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22 - October 10, 2023 County Council Agenda Packaged/o zuiuull�lr, o,�fir D+ NA101 Elgin County Council Regular Council Meeting ORDERS OF THE DAY Tuesday, October 10, 2023, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON NOTE FOR MEMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: https://www.facebook.com/ElginCountyAdmin/ Accessible formats available upon request. Pages 1. CALL TO ORDER 2. ADOPTION OF MINUTES 3 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 St. Thomas Elgin General Hospital Foundation - Transforming Tomorrow 12 Campaign 5. COMMITTEE OF THE WHOLE 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden Ketchabaw - Warden's Activity Report September 2023 26 6.2 Acting Manager of Planning - Municipality of West Elgin Official Plan 29 Amendment No. 4, Part of Lot 7, Concession 8 6.3 Director of Community and Cultural Services - Elgin County Library 42 Programming and Partnership Policy Adoption 6.4 Director of Homes and Seniors Services - Homes - Medical Directives 53 6.5 Manager of Economic Development, Tourism & Strategic Initiatives - 56 Public Engagement - Planning Growth 6.6 Manager of Economic Development, Tourism & Strategic Initiatives - 61 Investment Attraction - FedDev Grant Application 6.7 Director of Financial Services/Treasurer - Digitization and Office 365 73 Implementation 6.8 Director of Financial Services/Treasurer - Digitization and Accounting 78 Software Priorities 6.9 Director of Financial Services - 2022 Financial Statement Review 84 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.2 Items for Information (Consent Agenda) 7.2.1 Memo from Elgin County Long -Term Care Home Administrators 138 regarding Mandatory Universal Masking Reinstatement - Staff, County of Elgin Homes 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 - September 26, 2023 9.2 2022 Financial Statements (verbal) Municipal Act Section 239 (2) (a) the security of the property of the municipality or local board; and (b) personal matters about an identifiable individual, including municipal or local board employees. 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. 23-39 Confirmation 140 13. ADJOURNMENT Page 2 of 140 e 'w' rr r . oy IVwmv ELGIN COUNTY COUNCIL MINUTES September 26, 2023, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON 1�ICaii1T��:: - � �J .�TLi•Cai1x•�:�il✓:1:F1n1 Deputy Warden Grant Jones Councillor Dominique Giguere Councillor Mark Widner Councillor Jack Couckuyt Councillor Andrew Sloan Councillor Todd Noble Councillor Mike Hentz Councillor Richard Leatham (virtual) Staff Present: Don Shropshire, Chief Administrative Officer/Clerk Brian Masschaele, Director of Community & Cultural Services Amy Thomson, Director of Human Resources (virtual) Jennifer Ford, Director of Financial Services/Treasurer Nicholas Loeb, Director of Legal Services Jenna Fentie, Manager of Administrative Services/Deputy Clerk Mike Hoogstra, Manager of Purchasing and Risk Ryan Terpstra, Manager of Corporate Facilities Carolyn Krahn, Manager of Economic Development, Tourism & Strategic Initiatives Stefanie Heide, Legislative Services Coordinator 1. CALL TO ORDER The meeting was called to order at 9.00 a.m. with Warden Ketchabaw in the chair. 2. ADOPTION OF MINUTES Moved by: Councillor Sloan Seconded by: Councillor Noble RESOLVED THAT the minutes of the meeting held on September 12, 2023 be adopted. Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Warden Ketchabaw declared a pecuniary interest in regards to Item 6.1 - John Mascarin, Aird & Berlis LLP, Integrity Commissioner for the County of the Elgin - Integrity Commissioner Report on Code of Conduct Complaint 2023-01. Warden Ketchabaw will not participate in the discussion or vote on this item. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 10:00 a.m. - St. Thomas -Elgin Social Services - 2023 Update Page 3 of 140 Representatives from St. Thomas - Elgin Social Services provided updates on the activities of Ontario Works, Housing & Homelessness Services, and Children's Services. Moved by: Councillor Couckuyt Seconded by: Councillor Giguere RESOLVED THAT the presentation from St. Thomas - Elgin Social Services be received and filed. Motion Carried. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Widner Seconded by: Councillor Noble RESOLVED THAT we do now move into Committee of the Whole Council. Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 John Mascarin, Aird & Berlis LLP, Integrity Commissioner for the County of Elgin - Integrity Commissioner Report on Code of Conduct Complaint 2023-01 John Mascarin, Aird & Berlis, LLP, Integrity Commissioner for the County of Elgin presented the findings of his investigation related to complaint that Warden Ketchabaw contravened Sections 8.1 and 8.2 of the Code of Conduct. Moved by: Councillor Hentz Seconded by: Councillor Giguere RESOLVED THAT the Integrity Commissioner report titled "Integrity Commissioner Report on Code of Conduct Complaint 2023-01" dated September 19, 2023 be received; and THAT a formal reprimand be issued to Warden Ketchabaw for contravening Sections 8.1. and 8.2 of the Code of Conduct; and THAT Council impose a suspension of the remuneration paid to Warden Ketchabaw for a period of 10 days as a result of violating the Code of Conduct, in particular Sections 8.1 and 8.2 of the Code. Defeated. Moved by: Councillor Hentz Seconded by: Councillor Giguere RESOLVED THAT the Integrity Commissioner report titled "Integrity Commissioner Report on Code of Conduct Complaint 2023-01" dated September 19, 2023 be received. Motion Carried. Moved by: Councillor Hentz Seconded by: Councillor Giguere RESOLVED THAT a formal reprimand be issued to Warden Ketchabaw for contravening Sections 8.1. and 8.2 of the Code of Conduct; and THAT Council impose a suspension of the remuneration paid to Warden Ketchabaw for a period of 10 days as a result of violating the Code of Conduct, in particular Sections 8.1 and 8.2 of the Code. 2 Page 4 of 140 Defeated. Moved by: Councillor Widner Seconded by: Councillor Couckuyt RESOLVED THAT a formal reprimand be issued to Warden Ketchabaw for contravening Sections 8.1. and 8.2 of the Code of Conduct with no monetary penalty. Motion Carried. 6.2 Director of Community and Cultural Services and Director of Financial Services/Treasurer - County Websites Hosting and Redevelopment Project Award The Director of Community and Cultural Services and Director of Financial Services/Treasurer presented the report recommending a path forward for the development of the County's websites for Council's consideration. Moved by: Councillor Couckuyt Seconded by: Councillor Giguere RESOLVED THAT the Warden and Chief Administrative Officer be authorized to execute an agreement for the redevelopment of County of Elgin websites pertaining to all County services, including tourism and economic development, to Sandbox Software Solutions at a total cost of $114,725 plus unrebated HST and annual maintenance costs with funds drawn from 2023 and 2024 budget years subject to the terms, costing analysis and conditions laid out in the report titled "County Websites Hosting and Redevelopment Award"; and THAT the Warden and Chief Administrative Officer be authorized to execute an agreement for the immediate transfer of all existing County websites to a hosted solution through Sandbox Software Solutions at a cost of $4,800; and THAT the Province of Ontario be notified of this award under the terms of the funding agreement with the County of Elgin through the Rural Economic Development Program for the project "Re -Imagining Elgin County's Websites: Creating Tech -Forward Municipal and Tourism Hubs". Motion Carried. 6.3 Manager of Procurement & Risk - Ambulance Vehicle Replacements - 2023 & 2024 The Manager of Procurement & Risk presented the report detailing ambulance fleet replacements for 2023 and 2024. Moved by: Deputy Warden Jones Seconded by: Councillor Widner RESOLVED THAT the report titled "Ambulance Vehicle Replacements - 2023 & 2024" dated September 15, 2023 from the Manager of Procurement & Risk be received and filed; and THAT the Manager of Procurement & Risk be authorized to issue a purchase order to Crestline Coach Ltd., for two ambulances to be purchased in 2023, at the quoted price of $524,705 plus applicable taxes as approved in the 2023 Capital Budget; and THAT staff be authorized to purchase two ambulances in 2024 from Crestline Coach Ltd., subject to capital budget approval and sufficient funding; and 3 Page 5 of 140 THAT two ambulances each be declared surplus in 2023 and 2024 and be disposed of according to the Asset Disposal Policy. Motion Carried. 6.4 Manager of Corporate Facilities - Natural Gas Standby Power Generators (POA Courthouse and EMS Headquarters) (Tender No. 2023-T34) - Tender Award The Manager of Corporate Facilities presented the report seeking Council's approval to award the tender for the installation of Natural Gas Standby Power Generators at the Provincial Offences Administration (POA) Courthouse and EMS Headquarters to Clark-Haasen Electric. Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT Clark-Haasen Electric be selected to complete the installation of Natural Gas Standby Power Generators at the POA Courthouse and EMS Headquarters, Tender No. 2023-T34 at a total price of $258,300.00 exclusive of H.S.T.; and THAT the Warden and Chief Administrative Officer be authorized to sign the contract. Motion Carried. 6.5 Manager of Economic Development, Tourism and Strategic Initiatives - Request for Support - Elgin Business Resource Centre for "The Pitch" The Manager of Economic Development, Tourism and Strategic Initiatives presented the report seeking Council's support for the sponsorship request submitted by the Elgin Business Resource Centre for their annual business competition "The Pitch". Moved by: Deputy Warden Jones Seconded by: Councillor Couckuyt RESOLVED THAT Elgin County Economic Development sponsor the Elgin Business Resource Centre's annual business competition "The Pitch" in the amount of $1,000. Motion Carried 6.6 Manager of Economic Development, Tourism and Strategic Initiatives - Request for Support - Young Entrepreneurs Initiative The Manager of Economic Development, Tourism and Strategic Initiatives presented the report seeking Council's approval to support the sponsorship request from the Elgin Business Resource Centre for their Young Entrepreneurs Initiative. Moved by: Councillor Widner Seconded by: Councillor Sloan RESOLVED THAT Elgin County Economic Development sponsor the Young Entrepreneurs Initiative in the amount of $1,000. Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 4 Page 6 of 140 None. 7.2 Items for Information (Consent Agenda) Moved by: Councillor Sloan Seconded by: Councillor Noble RESOLVED THAT Correspondence Item #7.2.1 be received and filed. Motion Carried. 7.2.1 Accessibility Open House Event Flyer 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Councillor Widner expressed concerns regarding the traffic increase on County Road #52 due to the development of the VW plant, and asked whether there is a plan from the Province to address this. He also raised concerns regarding the increase in accidents on County Roads #52 and #74. The Chief Administrative Officer indicated that he will pass on the concern to the County's Engineering department, and noted that the Province does complete a road condition index at the beginning of any major road construction with detour. The Chief Administrative Officer provided clarification regarding an earlier question posed by Councillor Widner during Item #6.3. The Chief Administrative Officer received confirmation from the Manager of Procurement & Risk that the ambulance vehicles are gas, not diesel. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. CLOSED MEETING ITEMS Moved by: Deputy Warden Jones Seconded by: Councillor Widner RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2): Closed Meeting Item #1 - September 12, 2023 Closed Meeting Minutes Closed Meeting Item #2 - Human Resources Update (b) personal matters about an identifiable individual, including municipal or local board employees. Closed Meeting Item #3 - Advice re: OLT 23-000770 (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose. Motion Carried. 9.1 Closed Meeting Minutes - September 12, 2023 9.2 Director of Human Resources - Human Resources Update 9.3 Director of Legal Services - Advice re OLT 23-000770 10. MOTION TO RISE AND REPORT 5 Page 7 of 140 Moved by: Councillor Hentz Seconded by: Councillor Widner RESOLVED THAT we do now rise and report. Motion Carried. Closed Meeting Item #1 - Closed Meeting Minutes - September 12, 2023 Moved by: Councillor Sloan Seconded by: Deputy Warden Jones RESOLVED THAT the closed meeting minutes from the meeting held on September 12, 2023 be adopted. Motion Carried. Closed Meeting Item #2 - Human Resources Update Moved by: Councillor Sloan Seconded by: Councillor Noble RESOLVED THAT the confidential report from the Director of Human Resources be received for information. Motion Carried. Closed Meeting Item #3 - Advice re: OLT 23-000770 Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT the confidential report from the Director of Legal Services be received for information; and THAT the Director of Legal Services proceed as directed. Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Sloan Seconded by: Councillor Noble 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. 23-37 - Appointment of Community Emergency Management Coordinator BEING a By -Law to Appoint a Community Emergency Management Coordinator (CEMC) for the County of Elgin and to Repeal By -Law No. 22- 44 and 21-08. Moved by: Councillor Hentz Seconded by: Councillor Sloan RESOLVED THAT By -Law No. 23-37 be now read a first, second, and third time and finally passed. Motion Carried. 0 Page 8 of 140 12.2 By -Law No. 23-38 - Confirmation BEING a By-law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 26, 2023 Meeting. Moved by: Deputy Warden Jones Seconded by: Councillor Sloan RESOLVED THAT By -Law No. 23-38 be now read a first, second, and third time and finally passed. Motion Carried. 13. ADJOURNMENT Moved by: Councillor Widner Seconded by: Councillor Couckuyt RESOLVED THAT we do now adjourn at 10.58 a.m. to meet again on October 10, 2023 at 9.00 a.m. Motion Carried. Don Shropshire, Chief Administrative Officer/Clerk. Ed Ketchabaw, Warden. 7 Page 9 of 140 e n, rr,P r . oy IVwmv ELGIN COUNTY COUNCIL SPECIAL MEETING MINUTES September 26, 2023, 11:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON 8 1=11 T �:: - �JFTLi •Cai1x•1121=il✓:1: -0 Deputy Warden Grant Jones Councillor Dominique Giguere Councillor Mark Widner Councillor Jack Couckuyt Councillor Andrew Sloan Councillor Todd Noble Councillor Mike Hentz Members Absent: Councillor Richard Leatham Staff Present: Don Shropshire, Chief Administrative Officer/Clerk Brian Masschaele, Director of Community & Cultural Services Amy Thomson, Director of Human Resources Michele Harris, Director of Homes and Seniors Services Jennifer Ford, Director of Financial Services/Treasurer Nicholas Loeb, Director of Legal Services Jenna Fentie, Manager of Administrative Services/Deputy Clerk Carolyn Krahn, Manager of Economic Development, Tourism & Strategic Initiatives Stefanie Heide, Legislative Services Coordinator 1. CALL TO ORDER The meeting was called to order at 11.07 a.m. with Warden Ketchabaw in the chair. 2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 3. EDUCATION AND TRAINING 3.1 Manager of Economic Development, Tourism & Strategic Initiatives - Planning for Growth The Manager of Economic Development, Tourism & Strategic Initiatives provided a presentation for Council's information that provides an overview of the growth that is expected in our region over the next few years. The purpose of the presentation was to provide information to Council that will help Council and Elgin's Local Municipal Partners develop a plan to respond to the growth. 3.2 Chief Administrative Officer/Clerk - Planning Options The Chief Administrative Officer/Clerk provided a presentation detailing options for Planning Services at the County level for Council's information. 4. ADJOURNMENT Page 10 of 140 Moved by: Councillor Widner Seconded by: Councillor Couckuyt RESOLVED THAT we do now adjourn at 12.18 p.m. Motion Carried. Don Shropshire, Chief Administrative Officer/Clerk. Ed Ketchabaw, Warden. 2 Page 11 of 140 Elgin County knows, eis where your health careis. Wairdeurn Ill efIII aIbaw o urn unieiniIbeirs of il° IIgfin coulilly couurn cflI 9.11. -1 1 6011, PAN 1p M W__ _ ho You believe, like we do, that our residents deserve a vibrant community - a place where people want to live, work and play. To achieve this, we must ensure residents have access to essential, life- saving care and equipment, close to home. The $8 million Transforming Tomorrow Campaign will enhance and -xpand STEGH's entire Diagnostic Imaging Suite and bring long - *waited MRI technology to the hospital. Page 13 of 140 I -We Thne is Vowf�V ore. Tk It El", A I S 0 �1�' 11,1111/111 TO I 10 0 W ("' A I I F,"" A I I IS TI-HE"I", ) II Xf 'il 'A" i, • In 2022, the Minister of Health announced funding to support the addition of 27 new MRI machines across Ontario. • The Ministry supports the operation of the equipment, STEGH Foundation must partner with the community to support the purchase and installation of this equipment. • Renovations must occur in order to make room for the new MRI. 0 Additional enhancements will occur in STEGH's Diagnostic Imaging Department, with improvements to CT, nuclear medicine, x-ray and ultrasound. Page 15 of 140 1 0 2 -, -• I STEGH has a high -volume Emergency Department - often ill ffe secol ff d �:,�/,Us�iest fi ff 111 ffe souill tfwesl regviol tf. Every day, many of the patients who come to STEGH will need diagnostic imaging tests or procedures. Between March 2022 - April 2023 there were 81,884 diagnosti,* imaging exams. A quick and accurate diagnosis - and confirmation of the right treatment - can make all the difference to a patient. Without our own MRI, over, 5,000 r'I1IU,,�,,;t oulh�,,;,ide ouir, COIII"�ilill"�iy for,(Ito scal,""(�s eacll,""(� yealr� Victoria Hospital - patients may wait 229 days St. Joseph's Health Care London - 112 days Chatham -Kent Health Alliance - 116 days Resource: www.ontariohealth.ca/public-reporting University Hospital - 232 days Woodstock Hospital - 161 days Page 16 of 140 The Power of Working oge`f ,teII% Incredible things happen when you invest in local healthcare. Since 2018, there have been exciting changes in the Diagnostic Imaging Department thanks to donor MR-07-OTOW • Enhancing fluoroscopy equipment allowed us to perform tests not historically offered, including pain management. • Replacing breast imaging equipment allowed us to provide "contrast mammography," leading to earlier identification of abnormalities. • Replacing the CT machine provided us with new software, helping our team 111111� 11211111 1 111!� I : i� 11111111l� 11111 i � 1� I UOM, ff-O-Ome TM(FIFT7 71*7777177 7-9-5; radiologists and technologists in DI. Page 19 of 140 #y .. y \YourResidents., : ?»./» : .y. O\. ^/ � . . . . \�in o rs< . & « of doniors w\# gave *\ least one gift to \ / \G / Foundation since January1, \ # $\.+re from \ «\? County. This equates to 15,120 donors. : oorConstituents u?n ±E?\«2d hji /Importance of investing in \ loc�al healthcare. This New Cam pai g n , Your New Opportunity, 11,111,11,f," II A S AL WAYS B El"I", El"I", I f, A F", A T'l El", S - I F"I", B El"I", TW El", El", I f, TI-It El", 0 11,1111/111,1111/1 t, j 11,111,11,f," I TY A I E 11'1'1'1� 0 v I 11,111,11,� (", I A L 0 V 1 f,l11 1 f, F" The Ontario government funds approximately 90 per cent of hospitals operating costs. It does not support equipment or technology. This is where the community and municipalities have jAways stepped up in a generous and transformational way. Today, we invite Elgin County to consider a gift of $2.5 million in support of the Transforming TomorrowCampaign. Page 22 of 140 N1ARYI UI W LEY sxscuIvsoznscT Gn sm~ez~xnsnxxmo �EFFYUREK cAwpAzmcxAzn Thank you for the opportunity 10provide more information about the by presenting to you in -person today. If you need further information on any aspect of this presentation, please do not hesitate to contact me directly. Thank you for considering aninvestment inlocal healthcare. Page 24 of 140 Proglre,ssive by Nature, RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Ed Ketchabaw, Warden DATE: October 1, 2023 SUBJECT: Warden's Activity Report September 2023 THAT the report titled "Warden's Activity Report September 2023" dated September 30, 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 September 2023 as Elgin County Warden. DISCUSSION: Events/Meetings Attended by Warden: September 2023: • Human Resources Committee Meeting — CAO Recruitment (September 5, 2023) • Cheque Presentation to Warden's Charity Golf Tournament Beneficiaries (September 7, 2023) • Elgin County Plowing Match (September 9, 2023) • County Council Meetings (September 12 and 26, 2023) • Childhood Cancer Awareness Month Proclamation and Flag Raising (September 12, 2023) • Budget Committee Meeting (September 12, 2023) • Community Safety and Well -Being Integration Table Meeting (September 13, 2023) • Warden's Charity Golf Tournament Thank -You Lunch for Planning Committee (September 21, 2023) • Special Council Meeting — Planning for Growth Education Session (September 26, 2023) • St. Thomas -Elgin General Hospital MRI and Diagnostic Imaging Suite Tour (September 26, 2023) • Kraft Hockeyville Pre -Season NHL Game (September 27, 2023) Page 26 of 140 K • Meeting with Jeff Yurek and CEO of STEGH Foundation regarding MRI and Diagnostic Imaging Suite Fundraising Campaign (September 28, 2023) • Tour of Bobier Villa Long -Term Care Home with CAO and Councillors (September 28, 2023) • AccessAbility Open House (September 28, 2023) • SCOR EDC Meeting (September 28, 2023) • National Day for Truth and Reconciliation/Every Child Matters Flag Raising at Elgin County Heritage Centre (September 29, 2023) • Human Resources Committee Meeting — CAO and Director of Engineering Recruitment (September 29, 2023) FINANCIAL IMPLICATIONS: �m 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. Page 27 of 140 191 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 1VJFTri•Ca, wel IMi1c: ST-71 Page 28 of 140 1101111110 �M& RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Paul Hicks, Acting Manager of Planning DATE: October 10, 2023 SUBJECT: Municipality of West Elgin Official Plan Amendment No. 4, Part of Lot 7, Concession 8, Applicant: MHBC Planning Consultants Owner: V&V Enterprises Municipality: West Elgin Owner: V&V Enterprises File No.: WE OPA 2-23 THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 4 to the Official Plan of the Municipality of West Elgin as modified in the attached decision; 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 Municipality of West Elgin adopted an amendment to their official plan, known as Official Plan Amendment Number 4 (OPA No. 4) on July 20, 2023 and they have subsequently forwarded the amendment to the County of Elgin for approval. 