TRUE COPY I hereby CERTIFY that the enclosed document is a TRUE COPY of the Official Plan Amendment No. 24 for the Town of Aylmer as approved by the County of Elgin on the day of 1 2023. DomiSignod by: DocuSigned by! Mayor � IDocu ignied by: )OScf;ti& F. (Corporate) (Seal) erk PUBLIC INVOLVEMENT AND NOTICE REQUIREMENTS 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 P LanninqAct R.S.O. 1990 c. P. 13, and the giving of notice as set out in Subsection 17(17) of the c. P. 13, have been complied with. —DocuSigned by: j6s� 6i& (Corporate 5f',"'MMTft4tF .............(Sean; Doc4igned by: Page 22 of 169 - -� 7 - DocuSign Envelope ID. 5E Ab466 -D737-43A4-ACA6-5E39598567E5 PART A - THE PREAMBLE does not constitute part of this Amendment PART B - THE AMENDMENT consisting of the following text and map (Schedule "A") constitutes Amendment No. 24 to the Official Plan for the Town of Aylmer. Page 23 of 169 _ - � � 000uS�n Envelope ID. 7nEAo400 o737-43A4+AcA6-5E39598567E5 PART A - THE PREAMBLE 1.0 PURPOSE The purpose of this Amendment is to redesignate the eubJect lands from Low Density Residential to Medium Density Residential to permit multiple dweUinge, specifically townhouse units. 20 LOCATIONL The eubJeot lands are located on the east side of John Street South, comprising Part of Block 1.Fand GEast ofJohn Street Plan 74(being Part 1 onRP11R-BS4S)and known municipally ae245and 24SJohn Street South inthe Town ofAylmer. 3.0 BASIS EL!2�� The subject lands are currently vacant. The former uses of the lands were commercia|, specifically a convenience store and|aundromat. 9=22tLl� The applicant proposes to construct fourteen (14) townhouse dwelling units on the subject lands. The subject lands are currently designated Low Density Residential in the Official Plan which permits a maximum of 15 units per gross hectare. The proposed development will have a density of2B units per gross hectare. Medium Density Residential Areas are not to exceed 40 units per gross hectare. Aewell, the Low -Density Residential designation permits single deteched, eemi-detaohed, dup|am, converted dwellings and additional residential units. An amendment to the Zoning By -Law 59-99 to change the zoning of the subject lands from Residential Type 2 Special Provision 6 (R2-6) to Residential Multiple Second Density Special Provision 11 (RM2-11) iabeing addressed concurrently and will implement this Official Plan Amendment upon its approval. Neighbouring land uses are characterized by low and medium residential in all directions. The proposal represents residential intensification and will be compatible with neighbouring land uses. No significant increases in traffic on John Street South are anticipated aethe former uses ofthe lands were commercial. Page 24 of 169 _ - � � 000uS�n Envelope ID. 7nEAo400 o737-43A4+AcA6-5E39598567E5 PART B -THE AMENDMENT All ofthis part ofthe document entitled Part B The Amendment, consisting ofthe following text and map (Schedule "A") constitutes Amendment No. 24 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 ohamgingthedeeignationofthoae|amdedeeohbedon8ohedu|e'A'attaohedhereto from 'Low Density Residential' to'Medium Density Reeidential' 2.0 INTERPRETATION The interpretation of this Amendment shall be in accordance with the respective policies of the Town of Aylmer Official Plan. 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 ofAylmer. Page 25 of 169 DocuSign Envelope ID: 75EAD466-D737-43A4-ACA6-5E39598567E5 CERTIFIED TRUE COPY DocuSigned DEPUTY ��.FTOWN OF AYLMER W August 22, 2023 D,Sign E-1.p. ID: 3A67E6OF-3E35-4F7D-9544-6C3C84791 BD8 Lands to be designated Medium Density Residential This is Schedule "A" to By-law No. 51-23 Date of adoption is August 9, 2023 08 �gd by. 0 ... S,g.ed by: MAYOR CLERK TOWN OF AYLMER Official Plan 171111 OPA 03-23 Schedule Qo 5 10 20 , Page 26 of 169 '.Progfressive by Nature ... RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Paul Hicks, Acting Manager of Planning DATE: September 12, 2023 SUBJECT: Redline Revision, Creek's Edge Subdivision, Municipality of West Elgin, County of Elgin Applicant: Strik Baldinelli Moniz Owner: Marsh Line Developments File No.: 34T-WE89007 THAT the Council of the Corporation of the County of Elgin grants approval to a revised Draft Plan of Subdivision, as prepared by Strik Baldinelli Moniz, and dated June 28, 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. 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 draft approval by the Ministry of Municipal Affairs & Housing in 1990 but never proceeded to final approval. As was standard practice at the time, no lapsing date on the approval was given by the Ministry, and as such, the 1990 draft approval is still valid. Since the original approval was given, new owners have acquired the property and are in the process reviving the plan and moving towards final approval. Part of this process required revising the draft approved plan in order to bring it into compliance with current engineering and design standards. As such, the applicants have submitted a revised `red lined' draft plan for County Council's consideration. The proposed redline revision will result in a change to the size of the stormwater management block and slight adjustments to road locations and lot sizing. No changes to the number of lots are proposed and the revisions will maintain the original Page 27 of 169 K 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. County staff 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 West 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 staff at the Municipality of West 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 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. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: This will directly impact the Municipality of West Elgin. infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. Page 28 of 169 K 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. CONCLUSION: Based on the above analysis it is recommended that County Council grant approval to the revised Draft Plan of Subdivision, as prepared by Strik Baldinelli Moniz and June 28, 2023, as the proposal: • is consistent with the Provincial Policy Statement; • conforms to the County of Elgin, and Municipality of West Elgin Official Plans; and • constitutes good planning. All of which is Respectfully Submitted Paul Hicks Acting Manager of Planning Approved for Submission Don Shropshire Interim Chief Administrative Officer Page 29 of 169 o Z M w ° ziw :`s z� m� c 02, NEL u p o a Q z oN NN CR- `oZuiLLO 0 ¢U z2-0 z�� 8 S Z o d m U� g� �cn o $ J m� UU ff z 0�9 ® U W 4 5 ° W (n Un b z tLi W 2�t g Q m q Z Z �I w Ilw w i 3 - -- s Mte� o�.r �osz aoo'at 90�.� I li W m s e a a I e s s ss , — = I s o s - 9 a rc I zo w� O� a of J "rc N � A �� \ .s ��_ Boss, �_ I• � o III Q N rc N U I — — Ix r 00 ,- �s � s _�. 1 m _ ` nl J mos�� s«.. 1 �I II J r �oa — —-— o � �. nor. P000a o, s p 1 REPORT TO COUNTY COUNCIL r w,..........11i1f, FROM: Mike Hoogstra, Manager of Procurement & Risk DATE: August 21, 2023 Pr ofressive by Nature SUBJECT: Procurement Activity Report Q2 (April 1, 2023 to June 30, 2023) RECOMMENDATION: THAT the August 21, 2023 report titled, Procurement Activity Report Q2 (April 1, 2023 to June 30, 2023), submitted by the Manager of Procurement & Risk, be received and filed for information. INTRODUCTION: The County's Procurement Policy requires that an information report containing the details relevant to the exercise of delegated authority for all contracts awarded that exceed $15,000, including amendments and renewals, be prepared and reported to Council on a quarterly basis. This report covers the period from April 1, 2023 to June 30, 2023. DISCUSSION: The Council of the Corporation of the County of Elgin delegated authority to the Directors to award contracts as follows: Value Report Status Greater than $15,000 but less than $250,000 No report to Council required if within approved budget Council also approved that an information report would be brought forward containing details of the award of contracts including amendments and renewals. The detailed report of the award of contracts is attached as Appendix A. FINANCIAL IMPLICATIONS: Prior to contract and purchase order approval, confirmation is made to ensure that the appropriate funds are available in the approved budget. Page 31 of 169 K 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: None COMMUNICATION REQUIREMENTS: None CONCLUSION: 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 report is submitted to summarize the County's procurement activity for the second quarter of 2023 in accordance with the reporting requirements as set out in section 12.2 of the Procurement Policy. All of which is Respectfully Submitted Mike Hoogstra Manager of Procurement & Risk Jennifer Ford Director of Financial Services / Treasurer Approved for Submission Don Shropshire Chief Administrative Officer / Clerk Page 32 of 169 APPENDIX A Procurement Activity — April 1, 2023 to June 30, 2023 Department Budget Project Supplier / Amount Allocation Contractor (HST excluded) / PO# Engineering, Capital Asphalt Crack Sealing Niagara Crack $116,400 Planning & (CR 24, CR 20, CR 28) Sealing Enterprise Capital Surface Treatment Duncor $170,098 (CR 9, CR 27) Enterprises Capital Asphalt Testing and Inspection Orbit Engineering $49,790 Services Capital Legal Suite Renovations — Glass Glass Canada $17,533 PO# 969 Doors and Hardware Capital Legal Suite Renovations — Asbestos Schouten $16,150 Abatement Work Environmental Operating Talbot Line Slope Repair Cassidy $28,600 PO# 970 Construction Capital Underground Service for Electrical Eckel Electric $16,996 PO# 971 Transformer Relocations Capital Installation of Traffic Signal Guild Electric $65,800 PO# 972 Equipment Capital Interior and Exterior Painting at Tuygun Painting $29,310 PO# 975 Administration Building Capital Liebert and Condenser ProTemp $41,654 PO# 976 Replacement — IT Server Room Refrigeration Capital Installation of new Flooring at Tradeworks $47,750 PO# 990 Administration Building Interiors Canada Page 33 of 169 Department Budget Project Supplier / Amount Allocation Contractor (HST excluded) / PO# Engineering, Capital Installation of new Flooring at Elgin Flatout Flooring $19,875 Planning & PO# 991 Manor Enterprise (Continued) Homes & Operating Point Click Care Software Licensing Point Click Care $33,361 Seniors Fee for 3 LTC Homes (Annual Cost) Services Capital Installation of Televisions and Century Sound $22,432 Brackets for Terrace Lodge Redevelopment (Phase 1) Emergency Capital Removal of existing bariatric lift and Rowland $41,955 Medical PO# 964 installation of new Power Load Emergency Services System for Ambulance 1163. Vehicle Products (EMS) Single source contract award due to limited firms to install. Page 34 of 169 REPORT TO COUNTY COUNCIL FROM: Carolyn Krahn, Manager of Economic Development, Tourism and Strategic Initiatives DATE: September 5, 2023 SUBJECT: Request for Support — Fanshawe Corporate Training Solutions (CTS) RECOMMENDATIONS: THAT the Warden be directed to provide a letter of support for Fanshawe Corporate Training Solutions' (CTS) application to the Ontario Vehicle Innovation Network's (OVIN) Content Partnerships (CP) Program; and THAT staff be directed to participate in the program advisory committee. INTRODUCTION: The OVIN Content Partnerships (CP) Program is designed to address the evolving needs of Ontario's automotive and mobility sector by facilitating the development of rapid training programs, known as micro -credentials. These programs aim to upskill the workforce and enhance access to education. OVIII`,I s II aJei iG `a i"an of y (TS&R) outlines its vision to position the sector for long-term success, emphasizing the importance of accessible education and micro -credentials to meet future workforce demands. Under the CP Program, postsecondary institutions can receive up to $100,000 to develop automotive and mobility -focused rapid training programs. The program aims to connect industry, educational institutions, and learners in Ontario through an online platform featuring locally created content, enhancing access to training and education across the province and globally. BACKGROUND AND DISCUSSION: Fanshawe Corporate Training Solutions (CTS) is in the process of preparing an application for the CP Program. Their proposal includes two micro -certifications, each requiring 120 hours or less of training, leading to the issuance of industry -recognized credentials. These programs are provided free of charge to Ontario's automotive and mobility workforce and undergo industry vetting before curriculum development. The Page 35 of 169 2 proposea timeline for this program extends from December 4, 2023, to April 26, 2024, with content delivery to OVIN by May 1, 2024. Fanshawe CTS will also conduct an environmental scan to identify potential partners and ensure alignment with sector needs. The micro -credentials focus on Electrification, covering Battery Structure, Safety, Standards, Service, Maintenance, and Driver Awareness, with each training module featuring pre -assessments, practical application, post -assessments, and satisfaction surveys. Fanshawe CTS is seeking the support of Elgin County Economic Development for their application to OVIN and have requested staff participation on a program advisory committee. FINANCIAL IMPLICATIONS: There are no financial implications apart from staff time in participating on the program advisory committee. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ® Ensuring alignment of ® Planning for and current programs and facilitating commercial, services with community industrial, residential, need. and agricultural growth. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. 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. Additional Comments: The Elgin County Economic Development and Tourism Strategy also identifies leveraging current partnerships and building new partnerships to promote sustainable economic growth in Elgin County as a priority. Page 36 of 169 3 LUUAL MUNICIPAL PARTNER IMPACT: If successful, the development of micro -credentials around automotive electrification will support workforce development in local municipalities. COMMUNICATION REQUIREMENTS: If successful, Elgin County Economic Development will help promote the program to the local workforce and employers. CONCLUSION: In line with OVIN's findings from their January 2023 report on Vehicle Electrification', Fanshawe CTS's program proposal directly addresses the identified future skills and talent development needs. The program is designed to equip automotive technicians with the knowledge required to service Electric Vehicles (EVs) effectively, covering areas such as EV repair and maintenance, understanding EV components, and addressing critical safety issues related to EV maintenance. This initiative will not only upskill the local workforce for Ontario's automotive and mobility sector but also contribute to diversifying the talent pipeline and enhancing capacity within Elgin County. By ensuring that the local workforce possesses the necessary skills, this program will support local employers in navigating the evolving automotive landscape. Attachments: OVIN Content Partner Project: Fanshawe CTS Electrification Micro -Credentials Outline • Draft Letter of Support More Information: All of which is Respectfully Submitted Carolyn Krahn Manager of Economic Development, Tourism and Strategic Initiatives Approved for Submission Don Shropshire Chief Administrative Officer/Clerk itfp //�Omt ON/iI r rri:R:rr i i /�rlr„Irr��r�'r/ �� x ��/�kf�/I (2VH,,1 I'„tfloc S Page 37 of 169 OVIN Content Partner Project: Fanshawe CTS Electrification Micro - credentials OUTLINE Program Requirements • 120 hours or less X two (2) micro -certifications • Upskilling experienced members of the automotive and mobility workforce • Resulting in a digital badge, certificate, or other industry -recognized credential. • Free to use for the members of Ontario's automotive and mobility workforce. • Vetted by industry before curriculum development. • Conduct a survey with their industry partner(s) • Validate the content with industry through a program advisory committee (PAC) and local industry resources (employee training) -Time Frame: December 4, 2023 — April 26, 2024 - 20 weeks *Content handover to OVIN by May 1st, 2024 • Programs must demonstrate commitment to Equity, Diversity and Inclusion (EDI). This includes: • Considering different user accessibility needs • Considering a variety of user learning styles • The diversity of backgrounds and expertise of those developing the content. • Integrating OVIN's EDI objectives, as outlined in the Talent Strategy Roadmap, and • promoting EDI throughout content materials and recruitment of users. • Fanshawe CTS to conduct an environmental scan of existing programs related to the automotive and mobility sector and demonstrate their understanding of the other players in the province, to identify potential partners. • Fanshawe CTS and Industry Partners to provide learners with knowledge, skills, training and engagement opportunities that reflect the needs of the rapidly evolving automotive and mobility sector. Page 38 of 169 OVIN Content Partner Project: Fanshawe CTS Electrification Micro - credentials OUTLINE Micro -credential Mapping Training # 1 Electrification — Battery Structure, Safety, Standards 120 hours 1. Introduction Module (5 hours) • Intro to online, on -demand course (asynchronous) • Pre -Assessment 2. Battery Structure (35 hours) 3. Battery Safety (35 hours) 4. Battery Standards (35 hours) 5. Practical Application (Evaluation/Testing) (5 hours) 6. Course Completion (5 hours) • Post- Assessment • Satisfaction Survey Training #2: Electrification — Battery Service, Maintenance and Driver Awareness 120 hours 1. Introduction Module (5 hours) • Intro to online, on -demand course (asynchronous) • Pre -Assessment 2. Battery Service (35 hours) 3. Battery Maintenance (35 hours) 4. Battery Driver Awareness (35 hours) 5. Practical Application (Evaluation/ Testing) (5 hours) 6. Course Completion (5 hours) • Post- Assessment • Satisfaction Survey Page 39 of 169 September 12, 2025 Reference: Ontario Centre for Innovation (OCI) Ontario Vehicle Innovation Network (OVIN) Proposal - Content Partnerships for Upskilling Platform Fanshawe Corporate Training Solutions V' IIIIIIIIII l tteir of StjI�[)lll[)Olirl To It May Concern: On behalf of Elgin County Economic Development, I am pleased to provide this letter of support for the aforementioned project proposal which intends to: • Upskill the talent in Ontario's automotive and mobility sector participating in short-term courses, accessing learning resources, and understanding how to upgrade their skillset to match available jobs in the industry. • To support the future of the industry and to strengthen and diversify the next generation talent pipeline and build capacity within all regions of Ontario. In support of this application, we commit to participating in the following activities: • Program Advisory Committee - participating in the Program Advisory Committee for this project to co -develop and co -create a sustainable micro -certification training for new entrants and incumbents in the automotive and mobility sector in our community. • Partner involvement - participation in survey, program advisory and user experience testing with selected employees from their team. Elgin County Economic Development, in partnership with the Workforce Development Board, Fanshawe College and Fanshawe Corporate Training Solutions, will better align education, training and employment services with needs of employers and incumbent workers. This proposal promotes wider access to Ontario training and educational programs to regions across Ontario and will facilitate the promotion of Ontario's ecosystem to the global market. We truly appreciate the opportunity to contribute to such an important and essential project in our community and fully support this proposal. Yours truly, Ed Ketchabaw Warden wairdeirn@eqiirn.c a 519-651-1460, ext. 110 REPORT TO COUNTY COUNCIL FROM: Michele Harris, Director of Homes and Seniors Services Mike Hoogstra, Manager of Procurement & Risk DATE: September 5, 2023 SUBJECT: Homes - Pharmacy Services RECOMMENDATIONS: THAT the report titled "Homes — Pharmacy Services" dated September 5, 2023 be received and filed; and, THAT Council authorize the Warden and Interim Chief Administrative Officer to execute an amending agreement with CareRx Holdings Inc. to extend pharmacy services for a term ending on January 29, 2024. INTRODUCTION: The purpose of this report is to seek Council approval for the execution of an amending agreement with CareRx Pharmacy to extend pharmacy services until January 29, 2024. BACKGROUND AND DISCUSSION: The County of Elgin Homes (Bobier Villa, Elgin Manor and Terrace Lodge) have an agreement with CareRx Pharmacy for the provision of pharmacy services, with an end date of September 30, 2023. A request for proposal (RFP) was issued on June 12, 2023 and the evaluation process is being followed and is anticipated to be complete in September 2023. If a change in pharmacy service providers is recommended additional time (outside of the holiday season) to provide registered staff and management training and system changes will be required to support successful transition to, and implementation of, pharmacy services. As such, an extension of the current service agreement with CareRx Pharmacy to January 29, 2024 is being requested and is supported by CareRx Pharmacy. Page 41 of 169 2 H copy or ine draft Amending Agreement to extend the services is attached to this Report. FINANCIAL IMPLICATIONS: 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. Additional Comments: ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: N/A COMMUNICATION REQUIREMENTS: programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Staff will be reporting to council in September/October on the RFP process with a recommendation to award a new contract. CONCLUSION: Staff recommend execution of an Amending Agreement to extend pharmacy services with CareRx until January 29, 2024 to support completion of the RFP process. Page 42 of 169 All or wnicn is Respectfully Submitted Michele Harris Director of Homes and Seniors Services Mike Hoogstra Manager of Procurement & Risk Approved for Submission Don Shropshire Chief Administrative Officer/Clerk 3 Page 43 of 169 AMENDING AGREEMENT NO. 3 TO SERVICES AGREEMENT This Amending Agreement is effective as of September 30th, 2023 (the "Amendment Effective Date") by and between CareRx Holdings Inc. (the "Pharmacy") and the Corporation of the County of Elgin (the "County"). WHEREAS SmartMeds Pharmacy Inc. ("SmartMeds") and the County are parties to a services agreement effective January 1, 2020 (the "Original Agreement"); AND WHEREAS SmartMeds was acquired by the Pharmacy on April 1, 2021 and, following such acquisition, the Pharmacy began providing the services contemplated by the Original Agreement to the County; AND WHEREAS the Pharmacy entered into an amending agreement to the Original Agreement dated October 1, 2021 (the "Amending Agreement"); AND WHEREAS the Pharmacy entered into amending agreement No. 2 dated June 1, 2022 (the "Amending Agreement 2", and together with the Original Agreement, and Amending Agreement, the "Agreement"); AND WHEREAS the parties wish to make certain amendments to the Agreement as specified herein; NOW THEREFORE for good and valuable consideration, the receipt and sufficiency of which is hereby irrevocably acknowledged by the Pharmacy and the County, the said parties covenant agree as follows: 1. Preamble Provisions form Part of Aareement and Amendina Aareement No. 3 The Parties hereto acknowledge and agree that the preamble paragraphs set forth above are true and shall form part of both this Amending Agreement No. 3 and the Agreement as referenced therein. 