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Elgin County Council
Regular Council Meeting
ORDERS OF THE DAY
Tuesday, November 14, 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 Kimberly Earls, Executive Director, and Bernia Martin, Board of Directors 10
Chair, South Central Ontario Region Economic Development Corporation
(SCOR EDC) - SCOR EDC Member Update
5. COMMITTEE OF THE WHOLE
6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF
6.1 Warden Ketchabaw - Warden's Activity Report October 2023 23
6.2 Accessibility Coordinator - Updates to the Accessibility Policy, 26
Emergency Response Policy, and Accommodations Policy
6.3 Acting Manager of Planning - Municipality of Bayham Official Plan 58
Amendment No. 34, Part of Lots 10 and 11, Concession 2 Municipality of
Bayham, 55106 Vienna Line
6.4 Acting Manager of Planning - Township of Malahide Official Plan 67
Amendment No. 23, North Part of Lot 11, Concession 1, Part 8 on
Registered Plan 11 R7973, Township of Malahide
6.5 Manager of Corporate Facilities - Terrace Lodge Veneer Replacement - 75
Tender Award
6.6 Manager of Corporate Facilities - Operation of the Elgin Manor 78
Wastewater Treatment Plant — Contract Award
6.7 Director of Engineering Services - Emergency Road Slope Repair — 118
Talbot Line — New Glasgow
7. COUNCIL CORRESPONDENCE
7.1 Items for Consideration
7.2 Items for Information (Consent Agenda)
7.2.1 Resolution from the Municipality of Bayham regarding safety 122
concerns on Plank Road at Chute Line and Northern Vienna
Bridge
7.2.2 Notice of Public Information Centre 2 - Highway 4 Widening and 126
Proposed Talbotville Bypass, Highway 3 Twinning, Preliminary
Design, Detail Design and Class Environmental Assessment
Study
7.2.3 Project Update Notice - Phillmore Bridge Deck Replacement 128
7.2.4 SWIFT Media Release - SWIFT Brings High -Speed Internet to 130
More than 1,560 Homes in Elgin County
7.2.5 City of Cambridge Resolution regarding Support for Bill 21, 132
Fixing Long -Term Care Amendment Act
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 - October 24, 2023
9.2 Director of Legal Services - OLT 23-770
Municipal Act Section 239 (2) (f) advice that is subject to solicitor -client
privilege, including communications necessary for that purpose.
10. MOTION TO RISE AND REPORT
11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF
THE WHOLE
12. CONSIDERATION OF BY-LAWS
12.1 By -Law No. 23-42 Confirmation
13. ADJOURNMENT
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Page 2 of 134
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MINUTES
October 24, 2023, 9:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Ed Ketchabaw
Deputy Warden Grant Jones
Councillor Dominique Giguere
Councillor Mark Widner
Councillor Jack Couckuyt
Councillor Andrew Sloan
Councillor Mike Hentz
Councillor Richard Leatham (virtual)
Members Absent: Councillor Todd Noble
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
Mike Hoogstra, Manager of Purchasing and Risk (virtual)
Stefanie Heide, Legislative Services Coordinator
Wil4MrixelNQ:IN
The meeting was called to order at 9:00 a.m. with Warden Ketchabaw in the
chair.
2. ADOPTION OF MINUTES
Moved by: Councillor Hentz
Seconded by: Councillor Sloan
RESOLVED THAT the minutes of the Regular Council Meeting held on October
10, 2023 and the minutes of the Special Council Meeting held on October 18,
2023 be adopted.
Motion Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
None.
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
None.
5. COMMITTEE OF THE WHOLE
Moved by: Deputy Warden Jones
Seconded by: Councillor Couckuyt
Page 3 of 134
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Motion Carried.
6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF
6.1 Director of Community and Cultural Services and Director of Legal
Services - Resolution in Support of Updating the Municipal Freedom
of Information and Protection of Privacy Act
The Director of Community and Cultural Services presented the report
seeking Council's support of revisions to the Municipal Freedom of
Information and Protection of Privacy Act.
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT County Council hereby supports revisions to the
Municipal Freedom of Information and Protection of Privacy Act as
outlined in the September 27, 2023 report from the Director of Community
and Cultural Services and Director of Legal Services titled "Resolution in
Support of Updating the Municipal Freedom of Information and Protection
of Privacy Act; and
THAT the Warden on behalf of Elgin County Council issue a letter to the
Premier of Ontario; Minister of Municipal Affairs and Housing; Minister of
Public and Business Service Delivery; Member of Provincial Parliament for
Elgin -Middlesex -London; local municipal partners in the County of Elgin;
and the Association of Municipal Managers, Clerks and Treasurers of
Ontario; and
THAT the resolution from the Town of Bracebridge "Time for Change —
Municipal Freedom of Information and Protection of Privacy Act' dated
September 15, 2023 be received and filed.
Motion Carried.