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: The proposed official plan amendment would change the land use designation on the subject lands from `Rural Residential' to site -specific `Rural Residential' that would permit the lands to be used for the purposes of a residential development containing both semi-detached and townhouse dwellings on full municipal services. The Page 29 of 140 K amendment is required to facilitate the development, as the current designation only permits single -detached dwellings and contemplates development on private servicing. The subject OPA proceeded through the standard application process, including the preparation, review, and acceptance required technical studies and reports, as well as a technical circulation to statutory review agencies. A Public meeting required under the Planning Act was subsequently held in May 2023, prior to Municipal Council's adoption of OPA No. 4. County staff have had the opportunity to review the proposal and associated materials against the requirements of the Planning Act, the Provincial Policy Statement, the County Official Plan, and Municipality of West Elgin Official Plan, and noted concerns with the proposed amendment. Specifically, County Staff questioned why it was considered appropriate and good planning to permit urban densities and servicing arrangements in Rural Residential land use designation, when the intent of this designation in the Municipality's Official Plan is as follows: "Within areas designated `Rural Residential' on Schedule `E' and more clearly shown on Figure 6, the use of land shall be restricted to single unit dwellings on large lots." Further, County Staff noted that the proposed amendment was also not reflected in the recently adopted West Elgin Official Plan. After meeting with the applicant and municipal staff, it was determined that discussions on the proposed amendment pre -dated the West Elgin Official Plan Review, and that a site -specific Rural Residential designation was determined to the preferred route as it would not necessitate a larger review of the urban boundary of Rodney, for which provincial policy requires the completion of a significant study known as a `comprehensive review'. However, in subsequently undertaking a review of their Official Plan, West Elgin has undertaken a de facto comprehensive review, and as such, County and West Elgin Staff, and the applicant, agreed that the more appropriate designation for the proposed development would be a standard urban residential designation. It should be noted, that while a comprehensive review was completed as a part of the West Elgin Official Pan Review, no new residential lands were identified as being required for the Rodney settlement area, however County Staff are amenable to the urban boundary expansion as the subject lands: • Are already designated for (rural) residential purposes in the current Official Plan and do not comprise agricultural lands; • Are fully serviced with municipal water and sewage with adequate capacity; Page 30 of 140 191 previously used for urban purposes (namely it was the site of a former �. 11Wol)7 and • Are the subject of an active residential development application. 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 ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. This amendment will directly impact the Municipality of West Elgin. COMMUNICATION REQUIREMENTS: The Notice of Decision will be sent to the applicant, Municipality of West Elgin and those prescribed under the Planning Act. CONCLUSION: Based on the above analysis it is recommended that County Council approve, OPA No. 4 of the Official Plan of the Municipality of West Elgin, as the modified amendment: • Is consistent with the Provincial Policy Statement; • Conforms to the County of Elgin Official Plan, and the intent of the Municipality of West Elgin Official Plan; and • Constitutes good planning and is in the public interest. Page 31 of 140 All of which is Respectfully Submitted Paul Hicks Acting Manager of Planning Approved for Submission Don Shropshire Chief Administrative Officer C! Page 32 of 140 DECISION With respect to Official Plan Amendment No. 4 to the Official Plan of the Municipality of West Elgin under 17(34) of the Planning Act I hereby approve, Official Plan Amendment No. 4 to the Municipality of Bayham Official Plan adopted by By-law No. 23-029 as modified: Under "PART `A' — PREAMBLE", Subsection 1 delete the text in its entirety and replace as follows: Purpose The purpose of this amendment is to expand the settlement area boundary of the settlement area of Rodney to permit the lands to be used for multi -unit residential purposes. 2. Under "PART `A' — PREAMBLE", Subsection 3 delete the second paragraph and replace as follows: "To encourage the redevelopment of existing lands with access to full municipal services it is necessary to bring the subject lands into the settlement area boundary of the settlement area of Rodney in order to facilitate the development." 3. Under "PART `B' — THE AMENDMENT", delete the text in its entirety and replace as follows: "All of this part of the document, entitled "Part B — The Amendment", consisting of the following text and map (entitled Map Schedule `1') constitutes Amendment No. 4 to the West Elgin Official Plan. Details of the Amendment The Official Plan of the Municipality of West Elgin is hereby amended as follows: Map Schedule `C' (Land Use and Transportation Plan: Rodney) is amended by designating the lands so depicted on the attached Map Schedule 'Vas, `Residential', `Service Area A', within the `Settlement Area Boundary', and further by designating the lands as `urban area' on Schedule `E' (Rural Area Land Use & Transportation Plan)." 4. Delete the appended Map Schedule `1' in its entirely and replace it with the attached Map Schedule `1'. Page 33 of 140 Dated at the County of Elgin this 101" day of October 2023. Director of Legal Services, County of Elgin Page 34 of 140 West Elgin Official Plan Amendment No. 4 Schedule Map `1' (as modified and approved) Lands Subject to Official Plan Amendment No. 4 Page 35 of 140 Welst� ,< HAnn The Corporation of the Municipality of West Elgin By -Law No. 2023-63 A By -Law to adopt Amendment No. 4 to the Official Plan for the Municipality of West Elgin Whereas the Council of the Corporation of the Municipality of West Elgin deems it advisable to amend By-law No. 2008-13, as amended, being the Official Plan of the Municipality of West Elgin: Now Therefore the Council of the Corporation of the Municipality of West Elgin pursuant to Section 17 and 21 of the Planning Act, R.S.O. c.P. 1990 hereby enacts as follows: 1. That Amendment No. 4 to the Municipality of West Elgin Official Plan, a copy of which is attached to and forms part of this By-law is hereby adopted. 2. That the Clerk is hereby authorized and directed to submit the Official Plan Amendment No. 4 to the County of Elgin for approval. 3. This By-law shall come into force and effect on the day of the final passing thereof. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED this 20th day of July 2023, Richard Leatham rri Towstiuc Mayor Clerk CERTIFIED TRUE COPY carow ..: MunkWilty of West Elon, Province of Ontario Page 36 of 140 AMENDMENT TO THE OFFICIAL PLAN FOR THE MUNICIPALITY OF WEST ELGIN AMENDMENT No. 4 TO THE OFFICIAL PLAN FOR THE UNICIPALITY OF WEST ELGIN STATEMENT OF COMPONENTS CERTIFIED TRUE COPY Certified thl. ay 044 20L0 TERRI TOWSTIUO, perk Municipality of West Elgin, Province of Ontario PART "A" - PREAMBLE does not constitute part of this amendment. PART "B" - THE AMENDMENT consisting of the following text and one (1) map (entitled Schedule "E") constitutes an amendment to the Official Plan for the Municipality of West Elgin namely Amendment No. 4 to the Official Plan for the Municipality of West Elgin. PART "C" - APPENDICES_ does not constitute part of this amendment. These appendices contain the background information and planning considerations associated with this amendment. PART "A" - PREAMBLE Purpose The purpose of this amendment is to establish site specific special policies to add semi-detached and townhouse dwellings and/or dwelling units as a permitted use. 2. Location This amendment consists of two parts, which shall be known as Items 1 and 2. Page 37 of 140 3. Basis The subject property is located on the east side of Furnival Road, abutting the Rodney Settlement Area boundary. The subject land is a 1.6 ha (3.95 ac.) vacant rural residential lot. The property is currently zoned Rural Residential Holding (RR-H). The property was a former school site. The owner of the property is proposing to develop the site for a multiple residential use including semi-detached dwellings and townhouse dwellings. In order to encourage the redevelopment of existing lands with access to full municipal services outside the settlement area it is necessary to introduce policies regarding the site -specific use of the subject property for multiple residential as an additional main use. W Page 38 of 140 PART "B" - THE AMENDMENT All of this part of the document, entitled "Part B - The Amendment", consisting of the following text and one (1) map (entitled Schedule "E") together constitute Amendment No. 4 to the West Elgin Official Plan. Item 1: Map Schedule "E" (Rural Area Land Use & Transportation Plan) is amended by designating as Special Policy Area 6.4.7 the lands so depicted on the attached Map Schedule 1". Item 2: A special policy is added to Section 6.4.7, Rural Residential Area Site-S ecific Policies, after subsection 6.4.6 to be worded as follows: "6.4.7 12450 Furnival Road For the lands identified on Schedule "E" — Rural Area Land Use & Transportation Plan as "Site Specific Special Policy Area 6.4.7" and located on the east side of Furnival Road, Part of Lot 7, Concession 7 WD, notwithstanding, or in addition to, other policies of the Official Plan, the following policies will apply: a) Semi-detached dwellings, semi-detached dwelling units, townhouse dwellings and townhouse dwelling units, will also be permitted as a main use on full municipal services. Page 39 of 140 PART "C" - APPENDICES The following appendices do not constitute part of Amendment No. 4 to the West Elgin Official Plan, but are included for information supporting the amendment. APPENDIX 1 — June 23, 2023, Planning Report (attached). 4 Page 40 of 140 SCHEDULE 'E' RURAL AREA LAND USE & TRANSPORTATION PLAN MUNICIPALITY OF WEST ELGIN OFFICIAL PLAN LANDS TO BE INCLUDED IN SITE SPECIFIC POLICY AREA 6.4.7 Page 41 of 140 REPORT TO COUNTY COUNCIL ��nm.FROM: Brian Masschaele, Director of Community uuim ; �a j& and Cultural Services mDATE: October 3, 2023 r"ogIre'ssivebyNature SUBJECT: Elgin County Library Programming and Partnership Policy Adoption RECOMMENDATIONS: THAT the report titled "Elgin County Library Programming and Partnership Policy Adoption" from the Director of Community and Cultural Services dated October 3, 2023 be received and filed; and, THAT the Elgin County Library Programming and Partnership Policy attached to this report as "Appendix A" be hereby adopted. INTRODUCTION: This report recommends the approval of a policy to govern programming and partnership opportunities offered by Elgin County Library and its ten branches. DISCUSSION: Staff recommend that County Council adopt a policy to govern how programs offered by Elgin County Library are selected, developed and delivered to the community. A formal policy to this effect does not yet exist. Library programs had a total attendance of just over 27,000 people in 2022 and evidence to date in 2023 suggests that they continue to grow in popularity in the post -pandemic era. It is therefore timely to adopt a policy that governs the types of programs hosted or facilitated by library staff, while at the same time articulating commitments to matters such as intellectual freedom and responsible use of resources to deliver these programs. Attached to this report is a Programming and Partnership Policy which integrates the following considerations (among others): Page 42 of 140 K elines that will be used for the development of programming opportunities; �..��rsement of a statement on intellectual freedom to ensure that all points of view are respected; • Means and methods to manage program attendance in an equitable and transparent manner. This is becoming an increasingly important consideration as recently staff have had to limit attendance at popular programs during March Break and Summer Reading Club due to building occupancy levels; • A commitment to eliminating barriers such as cost to ensure that all County residents have the ability to attend regardless of financial means. In those instances where nominal fees are necessary, the policy outlines how they will be levied and administered. An example of a type of program where fees may be necessary is a craft program where supply costs are above and beyond the library's normal budget capacity to support and participants get to take home the product of their work; • Authority to engage in fundraising activities for the library in accordance with the County's Donation Policy; • How programming ideas received from members of the community will be assessed; • Criteria for cancelling programs and an appeal process should an individual wish to dispute such a decision. Appeals may be submitted to the CAO / Clerk for consideration by County Council. • A commitment to evaluating programs for their effectiveness relative to resources expended; • A standard agreement that will be issued to external participants or organizations who are engaged in programming activities on behalf of the library. A thorough review of policies and best practices from other public library systems in Ontario was conducted in drafting this policy. FINANCIAL IMPLICATIONS: Elgin County Library's annual programming budget in 2023 is $15,000 which is allocated proportionally to each branch at the start of the year to support programs offered to all ages on a standing basis throughout the year. In addition, each branch engages in direct fundraising with local service clubs and businesses to support enhanced programming opportunities, such as children's performers during March Break and Summer Reading Club. These efforts also bring in approximately $15,000 annually across all ten branches, meaning that the annual direct investment into library programs is approximately $30,000 annually, plus the additional in -kind investment into staff time to facilitate these programs. Page 43 of 140 191 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: 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. Local municipal partners who own the library's facilities will be consulted should there be program use beyond regular operating hours. Library staff continually consult with partners on matters such as building occupancy limits and accessibility considerations in the program planning process. COMMUNICATION REQUIREMENTS: The policy will be posted on the library's website and will be made available in all ten branches. CONCLUSION: The adoption of a policy to govern programming opportunities offered by Elgin County Library is timely given the popularity and scope of these programs and will fill an existing gap in the library's policy and procedure manual. Page 44 of 140 C! All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 45 of 140 61 1101 Elgin .......... . id Y Appendix A Elgin County Library Policy Manual Subject: Programming and Partnership Policy Date Approved: October 10, 2023 Date of Last Revision: n/a 1. Purpose Elgin County Library offers a wide variety of programs as part of our key pillars of library service and to provide inclusive spaces, promote lifelong learning and support creative and cultural vitality. Library programs encourage and support information sharing, curiosity, creativity, cultural awareness, diversity, equity, inclusion, literacy and reading. Programs and events expand the library's visibility in the community and offer staff opportunities to engage with community members and to respond to community need. Programming is an essential component of the library's core mission and, as a result, must be appropriately planned and resourced. This policy outlines the principles and criteria that governs the types of programs and events hosted or facilitated by Elgin County Library and provides guidelines for their development, delivery and hosting. 2. Scope This policy applies to all branches of the Elgin County Library system and all staff working for the library system; and, all individuals, community partners and agencies that participate in library programs and events. 3. Definitions For the purposes of this policy: • "Programs" are defined as any group activity offered to the public that staff coordinate, facilitate and/or present. These programs may be offered within library facilities, elsewhere in the community, in partnership with another library, virtually, or as a hybrid. • "Partnership" is defined as a mutually beneficial collaboration between the library and an external organization. • "Sponsors" are defined as businesses, service clubs, community organizations or individuals that provide the library with monetary donations, products and/or services to support library program(s). Page 46 of 140 es [1 Library programs and events should be responsive to community interest and meet the needs of the community, both at the system -wide level and for the communities being served by each branch. The types of programs being offered at each branch may differ but each will take into consideration certain guidelines when developing programming opportunities. Elgin County Library staff will develop programs that, in whole or in part: • Create and promote community partnerships; • Encourage literacy, the enjoyment of reading, and lifelong learning; • Highlight materials and services available at the library, and assist patrons in their effective use; • Offer training and assistance with new technologies used to offer library services; • Promote an awareness of contemporary issues and provide information for the purposes of community engagement; • Interpret local history and heritage; • Promote cultural awareness; • Attract a new / unique audience to the library; • Provide informational, educational and recreational opportunities; • Provide instruction on a particular topic, craft or activity; • Act as a gathering place for socialization; • Support diversity, equity and inclusion in the community. Library staff will develop and deliver programs throughout the year based on demand and the availability of space, technical supports, and staffing resources. Program development will be linked to the library's strategic directions, service priorities and community needs and interests. The library will market and promote events and programs within available resources and based on criteria such as the scope and target area of the program. Promotions may include reference to sponsors. Such reference does not reflect an endorsement of any views or opinions shared or services provided by the sponsor. The library will also attend local community events to offer library activities, services and resources as a means of increasing awareness about the library. Attendance at local community events is based on demand and staffing resources. 5. Intellectual Freedom As a member of the Ontario Library Association (OLA), the Elgin County Library has a responsibility to uphold the OLA's Statement on Intellectual Freedom and the Intellectual Rights of the Individual. Elgin County Library has an important responsibility to facilitate expressions of knowledge, creativity, ideas, and opinion, even when viewed as unconventional or unpopular. Page 47 of 140 N It is the responsibility of Elgin County Library to maintain the right of intellectual freedom and expression by implementing it consistently when hosting programs and events, either within the public space of the library, in a community space, in partnership with another library, virtually, or as a hybrid. Elgin County Library creates welcoming community spaces where community members must feel free from discrimination and may engage in peaceful assembly. The decision by Elgin County Library to host, facilitate and/or present programs does not necessarily constitute an endorsement of the content of the program or the views expressed by presenters and/or participants. Elgin County Library prohibits programs and events which contravene any legislation or government regulation, or which might result in civil liability to the library or to any person. The Ontario Human Rights Code prohibits certain forms of discrimination and harassment of other individuals or groups, and the Criminal Code of Canada includes prohibitions against child pornography, obscenity, hate literature, sedition and literature for illicit drug use. Civil liability encompasses laws pertaining to libel and slander. Participation in library programs and events is conditional upon observance of these laws and regulations. Library staff may prohibit or cancel programs and events that in any way promote discrimination or unlawful activities. Such decisions may be appealed to Elgin County Council through submission to the County's Chief Administrative Officer / Clerk at 519- 631-1460 ext. 105 or cao@elgin.ca. 6. Audience and Attendance The library may set age limits or other guidelines for participation in a program when the program is best suited for a particular audience. When safety or the nature of the program or available space requires that attendance be managed or limited, such management may proceed on the basis of factors such as "first come, first served" or advanced registration. Elgin County residents may be given preference in registering for programs where attendance is limited. Proof of residency may be required. The library reserves the right to determine the best way to manage attendance while always striving to be as inclusive and accessible as possible. 7. Program Cost Elgin County Library is committed to limiting any barriers that may prevent residents from enjoying library programs. The majority of library programs are free to attend but occasionally the library may need to charge a nominal fee in order to recoup costs for items such as materials, food, facility rentals, performers and facilitator fees. Any such charges for children's performances will be nominal and will be assessed so that costs do not form a barrier to attendance. The library may also host special programs which are intended as fund-raising events. These events will be clearly designated as fund- raisers and the library will charge for tickets and/or other items and activities as part of the event. Page 48 of 140 E:3 As per the County of Elgin's Donation Policy, the library may seek sponsors to subsidize costs and/or increase the availability of programs. 8. Program Delivery Library staff will coordinate, facilitate and/or present programs. Staff may also engage speakers, instructors or performers in the delivery of programs, such as authors, artists, musicians, community representatives and subject -matter experts, but only under the direction and guidance of staff. Any fees associated with the participation of non -staff in programs must be confirmed in advance and must be accompanied by an invoice. External speakers, instructors or performers may be required to provide a valid certificate of insurance and/or vulnerable sector check in advance of any program. The library may provide any or all of the following support for community -led programs: staff assistance, library space, equipment use, virtual platforms, and/or marketing support. 9. Commercial Activities Library programs and events are generally intended to be free from commercial activity. On occasion, the library may allow the sale of merchandise by community partners and sponsors as long as the sale of such merchandise is complementary to the program or event taking place. Some examples include book sales as part of an author event, sale of supplies as part of a crafting program and sales of finished work as part of an exhibit. Facilitation of commercial transactions is the sole responsibility of external vendors. Library staff will not be responsible for the collection or remittance of funds for items that do not belong to the library. 10. Program Recommendations Program suggestions from community organizations or individuals are welcomed. Community members wishing to suggest a program may do so by contacting the Library Supervisor for the branch. The Library Supervisor is responsible for approving, planning and coordinating programs that take place within the branch. Individuals or organizations will only be contacted if the library chooses to move ahead with the proposal, at which time a Program Agreement (see Appendix A) will be issued. All suggestions will be taken into consideration based on the program criteria contained in this policy, strategic priorities and library resources. 11. Program Cancellation The library reserves the right to cancel any program due to inclement weather, limited participant registration or other unforeseen circumstances and will make every effort to notify the public in advance. Cancelled programs may, or may not be, rescheduled. Page 49 of 140 1001 For programs that require registration, third party facilitators must provide the library with a minimum attendance requirement prior to program confirmation. These requirements will be considered when determining when such programs are to be cancelled due to low enrollment. 