2. Amendment to the Agreement (a) The Agreement is hereby amended by extending the Term of the Agreement, as stipulated in Article 1 of the Original Agreement and amended by section 1 of the Amending Agreement, to January 29, 2024. 3. Interpretation (a) From and following the date hereof, each reference in the Agreement to "this Agreement" shall mean and be a reference to the Original Agreement as amended by the Amending Agreement, Amending Agreement 2 and this Amending Agreement No. 3. Except as otherwise expressly amended hereby, the Original Agreement, as amended by the Amending Agreement, Page 44 of 169 Amending Agreement 2 and this Amending Agreement No. 3, shall thereafter remain and be in full force and effect and be read as one and the same instrument. 4. Electronic Signatures and Execution in Counterparts (a) This Amending Agreement may be executed in any number of counterparts, and may be delivered originally, by facsimile, or by Portable Document Format ("PDF") and each such original, facsimile copy, or PDF copy, when so executed and delivered, shall be deemed to be an original and all of which taken together shall constitute one and the same instrument. IN WITNESS WHEREOF the parties have executed this extension and amending agreement as of the date first above written. CORPORATION OF THE COUNTY OF CARERX HOLDINGS INC. ELGIN Per: Per: Name: Ed Ketchabaw Title: Warden I have the authority to bind the corporation Per: Name: Don Shropshire Title: Chief Administrative Officer/Clerk I have the authority to bind the corporation. Name: Kim Donaldson Title: VP, Business Development I have the authority to bind the corporation. Page 45 of 169 REPORT TO COUNTY COUNCIL FROM: Michele Harris, Director of Homes and Seniors Services DATE: September 5, 2023 SUBJECT: Meals on Wheels Agreement Elgin/VON RECOMMENDATIONS: THAT the report titled "Meals on Wheels Agreement Elgin/VON" dated September 5, 2023 be received and filed; and, THAT Council authorize the Warden and Interim Chief Administrative Officer to execute the agreement between Elgin and Victorian Order of Nurses (VON) for the time period of October 1, 2023 to September 30, 2025. INTRODUCTION: The purpose of this report is to seek Council approval for execution of the Meals on Wheels Supply Agreement between Elgin (County) ("Elgin") and Victorian Order of Nurses for Canada — Ontario Branch ("VON"). BACKGROUND AND DISCUSSION: County of Elgin Homes (Elgin Manor and Terrace Lodge) currently prepare meals for the VON Meals on Wheels program through an agreement which ends September 30, 2023. In consultation with the County Solicitor, the Director of Homes and Seniors Services has reached consensus with representatives of VON for a new Meal Supply Agreement for the time period of October 1, 2023 to September 30, 2025. Within the Agreement, the following pricing changes are noted: • Meal price increase from $7.15/meal to $7.75/meal and double portions from $3.50/meal to $3.75/meal effective October 1, 2023 — September 30, 2024 • Meal price increase from $7.75/meal to $8.00/meal and double portions from $3.75/meal to $4.00/meal effective October 1, 2024 — September 30, 2025 A copy of the draft new Meal Supply Agreement is attached to this Report. Page 46 of 169 FINANCIAL IMPLICATIONS: 2 Based upon a review of current and forecasted labour, food and packaging costs, the above price increase recommendations will support the costs associated with both preparing and providing meals on wheels services to seniors in Central and East Elgin communities. Additionally, modest net revenues to Elgin are anticipated for the term of the proposed agreement. 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. Additional Comments: 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. Providing nutritional meal service to community residents continues to be a valuable and needed service. COMMUNICATION REQUIREMENTS: VON will communicate price increases as applicable to community residents receiving meals on wheels services. CONCLUSION: Staff is pleased to recommend an Agreement to Council to provide services with a minimal price increase to community residents; and, seeks approval and authorization to execute the agreement to do so. Page 47 of 169 3 All of which is Respectfully Submitted Michele Harris Director of Homes and Seniors Services Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 48 of 169 MEALS ON WHEELS AGREEMENT This Agreement is made as of the day of August 20, 2023 BETWEEN VIC TO RIAN ORDER O F NURSES FO R CANADA - ONTARIO BRANCH ("VON") -and- Corporation of County of Elgin — Terrace Lodge and Elgin Manor ("Supplier") RECITALS A. VON is engaged in the provision of home and community -based health care services, including a charitable program that delivers meals to homebound individuals ("Meals on Wheels Program"), within the territorial limits of Elgin County and the Province of Ontario. B. Elgin is the owner and operator of certain Long -Term Care Homes, including but not limited to Terrace Lodge and Elgin Manor (hereinafter the "Premises"), which Premises include kitchen facilities capable of preparation and supply of meals for the aforementioned Meals on Wheels Program C. VON wishes to engage the Supplier to prepare the meals for the Meals on Wheels Program ("Meals", and includes any references herein to "Services"), upon the terms and conditions set out in this Agreement. FOR VALUE RECEIVED, the parties agree as follows: SECTION 1- DEFINITIONS 1.1 In this Agreement, unless the context otherwise requires, the following terms shall have the following meanings: (1) Agreement means this agreement, including any recitals and schedules to this agreement, as amended, supplemented or restated from time to time. (2) Business Day means a day on which banks are open for business in the Province of Ontario but does not include a Saturday, Sunday and any other day that is a legal holiday in the Province ofOntario. (3) Client means any person who receives aMeal. (4) Client Information means any and all material, data or any other information whatsoever, whether in verbal, written or any other form, relating to Clients, including information concerning dietary requirements or restrictions and any and all other personal health information and health data that VON delivered and shall deliver to the Supplier for any purpose contemplated by this Agreement. (5) Confidential Information means, without limitation, all documentation and information supplied by one party to the other, and includes customer and supplier lists and information, marketing techniques, price lists, business opportunities, secrets, trade secrets, processes, ideas, materials, documents, business plans, business forecasts, strategies, professional ON Legally Approved Template —April 2021 Page 49 of 169 or expert opinions, bids, estimates, proposals, proprietary information, financial information or any other information whatsoever, whether in verbal, written or any other form, relating to any and all aspects of the business and activities of the parties hereto, whether or not designated as confidential. (6) HPPA means the Health Protection and Promotion Act, R.S.O. 1990, c. H.7 and the regulations thereunder, as amended from time to time. (7) FLTCA means the Fixing Long -Term Care Act, 2021, S.O. 2021, c. 39, Sched. 1, and the regulations thereunder, as amended from time to time. (8) Material Breach means a performance failure that strikes so deeply at the essence of the Agreement that it renders the Agreement irrevocably broken and unable to be effectively performed. (9) PHIPA means Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Sched, A and the regulations thereunder, as amended from time to time. (10) MFIPPA means Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56 and the regulations thereunder, as amended from time to time. (11) Specifications mean VON's specifications and requirements for nutritional content and portion size for Meals as outlined in this Agreement. (12) Statutory Holidays means the statutory holidays listed in Exhibit "A" to this Agreement. SECTION 2 - TERM AND TERMINATION 2.1 The term of this Agreement shall commence October 1, 2023 and shall terminate September 30, 2025 (the "Term"), unless sooner terminated in accordance with the provisions of this Agreement. 2.2 This Agreement may be extended upon such terms and conditions as may be reached by mutual agreement of the parties in writing not less than sixty (60) days before the expiration of the Term or any extension thereof. If the parties fail to reach agreement sixty (60) days prior to the expiration of the Term or any extension thereof, this Agreement shall terminate. 2.3 VON may terminate this Agreement at anytime on sixty (60) days' prior written notice to the Supplier. 2.4 The Supplier may terminate this Agreement at any time on sixty (60) days' prior written notice to VON. 2.5 VON may terminate this Agreement in the event of a material breach of the Agreement by the Supplier, such termination to be effective on the tenth (1 Oth) day after the date of a notice from VON to the Supplier, unless the breach is cured before that day. 2.6 VON may terminate this Agreement immediately upon notice in writing to the Supplier if (1) the Supplier ceases to function as a going concern, a receiver is appointed for its assets, or any proceedings under any bankruptcy or insolvency law are brought by or against the Supplier; (2) an order is made under the HPPA or other legislation or regulation from time to time applicable requiring the Supplier to close its premises or a part thereof, or (3) the Supplier is convicted of an offence under the HPPA or other legislation or regulation from time to time applicable. (4) the Supplier fails to meet the specific dietary needs or restrictions of Clients in accordance with the terms of this Agreement. 2 ON Legally Approved Template —April 2021 Page 50 of 169 2.7 The expiration or sooner termination of this Agreement shall not relieve or release either party from making payments that might be owing under this Agreement or otherwise. VON shall not be liable to the Supplier for any loss or damage of any kind whatsoever, arising directly or indirectly from the termination of this Agreement. SECTION 3 - COMPENSATION 3.1 For the period October 1, 2023, to September 30, 2024, VON shall pay the Supplier a fee in the amount of $7.75 per Meal and an additional $3.75 per Double Portion, plus applicable taxes accruing thereto. For the period October 1, 2024, to September 30, 2025, VON shall pay the Supplier a fee in the amount of $8.00 per Meal and an additional $4.00 per Double Portion, plus applicable taxes accruing thereto. 3.2 Without limiting the generality of the foregoing, the parties hereto acknowledge that, as of the date of execution of this Agreement and by exemption or exemptions applicable to both parties hereto, the fees chargeable by the Supplier for preparation of Meals as contemplated by this Agreement do not attract either Goods and Services Tax ("GST") or Harmonized Sales Tax ("HST"), a component of which latter tax is Provincial Sales Tax ('PST"). The parties therefore agree that, in the event that any such exemption is cancelled or otherwise lost by either or both parties hereto, whether in whole or in part, taxes may thereafter accrue to such fees as contemplated and chargeable hereunder. Any and all such taxes will be charged to and become payable by VON. 3.3 The Supplier shall invoice VON on a monthly basis for all Meals with payment due within thirty (30) days of the receipt of the invoice. 3.4 The Supplier shall keep accurate and systematic accounts in respect of the Meals and Services provided under this Agreement in accordance with generally accepted accounting principles. 3.5 VON shall have the right at any time and from time to time to inspect, audit and make copies of all corporate, financial and other books and records of the Supplier relating to this Agreement. SECTION 4 - MENUS AND FOOD CHOICES 4.1 The Supplier will provide Low Sodium, Diabetic Friendly and Vegetarian Meals as per current practice. The Supplier will also provide special Meals to meet the specific dietary needs or restrictions of Clients including, without limitation, pureed, chopped, minced, as well as substitute Meals for Clients with food sensitivities or allergies to meet nutritional requirements. The Supplier will provide the following types ofMeals: (1) Diabetic friendly; and (2) Gluten Free. Gluten free meals will be purchased frozen meals and heated for delivery. 4.2 VON will provide the Supplier with a list of all special Meals required and shall update as necessary to reflect changes in Clients or Client needs. 4.3 The Supplier will submit menus with an alternate menu for those Clients who have dietary restrictions as requested by VON. The Supplier will include recipes and ingredient breakdowns to VON as requested and will rotate menus on a 21-28 day cycle during the Term. 4.4 In addition to the preparation of fresh meals as described above, the Supplier shall also prepare and maintain the supply of frozen Meals in accordance with and for the purposes of all applicable statutes and regulations, which frozen Meals shall be available as a sample for Public Health requirements. 4.5 The Supplier will prepare fresh Meals on a daily basis from Monday through Friday each week throughout the Term. The Supplier shall not be required to provide Meals on the Statutory Holidays. The Supplier will provide the following portion sizes: 3 ON Legally Approved Template —April 2021 Page 51 of 169 4 oz cut of meat (8oz raw = 4 oz cooked); 4-6 oz of starch; 4-6 oz vegetable 4-6 oz soup or salad 4-6 oz dessert 4.6 The Meals will be ready for pick up by VON volunteers by no later than 11:30 a.m. daily during the Term. 4.7 The Supplier shall ensure that the VON volunteers have a safe and clean area in its premises in which to meet for assembly of Meals. 4.8 VON shall have the right to cancel the preparation of Meals on any day by notifying Supplier by no later than 9:30 a.m. on such day. ex: inclement weather, and there will be no charge for that day's Meals. 4.9 In addition to the Meals, the Supplier will also provide the condiments and all food containers required for Meals packaging. VON will supply insulated bags and hot water bottles to be used for Meal delivery. 4.10 VON shall meet with the Supplier twice yearly to formally review program operations and quality review/control to ensure communications exist for continuous programming improvements. SECTION 5 - WARRANTIES AND REPRESENTATIONS 5.1 The Supplier hereby warrants and represents that: (1) it has been duly incorporated and organized, is a valid and subsisting corporation under the laws of the Province of Ontario and has full corporate power and authority to execute and deliver this Agreement; (2) this Agreement has been duly and validly executed and delivered by the Supplier, no other corporate proceedings on the part of the Supplier are necessary to authorize this Agreement and it constitutes a valid and binding obligation of the Supplier enforceable against the Supplier in accordance with its terms; (3) in preparing and providing the Meals it will utilize only processes, food articles, ingredients, packaging and labelling that are, to the best of Supplier's knowledge acting diligently, in full compliance with all legislated and regulated standards from time to time applicable; (4) all Meals shall be prepared, stored and readied for delivery in accordance with best practices for food preparation and safety and, as a minimum, in accordance with the requirements of any statute, law, regulation, enactment or ordinance from time to time applicable concerning, without limitation: (a) food temperature control; (b) protection of food from contamination; (c) employee hygiene and hand washing; (d) maintenance and sanitation of surfaces and equipment that come into contact with food; (e) maintenance and sanitation of surfaces and equipment that do not come into contact with food; (f) maintenance and sanitation of washrooms; C! ON Legally Approved Template —April 2021 Page 52 of 169 (g) storage and removal of waste; and (h) pest control; (5) all Meals shall be prepared in accordance with the Specifications; (6) it shall keep such records in respect of the preparation, storage, handling and readying for delivery of the Meals as are prescribed by the HPPA or other statute, law or regulation from time to time applicable and shall keep the records in such form, with such detail and for such length of time as is prescribed by such statute, law or regulation; (7) it holds and will continue to hold throughout the term of this Agreement all licenses, approvals and permits required to perform its obligations hereunder; (8) it shall, as reasonably requested by VON, from time to time, supply information to VON with respect to the Meals and its compliance with this Agreement and VON, through its authorized representative shall have the right, upon reasonable prior notice to the Supplier, to perform quality control inspections from time to time during Supplier's regular business hours to determine ifthe Supplier is complying with the Specifications and with the standards and procedures set forth in this Agreement and agrees that such inspections shall not unreasonably interfere with the operations of the Supplier; and (9) it shall at all times be registered with and report to the proper authorities and, subject to the other terms of this agreement (and, in particular, those at s. 3), it shall remit all taxes, employment insurance contributions, Canada Pension Plan contributions, employer health tax, Goods and Services Tax, workers' compensation premiums or any other payments for which the Supplier may be liable at law in respect of the fees payable under this Agreement. 5.2 The representations and warranties of the Supplier contained in this Agreement shall survive the expiration or sooner termination of this Agreement. 5.3 The Supplier covenants and agrees to take all steps necessary to cause each of its representations and warranties to remain true and correct throughout the Term. 5.4 VON hereby warrants and represents that: (1) it has been duly incorporated and/or organized, is a valid and subsisting corporation or entity under the laws of the Province of Ontario and has full power and authority to deliver this Agreement; (2) this Agreement has been duly and validly executed and delivered by VON, no other proceedings on the part of VON are necessary to authorize this Agreement and it constitutes a valid and binding obligation of VON enforceable against VON in accordance with its terms; (3) in seeking preparation and provision of Meals as contemplated by this Agreement, VON, including its servants, agents, and/or employees, is and shall at all times act in compliance with its authorized purposes in accordance with the duties and obligations of any applicable federal, provincial, or municipal statue, regulation, and/or by-law; (4) VON, including its servants, agents, and/or employees, hold and will continue to hold throughout the Term of this Agreement all licenses, permissions, approvals, and permits required to order, deliver, and provide the Meals contemplated by this Agreement to its Clients; (5) it shall, as reasonably requested by the Supplier and from time to time, provide information and/or documentation to the Supplier to allow the Supplier to perform its obligations as contemplated by this Agreement. 