6.2 Director of Homes and Seniors Services - Homes - Specialized
Physician Agreement - Neurotoxin (i.e. Botox, Dysport, Xeomin) for
Spasticity Management - Bobier Villa, Elgin Manor and Terrace
Lodge
The Director of Homes and Seniors Services presented the report seeking
Council's approval to execute an agreement with Dr. Adam Kassam for
the provision of specialized medical services to Elgin County's Long -Term
Care Homes.
Moved by: Councillor Widner
Seconded by: Councillor Couckuyt
RESOLVED THAT the report titled "Homes — Specialized Physician
Agreement — Neurotoxin (i.e. Botox, Dysport, Xeomin) for Spasticity
Management — Bobier Villa, Elgin Manor, and Terrace Lodge" dated
October 16, 2023 from the Director of Homes and Seniors Services be
received and filed; and
THAT Council approve, and authorize execution by specified
representatives, the two (2) year agreement from November 10, 2023 to
November 9, 2025 with Dr. Adam Kassam for the provision of specialized
medical services (spasticity management) to Bobier Villa, Elgin Manor and
Terrace Lodge.
Motion Carried.
Page 4 of 134
6.3 Director of Homes and Seniors Services - Homes - Physiotherapy
Services - Extension of Agreement
The Director of Homes and Seniors Services presented the report seeking
Council's approval for the extension of an agreement for physiotherapy
services for the County of Elgin Homes with Achieva Health.
Moved by: Deputy Warden Jones
Seconded by: Councillor Leatham
RESOLVED THAT the report titled "Homes — Physiotherapy Services —
Extension of Agreement" dated October 17, 2023 from the Director of
Homes and Seniors Services be received and filed; and
THAT Council authorize the increase in physiotherapy service fees for the
period of January 1, 2024 — December 31, 2025; and
THAT the Warden and Chief Administrative Officer be authorized to sign
an agreement to extend physiotherapy services for a two-year term from
January 1, 2024 — December 31, 2025 with Achieva Health.
Motion Carried.
6.4 Director of Homes and Seniors Services - Pharmacy Services at
Elgin County Homes - Contract Award
The Director of Homes and Seniors Services presented the report seeking
Council's approval to award the contract for Pharmacy Services at Elgin
County's Long -Term Care Homes to Advantage Care Pharmacy for a
three-year term.
Moved by: Councillor Hentz
Seconded by: Councillor Giguere
RESOLVED THAT the contract for Pharmacy Services at Elgin County
Homes be awarded to Advantage Care Pharmacy for a three-year term;
and
THAT staff be authorized to extend the contract for an additional two, two-
year terms for a potential seven (7) year contract in accordance with
section 7.6 of the Procurement Policy, subject to satisfactory performance
and mutual agreement between both parties during the initial three-year
contract term; and
THAT the Warden and Chief Administrative Officer be authorized to sign
the contract.
Motion Carried.
6.5 Director of Financial Services/Treasurer - Request for Additional
Funding - Southwestern Public Health
The Director of Financial Services/Treasurer presented the report seeking
approval for the request of additional funding from Southwestern Public
Health in the amount of $99,657.
Moved by: Councillor Giguere
Seconded by: Councillor Couckuyt
RESOLVED THAT Council approve the request of $99,657 from
Southwestern Public Health as outlined in the report "Request for
Additional Funding - Southwestern Public Health" dated October 17, 2023
from the Director of Financial Services/Treasurer; and
THAT the Warden be directed to send a letter to MPP Flack detailing
concerns with the current Public Health funding structure that requires
Page 5 of 134
local governments to cover costs that have been denied by the provincial
government rather than the Public Health unit being required to revisit
their budget increase; and
THAT a copy of the letter be forwarded to Ontario municipalities for
consideration.
Motion Carried.
6.6 Director of Financial Services/Treasurer and Director of Legal
Services - Correspondence Follow-up: Payments -In -Lieu
The Director of Financial Services/Treasurer presented the report
prepared as a follow-up to correspondence previously received from the
Town of Aylmer regarding Payments -In -Lieu.
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Correspondence Follow-up:
Payments -In -Lieu" dated October 17, 2023 from the Director of Financial
Services/Treasurer and the Director of Legal Services be received and
filed.
Motion Carried
7.1 Items for Consideration
7.1.1 Laura Woermke, Executive Director/Curator, St. Thomas -Elgin
Public Art Centre with a request for additional funding.
Moved by: Councillor Giguere
Seconded by: Councillor Sloan
RESOLVED THAT the request for additional funding from the St.
Thomas -Elgin Public Art Centre be forwarded to the Elgin County
Budget Committee for consideration as part of the 2024 budget
deliberations; and
THAT correspondence be sent to the St. Thomas -Elgin Public Art
Centre requesting additional details to support the funding request.
Motion Carried.
7.2 Items for Information (Consent Agenda)
None.
8. OTHER BUSINESS
8.1 Statements/Inquiries by Members
None.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
The Chief Administrative Officer/Clerk requested that an item be added to
the Closed Session Agenda to provide an update on CAO Recruitment.
Moved by: Councillor Sloan
Seconded by: Councillor Widner
Page 6 of 134
RESOLVED THAT an item be added to the Closed Session Agenda to
include an update from the Chief Administrative Officer/Clerk on the CAO
recruitment process.