12.0 Program Evaluation All programs aim to have measurable outcomes and are evaluated regularly based on these outcomes. Evaluation techniques may include audience surveys, electronic or paper questionnaires, participant comment forms, presenter comments, and staff input. Page 50 of 140 Appendix A Name of Program Facilitator(s) and/or Organizabon: Phone- Email: Website and Social Media handles (if applicable) - Title of program: Date of Program: Number of Programs: Additional Dates: Time of Program: Location of Programi- Type of Programi- In Person Virtual Hybrlicl If virtual, please indicate preferred platformi- Description, of Program: Target audience- II1I Ages, Minimum audience size: Drop -line programs: Yes El or No 7 Equipment needs: Short lbllo of facilitator: Fee to participants (if applicable)- $ Total cost to Elgin County Library: $ Makimum audience size: OR Free to participants [I IM Elgin County Library requires an linvoJee for services rendered. Please attach an, invoice to this completed forma. Page 51 of 140 11 As a program facilitator or organiizafion, I/we acknowledge that-. • Programming Pollicy: I have read and agree to Elgin County Library's Programming Policy. Piictuires/video recordings: Library staff may elect to take pictures andl other recordlinigs of the program for markefing, pub[icity or educational purposes. Pictures andl other recordings may be used on, various library social media chianiniels, linicluidling but not limiited to: Facebook, Inistagram, Twitter, and YouiTube; in press releases and on, the library website. The facilitator will be linformedl prior to the event lif pictuires will be taken, and/or, as agreed between, ECL andl facilitator, will be recorded. All pictures and recordlinigs remain, the sole property of the Elgin Counity Library, though links to the content can, be shiaredl. • AODA Compliance: As a program faciiliitator/organlizatlioni/venidor of the Couinity of Elgin, anidl/or Elgin, County Library, I acknowledge that I have readl, understand and am complianit with, all accessibility standards uinder the Accessibility for Ontarians with Disabilities Act, 2005, as amended from time to time, andl the Accessible Policy. 0 Proof of Insurance: Third parties (i.e. vendors, caterers, performers, etc.) may be reqUired to carry general liability Insurance, as confirmed by library staff. Insurance reqluiired, please attach, a certificate of insuirance naming the Elgin County Library and Couinity of Elgin, as addibonal insured. Insurance not reqUired. Other, please specify_ Program Facflftator or Organiizafion Elgin, County Library represenitative (please priinit) (please print) Signature Date &ignature Date Page 52 of 140 E191,11, RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Michele Harris, Director of Homes and Seniors Services Risk DATE: October 5, 2023 SUBJECT: Homes — Medical Directives THAT the report titled "Homes — Medical Directives" dated October 5, 2023 be received and filed; and, THAT Council authorize the Director of Homes and Seniors Services and/or the Homes Administrator to approve medical directives provided that consultation and input have been received from the Medical Director of the applicable Home, IPAC teams or other regulated healthcare professionals, as may be applicable and appropriate. INTRODUCTION: The purpose of this report is to seek Council approval for delegation of approval of medical directives for the three County of Elgin Homes. BACKGROUND AND DISCUSSION: The County of Elgin Homes (Bobier Villa, Elgin Manor and Terrace Lodge) requires medical directives to provide authority and direction for registered nurses and registered practical nurses to perform specific duties, including, but not limited to, administration of vaccinations (e.g. pneumovax, COVID, influenza), medications for palliative care and medications/treatments for specific conditions outside of a resident's prescribed medication and treatment routine. Medical Directives are reviewed annually by applicable staff which may include Manager of Resident Care, Infection Prevention and Control Manager, Administrator, Director of Homes and Seniors Services, the Homes contracted pharmacist/dietitian as well as the Homes medical director to ensure alignment with current vaccination/medication/treatment requirements, legislated directives and best practices. Page 53 of 140 2 k,urreni practice has entailed some medical directives requiring approval by council which could result in a delay in implementation. To support timely implementation and resident care and services, it is recommended that the Director of Homes and Seniors Services and/or Administrator be provided the authority to approve ensuring that medical directives are reviewed and approved by the appropriate persons, including the Homes Medical Director. FINANCIAL IMPLICATIONS: 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: N/A 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. Pending council direction, staff will communicate delegation approval to the appropriate persons to support timely and appropriate approval and implementation of medical directives and positive resident outcomes. Page 54 of 140 3 Staff recommend that authority to approve medical directives, following appropriate review by applicable persons, be delegated to the Director of Homes and Seniors Services and/or the Administrator. All of which is Respectfully Submitted Michele Harris Director of Homes and Seniors Services Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 55 of 140 .gn RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Carolyn Krahn, Manager of Economic Development, Tourism and Strategic Initiatives DATE: October 3, 2023 SUBJECT: Public Engagement — Planning Growth THAT Council provide direction on the level of public engagement desired to plan for regional growth; and THAT staff be directed to coordinate with local municipalities to prepare and schedule the public engagement sessions. INTRODUCTION: Elgin County will experience significant industrial development with the upcoming opening of the Amazon Fulfillment Center and the development of the PowerCo SE Gigafactory site. This growth will impact the County's communities, requiring careful planning to ensure it benefits the community in the long run. The County recognizes the importance of engaging local municipalities and residents in the planning process to make informed decisions that strike a balance between the benefits and challenges of growth. DISCUSSION: Engagement Objectives: 1. To involve local municipalities and residents in determining the desired level of growth in Elgin County. 2. To educate the community about the potential benefits and challenges of industrial development. 3. To gather valuable input, insights, and concerns from residents and stakeholders. 4. To report findings and recommendations to County Council and Local Municipal Partners (LMPs) for informed decision -making. Engagement Methods and Options: 1. Local Council Visits: County staff are available to present an information session to each Local Council to share information about growth. The goal is to Page 56 of 140 2 enaple Councillors to lead discussions about growth in their communities. The information session would encourage open dialogue and allow for feedback from each Local Municipality regarding their growth expectations. 2. Town Halls: To engage residents, town hall meetings could be hosted in different parts of the County. These meetings would give residents a chance to talk with staff and Council directly. The meetings would start with a presentation on growth, followed by a facilitated conversation led by Council and staff. To make sure residents can participate, each municipality will have the opportunity to host a town hall or coordinate a joint town hall meeting with neighbouring municipalities. Residents would have the option to attend in person or online. Accessibility and Inclusivity: We are committed to ensuring that these town hall meetings are accessible and inclusive. We will provide translation services for non -English-speaking residents (if requested), accommodate individuals with disabilities, and address connectivity issues to facilitate online participation. Promotion: In addition to promotion in social media campaigns and community newsletters, staff will actively promote the town halls when they visit local businesses as part of the Business Retention and Expansion (BR+E) program. Additionally, personal invitations will be extended to community groups, such as the Elgin Federation of Agriculture (EFA), Mennonite Community Services, Local Area Chambers of Commerce, Port Bruce Ratepayers Association, the St. Thomas Elgin Local Immigration Partnership, local Business Improvement Associations, local service clubs, neighbouring municipalities etc. The invitation will include a short explanation of what we expect to happen with growth. Staff will also be available to meet with these groups individually to share information and hear their thoughts. 3. Engage Elgin Section: In addition to the town hall meetings, a project could be created on the "Engage Elgin" platform. The purpose would be to help residents learn and share their thoughts about the County's anticipated industrial development. Platform Details: The "Engage Elgin" platform is easily accessible through our official website. It will provide residents with a user-friendly interface featuring educational materials and videos that explain both the positive aspects and challenges of industrial development. Interactive Components: Residents can actively participate through an online survey where they can express their preferences, concerns, and ideas related to growth. We will also pose questions to stimulate constructive discussions and gather valuable insights. Residents will be able to sign up to receive regular updates through this platform. Page 57 of 140 4. 3 Keport and Recommendations: The feedback received from all engagement channels will be collected and analyzed. The results will be compiled and presented as a comprehensive report to County Council and Local Municipal Partners (LMPs). The report will summarize what was heard from residents and stakeholders, highlight key themes and concerns, and suggest next steps for planning and decision -making. Information to Present and Questions to Ask: 1. Expected Growth: An overview of the development anticipated for the region. 2. Housing: What can we do to ensure that there are enough homes for everyone and that a range of housing options are available? 3. Infrastructure: What additional investments in water, roads, and other infrastructure are needed as more people and businesses locate in Elgin County? 4. Emergency Services: Will additional capacity be needed for police, fire services, and EMS? 5. Schools and Community Services: How can schools and other groups prepare for more kids and families? 6. Community Relations: What supports can be offered to newcomers in our community? What support can be offered to existing residents? 7. Economy and Businesses: How can local businesses grow with these big projects? How do we make sure the economy stays strong and diverse? 8. Workforce: How can we equip schools and training programs to get people ready for the new jobs? How can we support the existing workforce? 9. Local Government: How can local leaders plan for more people and services? How should they use any increase in tax revenue to help the community? 10. Land Use: What rules and regulations need to be in place to ensure things develop in a sustainable way? Timeline: Local Councils Visits October/November Town Halls November Engage Elgin Section October/November Report and Recommendations November/December FINANCIAL IMPLICATIONS: Depending on the location of the town hall meetings, there may be costs associated with booking meeting spaces. These costs can be contained within the approved Economic Development budget. Page 58 of 140 0 ALIUNiwtN I 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. County staff will work with the Local Municipal Partners to plan, prepare, and deliver the community engagement sessions. The report and recommendations coming out of the public consultations will be shared with the Local Municipal Partners. COMMUNICATION REQUIREMENTS: County staff will work with Council and our Local Municipal Partners to promote the public engagement sessions in the community. CONCLUSION: These community engagement initiatives aim to facilitate open dialogue, provide information, and collect feedback from our communities. The timeline for our engagement activities spans from October through December, allowing ample opportunity for residents and stakeholders to participate and have their voices heard. We recognize the importance of providing transparent and effective engagement methods, promoting inclusivity, and ensuring that the insights gathered contribute to informed decision -making. As we move forward with this engagement strategy, we are committed to monitoring and evaluating its effectiveness, making adjustments as needed, and working collaboratively with our community to ensure that Elgin County's growth benefits everyone, and that the challenges are addressed proactively. We look Page 59 of 140 rorwara io the insights and ideas that will emerge from these discussions, which will help shape our County's future in a positive and sustainable way. 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 5 Page 60 of 140 .gn RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Carolyn Krahn, Manager of Economic Development, Tourism and Strategic Initiatives DATE: October 3, 2023 SUBJECT: Investment Attraction — FedDev Grant Application THAT staff be directed to work with the Local Municipal Partners to submit a grant application to FedDev Ontario to support the development and implementation of an investment attraction strategy. INTRODUCTION: The opening of the Amazon Fulfillment Centre and the development of the Power SE Gigafactory have generated significant interest from the private sector in both industrial and residential land development within the County. By working with our Local Municipal Partners, the County can maximize this opportunity for the entire region and ensure that the benefits of this growth are realized by our communities. Economic Development staff, with input from the local Chief Administrative Officers, are working on a grant application to FedDev Ontario. This grant will help us create a plan to attract investments to our region. A joint application makes it more likely that our grant application will succeed and that the resulting plan will benefit the entire area. FedDev Ontario supports not -for -profit and community organizations with grants ranging from $125,000 to $10 million per project. They focus on clean economic growth, helping growing companies, advancing technology, and aiding in the transition of traditional industries. They prioritize inclusive growth and regional coverage, welcoming projects that benefit underrepresented groups and communities. Successful projects aim to make local economies better by filling gaps, attracting businesses, and promoting new ideas. They include supporting major employers, creating economic clusters, expanding into new markets, and making supply chains local. The grant is open to industry organizations, municipalities, and non -profits that drive economic growth and development. For more information on this grant opportunity, visit II e.dN. )..�li.v..... ..II:::R.:!.ai"ik).. The grant application form is also attached to this report. Page 61 of 140 NWNN] L+� 2 The proposed project will position Elgin County and the surrounding region as a hub for the manufacturing of electric vehicles and will foster investment and stimulate business growth. By leveraging strategic advantages such as our location at the heart of the Great Lakes Automotive Corridor, proximity to the new Volkswagen electric vehicle battery factory, and access to critical minerals, the project aims to create a thriving ecosystem with increased business activity, talent attraction, and global competitiveness in rural southern Ontario. 1. Objectives Attract Investment and Develop the Electric Vehicle Battery Supply Chain: The primary objective is to attract significant investment to Elgin County, facilitating the development of a robust electric vehicle battery supply chain. Our strategic location makes us a prime choice for manufacturing and supplying products and services within the electric vehicle battery supply chain. Foster Business Scale -up and Diversification: The project seeks to stimulate the growth of small to medium-sized businesses actively supporting the electric vehicle battery supply chain and related industries. Connect Smaller Communities to Globally Competitive Economies: The project will enhance economic diversification and connect the lower tier municipalities within Elgin County to globally competitive economies. By establishing a cluster that fosters collaboration among businesses, educational institutions, and research organizations, the project lays the foundation for a vibrant and innovative ecosystem, promoting job creation and prosperity for the entire region. 2. Project Overview Timeline Task Cost November — Work with Lower Tier Municipalities to Clarify Goals Staff Time The project will build a strategy to coordinate a December 2023 collective response to the rapid growth expected in the region. The goal is to optimize support for investors and implement a managed growth strategy that addresses the needs of current and future businesses and residents. Growth strategies will be informed by Official Plans and other key documents to manage potential competition and synergies in various types of growth. Page 62 of 140 November — Update Vacant Land Inventory Staff Time December The project will collaborate with the lower tier 2023 municipalities to gather lists of current vacant lands in the County. This information will be added to our GIS maps to make it easier for potential investors to access all available land and supporting information in one location. October Complete Master Servicing Study $475,000 2023 —June A consultant will be engaged to map existing servicing 2024 infrastructure (water, waste water, gas, hydro, fibre) onto the vacant land inventory, providing accurate information to potential investors. December Identify Parcels Ready for Development Staff Time 2023— In partnership with the lower tier municipalities, the February project will contact landowners to determine their 2024 interest in marketing their lands to potential investors. June 2024 — Address Servicing Gaps Staff Time July 2024 The Master Servicing Study will provide options and recommendations for necessary infrastructure, ensuring its availability for development. January Update Incentives Staff Time 2024— Staff will work with the Local Municipal Partners to September review and evaluate the current Community 2024 Improvement Plan (CIP). Following the review, staff will consult with the local municipalities to determine the growth priorities for each municipality and update the CIP to support the growth of existing businesses and to attract investment in priority sectors. November Streamline Planning Processes Staff Time 2023 — May In partnership with the local municipalities, the project 2024 will strengthen planning services and streamline planning applications and approvals to expedite the development process for investors. June 2024 — Develop Workforce Attraction and Retention Plan Staff Time June 2026 Collaborating with relevant organizations, the project will establish goals and actions for workforce training, education, diversity, equity, and inclusion initiatives, addressing housing and transportation needs. Page 63 of 140 June 2024 — June 2026 Create and Implement Marketing and Lead Generation $150,000 Strategy The project aims to develop a comprehensive marketing and lead generation strategy to attract potential investors and generate interest in Elgin County. This will involve creating a compelling community profile highlighting the county's strengths, using effective advertising methods such as a dedicated website, ads, and face-to-face meetings. The lead generation process will include market research and targeted outreach efforts to identify potential investors. The goal is to engage potential leads directly, providing information and facilitating meetings with stakeholders to secure investments that contribute to establishing Elgin County as a hub for the manufacturing of electric vehicles. October Establish BR+E Program and Evaluate Strategies Staff Time 2024 - Developing an investment aftercare program and using ongoing data to enhance investment attraction and retention strategies, the project will consider existing businesses and provide opportunities for expansion. FINANCIAL IMPLICATIONS: The grant ask would be $625,000 with the County's and Local Municipality's contribution being their staff time. 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. 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. 0 Page 64 of 140 Additional Comments: LOCAL MUNICIPAL PARTNER IMPACT: County staff will work with the Local Municipal Partners to draft the grant application. If the application is successful, staff will work closely with the local municipalities to develop and implement a County -wide investment attraction strategy. COMMUNICATION REQUIREMENTS: County staff will reach out to the Local Municipal Partners to request letters of support for the grant application. The result of the application will also be shared with the Local Municipal Partners. CONCLUSION: Recent industrial developments have spurred private sector interest in both industrial and residential land development within Elgin County and the surrounding region. By working with our Local Municipal Partners and pursuing a grant from FedDev Ontario, the County can maximize this opportunity for economic growth. The proposed project aligns with the FedDev vision of supporting regional initiatives, clean economic growth, technology advancement, and inclusive development. The proposed project aims to create a vibrant ecosystem for the manufacturing of electric vehicles. Looking forward, our commitment extends to ongoing initiatives such as the BR+E Program and the support of existing businesses. By leveraging local assets and resources, this project seeks to solidify Ontario's position as a leader in the electric vehicle industry, while creating a sustainable future for Elgin County and its communities. 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 5 Page 65 of 140 Federal Economic Development Agency f6ddrale de d6veloppement Agency for Southern Ontario 6conomique pour le Sud de ('Ontario APPLICATION FOR FUNDING (Not -For -Profit Applicants) IMPORTANT: Before you begin, please review the information on our wgh1 to to confirm your eligibility. The Application Guide provides important background information, definitions, and instructions on how to complete your Application for Funding. • If you have any questions, please contact FedDev Ontario or phone at 1-866-593-5505. • Complete your Application for Funding using Adobe Reader® 10 (or higher). You may not be able to fill and save your form using a different PDF software. Troubleshooting can be found in the Application Guide. • Questions with an asterisk * are mandatory. • After completing the Application for Funding, please attach all required supporting documents by using the "Add Attachments" buttons in this document. When you are ready to submit, please first print and save a copy for your records. • Incomplete applications cannot be assessed and will be deemed ineligible. 1. Legal name of Applicant organization * 2. Is the operating name same as legal name? * U Yes O No Operating name (if different from legal name). 3. Type of organization If other, please specify. 4. is the Applicant subsidiary? * 0 Yes O No If yes, identify the parent entity and its location (city/country): 5. Business number (provided by the Canada Revenue Agency) 6. If you are an Indigenous organization, please provide your Band Number (if applicable) 7. Select from the drop -down box below to indicate the nature of your organization. * If you selected Manufacturing, please select from the drop -down box below to specify the type of manufacturing your business does. if other, please specify. 