5.5 The representations and warranties of VON contained in this Agreement shall survive the expiration or sooner termination of this Agreement, ON Legally Approved Template —April 2021 Page 53 of 169 5.6 VON covenants and agrees to take all steps necessary to cause each of its representations and warranties to remain true and correct throughout the Term. SECTION 6 - INSURANCE 6.1 The Supplier covenants that it has and shall maintain in full force and effect during the Term and any renewals thereof, at its own cost and expense, comprehensive general liability insurance including product liability coverage, which shall include, without limitation coverage for a limit of not less than Five Million Dollars ($5,000,000.00) per occurrence including personal injury, death or property damage and a cross liability clause, including naming VON as an additional insured. 6.2 VON covenants that it has and shall maintain in full force and effect during the Term and any renewals thereof, at its own cost and expense, comprehensive general liability insurance, professional liability insurance and property insurance, each of which shall include, without limitation coverage for a limit of not less than Five Million Dollars ($5,000,000.00) per occurrence including personal injury, death or property damage and pursuant to which insurance programs and coverages thereunder the "Corporation of the County of Elgin" shall be named as an additional insured. 6.3 Each party shall deliver certificates of insurance to the other party within ten (10) days of the request of the other party at any time during the Term. SECTION 7 - INDEMNITY 7.1 Each party for itself and for its successors andassigns: (1) agrees to hold harmless and indemnify the other parties, and their officers, directors, employees and agents, from and against all claims, demands, actions, liabilities, costs and expenses arising as a result of any action or omission of the indemnifying party under this Agreement, other than such costs, charges or expenses as are occasioned by the neglect or wilful acts or omissions of the party seeking the indemnity or those for whom it is in law responsible, and (2) agrees that the party seeking the indemnity shall give the indemnifying party prompt written notice of any claim to which it claims the indemnity in this Section applies and shall provide all such assistance as the indemnifying party may reasonably request with respect to the conduct of proceedings or settlement discussions. SECTION 8 - CONFIDENTIAL INFORMATION AND INTELLECTUAL PROPERTY 8.1 The Supplier covenants and agrees that, except as required by law or a court order: (1) It will not disclose or use any Confidential Information, or permit others to do so, at any time during or after the currency of this Agreement; (2) It will take all reasonable precautions in dealing with Confidential Information so as to prevent its unauthorized use or disclosure; (3) It will not reproduce, copy or duplicate any Confidential Information without the prior written consent of VON except as required to provide the Services; and R ON Legally Approved Template —April 2021 Page 54 of 169 (4) Upon termination for any reason of this Agreement, or at any time prior to the termination upon the request of VON, it will return forthwith to VON every copy of any Confidential Information (including all notes, records and documents pertaining thereto) in its possession or under its control at thattime, provided that, (i) the Supplier may refuse to return Confidential Information that it is required to maintain in compliance with PHIPA, MFIPPA, and other applicable Provincial or Federal legislation or regulation, and (ii) upon request by the Supplier and for purposes of response to any regulatory demand and/or in relation to defence of any legal proceeding commenced as against the Supplier, VON shall prepare and deliver a copy of any one or more of such returned Confidential Information to the Supplier. 8.2 VON covenants and agrees that: (1) It will not disclose or use any Confidential Information, or permit others to do so, at any time during or after the currency of this agreement; (2) It will take all reasonable precautions in dealing with Confidential Information so as to prevent its unauthorized use or disclosure; (3) It will not reproduce, copy or duplicate any Confidential Information without the prior written consent of the Supplier except as required to satisfy its obligations hereunder; and (4) Upon termination, for any reason, of this Agreement, or any time prior to the termination upon the request of the Supplier, it will return forthwith to the Supplier every copy of any Confidential Information in its possession or under its control at that time; provided that, upon request by VON and for purposes of response to any regulatory demand and/or in relation to defence of any legal proceeding commenced as against VON, the Supplier shall, to the extent permitted by applicable law, prepare and deliver a copy of any one or more of such returned Confidential Information to VON. 8.3 The Supplier shall not include any VON trademarks or logos or any words or designations confusingly similar thereto in any name or trademark used by the Supplier. Nothing in this Agreement or the relationship of the parties under this Agreement shall confer upon the Supplier any interest in VON's trademarks or logos. 8.4 VON shall not include any trademarks or logos, or any words or designations confusingly similar thereto, as held by the Supplier within any name or trademark used by VON. Nothing in this Agreement or the relationship of the parties under this Agreement shall confer upon VON any interest in the Supplier's trademarks or logos. 8.5 The provisions of this section shall continue in force, notwithstanding the termination of this Agreement. SECTION 9 - CLIENT INFORMATION AND CLIENT RECORDS 9.1 The Supplier covenants and agrees that, except to the extent necessary to perform its obligations under this Agreement and with the consent of the Client, or where required bylaw: (1) It will not use or disclose to any third party any Client Information; (2) It will not disclose or use any Client Information, or permit others to do so, at any time during or after the currency of this Agreement; (3) It will take all reasonable precautions in dealing with Client Information so as to prevent its unauthorized use or disclosure; and (4) It will not reproduce, copy, destroy, dispose of or duplicate any Client Information or Client Records without the prior written consent of VON, except as required to provide the Services. 9.2 The Supplier shall establish and maintain a system for the storage and handling of Client Information that ensures that the security and confidentiality of Client information are maintained in accordance with all applicable laws and regulations. 9.3 Upon termination, for any reason, of this Agreement, or at any time prior to the termination upon the request of VON, the Supplier will deliver forthwith to VON all Client Information (including all notes, records and documents 7 ON Legally Approved Template —April 2021 Page 55 of 169 pertaining thereto) in its possession or under its control at that time, provided that, at all times, the Supplier shall be permitted to retain a copy of any such Client Information as is required to satisfy and comply with its statutory and regulatory obligations, including but not limited to those provided for in the FLTCA. HPPA, MFIPPA, and PHIPA. 9.4 In the event of any dispute, claim or litigation commenced on the part of or on behalf of any Client, VON will provide the Supplier with such access to the Client Information as it requires in order to prepare a legal defence. 9.5 The provisions of this section shall continue in force, notwithstanding the termination of this Agreement. SECTION 10 -GENERAL MATTERS 10.1 The parties are independent corporations. Nothing contained in this Agreement shall be deemed to constitute VON or Supplier as agents, joint venturers or partners of one another for any purpose. For greater certainty, nothing in this Agreement shall be construed as creating an employer -employee relationship between either party and any of the employees or personnel of the other party. 10.2 The division of this Agreement into sections and the insertion of headings are for convenience of reference only and are not to affect the construction or interpretation of thisAgreement. 10.3 This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario and each of the parties hereto hereby irrevocably attorns to the jurisdiction of the courts of the Province of Ontario for all matters arising herein. 10.4 Neither party hereto shall assign this Agreement or transfer this Agreement as a result in change of ownership without the prior written consent of the other. This Agreement shall enure to the benefit of and be binding upon the parties and their respective successors, owners and assigns. 10.5 Any provision of this Agreement that is invalid or unenforceable shall not affect any other provision and shall be deemed to be severable. 10.6 No amendment, supplement or restatement of any term of this Agreement is binding unless it is in writing and signed by each party. 10.7 This Agreement may be executed and delivered in any number of counterparts, each of which when executed and delivered is an original but all of which taken together constitute one and the same instrument. To evidence the fact that it has executed this Agreement, a party may send a copy of its executed counterpart to the other party by facsimile transmission and the signature transmitted by facsimile shall be deemed to be the original signature for allpurposes. 10.8 Time shall be of the essence of thisAgreement. 10.9 This Agreement constitutes the entire agreement between the parties with respect to the subject matter of this Agreement and supersedes all prior negotiations and understandings. 10.10 Unless otherwise specified, words importing the singular number shall include the plural and vice versa, words importing gender shall include the masculine, feminine and neutral genders, and references to persons shall include individuals, trusts, fines and corporations. The term "including" means "including without limitation". 10.11 Manner of Giving Notices. Except as otherwise specified in this [Agreement], all notices, permissions, and approvals hereunder shall be in writing and shall be deemed to have been given upon: (i) personal delivery; (ii) the fifth business day after mailing; or (III) the first business day after sending by email (provided email shall not be sufficient for notice of an indemnifiable claim, notice of material breach, or termination of the Services): ON Legally Approved Template —April 2021 Page 56 of 169 To VON: Victorian Order of Nurses 175 South Edgeware Rd St. Thomas, ON N51? 3E3 Jill Smith Jill. Smith@von.ca 519-637-6408 ext 236 To Supplier: Corporation of the County of Elgin 450 Sunset Drive, St. Thomas, Ontario N5R 5V 1 Michele Harris mharris@elgin.ca 519-631-1460 ext. 191 [the remainder of this page is intentionally blank - signature page to follow] Vol ON Legally Approved Template —April 2021 Page 57 of 169 IN WITNESS WHEREOF this Agreement has been executed by the parties as of the date first written above. VICTORIAN ORDER OF NURSES FOR CANADA-ONTARIO BRANCH Per: I, , have authority to bind the Corporation County of Elgin Per: Interim CAO, Don Shropshire I, , have authority to bind the Corporation Per: County Warden, Ed Ketchabaw I, , have authority to bind the Corporation I ON Legally Approved Template —April 2021 Page 58 of 169 EXHIBIT "A" • New Year's Day • Family Day • Good Friday • Easter Monday • Victoria Day • Canada Day • Civic Holiday • Labour Day • Thanksgiving Day • Remembrance Day • Christmas Day • Boxing Day STATUTORY HOLIDAYS 10 Page 59 of 169 ON Legally Approved Template —April 2021 REPORT TO COUNTY COUNCIL FROM: Michele Harris, Director of Homes & Seniors Services Po Ryan Terpstra, Manager of Corporate Facilities Progs,resusive by I'Vature Amy Thomson, Director of Human Resources DATE: September 12, 2023 SUBJECT: Revised HR Policy 8.60: `Asbestos in Buildings' RECOMMENDATIONS: THAT the report to Council, dated September 12, 2023, and titled "Revised HR Policy 8.60: `Asbestos in Buildings"' be received and filed; and THAT County Council approve the revised HR Policy: 8.60 Asbestos in Buildings INTRODUCTION: This report presents a revised HR Policy 8.60 for Council's consideration. The revisions to the policy flow from requirements of the Ministry of Labour arising out of a field visit. BACKGROUND AND DISCUSSION: HR Policy 8.60 `Asbestos in Buildings' was recently reviewed in light of Ministry of Labour Orders received in relation to Asbestos related work at Terrace Lodge. The Ministry was of the view that the policy did not include enough depth, and the Ministry specified that the policy should not simply refer to the associated Ministry Regulations, but should instead clearly denote the Regulations and how they apply to the work within our facilities. The attached policy has undergone significant review and revision and closely follows all feedback received from the Ministry Inspectors. Furthermore, the policy has been reviewed by impacted Management team members and both Joint Health and Safety Committees (JHSC); including Terrace Lodge JHSC and Administration Building JHSC, since there is also asbestos in the main County administration facility. Extensive training has been scheduled for associated staff; including all maintenance staff, management team members within the facilities, and JHSC members. The attached policy will be reviewed by the JHSC's on an annual basis. Page 60 of 169 2 in aaaiiion io the new policy, the Manager of Corporate Facilities has developed detailed procedural documents for both Type 1 and Type 2 asbestos abatement work; to be utilized and signed off as a checklist when work is being performed. All Type 3 asbestos abatement work will continue to be outsourced to qualified contractors. FINANCIAL IMPLICATIONS: N/A 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. Additional Comments: 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. COMMUNICATION REQUIREMENTS: The amended policy will be shared with all staff, posted to JHSC communication boards and maintained within the Human Resources Policy Manual, which is accessible to all staff. Page 61 of 169 3 We submit the revised policy confident that it will meet the Ministry requirements and better communicate to staff the Health and Safety requirements for working within facilities containing asbestos materials. All of which is Respectfully Submitted Amy Thomson Director of Human Resources Ryan Terpstra Manager of Corporate Facilities Michele Harris Director of Homes and Seniors Services Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 62 of 169 r i000 ol#1 E . i,. Progressive by Nature County of Elgin Human Resources Policy Manual Subject: Asbestos in Buildings Policy Number: 8.60 Date Last Revised: November 26, 2019 / August 25, 2023 Date Last Reviewed: August 2023 (reviewed annually by JHSC) Code: A Section: 8 P t iuir t 1. To ensure safe operating procedures are in place when using, handling or removing asbestos containing materials (ACM). 2. To prevent or minimize the release of airborne asbestos fibres. 3. To make available the appropriate personal protective equipment (PPE) to employees when in contact with asbestos materials. 4. To raise awareness regarding the location of ACM's within County of Elgin facilities. "cope: This policy applies to all employees and Contractors working at any County owned Facilities. Maiiii-idate: This policy is in accordance with the Occupational Health and Safety Act (OHSA), O. Reg. 278/05, as well as the Fixing Long -Term Care Act, 2021(s. 5), and the County's operational practices. Policy: It is the Policy of Elgin County to: • Eliminate, or minimize to the extent possible, the potential for worker and occupier exposure to airborne asbestos fibers, to protect each individual's health, and • Maintain compliance with all legislative and regulatory requirements by appropriately managing asbestos in County facilities on a continuous basis, including construction projects and renovation work that may potentially disturb any asbestos -containing material; 1 Page 63 of 169 Progressive by Nature f i iiu i ti t uu Bc iui t t i uu l uu fft iiu iiu f t iiu County of Elgin Human Resources Policy Manual ACM Asbestos -containing material Asbestos Process of removing or controlling the exposure to asbestos fibers Abatement Aircell A corrugated paper manufactured from chrysotile asbestos used to insulate pipes and ducts. Amosite A type of asbestos mineral. Asbestos Six different fibrous minerals that occur naturally in the environment which have been mined for use in a wide range of products including building materials and heat -resistant products. Asbestos is a hazard to health when the fibres are disturbed and become airborne. This means that asbestos poses health risks only when fibres are present in the air and then people breathe them into the lungs. Fibres can be released into the air when asbestos containing products break down. This release can happen through deterioration or when the material is cut or disturbed. Building The County's facilities may have several occupants. A designate may be Occupants' assigned from all occupants or a Manager within the facility will take on Representative the responsibility of handling the asbestos concerns Chrysotile The type of asbestos mineral most commonly used in building construction. Crocidolite The least common of the commercially utilized asbestos types. Friable Material Material that (when dry) can be crumbled, pulverized or powdered by hand pressure and includes such material that is crumbled, pulverized or powdered. Non -Friable Material that (when dry) cannot be crumbled, pulverized or powdered by Materials hand pressure. Glove Bag A method of removing friable insulation from a piping system using a Removal prefabricated bag which isolates the section of insulation being removed. Work may be Type 2 or Type 3 depending on the quantity of ACM being removed. MOE Ontario Ministry of Environment MLTSD Ministry of Labour, Training and Skills Development Page 64 of 169 Progressive by Nature County of Elgin Human Resources Policy Manual Parging Cement A hand applied plaster -like material used to finish fittings or irregular sections of pipe insulation. May or may not contain asbestos. Transite A hard -manufactured product made of a mixture of cement and silica reinforced with asbestos. Type 1 Asbestos Includes the following types of operations: Work - Installing or removing ceiling tiles that are asbestos -containing material, if the tiles cover an area less than 7.5 square metres and are installed or removed without being broken, cut, drilled, abraded, ground, sanded, or vibrated. - Installing or removing non -friable asbestos -containing material, other than ceiling tiles, if the material is installed or removed without being broken, cut, drilled, abraded, ground, sanded, or vibrated. - Breaking, drilling, abrading, grinding, sanding or vibrating non - friable asbestos -containing material if, • 'the material is wetted to control the spread of dust or fibres, and • 'the work is done only by means of non -powered hand tools. - Removing less than one square metre of drywall in which joint - filling compounds that are asbestos -containing material have been used. Type 2 Asbestos Includes the following types of operations: Work - Removing all or part of a false ceiling to obtain access to a work area, if asbestos -containing material is likely to be lying on the surface of the false ceiling. - The removal or disturbance of one square metre or less of friable asbestos -containing material during the repair, alteration, maintenance or demolition of all or part of machinery or equipment or a building, aircraft, locomotive, railway car, vehicle, or ship. - Enclosing friable asbestos -containing material. - Applying tape or a sealant or other covering to pipe or boiler insulation that is asbestos -containing material. - Installing or removing ceiling tiles that are asbestos -containing material, if the tiles cover an area of 7.5 square metres or more Page 65 of 169 r i000 ol#1 E . i,. Progressive by Nature County of Elgin Human Resources Policy Manual and are installed or removed without being broken, cut, drilled, abraded, ground, sanded, or vibrated. - Breaking, cutting, drilling, abrading, grinding, sanding, or vibrating non -friable asbestos -containing material if, i.) the material is not wetted to control the spread of the dust or fibres, and ii.) the work is done only by means of non -powered hand-held tools. - Removing one square metre or more of drywall in which joint filling compounds that are asbestos -containing material have been used. - Breaking, cutting, drilling, abrading, grinding, sanding, or vibrating non -friable asbestos -containing material if the work is done by means of power tools that are attached to dust -collecting devices equipped with HEPA filters. - Removing insulation that is asbestos -containing materials from a pipe, duct or similar structure using a glove bag. - Cleaning or removing filters used in air handling equipment in a building that has sprayed fireproofing that is asbestos -containing material. - An operation that, • is not mentioned in any of paragraphs 1 to 10, • may expose a worker to asbestos, and is not classified as a Type 1 or Type 3. Type 3 Asbestos Includes the following types of operations: Work - The removal or disturbance of more than one square metre of friable asbestos -containing material during the repair, alteration, maintenance or demolition of all or part of a building, aircraft, ship, locomotive, railway car or vehicle, or any machinery equipment. - The spray application of a sealant to friable asbestos -containing material. - Cleaning or removing air handling equipment, including rigid ducting but not including filters, in a building that has