Motion Carried.
9. CLOSED MEETING ITEMS
Moved by: Councillor Couckuyt
Seconded by: Councillor Giguere
RESOLVED THAT we do now proceed into closed meeting session in
accordance with the Municipal Act to discuss the following matters under
Municipal Act Section 239 (2):
Closed Meeting Item #1 - Closed Meeting Minutes - October 10, 2023 and
October 18, 2023
Closed Meetinq Item #2 - Boundary Adjustment Matter (verbal)
(h) information explicitly supplied in confidence to the municipality or local board
by Canada, a province or territory or a Crown agency of any of them.
Closed Meeting Item #3 - Human Resources Update
(b) personal matters about an identifiable individual, including municipal or local
board employees.
Closed Meeting Item #4 - Labour Relations
(d) labour relations or employee negotiations; and (k) a position, plan, procedure,
criteria or instruction to be applied to any negotiations carried on or to be carried
on by or on behalf of the municipality or local board.
Closed Meeting Item #5 - Health Recruitment Partnership Recruitment
(b) personal matters about an identifiable individual, including municipal or local
board employees.
Closed Meeting Item #6 - CAO Recruitment Update (walk-on)
(b) personal matters about an identifiable individual, including municipal or local
board employees.
Motion Carried
9.1 Closed Meeting Minutes - October 10, 2023 and October 18, 2023
9.2 Director of Legal Services - Boundary Adjustment Matter (verbal)
9.3 Director of Human Resources - Human Resources Update
9.4 Director of Human Resources - Labour Relations
9.5 Chief Administrative Officer/Clerk - Health Recruitment Partnership
Recruitment
9.6 Chief Administrative Officer/ Clerk - CAO Recruitment Update (walk-
on)
10. MOTION TO RISE AND REPORT
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
Page 7 of 134
RESOLVED THAT we do now rise and report.
Motion Carried
Closed Meeting Item #1 - Closed Meeting Minutes - October 10, 2023 and
October 18, 2023
Moved by: Councillor Sloan
Seconded by: Councillor Couckuyt
RESOLVED THAT the closed session minutes of the Regular Meeting of Council
held on October 10, 2023 and the closed session minutes of the Special Meeting
of Council held on October 18, 2023 be adopted.
Motion Carried.
Closed Meeting Item #2 - Boundary Adjustment Matter (verbal)
Moved by: Councillor Widner
Seconded by: Deputy Warden Jones
RESOLVED THAT the confidential report from the Director of Legal Services be
received for information; and
THAT staff proceed as directed.
Motion Carried.
Closed Meeting Item #3 - Human Resources Update
Moved by: Councillor Giguere
Seconded by: Councillor Leatham
RESOLVED THAT the confidential report from the Director of Human Resources
be received for information; and
THAT staff proceed as directed.
Motion Carried.
Closed Meeting Item #4 - Labour Relations
Moved by: Councillor Widner
Seconded by: Councillor Giguere
RESOLVED THAT the confidential report from the Director of Human Resources
be received for information; and
THAT staff proceed as directed.
Motion Carried
Closed Meetinq Item #5 - Health Recruitment Partnership Recruitment
Moved by: Councillor Couckuyt
Seconded by: Councillor Sloan
RESOLVED THAT the confidential report from the Chief Administrative
Officer/Clerk be received for information.
Motion Carried.
Closed Meeting Item #6 - CAO Recruitment Update (walk-on)
Moved by: Councillor Widner
Seconded by: Councillor Hentz
Page 8 of 134
RESOLVED THAT the Chief Administrative Officer/Clerk proceed as directed.
Motion Carried.
11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE
WHOLE
Moved by: Deputy Warden Jones
Seconded by: Councillor Sloan
RESOLVED THAT we do now adopt recommendations of the Committee of the
Whole.
Motion Carried.
12. CONSIDERATION OF BY-LAWS
12.1 By -Law No. 23-41 Confirmation
BEING a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the October 24, 2023 Meeting.
Moved by: Councillor Sloan
Seconded by: Councillor Leatham
RESOLVED THAT By -Law No. 23-41 be now read a first, second, and
third time and finally passed.
Motion Carried.
13. ADJOURNMENT
Moved by: Councillor Widner
Seconded by: Councillor Sloan
RESOLVED THAT we do now adjourn at 10:52 a.m. to meet again on November
14, 2023 at 9:00 a.m.
Motion Carried.
Don Shropshire, Ed Ketchabaw,
Chief Administrative Officer/Clerk. Warden.
7
Page 9 of 134
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RECOMMENDATION:
REPORT TO COUNTY COUNCIL
FROM: Ed Ketchabaw, Warden
DATE: November 14, 2023
SUBJECT: Warden's Activity Report October 2023
THAT the report titled "Warden's Activity Report October 2023" dated November 14,
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 October 2023 as Elgin County
Warden.