8. Provide a brief description of your organization, which must include: • Objectives, mandate, core activities, scope, and/or key products and services • Organization history, including years in operation, and major achievements • Details on your organization's structure and governance (maximum 3,000 characters) 9. Date of Incorporation/Formation: (YYYY-MM-DD) * 10. Your company's fiscal year end: (YYYY-MM-DD) 11. Number of full-time employees in Canada: * 12. Number of part-time employees in Canada: * 13. Number of employees outside of Canada: 14. Name of the FedDev Ontario representative with whom you spoke regarding your project, if applicable: 15. Applicant Address: Street, Unit Number, etc. FD00090E (2022/08), Page 1 of 7 Canada Page 66 of 140 City * Province * Ontario Country * Canada Postal Code 16. Business website 17. Business -related social media accounts, such as your Twitter, Facebook, Instagram, Linkedln, YouTube, etc. 18. In which official language do you wish to communicate? * O English OFrench AUTHORIZEDPROJE T• 19. First name * Last name Title * Email * Business telephone number * Extension Mobile telephone number AUTHORIZED• 20. First name * Last name Title * Email * Business telephone number * Extension Mobile telephone number PROJECT•' • 21. Provide a short project description (2-3 sentences), summarizing the project and outlining the project's results. *(maximum 200 characters) Please note that this information may be used by FedDev Ontario for public reporting 22. Which FedDev Ontario program are you applying to? (maximum 100 characters) 23. Estimated start date of project: (YYYY-MM-DD) * 24. Estimated end date of project: (YYYY-MM-DD) 25. Provide the physical address where the largest portion of the project will occur: Street, Unit Number, etc. City * Province * Ontario Country * Canada Postal Code 26. Will any part of the project be carried out on federal lands? * O Yes ONo 27. In what Official Language will your project offer products or services? * O English O French O Both 28, Describe your project plan, including main activities to be undertaken and key milestones during the project, and plan for sustainability following the end of the funding period (if known/applicable). * (maximum 3,000 characters) 29. Describe your project's objective(s) and, the anticipated outcome(s), and outline how these will align with the program's priorities (as outlined in the Application Guide). * (maximum 3,000 characters) FD00090E (2022/08), Page 2 of 7 Page 67 of 140 30. Is your project proposing to further distribute funding to one or more ultimate recipient? * O Yes ONo If yes, please describe your further distribution of funding model proposal Summarize and attach a project plan with details on proposed end recipients, project activities and funding parameters Describe how this project does not duplicate other existing measures or initiatives (government or otherwise) Explain why federal government funding is required to complete this project Detail your organization's track record of delivering funding programs (if applicable) (maximum 3,000 characters) 31. Does your project support clean growth outcomes? * O Yes ONo If yes, please explain and include information that is measurable or quantifiable. (maximum 3, 000 characters) 32. The Government of Canada recognizes that many underrepresented groups face unique economic challenges. Understanding that participation of underrepresented groups (listed below) is an integral part of building strong and inclusive communities, and it helps the Government of Canada provide inclusive programming to support all groups. Priority may be given to applications that can demonstrate how they support inclusive growth. You are encouraged to complete this section, however, if your company does not align with or support the below groups, or you do not wish to indicate, leave the fields blank. If applicable, please indicate if your company is If applicable, please indicate if your project will led or majority led by one or more of the influence any of the following federal inclusive following underrepresented groups: growth priorities: 2SLGBTQI+ ❑ ❑ Black Communities ❑ ❑ Indigenous Peoples ❑ ❑ Members of Official Language Minority ❑ El Communities Newcomers to Canada and Immigrants ❑ ❑ Persons with Disabilities ❑ ❑ Racialized Communities (other than Black) ❑ ❑ Women ❑ ❑ Youth ❑ ❑ Other (maximum 200 characters) If applicable, please explain how your company will influence the federal inclusive growth priorities identified above. (maximum 1,000 characters) 33. List any key project partners or collaborators and their role(s) in the project. * (maximum 3,000 characters) FD00090E (2022/08), Page 3 of 7 Page 68 of 140 Describe the target audience or clientele for your project and its value proposition. In answering this question, identify all similar initiatives in Canada (or internationally) and explain how they how they duplicate, complement and/or differentiate themselves from the activities proposed in your project. * (maximum 3,000 characters) 35. Describe the project's key risks and mitigation strategies (e.g., financial, competitive, technical, regulatory, supply chain). * (maximum 3,000 characters) 36. Describe the need for FedDev Ontario funding and the impact on the project if funding is not received. * (maximum 3,000 characters) PROJECT 37. Please indicate whether your project will lead to any of the following results, and if so, indicate the amount or value. Expected results should be measured from the Start Date of Project to the End Date of Project. * Result Amount Increase in domestic revenues? 0 Yes 0 No Increase in exports? 0 Yes 0 No Increase in clean technology sales? 0 Yes 0 No New foreign investment into Canada? 0 Yes 0 No New partnerships/collaborations created? 0 Yes 0 No New intellectual property (IP) to be created or licensed? 0 Yes 0 No New products or services commercialized? 0 Yes 0 No New skills development, training/mentorship to be provided? 0 Yes 0 No Number of businesses supported? 0 Yes 0 No Number of organizations supported? 0 Yes 0 No Insert program specific indicator if applicable (refer to Application Guide) 0 Yes 0 No Total number of jobs to be created at end date of the project: * Total number of jobs to be maintained at end date of the project: Total number of jobs to be created two (2) years after the end date of the project: * Total number of jobs to be maintained two (2) years after the end date of the project: * FD00090E (2022/08), Page 4 of 7 Page 69 of 140 38. A. Total Project Costs by Fiscal Year * (fiscal year is defined as April 1 — March 31) 2022-23 2023-24 2024-25 2025-26 2026-27 2027-28 2028-29 2029-30 Total B. Total Project Costs by Cost Category Cost Category Amount Project facilities and infrastructure Labour Expertise Equipment and machinery Project Management Funding for further redistribution Materials Marketing and outreach costs Training and talent costs Total Project Costs C. Funding Sources Funding Source Amount of Funding Status of Funding Total Amount of Funding Please note that Total Project Costs must be equal in the three tables (A. Total Project Costs by Fiscal Year, B. Total Project Costs by Cost Category and C. Funding Sources) 39. Total Amount requested from FedDev Ontario: Note: Complete Applications for Funding will undergo a due diligence review. Funding decisions will take into account the minimum amount required to carry out the project. INFORMATION,FINANCIAL 40. Has your company received any federal or provincial funding in the last five (5) years? * O Yes ONo Department/agency name Program name Amount of funding received Purpose of funding Date funding received (YYYY-MM) Contact name (at funding source) Contact email (at funding source) FD00090E (2022/08), Page 5 of 7 Page 70 of 140 41. Describe your organization's current financial performance. * (maximum 3,000 characters) 2. Describe how your organization will be sustained beyond the project completion. * (maximum 3,000 characters) 43. Applicants must provide the following documentation to accompany this application by using the Add Attachments button: • Historical financial statements for the last two (2) fiscal years and the most recent interim financial statement • Constituting / Incorporation documents, list of Directors/Members of the Board or other relevant documentation • Biographies of key management and/or key staff required to complete the project • A project schedule that outlines major activities and key milestones (with expected completion dates) for your project • A detailed design plan for your further redistribution of funding proposal (if applicable) • Any other attachments that could support your application such as implementation plans letters of support etc. Incomplete applications cannot be assessed and may be deemed ineligible. Please confirm that the mandatory information required is attached to this application. * ❑ Yes FD00090E (2022/08), Page 6 of 7 Page 71 of 140 On behalf of the Applicant, I hereby acknowledge and certify that: (a) I have authority to submit this application on behalf of the Applicant and evidence of this authority will be provided upon request. (b) I have read and understand this application and program information and will submit all the required information with this proposal. I understand incomplete applications cannot be assessed and will be deemed ineligible. (c) Funding is discretionary and subject to availability. Submitting a complete Application for Funding and meeting all or any of the assessment criteria does not mean that all or part of the funding requested will be granted. (d) I am not engaged in any illegal or criminal activity, and do not promote violence, incite hatred or discriminate on the basis of sex, gender identity or expression, sexual orientation, colour, race, ethnic or national origin, religion, age, or mental or physical disability, contrary to applicable laws. (e) The Applicant, its directors or its officers are not party to or threatened by, to the knowledge of the Applicant, any actions, suits, investigations or other legal proceedings pending and there is no order, judgment or decree of any court or governmental agency, which could materially and adversely affect the business, or its ability to carry out the proposed project. (f) The information provided herein is complete, true and accurate and covenant that any other information given in the future in connection with the carrying out of the project will also be complete, true and accurate. (g) Financial assistance from FedDev Ontario is a significant factor in the decision to proceed with this project, and I authorize FedDev Ontario to make credit checks or other inquiries it deems necessary to evaluate this application. I agree to provide any further information that may be required for FedDev Ontario to make a decision. (h) Project costs incurred by the Applicant in the absence of a signed contribution agreement with FedDev Ontario are incurred at the sole risk of the Applicant and any such costs may not be considered eligible for FedDev Ontario assistance. (i) FedDev Ontario, its officials, employees, agents and contractors may share this application and/or make enquiries of such persons, firms, corporations, federal, provincial and municipal government departments/agencies, and not -for -profit, economic development or other organizations as may be appropriate, and may collect and share information with them, as FedDev Ontario deems necessary to assess this application, refer the application, administer and monitor the implementation of the project, and to evaluate the results of the project and program. Q) Information provided to FedDev Ontario will be treated in accordance with the Access to Information Act and the Privacy Act. These laws govern the use, protection and disclosure of personal, financial and technical information by federal government departments and agencies. Information provided to FedDev Ontario is secured from unauthorized access. (k) The Applicant has not engaged any person to solicit financial assistance for a commission, contingency fee or other form of consideration dependent upon the approval of this Application for Funding. (1) Any person who has been lobbying on behalf of the Applicant to obtain a contribution as a result of this application is registered pursuant to the Lobbying Act and was registered pursuant to that Act at the time the lobbying occurred. Where the lobbying duties of the employees of the Applicant constitute a significant part of the employee's duties, the Applicant is in compliance with the Lobbying Act. (m) Any former public office holder or public servant employed by the Applicant is in compliance with the provisions of the Conflict of Interest Act, the Values and Ethics Code for the Public Sector and the Directive on Conflict of Interest. (n) The Applicant agrees to comply with the Official Languages Act as may be required, and specifically where a project involves services to or activities with the public. (o) As part of its project assessment process, FedDev Ontario requires that all projects conform with the Impact Assessment Act (2019). (p) The Applicant is not in default under any funding agreement with the federal government. O1 Agree Name Signature of officer with signing authority for the organization A signature is not required if you are submitting your application electronically. FD00090E (2022/08), Page 7 of 7 Date (YYYY-MM-DD) Page 72 of 140 E191,11, RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Jennifer Ford, Director of Financial Services/Treasurer DATE: October 2, 2023 SUBJECT: Digitization and Office 365 Implementation THAT Council approves the implementation of Office 365 as outlined in the report dated October 2, 2023 entitled "Digitization and Office 365 Implementation" provided by the Director of Financial Services/Treasurer at no extra cost to the County budget. THAT the CAO and Director of Financial Services/Treasurer be authorized to enter into a contract as is necessary to support the software implementation. INTRODUCTION: In the Strategic Delivery Review, Council indicated that the Information Technology department (IT) develop a 2021 Action Plan followed by a three-year digital transformation strategy in 2022. Shortly after Council adopted its Service Delivery Review, the County experienced a Cyber incident that identified vulnerable areas of our Information Technology infrastructure and software choices. Staff have since focused efforts towards protection of our data while moving towards digitization of software as per Council's Strategic priority. BACKGROUND AND DISCUSSION: Digitization Strategy: There has been recent opportunity to place focus on making the County's Information Technology (IT) department more streamlined and to enable higher user satisfaction. Staff have identified that there is a distinct difference between the maintenance and Page 73 of 140 2 security or our hardware and servers (infrastructure) and the maintenance and security necessary to maintain software systems and data management. Recently, we have had two instances where back of house hardware has failed causing user downtime. Stronghold was able to navigate these emergencies to provide a quick and viable solution. The County wishes to focus Stronghold's efforts on providing a more rigid and proactive hardware replacement schedule. This approach will help to ensure that equipment failure is mitigated. As our servers are nearing capacity, we must also look to software solutions that can help relieve the overcrowding by operating in the cloud before purchasing replacement hardware. In order to continue this separation of work, we must free up Stronghold's current capacity. This begins by removing some of the internally housed or customized software infrastructure that has been put into place over the years, and is heavily reliant on IT support, that have or are becoming outdated. Currently, Elgin has many software systems that are housed internally that, in turn, require updates and maintenance to be supported by internal IT staff. To streamline this side of the business, it is beneficial to move to a structure whereby the superusers of software specific to their business area are also the champions of that software and are able to configure it as needed. IT can then focus attention towards ensuring that as software moves are made that hardware provisions are in place to enable use of the software and ensure that the software operates in a secure environment with appropriate security. Digitization Progress to Date: During the implementation of our fully integrated Human Capital Management project, Dayforce, it became quickly evident that users can be trained and enabled to develop the necessary coding and run bi-weekly reports as needed. This cloud -based solution runs independent of our servers, is accessible from any internet connection, is customizable, offers security of data, and updates are pushed out seamlessly on a regular basis. Multiple departments within the County are actively using this software daily and are learning to co -exist on the same platform. Implementation of this type of intricate software is a daunting task and we are currently finalizing the scheduling software module of Dayforce along with some HR modules related to time and attendance. We are in the discovery process of developing Staff Schedule Care. This scheduling software will specifically meet the needs of our Long - Term Care facilities and will integrate with Dayforce. Once completed, these two cloud - based programs will finalize the move away from inhouse payroll software. Council recently received reports and approved a move to cloud -based solutions for our Archives and Website needs. These solutions not only help increase our server capacity but move the responsibility of security and support for this software into the hands of industry experts in these specific fields. Page 74 of 140 3 H iarge component of our business still relies heavily on an older version of Microsoft Office Suite. This outdated version of Microsoft Office does not have the same functionality contained within the newest version of Office 365. Office 365 will allow us to take a large amount of data from our current servers up into the cloud. Also included is the Teams component that will replace Zoom and WebEx with the exception of our Provincial Offences Court as they will be required to continue to use Zoom to run video courts. Removing Zoom and WebEx will save approximately $2,500 per year. Enhanced security is also a part of the 0365 suite that will work in conjunction with our recently implemented Anti Virus software solution from Stronghold to still support our internal hardware needs. A move to 0365, could utilize Stronghold's cloud -based backup solution to free up file space on our servers and put information into a shared space that will work well for sharing data and for Emergency Management and business continuity purposes. Next Steps: Inventory assessment is currently back on track and underway. This review will prioritize and restart required staff hardware replacement and back of house hardware where needed. As we move forward with our current plans, budgets for ongoing independent security audits exist within the 10-year plan to determine our position as we progress through changes in order to stay on top of industry standards. FINANCIAL IMPLICATIONS: We obtained pricing from Stronghold related to the hosting and implementation of an Office 365 (0365) solution. Costs within their solution, included $10,000 plus unrebated HST for implementation of the system along with an expected monthly charge that is relative to the number of users and the type of Office 365 suite that will be issued on a per person basis. This pricing is expected to fluctuate slightly each month based on active users but we expect that this will amount to $6,700 to $7,000 per month plus unrebated HST or approximately $84,000 per year. In this scenario, we would also be able to access Stronghold's backup system in order to backup our documents. In this scenario, Stronghold would be able to take the project and implement it with limited support from Elgin Staff. In comparison, our Purchasing department was able to obtain a quote that was lower, however it related only to the cost of the software itself. The cost was not significantly different, approximately $2,000 per year or approximately $82,000 per year. The second quote did not include an implementation team or a cloud -based backup option, which Elgin would have to source and co-ordinate with another vendor. In discussing the price of implementation with Stronghold for this solution, they indicated that they would be able to assist with the implementation of the other licensed 0365 solution but they were not able to offer the same implementation cost. The difference in cost of implementation between the two solutions was equal to a 15-year payback if we were to Page 75 of 140 0 aeciae io go to another 0365 software provider. Additionally, Stronghold would not be able to offer their cloud -based backup storage solution and therefore, this function would fall back to our inhouse servers which would not save us much server space. The County recently moved to a Managed IT service provider. It is reasonable to sole source 0365 from this provider to streamline and simplify service delivery. If approved, staff are able to facilitate the implementation of this solution immediately and within the 2023 budget allocations for Information Technology. These costs will repurpose budget set aside for Al Cyber Security Analyst costs going forward. These costs are no longer needed for their intended 2023 purpose or beyond due to Al security recently installed by Stronghold that serves this purpose with no additional cost to the County. Currently, Microsoft does not offer cloud -based data backup but this is something that they do plan to offer sometime in the future. Should the County choose to decouple services with Stronghold, we would be able to remain hosted by them or move away upon the anniversary of the software licensing agreement which is entered into annually but paid monthly. 