sprayed fireproofing that is asbestos -containing material. - Repairing, altering or demolishing all or part of a kiln, metallurgical furnace or similar structure that is made in part of refractory materials that are asbestos -containing materials. - Breaking, cutting, drilling, abrading, grinding, sanding, or vibrating non -friable asbestos -containing material if the work is done by 0 Page 66 of 169 r i000 ol#1 E . i,. Progressive by Nature County of Elgin Human Resources Policy Manual means of power tools that are not attached to dust -collecting devices equipped with HEPA filters. - Repairing, altering or demolishing all or part of any building in which asbestos is or was used in the manufacture of products, unless the asbestos was cleaned up and removed before March 16, 1986. - Work on ceiling tiles, drywall or friable asbestos -containing material is classified according to the total area on which work is done consecutively in a room or enclosed area, even if the work is divided into smaller jobs. County staff responsible for coordinating the work activities related to asbestos abatement (including any work where asbestos materials may be disturbed), shall arrange for or ensure a contractor has arranged for the clearance air monitoring of any Type 3 abatement by a qualified hygiene consultant. Type 3 enclosures shall remain in place until acceptable clearance level results are achieved as required by O. Reg. 278/05 (see below and refer to the Regulation itself for further detail). The following legislation regulates asbestos and asbestos wastes in Ontario: • OCCuoational Health & Safety Act. R.S.O. 1990. C.O. 1 • Ontario Regulation 490/09 — Designated Substances; • Ontario Regulation 278/05 — Designated Substance — Asbestos on Construction Projects and In Buildings and Repair Operations • Ontario Environmental Protection Act Ontario Regulation 347. Ontario Regulation 490/09 is part of the Occupational Health and Safety Act that identifies asbestos as a designated substance. This Regulation details the responsibilities of employers to take all precautions necessary to protect workers from exposure to asbestos in a prescribed set of industrial practices or related to asbestos management programs that have existed since 1985. Regulation 278/05 details instructions for construction, building and repair projects that are likely to encounter asbestos. It was enacted to protect workers and the public from exposure to asbestos. This regulation is the primary document governing asbestos and its control within buildings and building projects. Page 67 of 169 r i000 ol#1 E . i,. Progressive by Nature County of Elgin Human Resources Policy Manual Regulation 347 of the Ontario Environmental Protection Act deals with hazardous waste management and defines asbestos waste as: A solid or liquid waste that results from the removal of asbestos containing construction or insulation materials or the manufacture of asbestos containing products and contain asbestos in more than a trivial amount or proportion. Section 17 of the Regulation, defines how asbestos waste is to be handled, transported and disposed. Roles aiiii-idRespo iiii-isi bil i l • Ensure staff whose work may involve disturbing ACM or whose work will occur in close proximity to ACM and may as a result disturb ACM, have reviewed the Asbestos Management Plan, the ACM Designated Survey Report and are aware of where ACM's have been identified throughout County owned facilities. • Ensure departmental staff training is current and competency is retained. • Address, inform or update all key parties on suspected or identified ACM. • Ensure Designated Substance Surveys and/or ACM Surveys are kept and made available at the County owned facilities. • Before tendering for any project, first review the existing Designated Substance Survey report(s), if any, for the building where work is proposed to occur to determine if ACM is present, or if it will be disturbed by the project. • If ACM is present in a building, review the most recent Asbestos Assessment for the building and provide a copy to the contractor(s). • Ensure that all work with ACM is done by a qualified contractor/ worker. • Ensure all asbestos waste is handled and disposed of according to the appropriate regulation. • Maintain all records concerning this waste handling and disposal for future reference, if required. • Work with and provide information to the Home Administrator if applicable, Corporate Facilities Manager, JHSC and Human Resources representative to address the concerns surrounding the work involving ACM. • Consult with the JHSC Representative if questions about asbestos work arise. • Ensure the emergency phone numbers are current. • Ensure the employer has adequate and certified PPE for all employees that perform Type 1 and Type 2 work and provide employees with the necessary PPE. • Recommended ACM abatement measures are to be considered during the annual Capital budgeting process. Page 68 of 169 r i000 ol#1 E . i,. Progressive by Nature County of Elgin Human Resources Policy Manual aria i- of:'Coi-poi-ate Facilities aild filoiiies Adiiiiiiis[Tatoi- (wlieii applicable) lL • Ensure the development and implementation of the Asbestos Management Plan in consultation with the Joint Health and Safety Committee (JHSC). • Ensure the completion of annual ACM/DSS assessment and communication of outcomes to appropriate parties • Inform all key parties on suspected ACM, including the JHSC, employees and Human Resources representative • Ensure and provide annual education related to asbestos for all facilities containing ACM • Institute and maintain an asbestos management training program for all workers who are likely to work in close proximity with the hazardous materials in conjunction with the Health and Safety Associate. • Review this Policy, the asbestos management plan, ACM Designated Survey Report and avoid work activities in areas where asbestos (ACM) is identified as present and may be disturbed by the work activities. • Comply with the requirements of the management plan. • Report any suspicious materials or damage to their Supervisor/delegate. • Complete and actively participate in the mandatory training provided by the employer. • Not engage in any asbestos related work if not fully trained in the given level of asbestos work. • Ensure that all required PPE/equipment is used in accordance with legislated requirements, and as detailed within the Asbestos Management Program associated Procedural Checklist specific to the work being performed (whether Type 1 or Type 2). JIloi file ltlii aild Safety C iiiiii tt JIlH6C) Repi-esefflatives wilL • Be consulted and advised in all situations and work regarding asbestos. • Assist in the implementation of the Policy and the management plan. • Conduct an annual review of the Policy and the Asbestos Management Plan • Participate in the asbestos survey, investigations and the annual inspection in conjunction with Facilities staff. • Utilizing the most recent Asbestos report for the facility during inspections; visually assess the condition of identified ACM areas, and report any notable damage to the Manager of Corporate Facilities. • Immediately report any questions and/or concerns. Page 69 of 169 r i000 ol#1 E . i,. Progressive by Nature County of Elgin Human Resources Policy Manual • It will be at the discretion of the Manager of Corporate Facilities to contact and use an expert asbestos consultant as a resource for ACM testing and removal purposes. • Prior to requesting tenders or arranging work, the Manager of Corporate Facilities or designate will provide ACM Surveys and/or Designated Substance Surveys to prospective contractors prior to asking for tenders. • If the work of a service provider may result in disturbance of asbestos -containing materials, advise the service provider of the existence of such materials as well as required work protocols and procedures. • Whenever possible, arrange for removal of asbestos -containing material as part of major renovations. At minimum, all damaged or deteriorating ACM is removed during major renovations. • Ensure that all work with ACM is done by a qualified contractor/worker • Ensure all asbestos waste is handled and disposed of according to the appropriate regulation. • Maintain all records concerning this waste handling and disposal for future reference, including all completed and signed Asbestos Management Plan forms (checklists). • Work with and provide information to the JHSC to address the concerns of the surrounding the work involving ACM. • Consult with the JHSC if questions about asbestos work arise. If there is any suspicion of contact or disruption of asbestos containing material within the County's facilities, isolate the area immediately (e.g. shut or lock the door to prevent access) Refer to the Asbestos Management Plan for more detail. It is the responsibility of the person who is reporting the concern to notify the Manager of Corporate Facilities /designate or a supervisor immediately. ii. The Manager of Corporate Facilities /designate will communicate this to the area department head or Homes Administrator, Human Resources, Infection Prevention and Control Program Manager, and a JHSC representative immediately. iii. The Manager of Corporate Facilities /designate shall, via an investigation and review of previous building reports and documents, determine the existence of hazardous substances. Access to historical information may Page 70 of 169 r i000 ol#1 E . i,. Progressive by Nature County of Elgin Human Resources Policy Manual provide some basic information to determine the likelihood of ACM being present. Additional information to help identify the potential of asbestos being present includes the year the facility was constructed. For example, facilities prior to 1991 are more likely to have asbestos. The Manager of Corporate Facilities /designate may consult with an expert asbestos consultant for assistance. iv. If previous reports have identified the material as asbestos and if the asbestos containing materials have been disturbed, the Manager of Corporate Facilities /designate will communicate to the building occupants that there is to be no access into that work area and work to isolate the location. v. The Manager of Corporate Facilities/designate will communicate the progress and updates to the Administrator, Infection Prevention and Control Program Manager, Human Resources, Joint Health and Safety Committee as well as provide a posting in the work area to specify that the "area is currently under investigation for potentially hazardous substances". vi. The Manager of Corporate Facilities/designate will contact an expert consultant to determine the precise state of the asbestos containing material(s) and inform the Joint Health and Safety Committee of when this testing shall take place. vii. Until the work area can be deemed to be safe as determined by the consultant's test results or report, the work area will remain isolated. Once the recommendation is made from the expert consultant via a written report, the Manager of Corporate Facilities will review and will carry out the recommendations by: • Posting any testing results in a conspicuous place or places at the workplace where they are most likely to come into the attention of the affected workers for at least fourteen days if applicable. • Consult with the Joint Health and Safety Committee (JHSC) who may make recommendations with respect to the assessment. • Awarding the contract to qualified contractors. • Ensuring the building occupants are notified of any corrective action(s). E Page 71 of 169 County of Elgin Human Resources Policy Manual • If the report indicates that asbestos substances do not exist in the building, the person reporting the inquiry will be notified to address their concern by the Manager of Corporate Facilities/Administrator. li eiiti 1ilg Po eiitiisl New filllazai'doiis Siilbstaiices ..Asbestos Coil to iiiii a ei-iisls C )� Based on the information determined through the investigation, there must be reasonable proof to verify the building does not have asbestos containing materials. Otherwise, the Manager of Corporate Facilities will have to contact an expert consultant to determine the precise state of the suspected material. ii. After reviewing the report, the department head or Homes Administrator and the Manager of Corporate Facilities will take the necessary steps by carrying out one of the following: Acting on the recommendations (as per section 2), Informing the Building Occupants and the JHSC. C Pi-e C istii g epoi- s oI'lllllazai-doiis Siilbstaiices Asbestos Coil taiiiiii a ei-ials & Testiilg Recjifii'eiiieilts„�� i. All previous asbestos reports must indicate that asbestos testing was conducted for friable and non -friable ACM in the building. ii. When reviewing previous ACM reports for buildings ensure that previous tests were conducted for both friable and non -friable material. If previous reports or tests were only conducted for friable ACM, then additional tests are required to determine if non -friable ACM is present. iii. Copies of these reports will be kept with Engineering Services and at the Long -Term Care Home where the survey took place. iv. Once testing at a building has been conducted and if ACM is found to be present then the steps outlined in section 2 should be followed. Coils 1i"iic ioi , Reilovatioil, epaii-, Reiiioval ailaii tei mice pei'ati' i1Wi i. Prior to any tendering or contracting for construction, renovation, repair or removal activities within the building, the Manager of Corporate Facilities/ designate will review any existing documents pertaining to the work area in order to determine what hazardous substances may exist or be affected. Documents may include the most recent assessment (conducted by qualified consultants) and Inspection Reports (conducted by qualified consultants or trained workers). 10 Page 72 of 169 r i000 ol#1 E . i,. Progressive by Nature County of Elgin Human Resources Policy Manual ii. The Manager of Corporate Facilities /designate must review the asbestos reports if it is likely that any hazardous material will be handled, dealt with, distributed or removed. iii. If the hazardous substance is not present, the project may proceed without hazardous substance related precautionary measures. iv. If asbestos is present in one or more of the building materials and/or equipment, the Homes Administrator, Manager of Corporate Facilities /designate will ensure that ACM Surveys or DSSs are provided to prospective contractors prior to tendering or arranging for work. v. If asbestos is present, the Manager of Procurement or designate will, in consultation with the Legal Services department, ensure that contract language is appropriate to ensure that contractors performing asbestos abatement are competent, including warranties and covenants by the contractors that they are in compliance with all legislative requirements. vi. If asbestos is present in one or more of the building materials and/or equipment, the Homes Administrator, Manager of Corporate Facilities /designate will ensure the work is carried out by a qualified contractor. vii. The department head or Homes Administrator, Manager of Corporate Facilities /designate must carry out the following with the Qualified Contractor: • Communicate to all applicable parties including contractors that there is asbestos present and its condition so that they may take the necessary precautions. • Provide to all prospective contractors a copy of the Designated Substance Survey (DSS) including drawings, plans and specifications. • Notices must be posted outside the work area alerting people that asbestos work is being completed in that area. • The Manager of Corporate Facilities /designate will monitor the operations and ensure that appropriate procedures are implemented and being followed to prevent exposure to workers and the public. If a discrepancy is identified during the operation, the work will be stopped. Once remedied, the work may begin, and the course of action taken must be documented. Upon completion of the operation, proper decontamination procedures should be implemented and completed by the Contractor. 11 Page 73 of 169 r i000 ol#1 E . i,. Progressive by Nature County of Elgin Human Resources Policy Manual The Manager of Corporate Facilities /designate will review the work area for a final inspection to verify that decontamination was successfully completed. This may also include reviewing air sampling results in Type 2 and Type 3 asbestos removal projects. All Type 3 asbestos removal projects will be completed by a hired third party, including obtaining the clearance certificate and air quality testing. The Project Manager may use Workplace Health and Safety as a resource. Notification to Building Occupants: i. The Manager of Corporate Facilities is responsible for providing written notice to the building occupants and JHSC of any identified asbestos in the building. ii. The Administrator or department head is responsible for relaying any information provided by the Manager of Corporate Facilities /designate to their own workers. If a building evacuation is required, the Administrator or department head will inform the Ministry of Labour and/or the Ministry of Long Term Care. iii. When work involving ACM is being conducted, project notice shall be posted in the work area (i.e. on the Mechanical Room door) to communicate to all parties adjacent to the work area or who may be affected. Notification to Potential Contractors: The Administrator (if applicable), Manager of Corporate Facilities /designate in association with Procurement Department will ensure that all tenders for construction, renovation, repair, removal and maintenance activities include details of asbestos containing building materials for projects where these materials are known to be present in compliance with the legislative requirements. Notification to the Ministry of Labour, Immigration, Training and Skills Development (MLTSD): The Contractor will inform the MLTSD for all Type 3 operations undertaken before the work commences. The Notice of Asbestos Form is available electronically. 12 Page 74 of 169 r i000 ol#1 E . i,. Progressive by Nature County of Elgin Human Resources Policy Manual The annual site inspection will be carried out by the County's Facilities Department by the Manager of Corporate Facilities /designate and with an asbestos trained Joint Health and Safety Committee (JHSC) representative to visually assess all known asbestos containing material in the building (including insulation, electrical plumbing, heating, rigid air duct work, floor tiles etc.) to report on the condition of the material. Information that must be reported on the annual site inspections includes: • The current state of the material • Whether the material is intact, deteriorating or damaged • List any alterations, repairs, abatements, encapsulations or replacement of the building material • List recommendations for further action if required. The annual site inspection will be used to assess condition of known asbestos containing building material. All parties who may have the following documents are required to copy the Manager of Corporate Facilities who will centralize all of the following documents: • A copy of the County of Elgin Human Resources Policy 8.60 — Asbestos in Buildings • Asbestos Surveys/Reports and Action Plans • Waste Handling Reports. Medical records on the County's employees that may be exposed to asbestos as a result of their work location will be maintained by the Human Resources department. ii. Every County owned facility that has confirmed ACM present is required to have the most recent ACM Designated Survey Report on site. iii. A copy of the above -mentioned reports shall be given to the JHSC. The JHSC will also receive a copy of any consultant's asbestos surveys of their affected building(s) upon request. TRAINING: • Training will be completed for all new employees prior to commencing work in areas known to have asbestos containing building materials. Employee training must remain valid to ensure competency in job. 13 Page 75 of 169 County of Elgin Human Resources Policy Manual • If asbestos awareness training is not provided in house, the services of a qualified expert or agency will be sourced to provide training. • Human Resources to keep records of all employee(s) asbestos training. • A Guide to the Regulation - Asbestos • MOL - ASBESTOS - FAQS 14 Page 76 of 169 REPORT TO COUNTY COUNCIL FROM: Ryan Terpstra, Manager of Corporate Facilities Peter Dutchak, Acting Director, Engineering Services DATE: September 5, 2023 SUBJECT: Terrace Lodge Asbestos Abatement — Tender Award RECOMMENDATIONS: THAT Schouten Environmental Inc. be selected for the Terrace Lodge Asbestos abatement, Contract No. 2023-Q35 at a total price of $113,350.00 exclusive of H.S.T.; and THAT Funds form Terrace Lodge Redevelopment Project, contingency budget be allocated towards the Terrace Lodge Asbestos abatement. INTRODUCTION: Currently in Phase 2 of the Terrace Lodge Redevelopment Project, the County's contractor (D. Grant) completed the planned demolition and asbestos abatement of the south wing. During this time, the Ministry of Labour was onsite to inspect the safe removal of asbestos containing material (ACM). The Ministry of Labour reviewed our latest ACM designated substance report (conducted by Englobe in 2020) and requested an update. ACM reports are common for older buildings where Asbestos was commonly used in building materials such as drywall compound until the 1990s. The updated report details locations as to where ACM is found and how is should be addressed. Specifically, Amosite (a friable dust) had been found to exist throughout the facility as a residual dust on the existing suspended ceiling