BACKGROUND AND DISCUSSION:
Events/Meetings Attended by Warden:
October 2023:
• County Council Meetings (October 10 and October 24, 2023)
• Special Meeting of County Council (October 18, 2023)
• Malahide Strategic Plan Meeting (October 5, 2023)
• SCOR Meeting (October 5, 2023)
• Bridges to Better Business at the Railway Museum (October 5, 2023)
• Terrace Lodge Redevelopment Steering Committee Meeting (October 10, 2023)
• Human Resources Committee Meetings (October 10 and October 11, 2023)
• Western Ontario Wardens Caucus Summit (October 12, 2023)
• SCOR Joint MP and MPP Meeting (October 12, 2023)
• Western Ontario Wardens Caucus — Full Caucus Meeting (October 13, 2023)
• Elgin County Emergency Exercise (October 17, 2023)
• Elgin Economic Development Business Retention and Expansion Meeting
(October 18, 2023)
• CAO Candidate Meeting (October 21, 2023)
• Budget Committee Meeting (October 24, 2023)
• SCOR Presentation at Oxford County Council (October 25, 2023)
Page 23 of 134
• Ligin county i our of the Nsycn Hospital (uctober 1b, 1U2:3)
• Association of Ontario Road Supervisors Meeting — Elgin/Oxford Chapter
(October 27, 2023)
• Rural Economic Development (RED) Grant Announcement with Rob Flack, MPP
(October 27, 2023)
FINANCIAL IMPLICATIONS:
None.
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.
Elgin County continues to work with and find ways to collaborate with Elgin's municipal
partners.
COMMUNICATION REQUIREMENTS:
None.
CONCLUSION:
2
Page 24 of 134
i iooK rorward 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
Ed Ketchabaw
Warden
3
Page 25 of 134
Report to County Council
From: Sarah Savoie, Accessibility Coordinator
Date: November 14, 2023
Elgin
Progs,resusive by I'Vature Subject: Updates to the Accessibility Policy,
Emergency Response Policy, and Accommodations
Policy
Recommendations:
THAT the report titled "Updates to the Accessibility Policy, Emergency Response Policy,
and Accommodations Policy" dated November 14, 2023 from the Accessibility
Coordinator be received, filed and approved.
Introduction:
The purpose of this report is to provide Elgin County Council with an overview of the
updates and changes made to the following policies:
• 2.130 County Accessibility Policy
• 2.130.1 Emergency Workplace Response for Employees with Disabilities Policy
• 2.80.2 Accommodations in the Workplace Policy
The information provided in the report is intended to provide a comprehensive overview
of the recommended updates and changes that were made to the above policies. The
purpose of the changes is to better align the policies with best practices and ensure
they are aligned with the requirements under the A("(g tt tt il)i1iP )nPatians with
Disal a a �
a
2(2
!k�.� as�L�.�k
E99Ld2ti L) ....II "ef ti..�i 1 i ti) (IASR), and the � )ntatk',,) I lua-mr) Rights...(ode,.., II `a 0 1
;. II N. '19 (the Code). The County is committed to identifying, removing and preventing
barriers that inhibit the full and equal participation of people with disabilities.
Discussion:
2.130 County Accessibility Policy
The AODA requires all public organizations to meet the accessibility standards
established by the legislation. This policy provides a framework to guide the review and
development of Elgin County goods, services, programs and facilities in an inclusive
manner that considers the AODA requirements and the needs of people with
disabilities.
Page 26 of 134
2
i ne policy acts as the main accessibility policy for Elgin County and provides
information on how the County will meet the requirements of the IASR. This regulation
establishes the accessibility standards and sets forth the requirements Municipalities
must meet, which includes: information and communication, employment,
transportation, design of public spaces, and customer service. Further accessibility
related requirements beyond the AODA and IASR can be found in both the Ontario
Building Code and the Code.
Requirements set out in the Accessibility Policy are not a replacement or substitution for
the requirements established under the Code, nor does the policy limit any obligations
owed to persons with disabilities under any other legislation. Further amendments to the
Accessibility Policy may occur if Standards under the IASR are amended or developed
and will be brought forward for Council approval based on timelines and compliance
requirements. The policy will be reviewed and updated on an as needed basis.
Summary of Changes Made to Accessibility Policy:
• Added a Purpose section that indicates the aim of the policy
• Updated the Statement of Commitment (previously titled Policy Statement)
section to reduce repetitiveness
• Added a Legislative Authority section to outline the relevant legislation that
oversees accessibility requirements in Ontario and the sections of the IASR
• Added a Scope to indicate who the policy applies to and how it is applied
• Expanded the Definitions section to include accessible formats, barrier,
communication supports, service animal (removed `guide dog' as it is covered
under service animal), and support person.