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. Through the County, the Municipality of Central Elgin recently migrated to the 0365 platform with a few minor adjustments using the Stronghold solution and report that they are happy with the results with staff now successfully navigating the solution. The Municipality of Bayham has indicated that they plan to move forward with this option in 2024 and are also planning to use the Stronghold solution. If any other municipal Page 76 of 140 5 partners wish to connect with Stronghold to obtain a quote for this software solution, we would be happy to facilitate that meeting. COMMUNICATION REQUIREMENTS: We plan to move forward on this initiative immediately in order to align with Zoom and other licenses that are expiring in December of 2023. During the migration to 0365, we will engage staff in a campaign to clean out their old files including their outlook inbox/sent items/junk/deleted items. This should enable us to cut down our need to pay for redundantly stored items. For example, if every Senior Leader and Councillor has copies of the Council minutes in their Outlook inbox or in their personal storage area, this is a large amount of data that is redundant to the minutes and agendas that are already stored in Laserfiche which can be accessed by everyone. Knowledge of the Records Retention Policy has been diminished over the last few years due to many new staff at the County. This policy remains a relevant document that will be used during this staff engagement plan to inform the process. CONCLUSION: As part of our strategy to refresh and renew software to cloud -based solutions, 0365 is the next logical step forward in our digital evolution. We plan to move forward with this solution immediately and we will be able to contain the costs within the current year budget allocation. This will be a sustainable solution now and going forward reusing budget found through other software efficiencies. The implementation costs will be contained within the 2023 County IT budget. All of which is Respectfully Submitted Approved for Submission Jennifer Ford Don Shropshire Director of Finance/Treasurer Chief Administrative Officer Page 77 of 140 E191,11, RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Jennifer Ford, Director of Financial Services/Treasurer DATE: October 2, 2023 SUBJECT: Digitization and Accounting Software Priorities THAT Council approves the immediate updates necessary to maintain the functionality of the Sage 300 Accounting software as outlined in the report dated October 2, 2023 entitled "Digitization and Accounting Software Priorities" provided by the Director of Financial Services/Treasurer at no extra cost to the County budget, and; THAT staff proceed with the requested updates to improve the reporting and budgeting processes as outlined in the report dated October 2, 2023 entitled "Digitization and Accounting Software Priorities" provided by the Director of Financial Services/Treasurer at no extra cost to the County budget, and; THAT the CAO and Director of Financial Services/Treasurer be authorized to enter into the necessary contracts required to support the software implementation after legal review. INTRODUCTION: In the Strategic Delivery Review, Council indicated that the Information Technology department (IT) develop a 2021 Action Plan followed by a three-year digital transformation strategy in 2022. "7 � i b a � � a��i i � � � � � �„i� 2� 9y (r�IV W.. � �,�� I During discussions with our software provider, staff have learned that our current 2017 version of Sage300 will be unsupported after October 1, 2023 but will remain operational for an unknown period of time. It was our understanding that support would be extended but this did not materialize. As a result, Finance staff seek approval to update our current version to ensure business continuity and improve processes using modernized software that would replace existing legacy systems as a means to improve efficiency, and deliver better service through more timely reporting. Page 78 of 140 2 t$AUKUKuUND AND DISCUSSION: Sage300 Upgrade to V2023: Our current accounting software, Sage300 is an older version that was last updated in 2017. Ideally, this software should be updated every three years to keep us current but provision was never made for these costs to be included in the annual budget. Staff understood that Sage had authorized an extension on the life support of the older version however we have recently learned that it is slated to no longer be supported in October of 2023. The lack of support for this version signals imminent decommissioning at some point which brings to light an urgent need to move this upgrade initiative forward sooner rather than later. Our software support team at BAASS will be able to handle most of the transition of this software along with our IT partner Stronghold. At the same time, we would also implement the requested PO system for which funds were set aside during the last budget season as we did not move ahead with this new module having discovered this impending issue. In conjunction with this upgrade, there is a need for this software to be migrated away from our old internal Citrix platform. We have an opportunity to move this newer version of Sage300 into the cloud using a vendor that specializes in hosting Sage300. Staff are therefore requesting approval from Council to upgrade our existing Sage300 accounting software in order to continue to provide financial support to the County without interruption. Going forward, we will make accommodation in the budget cycle to prioritize regular software updates to Sage300 to ensure business continuity. Excel and Insight: The County's accounting system is heavily reliant on Excel spreadsheets and a very old version of Insight, which is sunset software that must be maintained on the older Citrix servers using an external database downloaded from Excel. These spreadsheets and reports are intricately connected and are used daily to manage our budgets and to ultimately run performance reports for Council and Managers. The use of Excel and Insight has required our budget to be housed outside of the accounting software since inception of this system in 2019 which is not considered best practice. Throughout the legacy system staff save and maintain four separate spreadsheets for each department within the County throughout the year in order to mesh budget to actuals by the end of step four. Currently, over 200 multi -page documents per year are being maintained in perpetuity to support the backup of our numbers. It is the finance team's desire to completely disentangle and simplify these processes using software that can provide this functionality so that we are more efficiently using our time to support departments and analyze transactions. As a result, we have dedicated some time this year into investigating software to support this possible move away from our Page 79 of 140 3 current legacy spreadsheets. We have some options to share related to compatible software some of which are cloud -based. The Bridge: Members of the Finance team have been busy implementing multiple software solutions to assist with modernization of payroll and scheduling. On the finance side, staff have successfully completed the implementation of a new support product called the Bridge to replace some of our upload sheets that failed last year which caused us to resort temporarily to a more manual process while we sourced a solution. This new product is an on -premise software that restored the functionality related to the uploading of invoice data from Laserfiche and Petty Cash documents into our Accounting software. This product is compatible and will remain functional with our proposed new version of Sage300 as well. Budgeting Software: With the above two updates in place, we are still faced with the development of budgets occurring within several Excel based spreadsheet processes. To address this process, we would be prepared to immediately issue an RFP should Council approve investment in some cloud -based budgeting software. Such a software program would be expected to interact more efficiently with Managers to empower them to interactively work with the Finance team through the software. The analysis of scenarios related to increases to wages and benefits would be more easily facilitated and enable us to provide information in a timely manner. The budgeting process would be more streamlined and populate not only numbers but also explanations directly into a template. This information would then be available to us for review and would eliminate duplication, save time, and reduce human error. Our expectation of more sophisticated budgeting software would enable the creation of comprehensive budget reports to ensure nothing is missed. Once Council approved budget changes, we could then upload approved changes that would be housed and remain stable in our Sage300 accounting platform. The software would also have the ability to enable multi -year budgeting to occur relative to our 10-year plan. A budgeting software would be added to the front end of Sage300, and would completely remove the over 150 spreadsheets currently maintained to support the budgeting process each year. Once we are able to load all of our historical budgets into the budgeting software and Sage300, we would be able to reduce our footprint on the servers and discontinue using Citrix for financial purposes. Any software of this nature should also support our ongoing efforts to improve public engagement and be more informative for ratepayers. Options to embed GIS mapping for Capital projects, to connect to payroll financial information relative to positions and rates, and interactive drilldowns are software features now optional information connectivity related to budget spend. Page 80 of 140 0 With this long list of requirements, it is clear that there is probably not be many systems that could accommodate our needs and be compatible with Sage300 however some do exist. Staff have provided pricing for a product that we have reviewed that could meet these needs to provide an idea of the range of cost for a product of this type. Reporting Software: The purchase of a cloud -based reporting software for Sage300 would support the creation and delivery of back end reporting more efficiently and effectively such as year end reporting. The team recently viewed a user friendly excel based product called Sage Enterprise Intelligence (SEI) that is configured to work with Sage300. This product uses Excel's functionality compiled into a user-friendly format that would enable finance staff to easily create reports for departments that are specific to their reporting needs. In addition to this, the SEI development team has the ability to translate some of our very complex Insight workbooks (no longer supported) into SEI format which would take the initial burden off of staff during the implementation process. Having these redeveloped reports available to us would provide some basic templates from which to draw upon and use as we learn to develop reports on our own. Once existing budgets are entered into Sage300 we could run year end financial reports and year over year comparison reports using this reporting software on demand. The final goal of this redevelopment would be to remove and eliminate Insight reporting completely to bring us closer to the final decommissioning of the outdated Citrix servers. The move to more sophisticated software is always an investment in time and money. Financial processes are a significant and important core function of the County's business that requires some immediate attention and upgrading. Staff have been investigating options to address the overall financial situation in order to bring this forward to Council during the 2024 budget cycle. New information received related to Sage300 no longer being supported is the reason that we felt the urgent need to expedite this request to Council. FINANCIAL IMPLICATIONS: Finance is cognisant that there will be financial implications related to the adoption of new software for budgeting, financial processes, and reporting. We have managed with an inhouse system for many years, however, we find ourselves now running out of time to replace outdated and failing onerous processes. Below is a chart outlining the quotes and/or estimates received for each component discussed above. Implementation costs are considered a one-time cost whereas annual costs are usually paid monthly and are Page 81 of 140 ongoing year over year. Costs for this project will be managed by setting aside unused 2023 operating funds from the Information Technology Department to finance the one- time implementation costs. The annual costs would then be contained within the IT maintenance and support line on an ongoing basis. Once Sage300 is updated, we will proceed to implement the PO module using the $13k of existing budget already set aside in the finance budget to support our purchasing department needs (not included in chart below). Ll!I�al�melr Llillmmlit of Ilrmmlplelrmmelntatiiolum Ainlnuall Costs allre Software T Ipe Ilrnlpllenmelmntatuoln Tulrmmelliillme Cost One time oln,goiing 5a,ge' 00 cGmplete in 2102.3 10,000 2,250 Secured Cloud IHlostiiln,g Complete in 2023, 1,700 14,400 Relpolrflin,g softwalire SIEI lBegin in 20,23 16,000 �12,375 Report alned Ilnsli,glht Data Warehouse Sollu't.11oln Desll,gln 2024 60,000 Bud,get.in,g Software Issue IFFP in 2023 60,000 65,000 Total Cost w/o tax 147,700 94,025 Costwiitlm Unlrelbatecd MIST 150,300 95,680 I Inmlpmlelnmelnt.atiioln Costs Irequired every t.11mlree years for Sa,ge300 its $10,000 Would Ireduce 5a,ge500 Annual sulppolrt costs to IBaslic dulriilnl,g Ilene t thiree yeah cycle 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. 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. 5 Page 82 of 140 Aaaiiionai Comments: 0 LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: CONCLUSION: Finance staff have learned that our version of Sage300 will no longer be supported and have no option but to update this item. Additionally, the current legacy system to create budgets and reporting cannot be sustained indefinitely and it continues to prove to be an onerous and time-consuming process. We recently experienced failures to critical processes where we were forced to find other software options immediately. At this time, it is best to systematically move away from this in-house system to find a more modern and streamlined method to deliver timely reports for both budget and year end processes. Staff are doing the necessary proactive planning to avoid future software failures and eliminate unsupported retiring software in advance to ensure business continuity for the corporation. The recommendations are before Council for consideration. All of which is Respectfully Submitted Approved for Submission Jennifer Ford Don Shropshire Director of Finance/Treasurer Chief Administrative Officer Page 83 of 140 E191,11, RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Jennifer Ford, Director of Financial Services/Treasurer DATE: October 3, 2023 SUBJECT: 2022 Financial Statement Review THAT the report entitled "2022 Financial Statement Review" dated October 3, 2023 presented by the Director of Financial Services/Treasurer be received, and; THAT reallocation of the 2022 Surplus as per Option be completed effective January 1, 2023, and; THAT County Council approve the 2022 Financial Statements as presented in Appendix A and authorize the Warden, the Chief Administrative Officer, and Director of Financial Services/Treasurer to sign for distribution and publication, and; THAT the signed 2022 Financial Statements from Appendix A be added to the 2022 Annual Report included as Appendix B which will be published on our website for public information. INTRODUCTION: This report includes information related to the year end results and seeks Council approval of the 2022 Financial Statements. Once approved, authorized representatives must affix their signatures to enable publication for use by funding partners and to inform the public. BACKGROUND AND DISCUSSION: Appendix A is a draft version of the 2022 Financial Statements for the County of Elgin and Appendix B is a draft of the 2022 Annual Budget that will be published on our website following approval of the 2022 Financial Statements. The Annual Report includes details related to closed capital projects, ongoing capital and operating projects, a summary of year end performance by department, in year financial highlights and significant events, and a final breakdown related to the use of Net Income. A signed copy of the 2022 Audited Financial Statements will be included with the 2022 Page 84 of 140 2 Annuai Keport once approved in order to provide readers with a year end summary that includes a synopsis of the 2022 year in review in one readable package. FINANCIAL IMPLICATIONS: In the 2022 Annual Report, you will find comments from Mary French, the 2022 Warden of the County of Elgin. Staff have highlighted significant events in the 2022 Annual Report that occurred throughout our departments during 2022. Below is a summary of 2022 Performance by Department. (col 1 & 2 of the chart below is found on page 12 of the 2022 Annual Report) Budget & Actualls iincivade Amortization but no Capitall Projects 2022 Department Performance BudgelYTD' Actual YTD' Operating to Carryfwd (Projects) Reserve Transfers from/(to) Operating Final Dept Perf G) Corporate AcUvltls )35,223,372) (38,732,953) 1,122,652 584,979 1,801,950 1) Warden And Council) 461,581 408,40 E 836 52,338 2) AdmlniistraVve SeNices/Ag/IPSB 843,158 1,217,907 246,192 (620,941) 3) Financiall Services 771,036 719,158 13,310 38,568 4) IFHuman Resources 751,318 708,845 41,439 1,034 5) Admlniistrative BuilUng 674,668 519,60E (111,790) 266,852 6) Corporate Services 741,747 676,823 64,924 7) Engineering Services 7,802,772 8,275,604 202,094 (674,926) 8) IHomes (For Seniors Services 5,049,826 1,727,421 35,336 44,249 3,242,821 9) IMuseumfArclhlives 631,988 490,039 49,036 28,594 75,319 10) Library Senvices 2,987,272 2,965,768 29,498 16,292 Q24,286) 11) Ilnformaflon Technology 1,794,817 1,696,87E (201,545) 309,486 12) lProvincliall Offenses f111'885) (109,029) 20,000 (22,856) 13) Ambulance & Emergency Services 3,070,302 2,919,940 145,850 4,512 14) Ec IDev, Land Div, Planning & Tourism 1,237,491 1,000,339 241,400 (4,248) Grand Total (8,517,280') i 352 51) (15,5 , 1,833,309 674,114 4,510,547 The following chart provides explanation for Performance to budget that is +/- $100K on each department. (Chart below is found in Appendix 1 Page 15 of the 2022 Annual Report): Department Grouping Amount Explanation of Performance (+/- $100K) 0) Corporate Activities 1,801,950 Increased Revenue: Tax, Interest, and lProvinciall Funding 1) Warden And Council) 52,338 2) Administrative Services/Ag/PSB (620,941) Decreased Revenue:: (Project Revenue Ilower than expected 3) IFlinanciall Services 38,568 4) IHuaman Resources 1,034 5) Administrative Buillding 266,852 Decreased Costs:: Wages, Ildtlilliitiies 6) Corporate Services 64,924 7) Engineering Services (674,926) Increased Costs: IMuniincipall Drains, Amortization, Write down of Assets no longer in service 8) IHomes (For Seniors Services 3,242,821 Increased Revenue:: lUnbudgeted lProvinciall funding increase in Nursing Department 9) Museum/Archives 75,319 10) Library Services (24,286) 11) IlnformaUon Technollogy 309,486 Decreased costs: SPJPPDrt and Maintenance ,12) lProvinciall Offenses (22,856) 113) Ambullance & Emergency Services 4,512 114) Ec IDev, Land IDiv, IPlianning & Tourism (4,248)1 Total) IPerlornance 4,510,547 Performance ExpVained 4,325,242 Page 85 of 140 3 There is no expectation that trends on Performance experienced in 2022 will continue into 2023. For example, Covid-19 funding from the Province for Homes for Seniors has been discontinued in 2023. The Net Income not used for Operations has been earned to support Capital projects being redeveloped throughout the County. Below are the changes to the Balance sheet used to fund Capital needs that explains the required use of $9M related to Capital expenditures by the County in 2022. (Charts below are in Appendix 1 Page 16 of the 2022 Annual Report). Required changes to, lBala ce Sheet (Use of Net Income to, fund capital Needs) Change iiin WIIIIP 0;arryforward cost�s its a decrease (1800 Accts) 2,521,51834 Change iiin Capital IPosition is an increase (1820-1035 Accts)(llnService) (22,489,783..56) Capital (Fund - Remaining 1Budget needs for Completion of IPllanned'WIIIIP 14,891,,171„81 Capital (Fund Terrace ILodge (.Ac�cct32�10) (268,,8�17.06) Capital (Fund 'WYniiiite ,5�taituion Garage (Aa:rt 3205) (02,,471..75) Capital (Fund ,Sewage Treatment Plant (Acct 2 0) (114,,511„08) Transfer to Capital IProjec.ts If eservo (Surplus to Closed Ac;cct. MOD) (2,,364,620„00) Debt IRepayment (Principle portion only) (1,,122,607„48) 2D22 M yet IIII iu m r iin, i,n Used �ff uu ui id t";, a IIpfli �iii a III (9,040, I 20 71R3 The first three numbers in the chart above identify that less work in Progress is being carried forward and that more projects were completed and put into service than those that remain incomplete. To further review the County Capital projects, a list of Capital carry -forward and Capital completed/closed projects has been included in Appendix II of the 2022 Annual Report (Pages 19-22). The Terrace Lodge Capital Fund did not accurately reflect the $25M that we plan to borrow so staff have realigned this account using $269Kof the 2022 surplus. It is prudent to also plan for future Capital investments using Revenue received from the use of those assets. Therefore, we have put aside $92K for White Station Garage and $115K for the future replacement of the Sewage Treatment Plant at Elgin Manor. As per the Closed Capital projects report for 2022 (Appendix II) there was a surplus to budget of $2.4M which has been set aside into the Capital Projects Reserve. Finally, since the County has incurred debt for Capital purposes, it is necessary to pay for the debt principle portion through the Capital budget. Interest is able to be funded through operations but debt cannot be taken out for operational purposes. Therefore, the debt that was funded by Capital directly lowered our principle owing by $1.1 M. 2022 use of Net income for Capital purposes was $9,040,120. The County also has some requirements related to the use of the final surplus for Reserves and carry forward operational projects. Page 86 of 140 0 Required Changes, to Balance Shut (Use of Net Income to fund Operating deeds) Net of Transfers to (Reserves (2000, to 2625 and 26 �0, to 2980) (6,74,114.40) includes Growth (Reserve Transfer and lUse of IFed Gas Tax Transfer for Operating II''rojerts Oarryforward Ito 20,23 (Acct 26,40) (1,830,30R„48) 2022 uin iret III u u r ur °mar u s ice to °If u it id F uu °iI a ui ui uu I SI d s (2,507,A123 IH In 2022, Revenue related to reserves was identified in the amount of $674K. Additionally, there were $1.8M worth of operating projects that remain unfinished whereby funds were previously budgeted and raised but not used. In order to complete this work, we carry forward the outstanding balance for use during the next year so we are not having to raise funds again for project completion. We have put the reserve funds into their appropriate envelope and have set aside the carry forward operating project funding into the Tax Stabilization Reserve. This fund is used as working capital and provides stability throughout each quarter. In May 2022, Council committed $510,000 of the 2022 year-end surplus to cover the tender for Council Chambers that will complete this work in conjunction with the Accessible Elevator project. The $15.5M received through taxation, funding, and User fees was used as summarized below. After necessary reallocations, $3.5M remains relative to 2022 surplus that staff have set aside into the Tax Stabilization Reserve in order to complete the 2022 year-end adjustments. Net IIlnr:orne (Earned (15,535,,251) Net Illnrorne Allocated to (Reserves/Accruals (11,547,545) Council Chambers approved use of Surplus (May 2022) (510�,000.00) 2,D2, 2, Ou i III III a s . ���Ill����� r ur °m III u� a u'i Ilh " Ill, III a c �ire d I of m (III a ° I R ir s ii!!!uii r°v ire (�A c r "t 2�640) (3, mlI7,7, 7 % DI � u°ul °Io o u uu out IIH�u IQ a IllIia sir irv,c °1d ir"t ir uirm a if°k is d Ilk���ry d'o u in s lii III Council has the opportunity to decide to reallocate the $3.5M surplus. Any changes would be dated Jan 1, 2023 so as to not change the 2022 financial statements as presented today. Below are some options for Council's consideration, that may assist in making that decision, as we prepare for the future- 1 . Make no change 2. Reduce the $25M required to be borrowed for the TL Rebuild 3. Create a reserve to offset future Debt repayment on borrowed funds 4. Add to Growth Reserve 5. Add to Capital Reserve 6. Combination of any two above 7. Other Page 87 of 140 5 ALIUNiwtN I 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: 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. The Financial Information Return (FIR) is a provincially mandated and standardized document that is required by all municipalities to be completed annually and provided to the Ministry of Municipal Affairs and Housing. The FIR reporting document balances to the financial statements and will be submitted upon approval of the 2022 Financial Statements. The 2022 Annual Report will be published on our website once the draft statements are approved and signed by authorized officials for use by the public. Financial Statements will be forwarded to our funding partners upon approval as necessary. CONCLUSION: The 2022 Financial Statements are now complete and need to be approved and signed by authorized County officials. Once completed, the 2022 Annual Report will be posted on the county website and include the 2022 Financial Statements. All of which is Respectfully Submitted Approved for Submission Jennifer Ford Don Shropshire Director of Financial Services/Treasurer Chief Administrative Officer Page 88 of 140 CORPORATION OF THE COUNTY OF ELGIN Consolidated Financial Statements December 31, 2022 Page 89 of 140 CORPORATION OF THE COUNTY OF ELGIN Consolidated Financial Statements For the Year Ended December 31, 2022 Table of Contents PAGE Management Responsibility for Financial Reporting 1 Independent Auditors' Report 2-3 Consolidated