tile grids. Following the Ministry Regulations 278/05, the County is required to consider this existence of Amosite, and whenever it is disturbed, a Type 2 abatement activity is required. Type 2 abatements necessitate the affected area to be sealed off with a temporary enclosure and cleaning by trained staff. Therefore, each and every time the false ceiling is accessed this Type 2 ACM abatement procedure is required. The Ministry also audited the County's process and procedures for the Type 2 work. Staff took this opportunity to complete an updated ACM report for Terrace Lodge and retained the services of T. Harris Environmental Management Inc. to complete a plan to Page 77 of 169 2 aiDaie ine residual ACM found on the ceiling tiles and tracks at locations outside of the redevelopment areas. The updated ACM report was utilized to prepare and issue a solicitation of services to complete this cleaning. This Council report seeks authorization to proceed with identified asbestos abatement at Terrace Lodge within the false ceiling locations outside of the redevelopment areas. DISCUSSION: Many building systems are contained within the false ceiling space at Terrace Lodge. These areas must be frequently accessed by County staff and contractors and with the identified presence of ACM, formal abatement activities would have to be conducted each and every time maintenance work is being completed. In order to eliminate this abatement activity and reduce future costs and inconvenience for residents, these false ceiling spaces will be thoroughly cleaned by a specialist contractor. Following the recommendations of the revised ACM Designated Substance Report for Terrace Lodge, three contractors were invited to quote a tender that was issued as per the County's Purchasing Policy and utilizing bids&tenders for asbestos abatement. Two (2) contractors submitted electronic bids for this tender which closed on September 5, 2023. Bids were received as follows: Company Bid Price exclusive of HST Schouten Environmental Inc. $113,350.00 Wayne & Harold Smith Construction LTD. No Bid Zero Environmental Inc. $189,900.00 FINANCIAL IMPLICATIONS: The following anticipated costs are proposed to be funded by the Terrace Lodge Redevelopment project contingency allowance. Although not included in the original scope of work, these costs are most appropriately assigned to this project. Asbestos Abatement $ 113,350.00 Net HST (1.76%) $ 1,994.96 Total Projected Costs )Deficit) $ 115,344.96 Staff will review project costs to date and recommend any changes to the Terrace Lodge project budget during 2024 budget deliberations. Page 78 of 169 3 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: None 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. Terrace Lodge staff and contractors will be advised of this project and its phasing through emails and posted project notice. As required by the Regulation, ACM reports are provided to our contractors. CONCLUSION: Staff have retained T. Harris to conduct an updated ACM Designated Substance report. T. Harris's report has provided a scope of work for the cleaning and removal of existing ACM found in the false ceilings. This project was tendered and closed with Schouten Environmental Inc. being the contractor with the lowest bid at $113,350.00. The ACM abatement cleaning will be funded from the Terrace Lodge Redevelopment project contingency allowance. Work on this project is expected to commence in November 2023 and will be completed prior to December 15t" 2023. Page 79 of 169 0 All of which is Respectfully Submitted Ryan Terpstra Manager of Corporate Facilities Peter Dutchak Acting Director, Engineering Services Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 80 of 169 REPORT TO COUNTY COUNCIL 't�0'i°�l�» FROM: Po DATE: RECOMMENDATIONS: Peter Dutchak, Acting Director, Engineering Services September 5, 2023 SUBJECT: Environmental Assessment— Highway 3 and 4 Widening and Talbotville Bypass THAT the report titled "Environmental Assessment — Highway 3 and 4 Widening and Talbotville Bypass", from the Acting Director, Engineering Services dated July 25, 2023 be received and filed, and; THAT the interchange alternative preferences and other study design considerations identified in this report be forwarded to the Ministry of Transportation's study design team and for inclusion in their Transportation Environmental Study Report (TESR). INTRODUCTION: The Ontario Ministry of Transportation (MTO) has retained Stantec Consulting Ltd. to complete the Preliminary Design, Detailed Design and Class Environmental Study (Class EA) for improvements to Highway 3 from Highway 4 to Centennial Avenue within the City of St. Thomas. This project proposes to implement significant improvements to this highway corridor that directly impacts County roads and surrounding communities. A Study Design Report (SDR) has been presented at a Public Information Centre (PIC) on August 17tn 2023 and is now available for public review and comment until September 15t" This report discusses the SDR and staff's remarks regarding the preliminary design options for County Council's consideration and input so that a formal submission can be provided to the MTO during the study's public comment period. BACKGROUND AND DISCUSSION: The MTO has initiated a Class EA and SDR to identify a preferred plan that addresses current and future transportation needs on Highways 3 and 4. The identified "Problem" and "Opportunities" statement as identified by the MTO is shown below: Page 81 of 169 2 Opportunities • Traffic on Highway 3 and (Highway 4 through Highway 3 improvements and Talbotville Bypass are Talbotville will continue to increase as recent being planned as a provincial project to support future and future industrial„ commercial and industrial„ commercial and residential growth in the residential growth occurs, which will impact County of Elgin and St. Thomas areas. It will aim to safety in the community. address projected travel demand, and aid in network connectivity in the area. • Highway 3 is a two-lane undivided highway with at -grade intersections, which is not Provide a four -lane divided (Highway 3 between suitable for the anticipated increase in traffic Centennial Avenue and Highway 4 to enhance safety generated by the recent and future industrial, and operations. commercial and residential growth. Replace existing at -grade intersections with interchanges to promote free -flow movement along Highway 3 through the majority of the study area. The study is currently in the preliminary design stage with the goal of identifying a preferred plan that best addresses current and future needs. The purpose of the Public Information Centre (PIC) is to gather input from the public, stakeholders and external agencies to develop a preferred plan that will be presented at a second PIC (tentatively scheduled for fall 2023). Following the second PIC, a Transportation Environmental Study Report (TESR) will be prepared. The TESR will describe the project, document all input received and provide an overview of the alternatives considered during the study. The TESR will be made available for public review for a 30-day period and this is anticipated to be completed in the spring of 2024. Following the TESR review period, the detailed design incorporating the preferred plan elements will commence. The complete PIC display package is included with this report and can be accessed through the project website at the following link: tjyyaEjf,.I I o II II � i County staff along with staff from the Township of Southwold and the Municipality of Central Elgin have reviewed the design alternatives and have unanimously agreed upon the following comments to be presented to the study design team. Ron McNeil / Wonderland Road Interchange • Alternative 3 preferred (image below). • Ford Road closure with cul-de-sac to prevent major arterial through traffic. • Direct connection to Wonderland Road. • Limited property acquisition. • Supports future servicing along Ford Road. Page 82 of 169 3 Wellington Road / Talbot Line Interchange • Alternative 2 preferred (image below). • Alignment of Wellington Road shifted to the west to allow existing intersection to be maintained with minor detour during construction. • Interchange ramp alignment does not encourage use of Water Tower Line. • Design must accommodate anticipated traffic signals at Wellington Road and McBain Line. Page 83 of 169 0 y design considerations: • Highway 3 divided highway cross section to consider median safety. protection for driver • Transportation design to support movement of large agricultural equipment. • Noise barriers be installed where shown to be beneficial for adjacent development. • Highway interchange illumination be incorporated. • All existing municipal infrastructure and services (i.e. watermains, drains) be replaced and to include casing sleeves to support future maintenance and upgrades. • Replacement of the Secondary Watermain across the proposed ROW. • Expanding traffic study area to include Clinton Line, Southminister Bourne and new Amazon property developments to accommodate anticipated peak demands. • MTO to consider additional access onto Wellington Road within their window of jurisdiction to serve existing and proposed developments. • MTO to provide clarification of any intentions that may exist to download existing portions of Provincial highways post project implementation. • MTO to provide clarity of any intentions that may exist to acquire / upload existing portions of County or municipal infrastructure during construction or on a permanent basis post project implementation. FINANCIAL IMPLICATIONS: None anticipated. ALIGNMENT WITH STRATEGIC PRIORITIES: Page 84 of 169 gyring Elgin ® Ensuring alignment of 5 Growing Elgin ® Planning for and current programs and facilitating commercial, services with community industrial, residential, need. and agricultural growth. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. ® Fostering a healthy environment. Additional Comments: None. ® 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. Dependant upon preferred design solutions, construction staging/scheduling and implementation timeline. COMMUNICATION REQUIREMENTS: This report will be circulated to the LMPs directly affected by this study. CONCLUSION: The Ontario Ministry of Transportation (MTO) is undertaking the Preliminary Design, Detailed Design and Class Environmental Study (Class EA) for improvements to Highway 3 from Highway 4 to Centennial Avenue within the City of St. Thomas. This project proposes to implement significant improvements to this highway corridor that directly impacts County roads and surrounding communities. A Study Design Report (SDR) has been presented at a Public Information Centre (PIC) on August 17tn 2023 and is now available for public review and comment until September 15t" This report discusses recommended design alternatives and other study considerations to be presented to the MTO for consideration as part of their public consultation phase of the study. The second PIC is tentatively scheduled for the fall of 2024 and is anticipated to showcase the preferred design solutions. Page 85 of 169 0 Following the second PIC, a Transportation Environmental Study Report (TESR) will be prepared and be made available for public review for a 30-day period and anticipated to be completed in the spring of 2024. Following the TESR review period, the detailed design incorporating the preferred plan elements will commence. 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SO: E CL 0 C0 W.r - E E o o 0 0 4— o CL CL 0 c (D E In (D (D E c 2 LU I REPORT TO COUNTY COUNCIL FROM: Jenna Fentie, Manager of Administrative Services/Deputy Clerk DATE: September 12, 2023 SUBJECT: December 2023 Council Meeting Schedule Amendment RECOMMENDATIONS: THAT the report titled "December 2023 Council Meeting Schedule Amendment" dated September 12, 2023 from the Manager of Administrative Services/Deputy Clerk, be received and filed; and THAT County Council consent to amending the 2023 Council Meeting schedule by changing the second meeting in December from December 7, 2023 to December 6, 2023 at 9.00 a.m.: and THAT staff be directed to provide public notice of the schedule change. INTRODUCTION/DISCUSSION: A member of Council has a requested that the second meeting date in December be changed due to a conflict. The purpose of this report is to seek Council's consent to amend the 2023 County Council meeting schedule by changing the December 7, 2023 (Thursday) meeting of County Council to December 6, 2023 (Wednesday). The meeting scheduled for November 28, 2023 marks the end of the one-year term for the position of Warden. The Annual Warden's Election will be held on Tuesday, December 5, 2023 at 7.00 p.m., and, with Council's consent, the meeting will resume on Wednesday, December 6, 2023 at 9.00 a.m. Public notice will be issued advising of this change. FINANCIAL IMPLICATIONS: None. Page 113 of 169 K 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: None. 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. Public notice will be issued through the County's social media and website. CONCLUSION: This report seeks Council's consent to amend the 2023 Council Meeting schedule by changing the December 7, 2023 meeting to December 6, 2023. Public notice will be provided of this change on the County website and social media platforms. All of which is Respectfully Submitted Jenna Fentie Manager of Administrative Services/ Deputy Clerk Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 114 of 169 /Iroo; 0 , gin, RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Don Shropshire, CAO/Clerk DATE: September 6, 2023 SUBJECT: Physician Recruitment THAT the Report to Council, dated September 6, 2023 entitled Physician Recruitment be received and filed. THAT Council approves the invitation to collaborate in the international physician recruitment. INTRODUCTION: Elgin County, as a member of the South West Ontario Health Team (SW OHT) has been approached to collaborate with several neighbouring Ontario Health Teams on a proposal aimed at international physician recruitment, (Ref. Attached proposal dated August 16, 2023). BACKGROUND AND DISCUSSION: The proposal builds on our current recruitment of health care workers (doctors and nurses) it does not replace our current activities. The Southern Ontario Physician Recruitment Alliance (SOPRA) is a membership -based physician recruitment alliance that aims to: 1. Increase awareness of practice opportunities in Southern Ontario, targeting physicians (students, residents and practicing physicians) outside of Ontario through collaborative marketing material and split booth costs. 2. Develop and maintain a lead Customer Relationship Management (CRM) platform to shared resources which will enhance the physician candidate experience and fill jobs faster and more efficiently across Ontario Health West. 3. Standardize key performance indicators for international physician recruitment, creation of standardized information and checklists to support international physician recruitment. (Ref. Attached SOPRA PPT presentation outlining details of the proposal) The Alliance is not meant to replace a physician recruitment program. The Alliance is meant to share costs and rotate physician recruiters to attend more events outside of Page 115 of 169 2 vniano and Canada. Participating communities would have access to leads that they wouldn't have had access to otherwise. The plan was to apply to the Health Care Innovation Fund for financial assistance. The deadline for the submission was August 31, 2023. The SW OHT was informed that Council's first opportunity to meet and consider the invitation was September 8, 2023. Many Elgin County residents struggle to secure a family physician. The proposal offers a cost-effective option to increase the pool of physicians that can be recruited to address this need. Administration is recommending that County Council accept the invitation to participate in the collaborative effort to recruit physicians. FINANCIAL IMPLICATIONS: While no funds are being requested at the current time, based on a limited investigation I expect the County would be asked to contribute approximately $51K to $1 OK per year if the program proves successful in recruiting physicians to work in Elgin County. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ❑ Ensuring alignment of ❑ Planning for and current programs and facilitating commercial, services with community industrial, residential, need. and agricultural growth. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Additional Comments: ❑ 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. If successful the collaborative proposal will increase the pool of physicians that can be recruited to address the need of Elgin County residents who are seeking a family physician. Page 116 of 169 COMMUNICATION REQUIREMENTS: The direction of Council needs to be communicated to the members of the SW OHT. CONCLUSION: Elgin County Council agree to join with the OHT partners in their collaborative effort to recruit international physicians. All of which is Respectfully Submitted Don Shropshire Chief Administrative Officer/Clerk 3 Page 117 of 169 EO 0 U i :10CRI vn u v: Ln u V) V) c v) u �- V) �- u L `n c m v' Ln 0 Ln v' _ L 0 u > vn v' Ln v' vn Ln L— L c.) 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L- v' v' Ln v' Ln u y v' .� Ln u Ln 4 — v' u—ro _ — v' v) v' h-- L- / n Coordinating Council Briefing Note: Southern Ontario Physician Recruitment�� Alliance Opportunity Purpose or Issue The Elgin OHT has been invited to join other Ontario Health West OHTs, led by Niagara, in a Models of Care Innovation fund application. The application focuses on collaborative international physician recruitment, with the working title Southern Ontario Physician Recruitment Alliance (SOPRA), allowing regional OHTs to pool resources to engage in international recruitment. Background Many regions are currently struggling with physician capacity and recruitment, and some regions do not have physician recruitment programs. Many Canadian medical students attend international schools, particularly in the United States, United Kingdom, and Ireland. The cost for international recruitment is high with registration and travel costs, and some of the invited regional OHTs have successfully collaborated on recruitment efforts in the past. Current Context Based on current rates of unattached Ontarians there will not be enough Ontario medical school graduates to fill the current and near future needs. The Community Medicine program is also currently transitioning to a 3-year program from a 2-year program which will further reduce the number of graduates during the transitional period. Ontario Health West OHTs and some regional physician recruiters met this week to hear about the Southern Ontario Physician Recruitment Alliance concept from the recruiter who introduced the idea. This idea fits well with the requirements for the current call for applications to the Models of Care Innovation fund which closes August 31, 2023. lffl=V�� As with many discussions around applications for this funding opportunity, sustainability is an area of concern. If successful, the Models of Care Innovation funding would help support some initial costs and approximately the first 18 months of recruitment efforts, however OHTs would have to work collectively to determine how to support continued efforts beyond that time. The budget after the first year is currently estimated at approximately $50,000 per year. Of note, there are 15 OHTs in the West region, so these sustainability costs could potentially be split 15 ways. There is no guarantee of outcomes from participation in this model. Recruiters attending international events would rotate and they will focus on general questions like visa process and Ontario structures so there would not be a regional bias. However, it is likely that students who are recruited will not be distributed evenly based on their own preferences. This opportunity would allow further collaboration with other regional OHTs. Strengthening these relationships helps with aligning our work in ways that will benefit community members who move between neighbouring OHTs (e.g., work, family members). This alliance could also lead to further opportunities to partner and open up possibilities that would not necessarily be accessible to a single OHT. This model allows regions to maintain their regional recruitment efforts in addition to participating in the collective international effort. The Elgin St. Thomas Health Recruitment Partnership has been actively involved in these discussions and is supportive of moving forward with the collaborative application. [August 16, 2023] Page 126 of 169 Coordinating Council Briefing Note: Southern Ontario Physician Recruitment�� Alliance Opportunity 1) Elgin could decide to sign on to support this application for submission by August 31, 2023. 2) Elgin could decline to sign on at this time, but express interest in possibly signing on at a later date and ask to be kept informed. 