• Reorganized the sections of the Accessibility Policy to align with the sections in
the IASR (ex: general requirements, information and communication etc.), and
used similar titles/headings
o The purpose of this is to make information easier to find and access
• Updated and added the following sections under General Requirements: Joint
Multi -Year Accessibility Plan; Annual Accessibility Status Report; Procurement of
Goods, Services and Facilities; Self -Service Kiosks; and Training
• Updated and added the following sections under Information and
Communications: Feedback; Accessible Formats and Communication Supports;
Emergency Procedures, Plans and Public Safety Information; Accessible
Website and Web Content; and Public Libraries
• Updated and added the following sections under Employment: Recruitment,
Assessment or Selection Process; Workplace Accommodations; Workplace
Emergency Response Information; Documented Individual Accommodation Plan;
Return to Work Process; and Performance Management, Career Development
and Redeployment
• Updated and added the following sections under Design of Public Spaces:
Accessible Built Environment; Joint Accessibility Advisory Committee
Consultation; and Maintenance of Accessible Elements
Page 27 of 134
3
upoatea ana aaaea the toiiowing sections unaer customer Service: Nrovision of
Goods, Services and Facilities; Service Animals; Support Persons; Assistive
Devices; Notice of Temporary Service Disruptions
Added a section on Compliance to indicate the importance of adhering to all
legislative requirements and information outlined in the Accessibility Policy
Included sections on Contact Information and Supporting Documents
2.130.1 Emergency Workplace Response for Employees with Disabilities Policy
The County of Elgin will make all reasonable efforts to provide individualized workplace
emergency response information for employees who have a disability. The County must
be made aware of the need for an individualized response.
It is the expectation that all staff involved in assisting employees with disabilities during
an emergency response, do so in a safe manner. Staff must ensure that the
environment, equipment, and tools used during the emergency response are safe and
in good working condition. The policy is aligned with the AODA and IASR requirements.
Summary of Changes Made to Emergency Response Policy:
• Updated the Statement of Commitment (previously titled Policy Statement) to
include section indicating all staff involved in assisting employees with disabilities
during an emergency must do so in a safe manner
• Expanded the Definitions section to include: Accessible Emergency Information;
Designated Person(s); Employee Requiring Assistance; Disability; and
Individualized Emergency Response Plan
• Expanded the Roles and Responsibilities section to include more details for
employees (ex: being aware of what happens during an emergency and review
plans to ensure it is accessible) and human resources (ex: include other
information for the plan such as identifying designated person(s), delegating
responsibilities when absent, providing emergency information to designated
person(s), reviewing the plan and consulting the manager (as needed)
• Added the following sections: Manager Responsibilities, Department Staff
Responsibilities, and Maintenance Responsibilities
o The purpose is to ensure that the planning process is more
comprehensive and inclusive, and that the workplace is being maintained
in a manner that considers the safety of all employees
• Expanded the Procedures for Designated Persons section to include details on
the responsibilities (ex: delegating responsibilities, involvement in the planning
process etc.), and a Tips on Staying Safe in an Emergency section was added
• Added a Supporting Documents section including references and resources
• Added a Worker Emergency Self Evaluation Assessment form (inclusion TBD)
2.80.2 Accommodations in the Workplace Policy
The County of Elgin is committed to providing inclusive, barrier -free employment,
facilities, and services that are free from discrimination per the Code, and the AODA.
Page 28 of 134
0
i ne aim or the County's Accommodations in the Workplace Policy is to foster an
inclusive workplace environment, and fulfil the duty to accommodate by promoting
accessible and inclusive employment practices, facilities, and service provision.
Accommodations shall be explored for persons and/or groups when requested, and
ensure it is aligned with the requirements set out in the AODA, IASR, and the Code.
Summary of Changes Made to Accommodations Policy:
• Added a Purpose section indicating the aim of the policy
• Moved the Statement of Commitment (previously titled Elgin County's
Commitment) under the Policy Statement and altered the wording to be more
inclusive and less repetitive
• Added a Scope section to indicate which stakeholders the policy applies to
• Expanded Legislative Authority (previously titled The Legal Environment) to
include the links to relevant legislation and moved information relating to the Duty
to Accommodate to its own section
• Added a Definitions section with accommodation types (universal and individual)
disability, documented individual accommodation plan, and duty to accommodate
• Duty to Accommodate section details what is required of the Employer per the
Human Rights Code (which includes accommodations on the basis of disability,
sex, religion etc.) to accommodate employees to the point of undue hardship
• Included an Accommodation Process description added before the
responsibilities sections that details that all parties must cooperate and work
collaboratively in order to ensure accommodations are successfully implemented
o Included the following statement: Employee privacy and confidentiality will
be maintained throughout the accommodation process, and information
will only be disclosed on a need to know basis, with the consent of the
individual (Employee or applicant). All accommodation requests will be
taken seriously, and no person will be penalized for making an
accommodation request.
• Responsibilities sections include Employee, Management, Bargaining Agent,
Workplace Community, and Attending Physician
• Made minor changes to the Recruitment Accommodations section (removed use
of `he or she' and replace with gender neutral `they' or `them'; altered wording
regarding obtaining of information to verify accommodation needs etc.)
• Made minor changes to the Workplace Accommodations section (added `or other
relevant Health Care Practitioner' beside Attending Physician as some
accommodation needs may be better verified by a different practitioner; added a
line about reviewing and making changes to the accommodation plan)
• Changed `accommodation plan' to `Documented Individual Accommodation Plan'
to better reflect legislative requirements
• Included Supporting Documents section with related policies and procedures
Page 29 of 134
rinanciai implications:
rem
5
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
® Ensuring alignment of ® Planning for and
current programs and
services with community
need.