Statement of Financial Position 4 Consolidated Statement of Operations and Accumulated Surplus 5 Consolidated Statement of Change in Net Financial Assets 6 Consolidated Statement of Cash Flows 7 Notes to the Consolidated Financial Statements 8 - 22 Consolidated Schedule of Segment Disclosure 23 - 24 Page 90 of 140 MANAGEMENT'S RESPONSIBILITY FOR FINANCIAL REPORTING The accompanying consolidated financial statements are the responsibility of the management of Corporation of the County of Elgin and have been prepared in accordance with Canadian public sector accounting standards. These consolidated financial statements include: • Independent Auditors' Report • Consolidated Statement of Financial Position • Consolidated Statement of Operations and Accumulated Surplus • Consolidated Statement of Change in Net Financial Assets • Consolidated Statement of Cash Flows • Notes to the Consolidated Financial Statements • Consolidated Schedule of Segment Disclosure The Chief Administrative Officer and the Director of Financial Services are responsible for ensuring that management fulfills its responsibility for financial reporting and is ultimately responsible for reviewing the consolidated financial statements before they are submitted to Council for approval. The integrity and reliability of Corporation of the 06 formal policies and procedures, the careful selection These systems are designed to provide reasonable assu of Elgin reporting systems are achieved through the use of �ployees and an appropriate division of responsibilities. ivrtlie financial information is reliable and accurate. The consolidated financial statements have been audited on behalf of the Members of Council, Inhabitants and Ratepayers of Corporation of the County of Elgin by Graham Scott Enns LLP in accordance with Canadian generally accepted auditing standards. Don Shropshire Chief Administrative Officer St. Thomas, Ontario September 26, 2023 Jennifer Ford Director of Financial Services -I- Page 91 of 140 GRAHAM SCOTTENNSLLP CHARTERED PROFESSIONAL ACCOUNTANTS P. 519-633-0700 • F. 519-633-7009 R 519-773-9265 • F 519-773-9683 450 Sunset Drive, St. Thomas, ON N5R 5V1 25 John Street South, Aylmer, ON N5H 2C1 www.grahamscottenns.com INDEPENDENT AUDITORS' REPORT To the Members of Council, Inhabitants and Ratepayers of The Corporation of the County of Elgin Opinion We have audited the consolidated financial statements of The Corporation of the County of Elgin, which comprise the consolidated statement of financial position as at December 31, 2022, and the consolidated statement of operations and accumulated surplus, consolidated statement of changes in net financial assets and consolidated statement of cash flows for the year then ended, and notes to the consolidated financial statements, including a summary of significant accounting policies. In our opinion, the County's consolidated financial statements present fairly, in all material respects, the financial position of the County as at December 31, 2022, and the results of its operations and its cash flows for the year then ended in accordance with Canadian public sector accounting standards. Basis for Opinion We conducted our audit in accordance with Canadi en rally accepted auditing standards. Our responsibilities under those standards are further described in the Auditors' nsibilities for the Audit of the Financial Statements section of our report. We are independent of the County in ac r cc with the ethical requirements that are relevant to our audit of the consolidated financial statements in Canada, e have fulfilled our other ethical responsibilities in accordance with these requirements. We believe that the au i idence we have obtained is sufficient and appropriate to provide a basis for our opinion. Responsibilities of Management and Those Charged with Governance for the Consolidated Financial Statements Management is responsible for the preparation and fair presentation of the consolidated financial statements in accordance with Canadian public sector accounting standards, and for such internal control as management determines is necessary to enable the preparation of consolidated financial statements that are free from material misstatement, whether due to fraud or error. In preparing the consolidated financial statements, management is responsible for assessing the County'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 the County or to cease operations, or has no realistic alternative but to do so. Those charged with governance are responsible for overseeing the County's financial reporting process. Auditors' Responsibilities for the Audit of the Consolidated Financial Statements Our objectives are to obtain reasonable assurance about whether the consolidated 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 consolidated financial statements. -2- Page 92 of 140 GRAHAM SCOTTENNSLLP CHARTERED PROFESSIONAL ACCOUNTANTS R 519-633-0700 • F 519-633-7009 R 519-773-9265 • F 519-773-9683 450 Sunset Drive, St. Thomas, ON N5R 5V1 25 John Street South, Aylmer, ON N5H 2C1 www.grahamscottenns.com INDEPENDENT AUDITORS' REPORT (CONTINUED) Auditors' Responsibilities for the Audit of the Consolidated 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 consolidated 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 the County's internal control. • Evaluate the appropriateness of accounting ci used and the reasonableness of accounting estimates and related disclosures made by management. • Conclude on the appropriateness of management's4 the going concern basis of accounting and, based on the audit evidence obtained, whether a material unc a exists related to events or conditions that may cast significant doubt on the County's ability to continuLL 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 consolidated 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 the County to cease to continue as a going concern. • Evaluate the overall presentation, structure and content of the consolidated financial statements, including the disclosures, and whether the consolidated 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. -3- Page 93 of 140 CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Financial Position As at December 31, 2022 FINANCIAL ASSETS Cash Investments (Note 2) Accounts receivable Loans receivable (Note 3) Total financial assets FINANCIAL LIABILITIES Accounts payable and accrued liabilities Employee post -retirement benefit liabilities (Note 4) Long-term debt (Note 5) Total financial liabilities NET FINANCIAL ASSETS NON -FINANCIAL ASSETS Tangible capital assets (Note 6) Prepaid expenses Total non -financial assets ACCUMULATED SURPLUS (NOTE 9) 2022 8,523,080 27,410,910 5,728,108 80,000 2021 11,577,368 29,966,700 5,024,970 100,000 41,742,098 46,669,038 13,516,946 2,078,572 11,835,667 27,431,185 14,310,913 13,181,629 1,766,656 13,016,274 27,964,559 18,704,479 248,648,920 228,752,398 231,563 211,590 248,880,483 263,191,396 228,963,988 247.668.467 The accompanying notes are an integral part of these consolidated financial statements. -4- Page 94 of 140 CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Operations and Accumulated Surplus For the Year Ended December 31, 2022 REVENUES Requisition of local municipalities Transfer payments Federal Provincial Municipal User charges Investment income Other contributions Total revenues EXPENSES General government Property assessment and support Emergency measures Provincial offences Transportation services Public health services Ambulance services Social and family services Assistance to aged persons Social housing Libraries (Note 10) Cultural services Planning and development Economic development Agriculture and reforestation Total expenses (Note 12[a]) ANNUAL SURPLUS ACCUMULATED SURPLUS, BEGINNING OF YEAR ACCUMULATED SURPLUS, END OF YEAR (NOTE 9) Budget Actual Actual (Note 11) 2022 2021 42,515,464 43,259,902 41,749,980 2,036,329 2,723,604 3,923,012 34,120,879 36,015,540 33,662,044 6,316,780 5,110,832 4,564,793 7,218,116 7,028,066 6,483,220 53,600 642,379 280,363 3,384,898 2,818,935 2,819,868 95,646,066 97,599,258 93,483,280 10,975,584 8,789,700 8,452,491 801,164 801,164 796,930 439,280 337,329 179,106 1,961,469 1,105,638 1,039,926 14,009,203 14,571,574 13,488,843 Ar 9,294,966 7,715,193 8,251,085 14,089,045 11,918,523 11,544,655 546,042 846,192 473,862 28,051,895 29,427,412 27,782,254 1,512,353 1,443,508 1,329,263 3,163,007 3,125,365 2,927,462 748,141 668,248 665,613 404,187 369,656 381,794 1,077,998 908,187 743,330 54,450 48,640 49,294 87,128,784 82,076,329 78,105,908 8,517,282 15,522,929 15,377,372 247,668,467 247,668,467 232291,095 256,185,749 263,191,396 247,668,467 The accompanying notes are an integral part of these consolidated financial statements. -5- Page 95 of 140 CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Change in Net Financial Assets For the Year Ended December 31, 2022 ANNUAL SURPLUS Acquisition of tangible capital assets Amortization of tangible capital assets Increase in prepaid expenses Loss on disposal of tangible capital assets DECREASE IN NET FINANCIAL ASSETS Budget Actual Actual (Note 11) 2022 2021 8,517,282 15,522,929 15,377,372 (32,305,036) (32,305,036) (30,602,771) 12,130,531 12,130,531 11,460,441 - (19,973) (108,464) - 277,983 - (11,657,223) (4,393,566) (3,873,422) NET FINANCIAL ASSETS, BEGINNING OF YEAR 18,704,479 18,704,479 22,577,901 NET FINANCIAL ASSETS, END OF YEAR 7,047,256 14,310,913 18,704,479 Ar The accompanying notes are an integral part of these consolidated financial statements. -6- Page 96 of 140 CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Cash Flows For the Year Ended December 31, 2022 OPERATING ACTIVITIES Annual surplus Items not involving cash: Amortization of tangible capital assets Change in employee post -retirement benefit liabilities Loss on disposal of tangible capital assets Change in non -cash assets and liabilities related to operations (Note 12 [b]) INVESTING ACTIVITIES Net decrease in investments CAPITAL ACTIVITIES Acquisition of tangible capital assets FINANCING ACTIVITIES Advances of long-term debt Repayment of long-term debt NET CHANGE IN CASH CASH, BEGINNING OF YEAR CASH, END OF YEAR 2022 2021 15,522,929 15,377,372 12,130,531 11,460,441 311,916 184,884 277,983 - 28,243,359 27,022,697 (367,794) 3,482,608 27.875.565 30.505.305 (32,305,036) (30,602,771) (32,305,036) (30,602,771) 6,000,000 (1,180,607) (890,726) (1,180,607) 5,109,274 (3,054,288) 5,844,197 11,577,368 5,733,171 8,523,080 11,577,368 The accompanying notes are an integral part of these consolidated financial statements. -7- Page 97 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 Corporation of the County of Elgin (the "County") is an upper -tier municipality, comprised of seven local municipalities, in the Province of Ontario. It conducts its operations guided by the provisions of provincial statutes such as the Municipal Act, Municipal Affairs Act and related legislation. 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The consolidated financial statements of the County are prepared by management in accordance with Canadian generally accepted accounting principles for local governments as recommended by the Public Sector Accounting Board of the Canadian Institute of Chartered Professional Accountants. Significant aspects of the accounting policies adopted by the County are as follows: Reporting Entity The consolidated financial statements reflect the assets, liabilities, revenues, expenses of the reporting entity. The reporting entity is comprised of all organizations, committees and local boards accountable for the administration of their financial affairs and resources to the County and which are owned or controlled by the County. All inter -fund assets, liabilities, revenues and expenses have been eliminated. Consolidated Entities There are no organizations or local boar t are consolidated in these financial statements. Proportionate Consolidation ?4zn The Oxford Elgin St. Thomas Health Unit consolidated on a proportionate basis, based upon the percentage of grant money provided by the County in comparison to the County of Oxford and the City of St. Thomas. Trust Funds Trust funds administered by the County have not been included in the consolidated statement of Financial Position nor have their operations been included in the Consolidated Statement of Operations. At December 31, 2022 the County held $28,942 (2021 - $23,885) in trust funds. Basis of Accounting The consolidated financial statements are prepared using the accrual basis of accounting. The accrual basis of accounting records revenue as it is earned and measurable. Expenses are recognized as they are incurred and measurable as a result of receipt of goods or services and the creation of a legal obligation to pay. Page 98 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Investments Investments, consisting of money market funds and guaranteed investment certificates, are recorded at the lower of cost plus accrued interest and fair market value. Investment income earned on available funds is reported as revenue in the period earned. Non -Financial Assets Non -financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. The change in non -financial assets during the year, together with the excess of revenues over expenses, provides the Change in Net Financial Assets for the year. i) Tangible capital assets Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to acquisition, construction, development or bett rment of the asset. The cost, less residual value, of the tangible capital assets are amortized on a st gh line basis over their estimated useful lives as follows: Land improvements ;A 20 years Buildings 20 -40 years Furniture, fixtures and equipment 8 - 16 years Computer equipment 2 -4 years Vehicles 4 years Roadways 5 - 80 years Bridges 20 - 60 years Library books 8 years Amortization begins the first month of the year following the year the asset is placed in service and to the year of disposal. Assets under construction are not amortized until the asset is available for productive use, at which time they are capitalized ii) Contributions of tangible capital assets Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and that fair value is also recorded as revenue. iii) Works of art and cultural and historic assets Works of art and cultural and historic assets are not recorded as assets in these consolidated financial statements. ISO Page 99 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Non -Financial Assets (continued) iv) Interest capitalization The County does not capitalize interest costs associated with the acquisition or construction of a tangible capital asset. v) Leased tangible capital assets Leases are classified as capital or operating leases. Leases which transfer substantially all of the benefits and risks incidental to ownership of property are accounted for as capital leases. All other leases are accounted for as operating leases and the related lease payments are charged to expenses as incurred. Deferred Revenue The County receives funds for specific purposes which are externally restricted by legislation, regulation or agreement. These restricted funds are not available for general municipal purposes and are recognized as revenue in the fiscal year the. s are used for the specified purpose. Government Transfers Government transfers are recognized in the fi statements as revenues in the period in which events giving rise to the transfer occur, providi tITZ transfers are authorized, any eligibility criteria have been met, and reasonable estimates of the amounts can be determined. Any amount received but restricted is recorded as deferred revenue in accordance with Section 3100 of the Public Sector Accounting Handbook and recognized as revenue in the period in which the resources are used for the purpose specified. In addition, the County periodically receives senior government capital funding in the form of infrastructure grants and receives ongoing funding from both senior levels of government as a result of an allocation of the gas tax funds. Employee Benefit Plans The County provides a pension plan for its employees through the Ontario Municipal Employees Retirement System (OMERS). OMERS is a multi -employer pension plan which operates as the Ontario Municipal Employees Retirement Fund. The fund is a contributory defined benefit pension plan. As this is a multi -employer plan, no liability is recorded on the County's books. The employer's contribution to a multi -employer, defined benefit plan are expensed as the obligations arise. For those self -insured benefit obligations that arise from specific events that occur from time to time, such as obligations for workers' compensation and life insurance and health care benefits for those on disability leave, the cost is recognized immediately in the period the events occur. Any actuarial gains or losses that are related to these benefits are recognized immediately in the period they arise. -10- Page 100 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Employee Benefit Plans (continued) The County is an employer included under Schedule 11 of the Workplace Safety and Insurance Act, it self -ensures the entire risk of its own WSIB claims and is individually liable for reimbursing the WSIB for all costs relating to its workers' WSIB claims. The cost of the claims are expensed as incidents occur, while the liability for future benefit costs is determined by WSIB. Provincial Offences Fines The County administers the Provincial Offences Act (POA) on behalf of the Ministry of the Attorney General for the Elgin County Court Service Area. Fine revenue is recognized as the fine payment is received. Fine revenue includes all monies received less payments made to other municipalities for monies received on their behalf. Revenue also includes outstanding transfers of fine receipts collected by other municipalities. Tax Revenues In 2022 the County received $43,259,902 (16,- $41 749,980) in property tax revenues. The authority to levy and collect property taxes is establishe er the Municipal Act 2001, the Assessment Act, the Education Act, and other legislation. The amount of the total annual property tax levy is determined each year through Council's approval of the annual budget. Tax rates are set annually by Council for each class or type of property, in accordance with legislation and Council -approved policies, in order to raise the revenue required to meet operating budget requirements. Taxation revenues are recorded at the time billings are issued. Additional property tax revenue can be added throughout the year, related to new properties that become occupied, or that become subject to property tax, after the return of the annual assessment roll used for billing purposes. The County may receive supplementary assessment rolls over the course of the year from MPAC that identify new or omitted assessments. Property taxes for these supplementary/omitted amounts are then billed according to the approved tax rate for the property class. Taxation revenues in any year may also be reduced as a result of reductions in assessment value rising from assessment and/or tax appeals. Each year, an amount is identified to cover the estimated amount of revenue loss attributable to assessment appeals, tax appeals or other deficiencies in tax revenue (e.g. uncollectible amounts, write-offs, etc.). -11- Page 101 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 1. SUMMARY OF 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 expenses during the period. Significant estimates include assumptions used in estimating provisions for accrued liabilities, and in performing actuarial valuations of employee future benefits. Actual results could differ from these estimates. Financial Instruments The County's financial instruments consist of cash and cash equivalents, accounts receivable, accounts payable and accrued liabilities and long-term liabilities. Unless otherwise noted, it is management's opinion that the County is not exposed to significant interest, currency, or credit risk arising from these financial instruments. Environmental Provisions and Contami4�ites The County's may be exposed to litigation or o�r costs of remediation due to contaminated properties in it's jurisdiction. A liability for rem ediatio� cognized in the financial statements when an environmental standard exists, contamination ex the standard, the government is responsible for the remediation and a reasonable estimate of the li ility can be made. As at December 31, 2022 there were no properties that the County was responsible to remedy and as such no liability has been accrued. Recent Accounting Pronouncements PSAB released a standard related to Financial Instruments (PS 3450). The standard applies to all local governments for fiscal years beginning on or after April 1, 2022, which would be the year end December 31, 2023. The standard applies to all types of financial instruments. The new standard requires that equity and derivative instruments be measured at fair value, with changes in value being recorded in the statement of remeasurement gains/losses. The standard gives the option of cost/amortized cost vs. fair value of remaining instruments, which is elected upon by the government organization. The County has not yet determined what, if any, financial reporting implications may arise from this standard. PSAB released a standard related to Revenue (PS 3400). This standard will apply for fiscal years beginning on or after April 1, 2023, which would be the year end December 31, 2024. This standard will impact the timing of the revenue reported by the organization. Examination and audit of the types of revenue will determine the impact of this standard. The County has not yet determined what, if any, financial reporting implications may arise from this standard. -12- Page 102 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 2. INVESTMENTS The investments consist of guaranteed investment certificates which matured during the year, and money market funds recorded at cost plus accrued interest. Interest rates ranged from 1.91% to 4.15% during the year. The cost plus accrued interest approximates the fair market value of these investments due to the liquidity and nature of these investments. Money market funds Guaranteed investment certificates 3. LOAN RECEIVABLE 2022 2021 27,410,910 23,856,158 - 6,110, 542 27,410,910 29.966.700 In 2016 $100,000 was loaned to the Municipa 'ty of Central Elgin for the development of the Belmont Library. The loan is non -interest bearing a is o be repaid over 10 years. The balance outstanding at the end of the year is $30,000 (2021 - $40,0 In 2017 $100,000 was loaned to the Townshi Ir outhwold for the development of the Shedden Library. The loan is non -interest bearing and is taid in 10 installments of $10,000 annually. The balance outstanding at the end of the year is $50,000 (2021 - $60,000). 