3) Elgin could decline this opportunity and choose to continue to focus on current regional recruitment. Request foir Deckbin Council members are asked to vote on whether to add the Elgin OHT to the collective OHT funding application to support international physician recruitment for Southern Ontario. [August 16, 2023] Page 127 of 169 87 John Street South Aylmer ON N5H 20 Phone: 519-773-5344 Fax: 519-773-5334 www.malahide.ca August 8, 2023 iheTOWNSH 1 Pof KAiAmmna A proud tradition, a brightfuture. Elgin County Council (sent via email: ifentie LGI .ca) County of Elgin 450 Sunset Drive, St. Thomas, Ontario N5R 5V1 RE: Imperial Road, between Glencolin Line & College Line — Road Safety Concerns At its regular meeting held on August 3, 2023 Malahide Township Council discussed concerns on Imperial Road, between Glencolin Line & College Line in respect to the turning lane being used as a passing lane, and passed the following resolution: THAT Malahide Council direct staff to send correspondence to Elgin County Council in regards safety concerns with the turning lane on Imperial Road between Glencolin Line and College Line; AND that Malahide Council direct staff to send correspondence to the OPP to ensure they are aware of this safety concern as well as the increasing safety concern of tailgating in the Township. The Township respectfully requests your co-operation with respect to this matter and thanks you for your consideration. Respectfully, MR740AM"10 Allison Adams, Manager of Legislative Services/Clerk cc: Jennifer Neamtz — Inspector/Detachment Commander - OPP Elgin County Page 128 of 169 Municipality of RRIN%�Lnrm A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1Y0 T: 519-866-5521 F: 519-866-3884 E: ba�harnC&ba�ham.on.ca W: www.bayham.on.ca August 29, 2023 County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Via email: ifentie elgin.ca Re: Dangerous Driving on Plank Road, Eden 0 t U The attached correspondence was considered at the Municipality of Bayham's August 17, 2023 Regular Meeting of Council with the following motion passed: Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the correspondence from John and Donna Wilkinson re Dangerous Driving on Plank Road, Eden be received for information; AND THAT staff be directed to forward this correspondence to the County of Elgin and the Ontario Provincial Police. If you have any questions or concerns, please contact the undersigned. Regards, Meagan Elliott Clerk melliott _bayham.on.ca cc. Ontario Provincial Police Steve Adams, Manager of Public Works Page 129 of 169 Good morning Meagan Further to our phone conversation this morning, as advised by you, I am outlining my traffic concerns via email to you. We moved to 11370 Plank Road, Eden seven weeks ago and have been increasingly concerned with dangerous, speeding traffic through this Plank Road 50 km/hr zone. From early morning to late evening we witness continuous speeding traffic, many going perhaps 80 km/hr or more, out front of our home. Some speeding vehicles are passing other speeding vehicles while children are out riding bicycles and/or walking on Plank Road. In the evenings traffic increases with "joyriders" racing and revving their engines with their loud, deafening mufflers. We have watched motorcyclists race past, some of them doing "wheelies" at high speeds. It is our observation that at least 80% of vehicles driving past our home are speeding. On Wednesday, July 19th I phoned OPP to relay my concerns regarding dangerous driving out front of my home. I received a call back right away from an OPP Officer who took all my information and informed me that they would try to monitor the situation more closely as they were aware of the concerns along this road. The officer told me that one other Eden neighbour had complained last week about speeding drivers. I was advised by OPP to contact the Municipality of Bayham as well to relay my concerns. This dangerous driving issue needs to be addressed now. OPP, Municipality of Bayham and Elgin County need to take the necessary steps to "make safe" this 50 km/hr zone on the County Road through Eden, ON. Increased law enforcement, speed bumps and photo radar all need to be considered and implemented as soon as possible. Thank you Meagan for listening to my concerns and advising me on this issue. I look forward to hearing from you. John and Donna Wilkinson Page 130 of 169 mull m Asso 6llr�; 1,,ji IIIi o 111 0��,lta�� i�� arrrrrr��uuullll��»o��, �110 rinilllvnay/% Page 131 of 169 Table of Contents Message from the AMO President 3 Message from the Secretary -Treasurer 4 The Value of AMO Membership 6i Message from the Executive Director 6 AMO's Centres 7 Highlights of AMO's Work in 2022 8 AMO Board of Directors Financial Statements 2022 12 Page 132 6?2�6'Ignual Report I Association of Municipalities of Ontario "y �� l r i�/ l l/1 � rr�, r �,�J�i,� loop � �o� Vr � / bj 2/III �/a % mri I � ��J �i rv,,� rU/ao % �� Ilr "'lrr rl' II III �I !ir III ��lvu y � ��N,,. /III rug nl(i Ills �lm y l oi� III "'lirr.!! ��lvu y III', III !ir I am very proud and grateful to have been elected as your AMO President at the 2022 AGM & Conference in Ottawa. I want to congratulate all of Ontario's municipal council members for their successful election to their respective positions in the fall. I also want to thank the municipal staff who steward local municipal and school board elections. Over 40% of council members are new to their positions, and I want them all to know that AMO is here to be a resource and advocate for the municipal sector during their terms of office. In 2022, Ontario and the world began to emerge from the COVID-19 pandemic. At the 2022 AMO Conference - the first in -person AMO Conference since 2019 - the AMO Board conferred an AMO Honour Roll Award to Ontario's municipal workers in recognition of their remarkable contribution to our communities and our province in responding to the pandemic. Ontario's municipal workers kept communities running, delivering essential services that people continued to rely on, even when many of us were staying home. This provincial government has rightly made housing affordability a priority. We all see how the housing crisis is affecting residents of our communities - especially the underhoused. AMO has worked tirelessly to ensure that the municipal voice is heard by the provincial government and to show that Ontario's communities are not the source of housing supply and affordability challenges, but willing partners who are ready to implement solutions. AMO is governed by a dedicated volunteer Board of municipal councillors, heads of council, and public servants from every part of Ontario. They bring local knowledge and experience to the table and remarkable understanding of the capacity, the needs, and aspirations of Ontario's $60 billion municipal sector. Thank you to those who serve on the AMO Board. I also want to thank AMO staff who continue to provide incredible advice and resources to the Board and our members. Through policy analysis and advocacy, member services, and our core administrative and business arm functions, AMO staff ensure our members are well served, represented, and informed. AMO continues to be one of the most influential advocacy organizations in the country. Ontarians have come to expect that all levels of government work together to implement solutions to the challenges facing our communities. Your support and participation enable the municipal sector to speak with one common voice. None of the work we do would be possible without the support of AMO members. Your membership in AMO makes a world of difference. Colin Best President, AMO Councillor, Region of Halton Association of Municipalities of Ontario 12022 Annual1�9t 133 of 169 6 ✓/llll fUlu % "��u/,i III fUI m[rG tI rG y p s u r// " s p III I am pleased to provide you with my report on AMO's 2022 financial status and some highlights of the Association from a corporate lens. A copy of the audited financial statements for the year ending December 31, 2022 is included in this report. The Association continues to be in good financial shape. The main sources of revenue for the Association are membership fees and the annual conference. AMO's Audit Committee meets three times a year with the auditors as part of the Association's accountability framework. The financial stability of the organization is demonstrated year -over -year. In 2022, the Board approved the deployment of $2 million in financial reserves over the next four years for two priority projects: AMO's Healthy Democracy Project and its Municipal Workforce Development Project. AMO's Finance and Operations Centre is the backbone of AMO's corporate operations and its affiliated organizations - LAS, MEPCO, and ONE Investment. It is responsible for accounting, financial systems, risk management, information technology, human resources, website and email communications management, information systems and data management. AMO's own website had over 543,912 pageviews in 2022. Subscription to the weekly AMO Watchfile is currently at 7,800. Communicating with our members and keeping everyone up to date is just part of the value-added benefit of an AMO membership. The work of the Finance and Operations Centre is important to AMO's success. Trevor Wilcox Secretary -Treasurer General Manager - Corporate Performance, County of Simcoe 4 Page 134 6?2�6'lgnual Report I Association of Municipalities of Ontario Va u (U/,," of XIV//VI... 0 0 AMO is your organization. AMO ensures the collective voice of municipal government in Ontario is heard loud and clear. AMO works to make municipal governments stronger and more effective. Through AMO, Ontario's 444 municipalities work together to achieve shared goals and meet common challenges. Through our policy development, advocacy, membership programs, conferences, and training, AMO provides municipal elected officials with the tools to succeed and maximize their finances. AMO is a highly influential policy and advocacy organization, but it's also much more. Through our LAS - AMO's Business Services organization, there are many cost -saving programs and services designed to support municipalities. We also advance municipal employer interests in the OMERS Pension Plan as your sponsor representative through the Municipal Employer Pension Centre of Ontario (MEPCO). Through MEPCO, we ensure that your voice influences the governance and the administration of the $124 billion OMERS plan. AMO continues to have a strong membership base. In 2022, AMO had a membership of 422 municipal members - representing 95% of all municipalities. AMO's membership is further strengthened by 41 organizations that are partners, associates, districts, and affiliates. We are pleased to have a working relationship with these unique members as we advance the interests of municipal government. Association of Municipalities of Ontario 12022 Annual1�9t 135 of 169 5 Over the course of the past three years, AMO has worked hard to support its members and the vitally important work they do to keep communities safe and to protect the services Ontarians rely on most. AMO is glad to continue this important work as our members focus on the social and economic recovery from the COVID-19 pandemic and other emerging priorities. AMO is guided by an exceptional Board of municipal council members and municipal public servants. I am grateful to work with community leaders who care deeply about their residents, communities, and the province. I am also grateful to work with the AMO staff who work hard to keep you informed and respond to your priorities. They provide the resources, programs, events, and training that AMO members rely on with skill and dedication. In 2022, Monika Turner, AMO's long-standing Director of Policy, retired after serving the AMO membership for 12 years and a distinguished career of public service. Lindsay Jones joined AMO in late 2022 as the new Director of Policy & Government Relations, with over 20 years of experience at the provincial and federal levels. AMO staff and I know that you have been seized with the housing affordability crisis, which is affecting every community in Ontario. AMO's efforts have been to shine a bright light on the realities of this crisis and the challenges created by the government's response. Throughout the pandemic, Ontarians saw how collaboration among all orders of government leads to better policy and better outcomes. AMO will continue to call on the province and the federal government to work with municipalities to advance important work on housing supply and homelessness. After two years of meeting virtually, AMO staff delivered an exceptional in -person conference, hosted by the City of Ottawa. We know how meaningful this event is to you - not only to learn, but to interact with your colleagues from across Ontario, many of whom have also become your friends. The 2022 AMO Conference was a resounding success, with over 2,000 registered delegates. AMO staff are truly grateful for your support. We look forward to welcoming you again at the 2023 AMO Conference. I take seriously the significant role AMO has in shaping public policy and supporting members. These core objectives will continue to drive our efforts in the year ahead. I want to thank all our members for your support. I also want to thank the many extraordinary municipal public servants who work with AMO staff to ensure our advocacy, member and business services reflect the best knowledge of your priorities, challenges, and aspirations. Brian Rosborough Executive Director 6 Page 136 6?2�6'lgnual Report I Association of Municipalities of Ontario U%,y `tiit r/es M0 III IILn 't �l ;III° III °III° III s e AMO's Enterprise Centre works closely with LAS and ONE Investment to build strategic relationships with partners where there is shared value - the partner succeeds in achieving business goals while AMO/LAS maximizes benefits to members. The Enterprise Centre is led by Judy Dezell. AMO's Finance and Operations Centre is responsible for managing AMO and AMO-related organizations' accounting, financial systems, risk management, information technology, human resources, website management, information systems and data management. Information is disseminated to the AMO membership and the public -at -large using our websites and other electronic tools by leveraging our membership database and other tools. The Finance and Operations Centre is led by Afshin Majidi. AMO's Membership Centre supports AMO's membership through the development and delivery of events, education and training, and the management of the Canada Community -Building Fund (CCBF). The Membership team leads several AMO Board initiatives, including increasing diversity on municipal councils, enhancing understanding and engagement in municipal governance, and examining challenges with understanding and approaches to local democracy. The Membership Centre is led by Petra Wolfbeiss. III ` ,III IIIC Y AMO's Policy Centre conducts research, government relations, policy analysis, and advocacy to ensure that provincial policies and programs respect municipal authority. The Policy Centre was led by Monika Turner until her retirement in 2022 and is now led by Lindsay Jones. Association of Municipalities of Ontario 1 2022 Annual1�9t 137 of 169 f I,I �% 0 "i °r r 2022 0 III ilia vii iii r d dII II III e ctbl °r St iira't e g y Leading up to the June 2022 provincial election, AMO released our 2022P„rovinc,i,a„I,I„e,L:t„%o„r7S„t„ra„Leg.y. This document serves as a foundation for the next four years of provincial -municipal cooperation and accountability. The strategy is non -partisan, broadly focused, attainable within provincial responsibilities, and reflects sector -wide priorities. The strategy set out an eight -point plan with AMO's vision for economic recovery, prosperity, and increased opportunity. Throughout the provincial election, AMO shared how party platforms and announcements aligned with our eight -point plan. DI e c tbl m s Leading up to the October 2022 municipal elections, AMO launched the We,,,,,�,,,I„I,,,,,W,i„r7,,,,c��„rr7„r��„%,c�„r7,,. We All Win promotes the understanding that municipal governments better serve the public when they reflect the diversity of their communities. The campaign featured advice and experiences from elected officials who are making a difference through municipal government. AMO also developed a website for all unofficial municipal election results. This comprehensive platform positioned AMO as the primary resource for media and the public to view unofficial elections results and key statistics such as voter turnout. This resource would not be possible without the support of Municipal Clerks and Returning Officers who take the time during a very busy period to provide this information. The 2022 Municipal Elections saw significant turnover in the composition of municipal councils, with over 40% of those elected being new to their positions. T iiriii iiiiii iiwi g f o iii, I��'Af e lr,/� Of CO Ul lll diii III Following each municipal election cycle, AMO plays an important role in onboarding newly elected and returning municipal councillors and heads of council. AMO modernized its training to reflect the realities, responsibilities, challenges, and opportunities of elected municipal officials in today's context. AMO's New Councillor Training and Head of Council Training are delivered by two experienced Chief Administrative Officers. The training also features subject matter experts where critical insights will be gained to help council members manage diverse issues and expectations throughout their term. The training continues through the 2022-2026 council term. AMO also evolved its training offerings to ensure our members are supported in their role as local leaders. This includes topics such as: human rights and equity, Indigenous cultural competency, navigating conflict relationships, and foundational and advanced land use planning. Page 138 6?2�6'lgnual Report I Association of Municipalities of Ontario III' iOD1„1I IIIIIlg&UrG Uf°°' °',InUfUss Advocacy ,1,` fyicacy 2022 saw important shifts in the political environment with significant implications for municipal governments. The prominence of housing supply and affordability as an election issue for both the June provincial election and the new government's early legislative agenda fundamentally shifted the provincial -municipal relationship. Prior to the election, the release of ,,MQ. sou�,s,i„n.g. F.I.u...�rir7t outlined collaborative solutions across governments. Following the introduction of legislation with profound fiscal, policy, governance, and operational implications for municipalities, AMO was front -and -centre in highlighting serious risks and providing ministries, the legislature, and the media with a critical counterpoint to the developer perspective. AMO's policy work also highlighted the homelessness crisis as an extension of the housing situation, calling for collaborative action across government. IIJfUI°t111,,,fldI°II1Ifi g to the III Illtyi''U/ III`I� / Re assess r,,�0eInt'°„yU,,,IIIU Municipal governments provide the services that people and businesses rely on most on a day- to-day basis. Municipal governments contribute approximately $60 billion in public services and infrastructure, with $41 billion raised primarily through property taxes and payments -in -lieu of taxes. Given that property tax is the single largest source of revenue for Ontario's municipal governments, AMO knows that a well -functioning, up-to-date assessment system is top of mind for our members; municipal councils need to make important taxation decisions and restore predictability and stability for property taxpayers. AMO has heard that MPAC is ready to return to the property assessment cycle that was rightly paused during the pandemic. Throughout 2022, AMO encouraged the provincial government to restore the reassessment cycle and worked with MPAC to develop and implement and information campaign designed to dispel myths about the implications of an assessment update. IIIU „; ,,,i U; j U„ U 11 j,,,,, ' U a. U' 1, �� , f "' r t U U U» I U a t' U .,a ,") t U i U �� f,,,,,. ��,� III �„ IIL'��l � Ill ,y f,,,,. III �o �o „�� I�,, III ��,,, I�,, � III IIL ��„��l�l f ,,, I�,, �,, �,,�„ J//l, ��„�� III IIL ,: ff �� II[ I�,, f,,,,, III „y f,,,,,, �� f,,,, III „�� IIL,� IIL �� o f,,,,, III�� ,, III III ��l�l f,,,,, I�,,, t In late 2022, the AMO Board committed $2 million over four years for two signature projects: the Healthy Democracy Project and the Municipal Workforce Development Project. These two projects respond to two pressing member priorities. The Healthy Democracy Project builds on AMO's We All Win initiative to advance greater diversity, equity, and inclusion on municipal councils. The Healthy Democracy Project will promote the value and importance of municipal governments in Ontario and Canada's political system, identify ways that AMO can provide support and resources to candidates that will diversify municipal councils, and enhance understanding and encourage participation in municipal government. Association of Municipalities of Ontario 1 2022 Annual1�9t 139 of 169 The Workforce Development Project will help AMO and Ontario's municipalities better understand the municipal sector's workforce needs. Employee recruitment and retention is a major concern for municipal government and a large cohort of municipal employees are eligible to retire over the next decade. This means that Ontario's municipalities are faced with an impending leadership, knowledge, and skills gap. The Workforce Development Project will engage with municipal and post -secondary partners that will retain and develop our current workforce and prepare the next generation of community builders for careers in the municipal sector. III III e ctran iii, fttii iii g AMO and LAS continue to explore opportunities in digital technology that helps members automate tasks to increase operational efficiencies, freeing municipal staff to focus on matters that require human abilities like problem solving and intuition. Electronic permitting (e-permitting) for building services, is one area that has helped municipal governments automate parts of the local development approval processes. In 2022, after a competitive procurement exercise, AMO announced a partnership with Cloudpermit, a company that specializes in e-permitting technology for building services. Prior to this partnership, many municipalities in Ontario had been using the Cloudpermit system within their building departments. They have seen the benefits of the software to local building service processes, including faster turnarounds of the issuance, inspection, and approval of permits. Later in 2022, AMO announced that Cloudpermit's planning/development module and by- law enforcement module are also available to interested members through the partnership agreement. 