❑ Exploring different
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
facilitating commercial,
industrial, residential,
and agricultural growth.
® Fostering a healthy
environment.
Additional Comments: None.
® Enhancing quality of
place.
Local Municipal Partner Impact:
Investing in Elgin
® Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
® Delivering mandated
programs and services
efficiently and
effectively.
There is no direct Local Municipal Partner impact. If requested, the County can share
the updated policies with its Local Municipal Partners should they wish to use it when
reviewing and updating their own accessibility related policies.
Communication Requirements:
The Joint Accessibility Advisory Committee has reviewed and approved the changes
made to the accessibility policies as outlined above. The changes then require approval
from County Council, as indicated in this report. The 2.130 County Accessibility Policy is
required to be posted online in an accessible format for the public to access.
Conclusion:
The information contained in this report is intended to provide a high level, but detailed
overview of the changes made to the three accessibility related policies. Changes are
subject to be altered during the review process by the JAAC and Elgin County Council.
Page 30 of 134
All of which is Respectfully Submitted
Sarah Savoie
Accessibility Coordinator
Amy Thomson
Director of Human Resources
Approved for Submission
Don Shropshire
Chief Administrative Officer/Clerk
0
Page 31 of 134
�y/l/i%%%%I%f
I I
E. i. Progressive by Nature
Subject:
Policy Number:
Date Approved:
Date of Last Revision:
Code:
Section:
County of Elgin
Human Resources Policy Manual
County Accessibility Policy
2.130
September 25, 2012
November 22, 2016
A
2
County Accessibility Policy
Purpose
This policy provides a framework to guide the review and development of Elgin County
goods, services, programs and facilities, that considers the Accessibility for Ontarians
with Disabilities Act (AODA) and Integrated Accessibility Standards Regulation (IASR)
requirements and the needs of people with disabilities. Requirements set out in the
Accessibility Policy are not a replacement or substitution for the requirements
established under the Ontario Human Rights Code (the "Code") nor does the policy limit
any obligations owed to persons with disabilities under any other legislation.
Statement of Commitment
The County of Elgin (the "County") is committed to providing a barrier -free environment
for all individuals accessing County goods, services, and facilities. The County
recognizes the diverse needs of its residents and employees, and will continue to
prioritize accessibility to ensure the full inclusion of people with disabilities.
In order to meet the needs of people with disabilities the County will:
• Ensure policies address dignity, independence, integration and provide for equal
opportunity for people with disabilities.
• Allow people with disabilities to use their own personal devices to obtain, use or
benefit from the services offered by the County.
• Accommodate the accessibility needs of people with disabilities to ensure they
can obtain, use or benefit from the County's goods, services, programs and
facilities.
• Communicate with people with disabilities in a manner that considers the
person's disability.
Page 32 of 134
�y/l/i%%%%I%f
County of Elgin
Human Resources Policy Manual
Legislative Authority
The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) requires all public
organizations to meet the accessibility standards set out under the AODA and the
O.Reg 191/11 Integrated Accessibility Standards Regulation (IASR). Additional
legislative requirements beyond the AODA and IASR can be found in both the Ontario
Building Code (OBC) and the Ontario Human Rights Code.
The AODA and IASR provides for the development, implementation and enforcement of
accessibility standards in order to achieve accessibility for persons with disabilities in all
aspects of society. All County policies, procedures, by-laws, standards, and guidelines
must comply with the legislative requirements.
The County must meet requirements in key areas under the IASR, including:
• General Requirements (Procurement, Training and Policy)
• Information and Communications
• Employment
• Transportation
• Accessible Built Environment
• Customer Service
Scope
This policy applies to all persons who deal with members of the public, other third
parties who act on behalf of the County, employees, member of Council, agent,
volunteer, student placement, committee member, or otherwise and all persons who
participate in developing the County's policies governing the provision of goods,
services or facilities to members of the public or other third parties.
Definitions
Accessible Formats: may include, but are not limited to, large print, recorded audio
and electronic formats, braille and other formats usable by persons with disabilities.
Barrier: means anything that prevents a person with a disability from fully participating
in all aspects of society because of his, her or their disability, including a physical
barrier, an architectural barrier, an information or communications barrier, an attitudinal
barrier, a technological barrier, a policy or a practice
Communication Supports: may include, but are not limited to, captioning, alternative
and augmentative communication supports, plain language, sign language and other
supports that facilitate effective communications.
VA
Page 33 of 134
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�County of Elgin
�
��. i.