4. POST EMPLOYMENT BENEFITS 2022 2021 Vacation credits 801,795 672,754 Workplace Safety and Insurance premiums - Schedule II Employer 1,276,777 1,093,902 2,078,572 1.766.656 The provision of certain employee vacation plans allow for the accumulation of vacation credits for use in future periods. The value of these credits at December 31, 2022 is $801,795 (2021 - $672,754). The County is a Schedule 11 employer under the Workplace and Safety and Insurance Act. As a Schedule II employer the County assumes liability for any award made under the Act. The Workplace and Safety and Insurance Board has evaluated the liability estimates for future benefit costs at December 31, 2022 as $1,276,777 (2021 - $1,093,902). -13- Page 103 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 5. LONG-TERM DEBT a) The balance of the long-term liabilities reported on the Consolidated Statement of Financial Position consists of the following: Ontario Infrastructure and Lands Corporation, 1.43%, repayable in blended semi annual payments of $323,030, due November 2030 Ontario Infrastructure and Lands Corporation, 2.04%, repayable in blended semi annual payments of $333,162, due May 2031 Consolidated debt from the County's proportionate share of the Oxford Elgin St. Thomas Public Health Total long-term liabilities at the end of the yea b) Principal repayments are summarized as Ilk 2023 2024 2026 2022 2021 4,867,403 5,437,736 5,175,764 5,728,038 1,792,500 1,850,500 11,835,667 13.016.274 2027 Beyond Total 12 22.366 12 33.974 12 66.439 12 99.016 12 22212 5.6 11.660 11.8 55.667 c) The consolidated debt represents the County's proportionate share of the Oxford Elgin St. Thomas Public Health's debt to finance construction of a new office building completed in 2014. The organization was advanced $9 million in 32 day banker acceptance notes at the CDOR rate of 1.22% plus a stamping fee of 0.40%. At the same time, the organization entered into an interest rate swap contract to fix the interest rate on the long-term financing at 2.85% for a 30 year period. As a result of these transactions, the organization has fixed their rate on this debt obligation at 2.85% plus 0.40% as a stamping fee (3.25% for 2022 and 2021). The stamping fee is reviewed every 15 years to determine if the risk assessment of the organization has changed. The County's proportionate share of interest expense on the term loan in 2022 was $65,651 (2021 - $61,137). d) The long-term liabilities issued in the name of the County have been approved by by-law. The annual principal and interest payments required to service these liabilities are within the annual debt repayment limit prescribed by the Ministry of Municipal Affairs. e) Interest expense on long-term debt in 2022 amounted to $227,704 (2021 - $234,293). -14- Page 104 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 6. TANGIBLE CAPITAL ASSETS December 31, 2022 Cost Land Land improvements Buildings Furniture, fixtures, and equipment Computer equipment Vehicles Roadways Bridges Library - books and equipment Work In Progress Total Cost Accumulated Amortization Land Land improvements Buildings Furniture, fixtures and equipment Computer equipment Vehicles Roadways Bridges Library - books and equipment Work In Progress Total Accumulated Amortization Net Book Value Land Land improvements Buildings Furniture, fixtures and equipment Computer equipment Vehicles Roadways Bridges Library - books and equipment Work In Progress Total Net Book Value Opening 19,097,373 3,696,192 43,675,009 8,338,464 2,213,781 2,269,073 263,581,554 38,732,052 3,175,839 384,779,337 35,198,448 419,977,785 Additions 8,787 1,358,552 368,654 360,118 619,621 14,296,313 17,466,332 348,577 34,826,954 34,826, 554 Opening Amortization 2,2 ,700 180,249 2 , 32 1,183,899 5, 7615,765 9311 469,716 W4 1,541, 275,233 136,774,52 8,238,269 22,471,044 820,719 1,586,321 346,681 191,225,387 12,130,531 Disposals Ending 19,097,373 3,704,979 45,033,561 (530,989) 8,176,129 - 2,573,899 (312,151) 2,576,543 - 277,877,867 (1,688,182) 54,510,202 (393,356) 3,131,060 (2,924,678) 416,681,613 (2,521,918) 32,676,530 (5,446,596) 449,358,143 Disposal Ending 2,458,949 21,249,931 (530,989) 5,661,055 1,401,059 (312,151) 1,504,223 - 145,012,796 (1,410,199) 21,881,564 (393,356) 1,539,646 (2,646,695) 200,709,223 191,225, 887 12,130,531 (2,646,695) 200,709,223 Opening Ending 19,097,373 19,097,373 1,417,492 1,246,030 23,608,977 23,783,630 2,762,185 2,515,074 1,282,438 1,172,840 727,932 1,072,320 126,807,027 132,865,071 16,261,008 32,628,638 1,589,518 1,591,414 193,553,950 215,972,390 35.198.448 32.676.530 228,752,398 248,648,920 -15- Page 105 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 6. TANGIBLE CAPITAL ASSETS (CONTINUED) December 31, 2021 Cost Opening Additions Disposals Ending Land 19,097,373 - - 19,097,373 Land improvements 3,696,192 - - 3,696,192 Buildings 42,321,231 1,353,778 - 43,675,009 Furniture, fixtures, and equipment 8,103,123 235,341 - 8,338,464 Computer equipment 1,463,049 750,732 - 2,213,781 Vehicles 2,269,073 - - 2,269,073 Roadways 250,271,283 13,310,271 - 263,581,554 Bridges 38,701,859 30,193 - 38,732,052 Library - books and equipment 2,839,180 336,659 - 3,175,839 368,762,363 16,016,974 - 384,779,337 Work In Progress 20,612,651 14,585,797 - 35,198,448 Total Cost 389,375,014 30,602,771 419,977,785 Accumulated Amortization Opening Amortization Disposal Ending Land - - - Land improvements 2,0 451 180,249 - 2,278,700 Buildings 1 , 87 1,138,045 - 20,066,032 Furniture, fixtures and equipment 4, 41,�$9 635,150 - 5,576,279 Computer equipment 5 4%C 341,680 - 931,343 Vehicles 1,164,5 376,557 - 1,541,141 Roadways 129,151,745 7,622,779 - 136,774,527 Bridges 21,645,410 825,634 - 22,471,044 Library - books and equipment 1,245,974 340,347 - 1,586,321 179,764,946 11,460,441 - 191,225,387 Work In Progress - - - - Total Accumulated Amortization 179,764,946 11,460,441 191,225,387 Net Book Value Opening Ending Land 19,097,373 19,097,373 Land improvements 1,597,741 1,417,492 Buildings 23,393,244 23,608,977 Furniture, fixtures and equipment 3,161,994 2,762,185 Computer equipment 873,386 1,282,438 Vehicles 1,104,489 727,932 Roadways 121,119,535 126,807,027 Bridges 17,056,449 16,261,008 Library - books and equipment 1,593,206 1,589,518 188,997,417 193,553,950 Work In Progress 20,612,651 35,198,448 Total Net Book Value 209,610,068 228,752,398 -16- Page 106 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 7. PENSION AGREEMENTS The County makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS), which is a multi -employer plan, on behalf of its staff. The plan is a defined benefit plan which specifies the amount of the retirement benefit to be received by the employees based on the length of service and rates of pay. The OMERS Administration Corporation, representing plan members and employers, is responsible for overseeing the management of the pension plan, including investment of the assets and the administration of the benefits. Each year, an independent actuary determines the funding status of OMERS Primary Pension Plan (the Plan) by comparing the actuarial value of invested assets to the estimated present value of all pension benefits the members have earned to date. The most recent actuarial valuation of the Plan was conducted December 31, 2022, and the results of this valuation disclosed actuarial liabilities of $130.3 billion in respect of benefits accrued for service with actuarial assets at that date of $123.6 billion leaving an actuarial deficit of $6.7 billion. Because OMERS is a multi -employer pension plan, any pension surpluses or deficits are a joint responsibility of the Ontario municipal organizations and their employees. As a result, the County does not recognize any share of the OMERS pensi surplus or deficit. The amount contributed to OMERS for 2022 was $1,598,893 (2021 - $1 578 r current service. OMERS contribution rates for 2022 and 2021, depending on income level and reti nt dates, ranged from 9.2% to 15.8%. 8. CONTINGENT LIABILITIES Ar , C As at December 31, 2022 certain legal actions are pending against the County. The final outcome of the outstanding claims cannot be determined at this time. However, management believes that ultimate disposition of these matters will not materially exceed the amounts recorded in these consolidated financial statements. As at December 31, 2022 certain legal actions are pending against the County in relation to the Imperial Road bridge collapse on February 23, 2018. Council has allocated $350,000 to a Legal Settlement Reserve within the Contingencies Reserves to be used to offset future costs if and when they are incurred. Estimated costs to settle claims are based on available information and projections of estimated future expenses developed based on the County's historical experience. Claims are reported as an operating expense in the year of the loss, where the costs are deemed to be likely and can be reasonable determined. Claim provisions are reported as a liability in the consolidated statement of financial position. -17- Page 107 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 9. ACCUMULATED SURPLUS The accumulated surplus consists of the following balances: SURPLUS Tangible capital assets Share of surplus in Oxford Elgin St. Thomas Health Unit Reserves AMOUNTS TO BE RECOVERED Committed for completion of assets under construction Net long-term debt (Note 5) Self -financed capital projects ACCUMULATED SURPLUS RE SERVE S Reserves set aside for specific purposes by C Contingencies Homes for senior citizens Libraries and cultural services Other municipal services Total reserves 2022 248,648,920 609,194 25,303,409 2021 228,752,398 542,055 16,443,659 274,561,523 245,738,112 25,708,309 (11,835,667) (25,242,769) 263,191,396 24,184,461 544,081 531,326 43,541 40,599,481 (13,016,274) (25,652,852) 247,668,467 15,413,843 499,832 486,443 43.541 25,303,409 16,443,659 Page 108 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 10. LIBRARY OPERATIONS The County Council, operating as a Committee of Council, oversees operations of the Elgin County library system. A summary of revenues and expenses of the library system operations is as follows: Budget Actual Actual 2022 2022 2021 Revenues Province of Ontario 116,739 116,739 116,739 Book sales, donations, and other project revenue 28,000 23,253 11,656 Fines 30,996 19,579 14,808 Total revenues Expenses Salaries and benefits Lease space Electronic resources and periodicals Photocopy, office supplies Telephone, fax Other Project costs Programs Staff development Furniture and fixtures Travel, mileage Expenses before amortization Amortization Total expenses Net operating costs 175,735 159,571 143,203 2,104,846 2,101,694 1,955,645 464,547 464,423 442,409 94,064 89,329 86,009 25,898 23,969 20,627 20,004 20,853 19,543 22,237 17,251 14,913 22,620 16,028 8,902 15,000 15,721 10,729 16,496 9,238 7,052 6,996 4,600 6,728 12.500 4,462 3.440 2,805,208 2,767,568 2,575,997 357,799 357,799 351,465 3,163,007 3,125,367 2,927,462 2,987,272 2,965,796 2,784,259 -19- Page 109 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 11. BUDGET FIGURES County Council completes separate budget reviews for its operating and capital budgets each year. The approved operating budget for 2022 is reflected on the Consolidated Statement of Operations. Budgets established for capital investment in tangible capital assets are on a project -oriented basis, the costs of which may be carried out over one or more years and, therefore, may not be comparable with current year's actual expenditure amounts. The 2022 operating and capital budgets were approved on February 1, 2022. 12. SUPPLEMENTARY INFORMATION: 2022 2021 [a] Current fund expenditures by object: Salaries, wages and employee benefits 36,429,524 35,332,572 Materials and services 10,432,866 10,143,909 Contracted services 17,930,929 16,790,793 Rents and financial expenses 710,063 675,070 Interest on long term debt 227,704 234,293 Amortization 12,130,531 11,460,441 Transfer to others Ar 4,214,712 3,468,830 82,076,329 78,105,908 [b] Change in non -cash assets and liabilities related to operations: Loans receivable 20,000 20,000 Accounts receivable (703,138) (840,162) Prepaid expenses (19,973) (108,464) Accounts payable and accrued liabilities 335,317 4.41 L234 (367,794) 3,482,608 -20- Page 110 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 13. SEGMENTED INFORMATION The County is a diversified municipal government institution that provides a wide range of services to its citizens, including contract police services, fire, roads, community services, water and sewer. For management reporting purposes the County's operations and activities are organized and reported by Fund. Funds were created for the purpose of recording specific activities to attain certain objectives in accordance with special regulations, restrictions or limitations. The County services are provided by departments and their activities are reported in these funds. Certain departments that have been separately disclosed in the segmented information, along with the services they provided, are as follows: General Government General government is comprised of County council, administration, treasury, human resources and information technology, providing services to Council and the other departments. Provincial Offences 16 Provincial offences consists of the operations County's Court offices, including trials and proceedings and receiving payment for fines resinfrom charges laid by various police forces and officials operating within the County. Distribution to area municipalities are also reflected. Transportation Services The County Engineer's office oversees the maintenance and capital works operations of roads and bridges throughout the County in accordance with minimum maintenance standards. Ambulance Services The County provides land ambulance services to residents from five stations located throughout the County. Health Services Health services are comprised of the County's proportional share of the operation of the Oxford Elgin St. Thomas Health Unit and other public health transfers. -21- Page 111 of 140 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2022 13. SEGMENTED INFORMATION (CONTINUED) Homes for Seniors The County operates three long-term care facilities with a total of 247 beds, and two Adult Day programs for senior citizens. It operates under provincial legislation and oversight of the Ministry of Health and Long -Term Care. Social and Family Services Social and family services consist of the County share of services that provides employment and income assistance, social housing and child care assistance to eligible participants. The social and family services program for the County is administered by the City of St. Thomas. Library and Cultural Services Library and cultural services are comprisede operations of the County library and archives system, Museum and other cultural services and trap Planning and Development Planning and development services include the preparation and administration of the County's Official Plan, economic development, tourism and agricultural and reforestation services within the County. For each reported segment, revenues and expenses represent both amounts that are directly attributable to the segment and amounts that are allocated on a reasonable basis. Therefore, certain allocation methodologies are employed in the preparation of segmented financial information. The General Revenue Fund reports on County services that are funded primarily by taxation such as property and business tax revenues. Taxation and payments -in -lieu of taxes are apportioned to General Revenue Fund services based on the Fund's net surplus. Certain government transfers, transfer from other funds, and other revenues have been apportioned based on a percentage of budgeted expenses. The accounting policies used in these segments are consistent with those followed in the preparation of the consolidated financial statements as disclosed in Note 1. For additional information see the Schedule of Segment Disclosure. -22- Page 112 of 140 REVENUES Municipal requisitions User charges Transfer payments Investment income Other contributions EXPENSES Salaries, wages and employees benefits Operating External transfers Interest on long-term debt Amortization ANNUAL SURPLUS CORPORATION OF THE COUNTY OF ELGIN Schedule of Segment Disclosure For the Year Ended December 31, 2022 Assistance Social and Recreation Planning General Provincial Transportation Ambulance Health to Aged Family and Cultural and Government Offences Services Services Services Persons Services Services Development Total $ $ $ $ $ $ $ $ $ $ 9,655,191 - 10,814,975 4,325,990 769,389 7,570,483 2,553,391 5,407,488 2,162,995 43,259,902 157,294 - - - 31,174 6,565,217 - 21,588 252,793 7,028,066 1,396,893 80,800 5,986,437 9,181,770 6,082,668 20,945,387 - 148,362 27,659 43,849,976 610,143 - - - 32,236 - - - - 642,379 796,229 1,536,080 147,479 41,399 189,416 108,332 2,818,935 12,615,750 1,616,880 16,948,891 13,507,760 6,956,866 35,270,503 2,553,391 5,685,770 2,443,447 97,599,258 5,006,892 326,913 526,695 9 45, 4,069,406 23,314,629 - 2,566,452 573,468 36,429,524 4,075,531 388,130 4,655,109 2,172,966 4,990,059 - 795,802 550,244 29,073,858 - 390,595 -/3218,571 - 2,289,700 69,499 188,249 4,214,712 - - 162,053 - 65,651 - - - - 227,704 845,770 9,227,717 369,339 188,599 1,122,724 361,860 14,522 12,130,531 9,928,193 1,105,638 14,571,574 11,918,523 7,715,193 29,427,412 2,289,700 3,793,613 1,326,483 82,076,329 2,687,557 5 11,242 2,3 77,317 1,5 99,237 L 8,327) 5,8 33,091 2 33,691 1,8 22,157 1,1 66,964 15,5 22,929 -23 - Page 113 of 140 REVENUES Municipal requisitions User charges Transfer payments Investment income Other contributions EXPENSES Salaries, wages and employees benefits Operating External transfers Interest on long-term debt Amortization ANNUAL SURPLUS CORPORATION OF THE COUNTY OF ELGIN Schedule of Segment Disclosure For the Year Ended December 31, 2021 Assistance Social and Recreation Planning General Provincial Transportation Ambulance Health to Aged Family and Cultural and Government Offences Services Services Services Persons Services Services Development Total $ $ $ $ $ $ $ $ $ $ 9,318,090 - 10,437,383 4,174,953 742,526 7,306,168 2,464,242 5,218,691 2,087,927 41,749,980 30,038 - - - 46,653 6,238,708 - 15,321 152,500 6,483,220 1,871,818 97,491 6,408,324 8,212,113 7,055,880 18,087,610 - 158,905 257,708 42,149,849 277,986 - - - 2,377 - - - - 280,363 768,778 1,433,084 153,324 59,804 260,534 144,344 2,819,868 12,266,710 1,530,575 16,999,031 12,387,066 7,907,240 31,893,020 2,464,242 5,537,261 2,498,135 93,483,280 4,666,724 336,278 476,067 4 ,636 4,368,626 22,380,284 - 2,431,508 623,449 35,332,572 3,970,774 398,742 4,197,204 1 2,643,649 4,292,017 - 748,611 377,431 27,609,772 96,600 304,906 - 4 004,247 - 1,803,125 55,682 161,256 3,468,830 - - 173,156 - 61,137 - - - - 234,293 694,429 8,642,416 470,661 C 173,426 1,109,953 357,274 12,282 11,460,441 9,428,527 1,039,926 13,488,843 11,544,655 8,251,085 27,782,254 1,803,125 3,593,075 1,174,418 78,105,908 2,838,183 4 00,649 3,5 00,188 8 22,411 L 3, 445) 4,1 00,766 6 11,117 1,9 44,186 1,3 33,717 15,3 77,372 -24 - Page 114 of 140 uuuuuuu muuuuuuu uuuuuuu muuuuuu muuuuuuu uuuuuuum uum uum . uum uuuuuuuuu uuuuuuum uuuuuuum uum uuuuuuuuu uuuuuuuuuuuuuuuuuuuuuuuuuuu IIIIIIIIIIIIII IIIIIIIIIIIIII IIIIIIIIIIIIII IIIIIIIIIII IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII IIIIIIIIIIIIIII�I IIIIIIIIIII Page 116 of 140 Table of .-C)HN C(D(.PN�9e?V7?0kWk.. IRI...I::�&R[ On behalf of Council, I am delighted to share this 2022 Annual Report with you in hopes you will find the following information valuable and informative. It was a privilege to serve as Elgin County Warden as we returned back to some normalcy post -pandemic. I am confident that we, as a community, can work together to maintain Elgin County's status as one of the most desirable places to live, work, and play! While this report satisfies a mandatory legislative obligation, it also serves as a chance to appreciate our numerous accomplishments in 2022. As per the Provincial legislation, the annual report offers a summary of the County's financial progress for the year ending on December 31, 2022, and highlights the County's triumphs, reminding us of our unwavering dedication to providing excellent service to our residents and local businesses. Council's Strategic Plan, which was adopted in 2020, served as a road map to guide policy decisions until the end of our term in November 2022. As we worked towards our three strategic priorities of Serving Elgin, Growing Elgin, and Investing in Elgin, we continued to uphold our values of integrity, teamwork, fiscal responsibility, transparency, public engagement, and effective service delivery. We extend our sincere appreciation to our residents and businesses for their resilience amidst the unprecedented challenges of the past year. We acknowledge and recognize your continued adaptability in the face of the evolving circumstances brought on by the COVID-19 pandemic. We would also like to thank our Council and staff for their efforts and dedication in 2022. We remain optimistic that our community will emerge from these challenges stronger and more resilient, thanks to the strength of our citizens and the prudent financial planning outlined in this report. Thank you for taking the time to review our Annual Report. MARY FRENCH 2022 Warden Elgin County is an Upper -Tier Municipality that is comprised of the following seven (7) Municipalities: • Municipality of West Elgin • Town of Aylmer • Municipality of Dutton Dunwich • Township of Malahide . Township of Southwold • Municipality of Bayham • Municipality of Central Elgin Elgin County consists of County Council and Administration, which is made up of 10 departments focused on delivering exceptional service to approximately 52,000 people. The County serves its area municipalities, businesses, visitors, community and government partners, and Elgin County employees. While the City of St. Thomas is geographically located within the boundaries of Elgin County, it is a Single -Tier Municipality, and its services and operations are separate from those delivered by Elgin County. Community & Cultural Services (Archives, Library, Museum) Economic Development & Tourism Services Emergency Management/Fire Training Services Land Ambulance Services - Provided by Medavie Planning & Land Division Committee Long -Term Care Homes & Seniors Services Maintenance of Elgin County Roads Provincial Offences Administration Social Services - Provided by the City of St. Thomas Z [41 :j So FAI I 114ayoir r mai/i/i/m/sm 114ayar omm IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII WEST ELGIN �*010yi-off- �,,ko q Cj, C(DUWpYaP?! q9Tql(A9. I 06 uuuuuuuum muu uuuuuuuuuuiuuuuuuuuiu mmm uuu uuiu uuui°i�uuuuuuuuiu �, uuuuul� uuuuuuuuuiu IIIII ll( 1::)e�jputy I , r IIIIIIIII°°°�IIIM°�" �11114°°IIII Illlli�i� lAAllZY 114ayoir C O LJ IrV ..IPYaR?!� 1 R J mm The County of Elgin's Strategic Plan provides a guide for the organization to follow over the years. Priorities were determined based on public feedback and budget decisions in response to Elgin County's challenges. This plan focuses on improving the quality of life for Elgin County residents. Success in these priorities will result in a healthy, safe, affordable and resilient Elgin. In 2019, Elgin County Council approved the 2020-2022 Strategic Plan. The plan highlights the following priorities and goals: i ? Serving Elgin To ire -design how we respond to community needs in a creative, sustainable vway, We do this by focusing on: 1, Ensuring aliiginrnent of current. programs and services with community need. 2. Exploring different ways of addressing corninunity need. 3. Engaging with our community and other stakeholders. IN G r o°i(viii ir g II! III g i it",)f To be the place where people 'want to Uhve, work and play. We do this by focusing om 1. Planning for and facilatating commercial, indUstrrah, residential, and agricultural growth. 2. Fostering a healthy environment. . Enhancing quality of place I Itivesting In E� i1 To intake responsible financial decisions. We do this by focusing on,. . Ensuring we have the necessary tools„ resources and infrastructure to deliver programs and services now and in the future. 2. IDeliveriing mandated programs and services efficiently and effectively. 0 1 IN C 0 U IN I`ira9 A4. 