38 municipalities implemented Cloudpermit's building permit system, three implemented the planning module, and five implemented the by-law enforcement module. Cyber security has quickly climbed up the ranks to become one of the biggest risks facing organizations today. Public sector organizations continue to operate in a rapidly changing environment. As cyber insurance becomes more costly and difficult, if not impossible, for municipalities to procure, LAS made the decision to create a program and secure a partner who could assist municipalities in the event of a cyber incident. A cyber alternative risk feasibility study was conducted in 2022. Twenty-five municipalities took part in the survey and offered critical data required to complete the study. This work has continued with a competitive procurement process, and the selection of ISA Cybersecurity as the LAS partner for this program. 10 Page 140 6?2�6'lgnual Report I Association of Municipalities of Ontario In 2022, AMO's CCBF team delivered nearly $700 million to municipalities across Ontario on behalf of the federal government in support of critical infrastructure projects. Since its launch in 2005, municipalities receiving Canada Community -Building funds through AMO have invested over $9 billion from the Fund into over 12,000 local projects. Through the CCBF team, AMO also delivers programming that helps the municipal sector make further progress in asset management and better inform Councils in identifying infrastructure investment priorities. G�`,�,,,,JHE hnv of °' , I � (0 e IIL 'fii't ONE Investment's Prudent Investment Program experienced growth in 2022 with three new municipalities joining the program. The Municipality of Neebing and Cities of Quinte West and Thunder Bay transitioned in early 2022. More and more Councils are seeing the increased revenue opportunities available with a more diversified portfolio that better manages risk. ONE Investment's Prudent Investment Program is a turnkey solution available to all municipalities across Ontario providing access to the broader investment powers allowed in the Municipa/Act. Association of Municipalities of Ontario 1 2022 Annual1�9t 141 of 169 X�',A!0 Board of Mfirectars The governing body nfthe Association is the Board of Directors, elected every two years. The Board is comprised of elected and non -elected municipal representatives from across Ontario. ~Indicates member mthe AmoExecutive Committee Al"40 l"11"Iloalrd of �l Caltyoltym Robert Foster (aso[this Repo'[) Councillor, Region ofNiagara Anna Hopkins* Colin Best~ Chair, Large Urban Caucus Tammy Hwang AM0Pnsident Councillor, City ofLondon Councillor, City ofHamilton Councillor, Region ofHalton Dan Chapman Rhonda Mulcahy Trevor Wilcox* [A0City ofKitchener Councillor, Region ofDurham AM03ecotary-Teamer General Manager, Dawn Dodge Karen Redman Corporate Performance, Councillor, City ofSt. Catharines [hair,MARO0 County of3imooe [hai�Region ofWaterloo Luke Dufour JannieMcGarvey~ Councillor, City ofSault Ste. Marie Paul Vicente Past President Councillor, Region ofPeel Mayor, Town ofParry Sound Marianne MeedWard Mayor, City ofBurlington Gary Dyke* �t.,tiraUCalt.,tolt.,ts Past AM0Secretary-Treasurer Bryan Paterson Robin Jones~ [A0 Municipality Grenville ' Mayor, City Chair, Rural Caucus [hair,R0MA Assoc latloN'i lF:IrN�� s Caltyxitts ---------------------------- Mayo[ Village ofWestport U10l'itall"I'lo Wendy Landry* Sandra DatansBene Chair, NVVCaucus City Manager, City ofSt. Thomas �o�er8i�ouin President.N0MA Mayor, Municipality of3huniah(NVV) PeterEnnon Maie/Mayor, Reeve Town of Renfrew Ville de/TownofHearst Danny Whalen* [hair, NE Caucus Paul Latann Cm.,tirity Calt.,tclits Pr�sident F0N0M . Councillor, Town ofGrand Valley Councillor, City ofTemiskamingShores Aina DeViet~ QaineyVVeis|er Chair, County Caucus John Curley Deputy Mayor, Municipality of8ayham [oundUo�Middlesex County [oundUo�[ityofTimmin� Barbara Dobreen Rick Dumas Sr'naUU�I11,Ymill'i Calt.,tolt.,ts [oundUo�[ountyof6ey Mayo�Town ofMarathon LynnDoUin~ Peter Emon Fred Mota Chair, Small Urban Caucus [hair,E0VV[ Mayor, Municipality ofRed Lake Mayor, Town of|nnisfi| Warden, Renfrew County Qoger8igouin Deb Doherty Chris Gerrits Maine/Mayor,Ville de/TownofHearst Councillor, Town of[oUingwood Councillor, DufferinCounty BobKvvapis al'id Councillor, Town ofNewmarket Glen McNeil [hair,VV0VV[ Qi|eyBnochington~ Hilda MacDonald Warden, Huron County Chair, Regional & Single Tier Caucus [hair,03UM MeighanVVarh Councillor, City ofOttawa Mayor, Municipality ofLeamington [A0 Huron County Marilyn Crawford Denyse Morrissey Regional Councillor, Town ofAjax [A0.Town ofShelburne 12 Page 142 6?2�,jlgnua|Report I Association ufMunicipa|kOn tario Association of Municipalities of Ontario Financial Statements For the year ended December 31, 2022 Independent Auditor's Report Financial Statements Statement of Financial Position Statement of Operations Statement of Changes in Net Assets Statement of Cash Flows Notes to Financial Statements Contents 14 -15 16 17 18 19 20 - 30 Association of Municipalities of Ontario 1 2022 Annual�9t 143 of 169 13 JBDOwww.bdo.ca Oakville ON L6H 61<8 Canada Independent Auditor's Report To the Directors of Association of Municipalities of Ontario Opinion We have audited the financial statements of Association of Municipalities of Ontario ("AMO"), which comprise the statement of financial position as at December 31, 2022, and the statements of operations, changes in net assets and cash flows for the year then ended, and notes to the financial statements, including a summary of significant accounting policies. In our opinion, the accompanying financial statements present fairly, in all material respects, the financial position of AMO as at December 31, 2022, and its results of operations and its cash flows for the year then ended in accordance with Canadian accounting standards for not -for -profit organizations. Basis for Opinion We conducted our audit in accordance with Canadian generally accepted auditing standards. Our responsibilities under those standards are further described in the Auditor's Responsibilities for the Audit of the Financial Statements section of our report. We are independent of AMO in accordance with the ethical requirements that are relevant to our audit of the financial statements in Canada, and we have fulfilled our other ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion. Responsibilities of Management and Those Charged with Governance for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian accounting standards for not -for -profit organizations, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. In preparing the financial statements, management is responsible for assessing AMO's ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless management either intends to liquidate AMO or to cease operations, or has no realistic alternative but to do so. Those charged with governance are responsible for overseeing AMO's financial reporting process. Auditor's Responsibilities for the Audit of the Financial Statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor's report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with Canadian generally accepted auditing standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these financial statements. BUO Canada LLP, a Canadian limited liability partnership, is a member of BUO International Limited, a UK company limited by guarantee, and forms part of the international BUO network of independent member firms. 14 Page 144 6?1�6'lgnual Report I Association of Municipalities of Ontario Auditor's Responsibilities for the Audit of the Financial Statements (continued) As part of an audit in accordance with Canadian generally accepted auditing standards, we exercise professional judgment and maintain professional skepticism throughout the audit. We also: • Identify and assess the risks of material misstatement of the financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis for our opinion. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control. • Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of AMO's internal control. • Evaluate the appropriateness of accounting policies used and the reasonableness of accounting estimates and related disclosures made by management. • Conclude on the appropriateness of management's use of the going concern basis of accounting and, based on the audit evidence obtained, whether a material uncertainty exists related to events or conditions that may cast significant doubt on AMO's ability to continue as a going concern. If we conclude that a material uncertainty exists, we are required to draw attention in our auditor's report to the related disclosures in the financial statements or, if such disclosures are inadequate, to modify our opinion. Our conclusions are based on the audit evidence obtained up to the date of our auditor's report. However, future events or conditions may cause AMID to cease to continue as a going concern. Evaluate the overall presentation, structure and content of the financial statements including the disclosures, and whether the financial statements represent the underlying transactions and events in a manner that achieves fair presentation. We communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit and significant audit findings, including any significant deficiencies in internal control that we identify during our audit. Chartered Professional Accountants, Licensed Public Accountants Oakville, Ontario June 23, 2023 Association of Municipalities of Ontario 1 2022 Annual�g��t 145 Of 169 15 Association of Municipalities of Ontario Statement of Financial Position December 31 Assets Current Cash Accounts receivable (Note 3) Investments (Note 4) Prepaid expenses Investment in LAS (Note 6(a)) Long-term investments (Note 5) Property and equipment (Note 7) Liabilities and Net Assets Current Accounts payable and accrued liabilities (Note 9) Deferred revenue Deferred contributions - projects (Note 10) Deferred contributions - other Net assets Restricted funds General funds - unrestricted Investment in LAS Other Conference self-insurance reserve Training reserve Invested in capital assets reserve Stabilization reserve 2022 2021 $ 572,686 $ 526,365 635,438 1,077,446 23,054,958 19,889,273 500,712 502,289 24,763,794 21,995,373 100 100 476,193 513,502 54,754 66,843 $ 25,294,841 $ 22,575,818 $ 2,029,174 $ 1,844,138 198,827 6,600 1,031,353 1,530,109 3,259,354 3,380,847 63,247 70,114 3,322,601 3,450,961 10,455,825 8,895,270 100 100 8,582,945 7,682,513 691,000 707,515 170,616 170,616 54,754 66,843 2,017,000 1,602,000 21,972,240 19,124,857 $ 25,294,841 $ 22,575,818 On behalf of the Board: Director Director The accompanying notes are an integral part of these financial statements. 16 Page 146 6?2�6'Ignual Report I Association of Municipalities of Ontario p to 'i C c n }I it r O� 00 N O c n }1 .Q •V c 'C cn C� G O c O m .5 O I' C LL (0 O .E = = LL E E O U 'E ca 00 m ca c ca U (n ao V O_ O O V M O M M M M O N M O O O n M w O O V' (n C M M n M (O V c0 N O co n O O co O N d; (M O- (m N CD N N N N �- M N M M M d' N N N M 1 W b oo b co co O eF O M .- m cwo cwo M cno M O et cc m O .- .- Co b co w n M n Co b N m N04 co LO b M N LO M n N N b n co yr n It co Co Co co m O .= Lo co Co n N It co - LO b N N b cA It It O N n N co co b M co N n CO .- Nco LO N M �s W G O CO M b M ti n n co yr O N O Z U_ E U m O N M p) O N O O N Z Z 0) Z v cZ _)N v� Z 0 N C C N C N (� (n C_ O O N p C U m N CQ E0 �--0 m w p E C E a'� (' E° .m o (0 i C N C p E in ca c) C N N p Q to N to � fn -� O E .� L)0) (0 C O>l i U C co 0 O C � (0 N (n C N v N c� E 2 m E 7 N N ca p O c0 N N aE) o >c:L) �c� m o >�U C:QOL BCD co m rn co N O O co M m n N CO m n C1 Co co co n m Co n co O O co et o ao oS ao ui ao N n m It It co ' ' ' ' It O N n oo co b M co �_ eF cc m O w b y co m Lo N M . . M 4m N co � OOf N M n co N L C U L _ in O N � N E O N Z E -0 LL m U (B m O N C i O L C OL O N in O O O m 0)N ULLZZ N a " N E C � m m— E o C p -p c O m C Q O p N .� O Q U +T7 p > C E m o 0 N m N O E E .N C (n U E 0) _ o Q (n m .E d Q N C: C - O O c0 U_ E .E m m � c Q CO � L) L) xCD0-U C: L) cn LL W co O N M M co m W O b m co Co co Co N m M m O R a.+ O d m c c Q N N O N O c O 0 Q U O c O 0 Q Page 147 of 169 7i C 76 0 O IT LO M In OD N ch Il- a) v M 6 CD LO OD d' 00 CO) N Itf 1l N � 000 CA CA N T- N � 61) o o 0 0 0 0 O O O cq LO 1- t0 wq O T- N 60. 69 1 0000 O 1- LO ER EA O c r r LO CD T o LC) LC) o o ) n, co ta CO) 00 LO (O ONO M O N (O (O M 00 00 00 00 (O N CO) LO 1l Ir:, 06 CD L 1- LO N LO L C rn co 00 LO 00 r GH LO N R LO LO Iq CD L L O Or � � L E N r-'O N O d 4— y O -a y Q) L C N d N a Ri 4? Q a m W, c O 0 Q U 0 E 0 0 Q 0 d a N N O N Page 148 of 169 Association of Municipalities of Ontario Statement of Cash Flows For the year ended December 31 2022 2021 Cash provided by (used in) Operations Excess of revenue over expenditures Adjustment required to reconcile excess of revenue over expenditures with net cash provided by operating activities Amortization of property and equipment Unrealized loss (gain) on investments Changes in non -cash working capital balances Accounts receivable Prepaid expenses Accounts payable and accrued liabilities Deferred revenue Deferred contributions - projects Deferred contributions - other Investing activities Purchase of property and equipment Purchase of investments Purchase of long-term investments Increase in cash during the year Cash, beginning of year 2,847,383 $ 3,977,548 31,808 31,142 37,309 (13,502) 442,008 880,684 1,577 (207,221) 185,036 226,185 192,227 (7,600) (498,756) (787,702) (6,867) (145,616) 3,231,725 3,953,918 (19,719) (20,613) (3,165,685) (3,402,576) (500,000) (3,185,404) (3,923,189) 46,321 30,729 526,365 495,636 Cash, end of year $ 572,686 $ 526,365 The accompanying notes are an integral part of these financial statements. Association of Municipalities of Ontario 1 2022 Annual�9t 149 of 169 19 Association of Municipalities of Ontario Notes to Financial Statements December 31. 2022 Basis of Presentation Association of Municipalities of Ontario ("AMO") is a not -for -profit organization incorporated, without share capital, under Letters Patent on May 11, 1990 under the Corporations Act (Ontario). The mandate of AMO is to promote, support and enhance strong and effective municipal government in Ontario. As a not -for -profit organization, AMO is exempt from income taxes provided certain requirements of the Income Tax Act (Canada) are met. 2. Significant Accounting Policies These financial statements have been prepared in accordance with Canadian accounting standards for not -for -profit organizations. Accounting standards for not -for -profit organizations require entities to select policies appropriate for their circumstances from choices provided in the specific standards. The following are details of the choices selected by AMO and applied in these financial statements. Funds The Restricted fund represents the Canada Community -Building Fund which has specific external restrictions placed on its use by the funder. The General funds account for AMO's operations and reports unrestricted and externally restricted resources without a specific fund that are not included in the Restricted funds. The Conference Self -Insurance Reserve was set up to maintain an annual AMO conference self-insurance reserve at 80% of the AMO conference annual costs. The reserve will be adjusted annually based on the budget for the year. The Board approved a transfer of $16,515 from the Conference Self -Insurance Reserve to the General funds - Unrestricted (2021 - $707,515 from General funds - Unrestricted to the Conference Self -Insurance Reserve). The Training Reserve covers the cost of the development of in -person and online/virtual courses. The Board approved a transfer of $Nil (2021 - $170,616) from the General funds - Unrestricted to the Training Reserve. The Stabilization Reserve covers for a maximum of six months any costs incurred. Stabilization reserve allows for additional flexibility for the board to ensure continued operations in case of significant interruptions, difficult economic conditions, or in meeting unforeseen obligations. The reserve will be adjuuted annually based on the current budget for the year. The Board approved a transfer of $2,017,000 (2021 - $Nil) from General funds - Unrestricted to the Stabilization Reserve. The Invested in Capital Assets fund represents funds invested in capital assets and is adjusted annually with net increases and decreases in capital expenditures and amortization. 20 Page 150 6?2�6'lgnual Report I Association of Municipalities of Ontario Association of Municipalities of Ontario Notes to Financial Statements December 31, 2022 2. Significant Accounting Policies (continued) Use of Estimates The preparation of financial statements requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of revenues and expenditures during the year. Actual results could differ from those estimates. Investment in Subsidiaries Local Authority Services ("LAS") is a wholly owned subsidiary of AMO. The investment in LAS is stated at cost. A financial summary of LAS is presented and disclosed in Note 6(a). Municipal Employer Pension Centre of Ontario ("MEPCO") is controlled by AMO. A financial summary of MEPCO is presented and disclosed in Note 6(b). Financial Instruments Financial instruments are recorded at fair value when acquired or issued. In subsequent periods, financial instruments are reported at cost or amortized cost less impairment, except long-term investments, which are measured at fair value. Financial assets are tested for impairment when changes in circumstances indicate the asset could be impaired. Transaction costs incurred on the acquisition, sale or issue of financial instruments are expensed for those items remeasured at fair value at each statement of financial position date and charged to the financial instrument for those measured at amortized cost. Revenue Recognition AMO follows the restricted fund method for all externally restricted contributions. Under the restricted fund method, externally restricted contributions of the restricted funds are recognized as revenue in the year of receipt. Externally restricted contributions of the general funds are deferred until the year in which the related expenses are incurred. Unrestricted contributions are recognized as revenue when the amount is reasonably estimated and collection is reasonably assured. Membership and administration and occupancy fees are recognized as revenue in the period to which the fees relate. Conferences and seminar revenue is recognized in the period in which the event occurs, or the service is provided. Fees received in advance of the period to which they relate are recorded as deferred revenue in the statement of financial position. Investment income is recognized as revenue in the period it is earned. Realized and unrealized gains and losses on long-term investments are included in investment income in the period they arise. Association of Municipalities of Ontario 1 2022 Annual�g��t 151 Of 169 21 Association of Municipalities of Ontario Notes to Financial Statements December 31, 2022 2. Significant Accounting Policies (continued) Property and Equipment Property and equipment are recorded at cost less accumulated amortization. Amortization is provided on a straight-line basis over the assets' estimated useful lives as follows: Computer hardware - 4 years straight-line Furniture and fixtures - 5 years straight-line Pension AMO makes contributions on behalf of its employees to Ontario Municipal Employees Retirement System ("OMERS"), which is a multi -employer pension plan. The Plan is a defined benefit plan which specifies the amount of retirement benefit to be received by the employees based on the length of service and rates of pay. The plan has net assets of $124.2 billion per 2022 annual report. As the amount AMO is obligated to contribute under the Plan is not quantifiable, the accounting, presentation and disclosures that would otherwise be required are not determinable. Due to this fact, AMO follows the standards for a defined contribution plan, the details of which are disclosed in Note 13. 3. Related Party Transactions Included in accounts receivable are amounts due from related parties as follows: LAS MEPCO ROMA 2022 2021 $ 339,726 $ 334,644 35,817 20,891 - 3,787 These amounts are unsecured, repayable on demand and are non -interest bearing. Included in administration and occupancy fees are administration and occupancy fees charged to: 2022 2021 LAS $ 957,569 $ 866,106 MEPCO 443,280 466,704 ROMA 128,072 119,999 These transactions are measured at the exchange amount, which is the amount of consideration established and agreed to by the related parties. 