Progressive byNature Human Resources Policy Manual
Disability (as defined by the Code) means,
a. any degree of physical disability, infirmity, malformation or disfigurement that is
caused by bodily injury, birth defect or illness and, without limiting the generality
of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree
of paralysis, amputation, lack of physical co-ordination, blindness or visual
impediment, deafness or hearing impediment, muteness or speech impediment,
or physical reliance on a guide dog or other animal or on a wheelchair or other
remedial appliance or device,
b. a condition of mental impairment or a developmental disability,
c. a learning disability, or a dysfunction in one or more of the processes involved in
understanding or using symbols or spoken language,
d. a mental disorder, or
e. an injury or disability for which benefits were claimed or received under the
insurance plan established under the Workplace Safety and Insurance Act, 1997;
("handicap")
Service Animal: For the purposes of this policy, an animal is a service animal for a
person with a disability if:
1) the animal can be readily identified as one that is being used by the person for
reasons relating to the person's disability, as a result of visual indicators such as
the vest or harness worn by the animal; or
2) the person provides documentation from one of the following regulated health
professionals confirming that the person requires the animal for reasons relating
to the disability:
i. A member of the College of Audiologists and Speech -Language
Pathologists of Ontario
ii. A member of the College of Chiropractors of Ontario
iii. A member of the College of Nurses of Ontario
iv. A member of the College of Occupational Therapists of Ontario
V. A member of the College of Optometrists of Ontario
vi. A member of the College of Physicians and Surgeons of Ontario
vii. A member of the College of Physiotherapists of Ontario
viii. A member of the College of Psychologists of Ontario
ix. A member of the College of Registered Psychotherapists and Registered
Mental Health Therapists of Ontario
Support Person: means, in relation to a person with a disability, another person who
accompanies him, her or them in order to help with communication, mobility, personal
care or medical needs or with access to goods, services or facilities.
K
Page 34 of 134
ill//!/%71% �y/lei%ddl 1�01ri7/%fProgressive by Nature
L�:
County of Elgin
Human Resources Policy Manual
General Requirements
Joint Multi -Year Accessibility Plan
The County will establish, implement, and maintain a Joint Multi -Year Accessibility Plan
(MYAP), outlining the County and its Local Municipal Partner's (LMPs) strategy to
identify, remove and prevent barriers, and to meet relevant legislative requirements.
The County will establish and implement the Plan in consultation with the public, people
with disabilities and the Joint Accessibility Advisory Committee. The County shall review
and update the plan at least once every five (5) years.
The plan will be made available to the public on the County website, and it will be
provided in an accessible format and/or with communication supports upon request.
Annual Accessibility Status Report
The County and its LMPs will prepare a Joint Annual Accessibility Status Report, on an
annual basis, to report on the progress and measures taken to implement the strategy
and goals set out in the Joint MYAP. The Joint Annual Accessibility Status Report will
be posted on the County and Local Municipal Partner's websites. The report can be
made available in an accessible format, upon request.
Procurement of Goods, Services and Facilities
The County will incorporate accessibility design, criteria and features when purchasing
or acquiring goods, services or facilities, except where it is not practicable to do so.
Where it is not practicable to incorporate accessibility design, criteria and features, an
explanation will be provided upon request.
Self -Service Kiosks
The County shall incorporate accessibility features when designing, procuring, and
acquiring self-service kiosks.
Training
The County will provide training to all employees and volunteers including Council and
Committee Members, people who participate in the development of policies, and all
persons who provide goods, services or facilities on behalf of the County. Training
provided will be appropriate to the duties of the individual, on any policy changes, and it
will be provided as soon as practicable.
AODA and OHRC Training:
• An overview of the Ontario Human Rights Code
4
Page 35 of 134
�y/l/i%%%%I%f
County of Elgin
Human Resources Policy Manual
A review of the Accessibility for Ontarians with Disabilities Act, 2005
A review of the Integrated Accessibility Standards Regulation (O. Reg 191/11)
Specific review of IASR requirements, based on the duties associated with the
employee
Customer Service Training:
• How to interact and communicate with people with various types of disabilities
• How to interact with people with disabilities who use an assistive device or
require the assistance of a guide dog or other service animal or the assistance of
a support person
• How to use equipment or devices available on the County's premises or
otherwise provided by the County that may help with the provision of goods,
services or facilities to a person with a disability
• What to do if a person with a disability is having difficulty accessing the County's
goods, services or facilities
The County will maintain a record of training that includes details on the training
provided, who received training, the dates, and number of individuals trained.
Information and Communications
The County is committed to ensuring all stakeholders can access information and
communications created by the County. Note that the information and communications
standards do not apply to products and product labels (exceptions apply) unconvertible
information or communications, and information that the County does not control directly
or indirectly through a contractual relationship (exceptions apply).
Feedback
The County welcomes feedback from members of the public relating to the provision of
accessible goods, services or facilities to people with disabilities. Customer feedback
helps the County identify barriers, improve the delivery of goods, services and facilities,
and to respond to accessibility related questions or concerns.
It is recommended that the feedback submitted include the date, description, any
suggestions or recommendations for the County, input on how to resolve the complaint
(if applicable), and personal contact information if the individual wishes to be contacted.
Feedback can be submitted to the County in the following ways:
a) By mail addressed to:
Human Resources Department
Elgin County
4
Page 36 of 134
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County of Elgin
Human Resources Policy Manual
450 Sunset Drive
St. Thomas, ON, N5R 5X7
b) By email: hr@elgin.ca
c) By phone: 519-631-1460 ext. 125
d) By website using the Accessibility Contact form or the Accessibility Feedback
Form located on the Accessibility page of the County website
The County will ensure the feedback process is accessible by providing, or arranging for
the provision of accessible formats and communication supports, upon request.