9� IA9. Iz 1::: II: 0 Iz - Elgin County Council approved a new Economic Development and Tourism Strategy for 2022-2025 to direct the department's efforts over the next four years. This strategy affirms the County's commitment to re-evaluating how we spend our time and resources to support our local entrepreneurs better and foster an environment of opportunity for the County, its residents, and businesses. IIIIRii ine IIIIRiiree With the unwavering support of County Council, all ten (10) of our Elgin County Library Branches began the gradual elimination of late fees. This aligns with the fine -free movement which aims to remove barriers to library use. Council undertook a major reconstruction project in the Village of Richmond, located within the Municipality of Bayham. This project included the replacement of storm sewers and road structure replacement complete with curbs, asphalt and concrete sidewalk extension on Richmond Road. Final base asphalt will be added in 2023 to complete the project. iii in IIIP lllllciir Illl iiii ° iiiii iiii IIIIWIIIIIIIII; IIIII iiii� Illl role ° Elgin County took strides at making its services more accessible in 2022. This began with a much -needed renovation of the main floor of the County's Administration Building, including an upgrade to the building's 1930s vintage elevator systems to address accessibility deficiencies. Through generous donations, Warden Mary French's Charity Gala, in support of the Terrace Lodge Redevelopment, helped to raise $27,859 for the Comforts of Home Fundraising Campaign. This event featured the publication titled These Hands: Touching Memoirs of Seniors Living in our Community, which documented the hands of 56 individuals in our community. All 56 individual's hands were also framed and displayed at the event. IIIII IIII reirlllr ii Care IIIIV°°° Illlr Ikj IF hill lllrs County Council found unique methods of attracting employees to our three (3) Long -Term Care Homes through hosting three (3) job fairs across our communities, a first for Elgin County. The redevelopment of the former Ford Lands finally came to fruition with the construction of a 2.8 million - square -foot Amazon Robotics Fulfillment Centre. Once this facility is fully operational, approximately 1,500 employees will work to package and ship orders for residents all across Canada. l�ZNAO BestIIIIRr ° IIIII ' ����� Illlr,;� Illl�llill°Ilill��llll� IIIIC°�'��Ilill,;� IIII�°Ilill��llll� We also celebrated our LTCHs with their highly sought -out designation from the Registered Nurses' of Ontario as a Best Practice Spotlight Organization (BPSO). IIIIWIIIIIIIII;lllll illlll lull it lull � IIIRe hillclni lull IIII��'llilHre SdhcxIl The Elgin -Middlesex Regional Fire School saw its first round of students graduate, and 550 students attended courses to help serve Elgin and area's exceptional fire services. (), ii IN C (D U IN ..Page I �4aONIAP. ii: ii:: (D i ..i. � � 0 Council remains committed to achieving affordable taxes while maintaining and expanding high -quality services for residents. By taking a long-term 10-year view in our budget development, Council strives to proactively tackle the challenges facing our residents and seize upon opportunities that will improve our residents' lives. Since understanding budgets can be a daunting task, we prepared an informative video in 2020 to help you understand a bit of the process that Council undertakes each year to ensure you are receiving the best quality services at affordable tax rates. This video can be found here. In March of 2022 Council approved a budget with a 1.68% increase in taxes on an average property or a $37 increase on an average household. I ax IV Rate IllIiriareas IIIC tx Illl iiiriiiiretse an V° � iiii : � iiir f Viit IIII Illlmm'Pirqllpeiiirf vdk,jed tuft $350,000:::, $37 3� 3 III �" ��� IIII IIII ,� ,ey Iir'iar'ease t eiiir 40.6M 3030:::, $1.5M ME The following chart represents Elgin County's 2022 Budget and Actuals. The budget is an estimate of 2022 revenue and expenses supporting Elgin County's day-to-day operations. Actuals represent real revenue and expenses throughout the year. For a further breakdown of department spending, please refer to 'Appendix 1' for the performance details. DEPARTMENT NAME BUDGET ACTUALS Corporate Activities ($35,223,'372) ($38,732,953) Warden &'Council $461,581 $408,406 Ambulance & Emergency Services $3,070,302 $2,919,940 2022 Net Income ($8,517,280) ($15,535,251) gym" II II et ir„il(:c ) rr°me ft xir' O)Ur'lty CIlitII ir„ilIlf°°°U.hire 1 Ili�i��� i��Needs �s �. a d im li1i in @IIII g li1i in ca @IIII g li1i lorl CO LA lorl tV, a d im li1i in yvY.HvI.Q.1 g Ijin.co Ujin �tv ca ... ...... ..................... .......... . ................... 63t,-1460 @6lglllrICOLJIlan'tVj, IIIp IIII &n at ian n° r n a rmm c $ 10 0 II . DEPARTMENT NAME AMOUNT EXPLANATION OF PERFORMANCE Financial Services $38,568 Human Resources $1,034 Corporate Services $64,924 Museum & Archives $75,319 Library Services ($24,286) Information Technology $309,486 Decreased Costs: Support and Maintenance Performance Explained $4,325,242 L)s $ 155M Net IIricIIIrn °°°° f°°°)ar"°tIIII IIInm fZ II44t "gym aIpIIII°td REQUIRED CHANGES TO BALANCE SHEET 2022 Net Income Used to Fund Capital CHANGE BETWEEN 2021 & 2022 ($9, 040,120.78) L)se of $IIII 55III ' t IIII Iri c IIIr°"n ' °°°° IIII'°°° IIIr °gym IIII Illnm IIII' ' III44t "gym Ip Illi°a°gym IIII Ilri REQUIRED CHANGES TO BALANCE SHEET CHANGE BETWEEN 2021 & 2022 2022 Net Income Used to Fund Future Operating Need ($2,507,423.88) L)se of $ 155M Net IIII ri c IIIr°"n ' I��Zer°"n a IIII Illrii IIII Illrii S t IIIr, p IIII t SUMMARY OF CHANGES CHANGE BETWEEN 2021 & 2022 2022 Surplus ($3,477,706.01) Car�ry IIII arward CaIpitdIllf irqjects 5) Capital WIIP, Capital Assets - Work iin Progress 220,62105 Traiinpng Support Software- Officer Level* 11,000 9,333 1,667 26402101 Website Upgrades for Planning* 10,000 10,000 2,66018,11 Exterior Buii1ding Capital Re,pairs/Parking* 1,027,769 8,955 1,018,814 2,660 2008, Se c u riity I m provern en t - Card Access &. Alarms* 100,0010 26,844 73,I56 266020,11 Elevator* 3,180,000 1,917,456 1,262,544 26602108 lnterior Renovations* 85,01000 149,814 700,186 26602110 Energy Savngs, - Electricall Upgrades 7'0,000 32,607 37,393 2.6602111 Electrical Upgrades' 80,0010 7,875 72,125 26602113 Zero Emission Project* 220,000, 172,551 47,449 26602114 SRF - Council Chambers Renovations* 180,000 1,442,304 - 1,262,304 26602205 Window & Door Replacement* 265,000 265,000 26602210 Carpeting* 50,000 50,000 2,6602212 P,OA Generator* 85,0010 4,722 80,278 26852207Tourism Van* 40,0010, 40,000 27910 2005 M u se ui m - M isc C a p fta I 50,000 21,817 2,8,,183 28002103 Meclaive Equipment Replacement* 195,191 39,646 155,545, 28002201 Arnbulance Veh* 400,550 400,550 28002202 Power Lifts:* 52,020 52,020 28002205 E,RV Replacement* 85,958 85,958 28002206, sRr - UV Steriliizatiioni units for Ambulances* 4,080 4,080 28002208 Edward - Mechanical Equipment Replacements* 55,0010 5,0137 49,963 281022015arage - Site Civi I/ Mechanical Ultifities Upgrades Rc 210,000 259,794 w 49,79�4 2,9402,007 M isc Capital- Archives", 70,00,01 29,487 40,513 41,01,20150 Kitchen Equupment* 66,5001 52,497 14,003 41022350 Kitchen Equipment* 8,378 8,378 41032250 Kitchen Equipment* 8,875 1,150 7,725, 42012190 EM LTC Medication Safety Technology* 23,,652 23,6,52 42012251 IPAC Capiitall EM * 5,2,418 52,418 42012290 EM LTC Medication Safety Techndlogy 2022-23* 32,193 32,1913 4201229112022-23 Clinical Decision Support Tools* 10,000 4,2018, 5,7912 42012352 Bladder Scanner* 0 0 42012353 Carry Forward Nursing Equiiipment* 62,173 62,17'3 42022150 Bed Replacements* 88,7410 82,478 6,262 42022190TL LTC Mediication Safety Technology' 26,280 26,280 42022250 Carry Forward Nursing EqOpment* 44,218 44,218 42022251 lP,AC Capital TL* 110,000 99,180 10,820 42022290 TL LTC Medcatioin Safety Technology 2022-23 35,770 35,77'0 420222912022-23 Clinical Decision Support Tools* 10,0010 4,2018 5,7912 42033,950 Ufts & Scales* 91,120 1,621 89,4919 42032190 BV L'I C Medication Safety TechnOogy* 16,664 16r664 42032251 MAC Capital BV* 46,948 1,561 45,387 42032290 RV LTC Medication Safety Techn6logy 2021 22* 16,664 16,664 4203229120,22-23 Clinical Decision, Support Tools* 10,000 4,210 5,790 43022250 Carry Forward Housekeeping Equipment* 5,534 5,534 45012055 Building Automafioin System 30,000 18,517 11,483 45012056 I'llooHng Replacement' 40,000 10,430 29,570 45012057 Energy Sav�ngs, - ElectricaJ Upgrades 50,0010 4,263 45,737 45012150 HVA,C* 80,0010 15,199 64,801 45012152 Sidewalk Repairs* 30,0010 14,348 15,652 45012250 Mechainicall Equipment Replacements* 55,000, �16,086 38,914 -WR50.M.. Rl :: (DR[ I M l 0 l �N C (D U �N I )( CalrIlry I alrwalrd Ca�pitdf Ilrqjects 45012263 lPAC Capftall EM * 17,473 17,473 45021208 BLOdling Renovation" 35,628,01.2 21,379,,670 14',248,342 45022152 Elevator 'Upgrades* 10,000 10,000 45022153 MechainicM Equipment ReplacementO 63,000, 53,353 9,647 45072159, HVAC RTU Replacement* 100,000, - 100"000 45022250 M isc Capital* 20,,00101 20,0100 45022258TIL Fundraising Capital* 132,114 132,114 45031952 Spa/Tub Roorn" 28,0010 28,000 45031953 Lighting Upgrade* 50ffl0i 577 49,,423 45032055 Buflding Automaton Systern 75',0001 20,512 54,488 45032057'Energy Sawngs, - Eleancal Upgrades* 80,0010, 5,274 74,726 450320S9, Tub Roorn Upgrades,", 250,,000 121,354 128,646 45032151 Electrical Service Replacement* 80,000 80,0100 45032152 (T Server Room* 30,000 1,8,939 11,061 45032153 Elevator Upgrades,* 35,806 35,,8,06 45032154 Mechanical Equipment Replacements* 270,562 245,310 25,252 45032155 StructUre & Site, Servicing Upgrades* 40,000, 40,0100 45032157 lPAC 3V Enhanced Cooping* 213,978 167,304 46,674 45032251 lPACI Capital BV* 15,649 15,,649 57801710'Wobsite. Development* 57,510, 240 57,,27'0 57801909, PCC Docuirnentation Hairdwaire* 30,,00101 11,0171 18,929 578020,05 HCM Systerri* 125,0010, 71,,998 53,002 57802009 Dietary Software* 61,872 7,116 54,756 578020,11 Modernization Too,154: 202,088 96,333 105,,755 57802013 Hardware Replacement Carry Forward* 88,479 43,838 44,641 57802107'SDR - HCM Enhancements for Recruftmentand Sch( 76,7601 76,760 57802108 SOR - Development Services, Software Licenses for C 20,2010, 20,200 57802111 SIRE - Council Chamber Hardware' 80,000 80,0100 57802210 [TCS (Emergency Res p, Capital* 0 4,0168, 4,068 58101,402 Aylmer Facility Improvements,* 144,321 8,795 135,,526 60002280 M ulfiple Bridgeand Culvert Repaiir Tender- Enginec 76,500, 45,748 30,752 60002281 Natural! Heritage Study Bridges,GGllets, Fulton, Jam( 102,000, 102,000 60002285 County Wide Master Servicing, Plan* 255,000 2,55,000 6000229"5 Rickulp Truck Addition 4070* 71,400 71,,400 60042276'Traffic, Signal I milprovements * 102,000 .51,999 50,,0101 60162280 Road 16 - Port Talbot Hill Drainage Rehabilitation lf 51,0001 51,000 60382210 Richmond Reconstruc-don, (Rd 38 and 43) - Eng. 202. 3,039,600 2,207,747 831,853, 60422280 Road 42 Rehabilitafion(Glen Erie Line, 19 - 55) 4208 102,,000 92,,749 9,251 6052228,0 King Bridge Refiabilftaflon - 838,520150* - 4,086 4,086 60542220 Road 54 Rehabifitafion (50% Oxford) 54010* 390,150, 669,989 279,839 60,901801 Port Burw011 Road Drainage Survey* 190,000, 120,419 69,581 60901804,Asset Management Program* 100,0010, 100,000 60901917 Elm Street at Centennial Road intersection improve 2,9140,061. 1,110,726 1,829,335 60902004'Wonderland Road and Talbot Lune EA partnered wilt 125,0001 281,,618, 156,618 60902102 Transportatiion Master Plain (incl. Cycling Master Pla 25,1,01001 201,136 49,,864 62002001 Road 4 Rehabilitation (Hwy3/4,to City fimits)* 801,199 4 24,2 9 6 376,903, 62002103 Road 26 (Rd 25to RR Tracks), Reconstruction 26020' 100,000 31,268 68,732 62,002109,'TallboL i Slope Repair* 650,000 567,48,1 82,519 62901905 BothweIIII Bridge Rehabilitation - BOI 7010* 1,368,000 1,36,8,,000 629,01908 Geotechnical Investigatiions - Roadway* 50,000 53,698, 3,698 62,902101 Eden, Bfidge Rehabilitation, B53 4,4020* 100"00101 100,000 62902103 Philmore Brifte Deck Replacement - 849 4306,0,* 1.500.000 99.,618 1.400.382 W�3WNI.M.. Rll ::�OR[ I l9 1 0 1 �N C 0 U �N I '(- CarIry I arwarperatiIrif Irqjects 2022 Operatling Ca"forward 1), Revenue Federal Punding Project Revtmue 26602011 Ellevator* (100,000) (100,000) 26602113 Zero lEmission Project": (1(*'000) 26602114 $RIF - Council Chambers Reinovations" (IOQ,000) (100,000) 29402203 internship Term, B - YCW ArciI (8,645) (8,645 450321,54 Me(hanical Eqkupment Ropiacemont5* (114,173) (1, A 4, 17 3 450321571IPAC BV Enhanced Cooling' (75,000) (75,000 Project Revenue 20702602 Nst Wardens Fund'* (554) (554) 0 21602104 HIR Support Services* M (9,375) 9,375 266021,08 Interjor RenovatIions* (125,000) (126,000) 1,000 266,132113 Zero, Emission Project* (73,,000) (50,590) (22A410 2685 IMS Tourism Member Signs,* (297,495) (246,619) (50,876 279,02020 Donations Museum (Buslhelll Estate)* (425,000), (425,000) - 28002207 Covid Funding Ambulance* (0) (10 281019,08 Cannibis Funding* 2 9902001 OAPSB Zane e 6 * (4,244( (3,818) (426 42012213 AINACl/OPSO Education EN4* (333) 42022213 IRNA QM,PS1O Education TL.'* (33,4) ,42022295, PREP LTC* (89,421( (88,421) 421032213 RNAO/B,P510 Education BV' (333) (3,3,3,) (10 45012299 STP Recove6es * M (12,500) 12'S'GO 45023,209 Buddling Renovation" (%9491 (273,317) 263,368 4 SO 2 2 2 5 8 TL F u n dI r a I s I In g Ca pii t a I (114�,264) (114,264 5 7 &021DO5 H C M1 Systern * (125,000) (87,972) (37,028 581,01,402 Aylmer Facility Improvements* (9,525) (9,,525) 10 6OS42220 Road 54 Rehabilitation (SOOxford54010* M) (326o544) 326,544 62002001 Road 4, Rehabilitation (Hwy3/4 to, City Iiinnits)* (1,200) (1,750) SSO ProviiirI of'Ontano - Proj((f Revenue 29GO2109 Community Paramedidne Program Term A* (1,00Q,000) (821,100) (178�,9100 29002203 Community Pararnedicine Prograrn'Term V, (2,000,000) 411Q,'7.6 (2,410,775 281,01908 Cannibis Funding* (74,447) (74,447) - 29101910 EF „ Efficiency FUndIng Reserve* (725,,000) (631,250) (93,750 421012190 IEM LTC 1Medicabon Safety Teclhnology* (23,652) 1(23,,652) 421012251 1PAC CapilaIl EMI* (52,418) (52',418) 4201229O EM L'T'(Medicotilon Safety "Technology 2022-23" (32,193) (24.344) (8,(A 9 420122912022-23 Clinical Decisiion Support Took,* (10,000) (101000) 42012352 Madder Scanner* (0) (0 42022190 TL LTC Medication Safety Technology* (26,28D) 1(2Q,280) ,42022221 TL MSTP EducaUon' (0) (0 42,022251, IP.AC Capitall TV (111(7'0001 (11(),000) 420222910 TL LTC Medication Safety Technology 2022-23' (35,770) 1(26,,927) (8,943 420222911,2022,23 Clinical Decision Suplpwt Took* (w, 000) ('10,000) 421032190 BVLTC Medicaflion Safety Technology* MfiI64) (1%367) 1,703 42032251 1PAC Capital BV* (46,948) (46,949) 0 421()3229O I LIC Medication Safety 1'echnollogy 2021-22* (16,664) (13,589) (3,075 420322912022-23 Clinical Decision Support Took,* (10,000) (10olDOO) - 45012263 IPAC CapltaIl EMI" (17,,473) (17,472) (1 45021208 IBuidding Renovation* (250,000) (2510,000) - 45,032154 Mechanic,A EquIipment RepIlacements* (47,293) (47,293 45,032157 IPAC 8,V Enlhanced Cooling* (19'7,492) (197,492) 10 450322511 Capital BV* (15,649) (15o649) (O 46012220 JPAC Trainiing 'undrng EN 2022.23* (18,549) (29,954) 1,1,405 46022220 IPAC Training Fundiiing TL 2022-23* (20,431) 1(33,,283) 12,8,46 ,46D32220 IPAC Training Funclong BV 2:02,2-23* (11,748) (18,371) 7,223 609,02004 Wondvland Road and Talbot Line EA partnenrendwil (125.'000) (1,25,000 2) Wages Project Wages ._ R? (D , j IN C 0 U IN I"Paq Y R� (1A9. iR j 0 iR 2 0 CarIry I arward peratiIrif Irp.jects 279,02021 Donations Museum Bushell Research Assistant*' 44,436 (44,436), 29402203 Internship Term B -'YCW Archives* 11,3,71 4,210T0 7,171 42022221 TL MSTP Educahon* 5 5 46012220 IPAC 1'raining Fundiling E�M 2022•23* 5,093, 2,112 2,97 8 46022220 IIPAC Training Fuin&ng TL 2022-23* 5',656 4,199 1,466 4,6032220 WAC Trainiing Fundhig V 2022-3* 3,224 675, 2,549 Project Wages - HCA 420222915, PREP LTC'* 4 Project' age,5 - RN 42022295 PREP LTC* a 8 Project Wages „„ RIFN 42022295, PREP LTC* 6 6 3) Benefits Project Benefits 27'9,02021. Donations 1Museuam Bushell Research Assiistant* 8, 5 q!I (8,591) 29402203, Internship Term 8, -, YCW Archives* 2,843 2,4,29 415 42022221 TIL IVISTIP Education" 1 1 420222915, PREPILTU 4 46012220 IPAC braining Funding EIVI 2022.23 1,273, 3120 9153 46022220 IIPAC Training Fuindmng TL 2022-23* 1,414 764 650 46032220 IPAC Trainiing Funding BV 2022.,23* 806 65, 741 4) Operating Costs Rarkung Rnes Municipal Partner Payments 20701601 Past Wardlens Fkjnd:* 972 136 836 216,01505, Pay Equity* 33,299 6,701 26,597 216,02104, HR Support, Services* 0 9, an (9,375) 26401701 Clean Water Initiative' 24QOOO 24Q,000 - 264018,01 Official Man - 5, year Revlew* 140,000 62,205, 77,795 26402203, Document Branding, Update* 5,000 5,000 26602106 Security Equipment* 101,000 380 9,620 26702302 Corporate Training & Development* 14,842 14,842 268021003 IDonations Library Marketing* 13,250 4,736 8,514 268,02108 Donations Library Website Updates" 4,000 4,000 26802205 Palmer Estate Support 1 161,983, 16,983 2 GRS 1009 To u r ism Mern ber Signs* 339,392 256,C076 33,316 26952026 (ornmilunity Improvement Program - Munilcipal IPa.rt 577,,000 450,915 1,26,165 279,02004 Donotions Almi CoIllege Alumnae Film" 10,000 (465) 10,465 27902020 Donations Museum (BusheIll Estate)* 299,769 232,879 66,889 279,02021 111onations IMuuseuum Bushell R(t,5earclh Assistant* 24,768 24,768 29002109 Comununity Pararnedicine Program Terin) A* 1,0100,000 242,588 757,412 29002203, Commilunity Pararnedlicine Program Term B* 1,835,963, (142,15,0) 1,978,113 28002207 Covid iFun,din,g Am ibu0n,ce* 0 10 281019,08 Cannibis Funding* 74,447 74,447 28101,91,0 IV- Efficienty Funding Reserve" 12,11,5 12,115 29102109 SRIF - Unaflocated Reserve* 1,12,9,840 1,129,840 29,902001 OAPS8 Zone 6* 4,244 1,5,00 J,744 42012213 RNAQ,/8,F`$10 Educition EM* 333, 333 42022213, RNAO/BPSO Education TL* 334 334 42022221 R, IMSTP Education," 0 10 42022295, PREP LTC* 88,421 580 87,842 4,20322138NAO/BlOSO Education SV* 333 333 45021209 BLidding (Renovation* (15,080) (34,390), 46012220 WAC Tfaining Funding EM 2022-23* 12,186 12,186 46022220 IPAC 1'raining Funding "TL 202,2-23* 13,367 13,367 46032220 IIPAC Training Fuindrng BV 2022-23* 7,71,8 7,7'18 57902209, ITCS Erneirgency Response* 0 164,517 (1,64,517), 591601601 IBudgert Programming Costs* 14,450 1,355 13,095 596O1901 Parking Software' 20,000 20,000 70201808 LeO Project summary 3, 693 (2,692) 2022 Uperatiing Carryforward tatali (706,497) (2,539,006) 1,833,309 Obsed Ca�pitd� �����)�rqjects 5) Capital W11P Capital Aw,.,ts- Work in progress 22062102 EOC Technology 22062201 Textbook Library 10,000 11,933 (1,933) 22062202 Fire training Schooll Utiffity Tmilier 15,000 15,000 22062203 EOC Technology & Furnishings 7,05,5 (7,05,5) 26602107 Roof Repairs 3010,000 225,764 74,236 26602112 Mechanical Systems Upgrades 47,000 24,987 22,013 26602211 Mechanical Systems Upgrades 47,000 3,316 43,685 26602213 P0A UV Air Fliltrattmi System 20,000 20,000 27902106 Donations Museum Bushelil Museum Equipment PlUrchaises 1 1 22.1041 28,002101 Ambulance ](31136GUCG0G1187397 196,348 227,791 (31,444) 22-1042 28002101 Ambulance IGB3GSC75N1254970 196,348 227,791 (31,444) 28,002102 Power Lifts Carryforward 51,000 51,000 28,002204 Laptops 17 1018,000 109,670 (1,670) 28102111 Garage - MechaiNcall Equipment Replacements Reserve 216,000 293,169 (67,169) 42011950 Lifts & Scales 41,827 41,827 (p) 420121912021-22 Cilinicall Decision Support To* 5,0100 4,072 928 42022050 Lifts & Scales 25,782 25,782 0 420221912021-22 CIlinicall Decision Support'll'oolls 5,0100 4,070 930 42032191 2021-22 Clinicall Decision Support Toolls 51,000 4,070 93,0 43021950 Hotisekeeping Equipment 26,088 26,087 1 44011850 Laundry (Equipment, 23,000 605 22,895 4501.185,3W,ashroom Upgrades* 70,000 73,056 (1,056) 45,012052 Flat Roof Repairs 1015,000 117,156 (12,156) 45,01.2059 Spa Renovation 40,000 41,329 (1,329) 45012063 Cowid Capital EMI 50,000 53,881 (3,881) 45012151 Securlity/Resident Safety I3,,000 13,271 (271) 45,01,2153 Minc. Mamtenance, Calibration & LlfecycW Equipment Replacement 76,000 76,000 45,012154 Concrete Flitwork Replacement 20,000 36,107 (16,107) 45,012155 Musk BkJg 135,750 40,675 95,075 45,012158 IIPAC EMI Enhanced Coolling 4.49,864 275,196 174,668 45022 ISO Carnera Replacement 6,0,000 59,459 542 45,022158 IIPAC I'll, 20,21-22 Minor Capital 27,275 1,905 22,370 45032052 Flat Roof 2010,000 1,56,222 43,,778 45,032056 Flooring Replacement' 20,000 4,070 15,930 45032062 Securlity/Resldtnt Safety 35,000 9,273 25,727 45,032156 Landscaping 25,0100 8,787 16,213 45,032250 Mhc Blids 20,000 20,000 $7802201 Hardware Repliacernent 227,531 268,068 (40,537) 57802202 Photocopiers 13,865 18,540 (4,6,75) 57802201 Other Licenses 79,326 26,455 52,871 57802207 GiS CityWorks limplementafion 150,000 150,000 57802208 DOC.it mnplc*imentatijon, 12,211 12,211 58102201 Book Purchases - Library 320,100 312,819 7,281 58102203 Accessibility Renos 35,000 35,758 (75,8) 610O02250 Culvert Rehabillitatlions 56010, 918,000 869,692 49,308 6113032230 Road 3, Rewrfacing (toina Rd to Sheddejn) 3060, 872,100 804,,723 67,377 60032280 Coyne Culvert Repairs, - C74 3040 25,500 25,500 60052240 Road S Surface Treatment (Secton 10) 5010 51,000 28,066 22,934 60082278 Currie Road PXO (Dutton) 112,000 138,185 (26,185) 610162220 Road 16 Relh,,abilitation, (Finigall to, City) 160,60 2,493,900 2,213,421 280,479 60182220 Road 18 Rehabillitatlion (Rd 119 To,GL entrance) 19060 714,000 697,333 26,667 60402240 Road 40 Microsurfacing (42 to 45) 400,10 153,000 88,559 164,441 60432240 Road 43 Surface Treatment (42 to 45) 430101 178,500 121,075 57,425 604422,20 Road 44 Rehabilitation (Rd 46 to 11wy 01) 44010 295,800 289,227 6,573 610732220 Road 73 Reh,abilftafion�(Aylmer to Avon, Drive) 73060 3,672,000 3,916,9472 (2441,972) 62002006 Rodney IReccanStructlion (103 s:Ind 1014) 103037 SIURFACEU 817,269 817,269 62002006 Rodney Reconstructlion (103 and 104) 103040 BASEU 4,357,231 4,2914,164 63,067 62202102 Road 36 Resurfacing (Sparta to Rd 45) - paved shoullders 36040 134,600 27,624 106,976 62901805 Port Bruce Bridge Replacement 73030, 3,139,729 2,75,9,137 380,592 62901805 Port Bruce Bridge Replacement 73031 5,339,771 5,339,771 0 62901902 King George Liift Bridge Rehabilitation 4001 7�562,568 6,586,374 976,194 62901902 King George Lift Bridlge Rehabilitation 4001 669,912 6169,1912) 629019,10 Meeks Bridge Reptacernent 27010, 2,550,000 2,111,138 438,86,2 Community Paramedicline Vehicles (Fully funded b,v Province) 164.037.66 164X,37.66 Terrace Lodge MEMO TO: All Staff - Bobier Villa, Elgin Manor, Terrace Lodge CC: Management Team DATE: October 5, 2023 SUBJECT: Mandatory Universal Masking Reinstatement — Staff, County of Elgin Homes fflm� As we approach the respiratory season, our community is experiencing a surge in respiratory illnesses, including COVI D-1 9. As you know, it is paramount that we uphold our commitment to safeguard the health and well-being of our residents and staff. In light of these circumstances, and after significant consultation with our partners, we are re -instating mandatory universal masking protocols for all staff, effective October 6, 2023. The need for this precaution will be re- evaluated as the prevalence of respiratory illnesses decreases in the community, and as per Public Health and/or Ministry Directives. IMM All staff, all departments, must wear a medical mask at all times while in the Home This includes contracted and County of Elgin Corporate staff entering the Home An N95 mask must be utilized whenever a resident has respiratory symptoms, and, as directed during outbreaks/suspect outbreaks 01551row, larawWromi • Hand wash i ng/sa nitizi ng of hands remains an essential Infection Prevention and Control (I PAC) measure • Please ensure to cover the mouth and nose when coughing or sneezing • Passive screening continues to be a requirement — please ensure to stay home and call in when feeling unwell to prevent the transmission of contagious illness • Additionally, in break rooms and staff co-horting areas (when feasible), social distancing will be enforced, particularly during outbreaks. Masks should be temporarily removed for eating or drinking and should be promptly put back on once finished • Staff are reminded of, and encouraged to, stay up-to-date with your COVI D-1 9 and influenza vaccinations • If you feel unwell while at work, it is crucial that you promptly inform your manager and follow direction provided • All visitors to the Home will be strongly encouraged to wear a mask while in the Home with the option to remove while alone with their loved one, excluding during outbreak • If you have been in close contact with a known or suspected case of COVI D-1 9, please notify the Infection Prevention and Control Manager • If you become aware of any residents, visitors or staff members displaying respiratory/enteric symptoms, please promptly notify the Unit Nurse and/or Manager Page 138 of 140 p.2/2 These precautions align with our commitment to maintaining a safe environment and reducing the potential transmission of infectious diseases. We appreciate everyone's continued diligence and dedication to resident safety during these challenging times. Together, we can navigate this season and ensure the well-being of everyone, especially those under our care. If you have any questions, please speak to your manager/infection Prevention and Control Manager. Thank you for your cooperation and understanding. Terri Benwell, Administrator obier Villa and Elgin Manor Ashley Temple, Administrator, Terrace Lodge Page 139 of 140 COUNTY OF ELGIN By -Law No. 23-39 "A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AT THE OCTOBER 10, 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 October 10, 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 10T" DAY OF OCTOBER, 2023. Don Shropshire, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. Page 140 of 140