22 Page 152 6?2�6'lgnual Report I Association of Municipalities of Ontario December 31, 2022 4. Investments Association of Municipalities of Ontario Notes to Financial Statements 2022 2021 One Investment High Interest Savings Account (HISA) bearing interest at bank prime rate less 2.235% (2021 - bank prime rate less 1.735%). $ 23,054,958 $ 19,889,273 5. Long -Term Investments AMO holds long-term investments in the following pooled funds: 2022 2021 ONE Canadian Equity Portfolio $ 289,364 $ 314,316 ONE Canadian Corporate Bond Portfolio 91,389 99,731 ONE Canadian Government Bond Portfolio 95,440 99,455 $ 476,193 $ 513,502 Association of Municipalities of Ontario 1 2022 Annual�9t 153 of 169 23 Association of Municipalities of Ontario Notes to Financial Statements December 31, 2022 6. Subsidiaries (a) Local Authority Services ("LAS") LAS is a wholly owned subsidiary of AMO. The mandate of LAS is to work with municipalities, their agencies, boards and commissions, as well as other organizations of Ontario's broader public sector to assist them in reducing their expenditures and to increase their levels of non -tax revenues through the principle of joint or cooperative procurement efforts. LAS has not been consolidated in AMO's financial statements. Financial statements of LAS are available on request. A financial summary of LAS as at December 31, 2022 and 2021 and for the years then ended is as follows: 2022 2021 Financial position Total assets $ 15,724,996 $ 14,405,317 Total liabilities 10,033,478 8,498,347 Net assets $ 5,691,518 $ 5,906,970 Results of operations Total revenue $ 10,316,795 $ 10,733,877 Total expenditures 10,532,246 10,403,975 Excess (deficiency) of revenue over expenditures $ (215,451) $ 329,902 Cash provided by (used in) Operating activities $ (2,068,353) $ 1,011,898 Investing activities 1,229,277 (479,236) Net change in cash $ (839,076) $ 532,662 24 Page 154 6?2�6'lgnual Report I Association of Municipalities of Ontario Association of Municipalities of Ontario Notes to Financial Statements December 31, 2022 6. Subsidiaries (continued) (b) Municipal Employer Pension Centre Ontario ("MEPCO") AMO is the only member of MEPCO. The mandate of MEPCO is to fulfill the obligations of the Association and others under the Ontario Municipal Employees Retirement Systems Act, 2006. MEPCO has not been consolidated in AMO's financial statements. Financial statements of MEPCO are available on request. A financial summary of MEPCO as at December 31, 2022 and 2021 and for the years then ended is as follows: Financial position Total assets Total liabilities Net assets Net assets comprise: Internally restricted Unrestricted Results of operations Total revenue Total expenditures Excess of revenue over expenditures Cash provided by (used in) Operating activities Investing activity Net change in cash 2022 2021 $ 1,082,689 54,990 $ 1,001,932 45,097 $ 1,027,699 $ 956,835 $ 767,441 260,258 $ 767,441 189,394 $ 1,027,699 $ 956,835 $ 673,973 603,109 $ 646,626 616,756 $ 70,864 $ 29,870 $ 91,935 $ 24,275 (99,761) 19,515 $ (7,826) $ 43,790 Association of Municipalities of Ontario 1 2022 Annual�g��t 155 Of 169 25 Association of Municipalities of Ontario Notes to Financial Statements December 31. 2022 7. Property and Equipment 2022 2021 Accumulated Accumulated Cost Amortization Cost Amortization Computer hardware $ 1,392,727 $ 1,341,385 $ 1,373,008 $ 1,313,466 Furniture and fixtures 66,336 62,924 66,336 59,035 $ 1,459,063 $ 1,404,309 $ 1,439,344 $ 1,372,501 Net book value $ 54,754 $ 66,843 8. Affiliate Rural Ontario Municipal Association ("ROMA") A number of AMO's Board members serve on ROMA's Board of Directors. ROMA brings the rural perspective to the policy work of AMO, focusing on matters which affect rural communities so that they are brought to the attention of provincial and federal governments. ROMA has not been consolidated in AMO's financial statements. Financial statements of ROMA are available on request. A financial summary of ROMA as at December 31, 2022 and 2021 and for the years then ended is as follows: Financial position Total assets Total liabilities Net assets Results of operations Total revenue Total expenditures Deficiency of revenue over expenditures Cash provided by (used in) Operating activities Investing activity Net change in cash 2022 2021 $ 1,386,407 $ 980,493 896,206 279,205 $ 490,201 $ 701,288 $ 425,709 $ 447,386 636,796 489,431 $ (211,087) $ (42,045) $ 339,300 $ (57,260) (288,468) 20,990 $ 50,832 $ (36,270) 26 Page 156 6?2�6'lgnual Report I Association of Municipalities of Ontario Association of Municipalities of Ontario Notes to Financial Statements December 31, 2022 9. Accounts Payable and Accrued Liabilities Included in accounts payable and accrued liabilities are amounts payable to the government of $853,772 (2021 - $877,345). 10. Deferred Contributions - Projects Deferred contributions — projects are amounts received from parties to carry out specific projects. Funds are recognized as revenue in the period in which the related expenses are incurred. If amounts are not expended, amounts may be refundable. Received/ Disbursed Balance returned/ and Balance beginning reallocated recognized end of of year in the year in the year year Community School Alliance $ 37,596 $ 15,950 $ 2,760 $ 50,786 Continuous Improvement Fund project (CIF) 44,786 445,000 291,032 198,754 Waste Diversion Project 313,409 620,571 352,167 581,813 Waste Diversion Project Wind-up 200,000 - - 200,000 Steward Obligation Project 131,681 (120,570) 11,111 - Main Street Revitalization Fund Project 802,637 (685,173) 117,464 - 2022 $ 1,530,109 $ 275,778 $ 774,534 $ 1,031,353 2021 $ 2,317,811 $ 135,800 $ 923,502 $ 1,530,109 The Main Street Revitalization Fund Project was completed during the year and unspent funds were returned to the funder. Unused funds for the Steward Obligation Project were transferred to the Waste Diversion Project. Association of Municipalities of Ontario 1 2022 Annual�g��t 157 Of 169 27 Association of Municipalities of Ontario Notes to Financial Statements December 31, 2022 11. Restricted Funds Canada Community -Building Fund (formerly Federal Gas Tax Program) On June 17, 2005, the Government of Canada, the Province of Ontario, AMO and the City of Toronto signed an agreement setting out new revenue sharing arrangements for federal gas tax revenues for investment in municipal infrastructure. AMO administers the fund on behalf of the federal government for all municipalities except Toronto. The agreement resulted in funds of $1.453 billion flowing to municipalities from 2005 to 2010. Under the Agreement, AMO received 1% of the amounts received and distributed to administer the funds. In 2009, the agreement was extended with an additional $2.361 billion of funds flowing to municipalities over the period 2010-2014. As part of the extended agreement, the administration fee was reduced to 0.5% to better reflect the related costs. In 2014, the program was made permanent using a ten-year agreement model with a midterm review. $3.849 billion flowed to municipalities in Ontario for 2014-2018 based on 2011 population data with AMO continuing to receive 0.5% of the amounts it received to administer the funds. In 2014, the AMO Board of Directors decided to establish a restricted reserve to hold $5 million for wind up of the program and to distribute the balance of $15,692,043 in surplus administration funds accumulated on a per capita basis to all municipalities AMO administers funds. In 2018, allocations of $4.231 billion for 2019-2023 were confirmed to flow to Ontario municipalities based on 2016 population data. In 2019, there was a one-time doubling of funds by the Government of Canada. Also in 2019, AMO distributed $12,044,284 in surplus administration fees according to the established allocation model. In 2021, there was another one-time doubling of the funds. As with the prior top -up, AMO did not take an administration fee. Also, in 2021 the program name was changed from Federal Gas Tax to the Canada Community -Building Fund. This was done to reflect the program's evolution over time and the fact that funds do not come directly from federal gas tax revenues. 12. Capital Disclosures The capital structure of AMO consists of restricted and unrestricted net assets. The Association manages its capital and makes adjustments to it in light of economic conditions and the risk characteristics of the underlying assets. AMO's main objective when managing capital is to safeguard its ability to continue as a going concern, so that it can continue to provide the appropriate level of services to the municipalities of Ontario. AMO is subject to externally imposed capital requirements for the Canada Community -Building and Main Street revitalization programs and the restricted funds included in the General funds. These funds are invested and administered according to these requirements. 28 Page 158 6?2�6'lgnual Report I Association of Municipalities of Ontario Association of Municipalities of Ontario Notes to Financial Statements December 31, 2022 13. Pension Plan AMO contributed $613,670 (2021 - $590,823) to OMERS during the year. Of the amount contributed, $167,022 (2021 - $149,528) related to employees who worked for AMO's subsidiary, LAS. The actuarially determined deficit of the OMERS plan on a going concern basis at December 31, 2022 was $6.1 billion (2021 - $69 million). 14. Allocation of Expenses Salaries and benefits are allocated based on the percentage of time spent by staff for each program. Expenses such as rent and information technology costs are allocated based on the percentage of the work performed for each program. Expenses allocated to various funds were as follows: 10411 % Canada Municipal Asset Waste Community- Main Street Management Diversion Building program revitalization CIF Program Project Salaries and benefits $ 1,168,226 $ - $ 276,820 $ 94,254 $ 193,932 Administration expenses 283,647 - - - - $ 1,451,873 $ - $ 276,820 $ 94,254 $ 193,932 2021 Canada Municipal Asset Waste Community- Main Street Management Diversion Building program revitalization CIF Program Project Salaries and benefits $ 1,124,765 $ 136,503 $ 344,166 $ 151,103 $ 161,905 Administration expenses 257,307 2,083 - - - $ 1,382,072 $ 138,586 $ 344,166 $ 151,103 $ 161,905 15. Commitments Minimum annual payments payable under the terms of the operating lease for office space for the next year is $236,082. Association of Municipalities of Ontario 1 2022 Annual�g��t 159 Of 169 29 Association of Municipalities of Ontario Notes to Financial Statements December 31, 2022 16. Financial Instruments Risks Interest rate risk Interest rate risk is the risk that the fair value or future cash flows from a financial instrument will fluctuate because of market changes in interest rates. AMO is exposed to interest rate risk on its investments. Liquidity risk Liquidity risk is the risk that AMO will encounter difficulty in meeting the obligations associated with its financial liabilities. AMO is exposed to this risk mainly in respect of its accounts payable and accrued liabilities. AMO reduces exposure to liquidity risk by ensuring that it maintains adequate cash reserves to pay its creditors. Credit risk Credit risk is the risk that one party to a financial instrument will cause a financial loss for the other party by failing to discharge an obligation. AMO's main credit risks relate to its accounts receivable and investments. Based on creditworthiness of AMO's counter parties, no allowance for doubtful accounts is required. Other price risk Other price risk is the risk that the fair value or future cash flows of a financial instrument will flcutuate because of changes in market prices (other than those arising from interest rate risk or currency risk), whether those changes are caused by factors specific to the individual financial instrument or its issuer, or factors affecting all similar financial instruments traded in the market. AMO is exposed to other price risk through its investments in pooled funds. It is management's opinion that AMO is not exposed to significant interest rate, liquidity, credit, or other price risk arising from its financial instruments. 17. Comparative Figures Certain comparative figures have been reclassified to conform with the financial statement presentation adopted in the current year. 30 Page 160 6?2�6'lgnual Report I Association of Municipalities of Ontario Association of Municipalities of Ontario (AMO) 200 University Ave., Suite 801, Toronto, ON M5H 3C6 Telephone direct: 416-971-9856 Fax: 416-971-6191 Toll -free in Ontario: 1-877-4-AMO-LAS (1-877-426-6527) E-mail: amo@amo.on.ca Websites: www.amo.on.ca Page 161 of 169 'T'dephone 519-693-4812 Fax 51.9-693-1055 Ernadi�qjQLF Website, https-j/qu@dcounty.CR 195 Welflngton St., Wardsville, Ontairio NOL 2NO Augi.lst 15,2023 I Corpurahan (°)I' (tie Col Inty 1-1 , l V, i In Corr nmlnty Gwant 11rograll"I 450 Suliset Drive St. Tlioinas, Ontario N5R5VJ Deat. Warden Eld KetchaNvy I am sentfing tray 8incure griititude, Forthe guirit of S3,048 given by the 1`11gin Coonty Cux.,alunily G,111t1ilt Flrogran:l to Qtuad ("Or TA)' StIIII)O)"t SNViM, 'I'liew fumjrS have heen &rected to our Sumtrer Youth T'rausitiou pl,-ogmln, whid) as carmnily suppor-ting 9 youtli froin OU]'Cald'I'ment are"I. These pfficipims, are having a great participating.in. many ntivities thl-CRIghOUt our catchment area. Sorne are currently expet-icn.eing wni-k ex peri ence, opporturrities along with learning new skills. ,I he flieflitators Ituive also beea Incefing I'vit'll fimliltles to ussi""t with supporting theni to tuavigaw the VMiOLISSyStCM,S ill pI'CpIIFaflon four when these youth U'ansition for adult services, Unfortunately, there IS &:I Lurge, discortnec"t betwmll Itle Youth and adult syste"Irls''gar the bellct-pvpared 11hrnilies are, the better dle OUICOrlICS will be. We look tbmard to t,")roviding you with a more ftdsorne update wherl the final report is subillit-ted- I havt,% attached ourn,x)st recent newstetler, wfdch includes n.n update on the prograni., Most Sincerely, Eimfil Long E'Xeculive Director Ot,,md Comity Supporl Services Page 162 of 169 p Y � I 100mm" IMOSONAIII or N )VIRIVO co"In"i im, u n ilty (it `�Vfl,de %,jvarfit to t',,tear ,f Ili rn, y 0 1,,A I I av("', il (J(',"�,) 'l-) fcm- Zi c-,�01nn-lulAy �,Drc)giram c)r cl �-i e:p t 1 o r -i s a bo it serv0c#.'?s arrx.-I �,,;upj,--x.-.)rts we p r ov� de'? 1111 e re Il I e I (,')'t s-,, of 0 FACESOOK PAGE: (1-11�uad Cot"Ir-dy L,LJrJpOH- f.-.,ervluces WEBSITE: EVE�NTS* -Jf 'A' "0/ F/ a Ce16113rat"ing 1610 years ollif ull 190� growliing cornilli�mumillity 't,�arnazlng 1')(')'JV the first ru)ff of th(e year a,-aas 1,.--)e(.)n, wth the dqysflyiri,c L.) Th ere's a �ot g(:J ng o n a, Q u ad rity 011 (A p 01"ll, 6011', axInIversalry cvei'A to" (Acori-fling rye-,v staff to planning surnr-rior w(,� are J IDLJ�,�'Y! We kic'kec�,,l of tfle vvith,c,)ur 60111 annivcmary cpen liouse Qn - H i a r i k y< )lu,i 1 () a I I vVI, lo ""'I Id a I I(JI h ("", I ped I--r I �11 k(it Zi ' L, JK, (',l(;,`SS.. I crrljc,)Yc,,d rccol-�nc.,Cljng vv�th people frorn� Lhc,�, �-Dast INI-dk� shrlrhlq scm)c sr.orics,)rA �aughs.l 0,�e L)eginnir�g of our (53011, ani"iiM,-�rsary celebralJons, of (irc.nmr-ig (��)rnrni.aiily C,"'ot-nir-a,C up next is ouir sp(r)nscc rship(,),f and F, 'aO'S. b,,ds Septery,iber, I'rn cert.a�ny kaolkhn(] frc�) rwa i�, d tr(l) see �, n,cl I-r ow erv(,-..w r yc) r ii Ws z n ri ri i a s �-i ve 9 rc:w n, fyou hnvc'mll, yc,-wt qrownq your zk,,Vr)ias, rat-JH t4,ne An(] rnake Sjjre to graIA) a prIZ('buok Luo how ycR,Ir bou(.p,jol ut, zl'rinll�4'Js, "(natal prib"nx-jroy fc)], Qad-is $60, Ot.Ir gr(ming therr-nic,, confi�'i,des ear vld i rnany acbvk.Jes (I V Vi d L11 a I S S Ll �r'�) PO '1. c) u t a rRd ail I-)o �t� cI'nbrabhi-q npcw ac:10VItic"'S Y cm-iour IS wx�boo,k Ipa.. ie.V-wre are phic)t.os ofc)I,.,Aivgs Laki�ng f,�dacc across (..)ntaric) with rnar'ly ;,rrlflirq face,'-, � 1'e'xj(,:you rn (I'lock 0 tj,(,, F-a ce bl(.,<< r) cari r r. n, s e e flm e a d ve n I- I, j res, Page 163 of 169 W h k I e .;crne IN I d i VJ �i a I s i fie(,: C'f r rY o r p s i, ' �) po r t \M-N a L, rs coir"T"i rrior-) is [-havv eve rycre Vsl being cmpao:cired tr7 kvc thdr bes:, lives A tllhankI to our staff W,tic) I-ielped rnake, lhlss,jrnrner lun F U n a I I y�a B V a id r r) i n I st ra [ h o r'i u p cl a t We've" hcnpn r-naving towards nqanc-I i i -T i p I e i ,c i t 1 in g a n ew wc, b - Lpa Se cl s c I''i c t'd k,.i I l n "Ind Payroll vy'su-""ry). li ' I ' tl n v,,-) lv(.,,,�cl ro, i,,i (,,,, h, b h � r,� d l'i e -s e-,,e r, e 5 wo r k, () i,-n r r n a r� a g e q n c.-M r t n d fiMl,)(Jal tI i',Jrrls x)ul-ltlk,�Ss hok')rs vvon khir- Wth lnc:lkjsIon tHs !.;.YgaerrY W 1,1 I c U t r n i c,� [i t n t u, rd excl i -rg, t 1,"riffs k.i pg r a d e til(w,u:� irax r,ill1, r-,, L, ra t", 0 c ,) t") j 0 c, ,)f I o' 1-1 to r rn sutl!i:MUana[,Jhty IT), nk"", 11r, ot"Ir n,,taf f fa,r tl-os riew, tecl-mobgyl and V)6ng avaHablcl k)r tralring vcrlys�-Irz)rt r,)Cdocl Oftirrl(-,. I Wh end by szy. ng tl hope everyone is taking so 1 -1-1 C, t.irrllc tc) t c" I a x a rl: cl r c? (", h a i- g t ovfn r t I i e s k.,t r n m c, r a s we p r 4 nr i i se Lic) h ave a buV fifl[ a kruvo I'm Illookngi D forwarcli t(,,) sorne I'lly farnHy I IncIn I t xeculwe Djirecbc)r fVWllljjlCH')ALYVY OF West Elgin", C;AIE ,p rj r5, r,i o;:)en k"muse in,]III ne. FACES�OOK PAGE; Page 165 of 169 0 (,,j r a n n (,,j a p 5 l,irr i r-T-) e r I(o 4 ith Transit'Jon P r o g ra r T i i!-,;, vv(-,.w I I q-i n d e rw �ay w i ( I- 19 y(-)kjtl"i fron') o(.a catdir-nent area I . .1 t..X� rticipatk-iq, s i s a f)e r so n -('I N r e c t. eci 1,') r r.)ra ff), Wh P C h iraer(J ests ar-id qoaIs g LI i c"I ("" t reir areas inck-ick, sk,01 builOng, finding cppor,rnities vok.,ir'o-..eer4'ig, and of ,our!,, e:, havii-ig f'r.wfl Lz'una r rbq.f ar ar-id I k-ddi Acres 1.1alv(.,� beci-'r hr rec.1 tad iTssist.. Em � lerw 1--k",x"wer fin rt,,uirvnjtag is pin oqmn) I �,,ir-�a z'��acnckss Br,,ock IJn�versity anc] Heidi well be,,.stiudynr ,�) at I-ILIron iri the (;,fll, F funde l" ds is riot a d proqrarr'u, bLAtmhes p�etely (A i donatbris A nnd grz)�'its, Thankn to the c)( (')ur comi-nunity W'Tic) �see .4'k spiecialtfiw,iik yc'm I-D: C a n ��,i d a S L i r'i,' u r ner I.,)bs Murflbp'x-i[u[y CANA/er-"J. I.-A3rl11 Acorn F'rii-rdl fic)i, A.,jk.,M) L(�)rgclon Co�'nn-)uriity I r) d a t, i c) n Am:Irca Bkjrdk�'-k Androds Epk'-I n,)cz&J, fi-indraiser W01-f I W�ioII Middles�.'.,,x Hgin ou n ty (.': ') rn n' i -i r, i i ty G ra r) t� r, og r a Q'I A,r e u p a sso r-ua te a bO Ut h e � p r'r g p() p e wi t h d eve a p rr i e r i t c�l i sa 0 i h L i e s, quve 1,"i e r, b Ps t I i ? Iy WIA�I) III' tca' Ve Inack y(�Air a f yes, we'd love to talk Lo� you abou L beu')g c r) oli r L.ica rd on Ilea i ecto OA„ are (�" (I r r u,'nt"Ay reir'.':r u ti ru.'4 board and sLrategic direc.:Uon for OUr 04(HTZation. MeetJr-q!i mire rric)nU"fly r) pf�',nson ar'd va zoal-n, (were fl("'?XI'I-'Ae ul"'i I r ;.r.nt you"'r 1-VCccjsl)' ff'VCIU'I'e interested uri leim"imig r'nc.)re a[jc�ut our of directors ar'rid 1iow yoij cari, riri�,,',*e a d 1 ffb r-"" ry, I d""I C 1l G 1, 1 fb4iq 11 El d C ( j it I I I I y a Page 166 of 169 Ontario Police Provincial provinciale Police de I'Ontario To All OPP-policed Municipalities "1W Municipal Policing Bureau Bureau des services policiers des municipalites 777 Memorial Ave. Orillia ON L3V 7V3 Tel: 705 329-6140 Fax: 705 330-4191 File Reference Re: Distribution of Police Record Check Revenue to Municipalities 777, avenue Memorial Orillia ON L3V 7V3 Tel. : 705 329-6140 Telec.: 705 330-4191 612-10 September 6, 2023 In June 2022, the Ontario Provincial Police (OPP) centralized the police record check process by transferring the responsibility for the process from detachment staff to an Online Police Record Check Unit (OPRCU). The centralization of the police record check process eliminates the need for detachment staff to perform duties associated with the police record checks, with the exception of fingerprinting. This OPRCU has been staffed by reinvesting numerous administrative detachment positions from across the province. The change in staffing at OPP detachment locations will be captured in the overall municipal policing cost -recovery in accordance with the terms set out in Police Services Act, Ontario Regulation 267/14. Historically, the revenue generated from detachment staff completing record checks for municipal residents has been credited back to the applicable municipalities. With the reassignment of the police record check workload to the OPRCU, there will be a gradual reduction of the revenue provided to municipalities, except for the revenue for fingerprinting. Fingerprinting remains a detachment responsibility and, therefore, the revenue for conducting fingerprint services at the detachments will continue to be allocated to municipalities. The gradual reduction of police record check revenue (not related to fingerprinting) will be accompanied by the introduction of some cost savings for municipalities resulting from the impact of reinvesting some detachment positions into the OPRCU. This will provide municipalities with an extended period of time to make appropriate adjustments to any impacted financial plans. OPP-policed municipalities will continue to receive police record check revenue in 2023 and 2024. Commencing in 2025, the revenue will be reduced by 25% per year. In 2028, OPP-policed municipalities will cease to receive police record check revenue associated with police record checks processed by the OPRCU. Municipalities will continue to receive revenue for fingerprinting services provided at the detachment. Page 1 of 2 Page 167 of 169 The OPP will continue to deliver adequate and effective policing services while focusing on meeting the municipalities' unique policing needs. Should you have any questions, please email the OPP Municipal Policing Bureau Financial Services Unit at OPP. inancial.Services.Unito.ca. Respectfully, Phil Whitton Superintendent Commander, Municipal Policing Bureau cc OPP Deputy Commissioner Chris Harkins OPP Provincial Commander Mary Silverthorn A/Inspector Kirsten Buligan, Community Safety Services OPP Detachment Commanders Page 2 of 2 Page 168 of 169 COUNTY OF ELGIN By -Law No. 23-36 "A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AT THE SEPTEMBER 12, 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 September 12, 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 12TH DAY OF SEPTEMBER, 2023. Don Shropshire, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. Page 169 of 169