The County is required to develop a feedback process and the steps that will be taken
when responding to complaints, as outlined below. The public can request more details
on the process by contacting the County.
County Feedback Process:
1. Once feedback is received the Human Resources Department will identify if the
feedback is a complaint, suggestion, recommendation, or complement.
2. The Human Resources Department will maintain a recording outlining the details
provided (date, description, suggestions, recommendations, input, personal
contact information), and follow-up actions will be taken.
3. If the feedback submitted indicates the individual wishes to be contacted, the
Human Resources Department will acknowledge receipt of the feedback within 5
business days.
4. Where possible, complaints will be acknowledged and addressed immediately.
5. When the feedback requires input from a Director/Manager, the Human
Resources Department will forward feedback to the appropriate
Director/Manager to determine what action will be taken. If a barrier is identified,
the Director/Manager will determine if it is feasible to remedy the barrier. The
Director/Manager will advise the Human Resources Department of the decision
and reasons for it.
6. In the case where a decision is made by a Director/Manager, the Human
Resources Department will respond to the individual who submitted the feedback
of the decision made and reason for it within thirty (30) business days.
7. If agreement on the resolution of a complaint cannot be reached, the
Director/Manager has the option to present the issue to County Council for final
disposition. In this case, the Human Resources Department will inform the
individual who submitted the feedback of the decision and reasoning once it is
received.
Page 37 of 134
ill//!/%71% �y/lei%ddl 1�01ri7/%fProgressive by Nature
L�:
County of Elgin
Human Resources Policy Manual
Accessible Formats and Communication Supports
The County will provide accessible formats of information and communications that are
produced by, or in direct control of the County. Information produced by third parties,
that is not controlled directly or indirectly by the County, can be requested to be
provided in an alternative format that is accessible and/or with communication supports.
The public can make a request by submitting the Accessible Format or Communication
Supports Form located on the Accessibility page on the County website.
The County will consult with the individual making the request to determine the
suitability of an accessible format or communication support. Accessible formats and
communication support will be provided upon request in a timely manner and at a cost
that is no more than the cost charged for the original format.
When it is not practicable to provide an alternate accessible format, the County will
provide an explanation and a detailed summary of the document in an accessible
format. If the County is unable to obtain the requested communication support, the
County will consult the individual to determine an alternative method of communication.
Emergency Procedures, Plans and Public Safety Information
The County will provide emergency procedures, plans and public safety information in
an accessible format or with appropriate communication supports, as soon as
practicable, upon request.
Accessible Website and Web Content
The IASR requires that all County's web content (websites, social media pages, and
web applications) controlled directly by the County or indirectly through a contractual
relationship, to conform to the WK Web Content Accessibility Guidelines (WCAG) 2.0
Level A and AA (except criteria 1.2.4 and 1.2.5) by the schedule set out in the IASR.
The Human Resources Department is responsible for establishing and maintaining
procedures, standards, guidelines and training to ensure all web content made publicly
available is accessible. Any County Departments that are involved in the creation and
distribution of web content are required to adhere to the WCAG 2.0 requirements.
The County will ensure all documents that are directly controlled by the County, or
indirectly through a contractual relationship, are in accessible format when made
publicly available online. Members of the public may request for documents that are not
directly or indirectly controlled by the County to be provided in accessible format and/or
with communications supports, upon request.
7
Page 38 of 134
ill//!/%71% �y/lei%ddl 1ri7/%f
1�0
L�:
I I
Elgi.i
Progressive by Nature
County of Elgin
Human Resources Policy Manual
In the event that the document (whether directly or indirectly controlled by the County)
or web content is unconvertible, the County shall provide an explanation as to why it is
unconvertible, and a summary of the unconvertible information in accessible format.
The County will consult with the requesting individual to determine suitability of format.
Public Libraries
Elgin County Libraries will provide access to or arrange for the provision of access to
accessible materials where they exist. The public can access information regarding the
availability of accessible materials on the Elgin County Library website or by contacting
the Library. Information is available in accessible formats and/or with communication
supports, upon request.
Employment
The County is committed to fair and accessible employment practices. The Employment
Standards in the IASR outlines requirements for the accommodation of persons with
disabilities during the recruitment process and throughout their employment with the
County. Note that the employment standards do not apply in the respect of volunteers
or other non -paid individuals.
Recruitment, Assessment or Selection Process
The County will notify all potential applicants that accommodations are available upon
request during the in the interview, assessment and testing process.
Applicants must make their accessibility needs known and put in a request for
accommodations. Upon receipt of such request, the County will consult the individual
making the request and determine suitable accommodations. When making an offer of
employment, the County will inform the individual of the County's commitment to
providing accommodations in the workplace. Information regarding the accommodation
process and accessible employment practices and policies will be provided to new
employees as soon as practicable, once they begin their employment. Updated
information will be provided whenever there are changes made to relevant policies.
Workplace Accommodations
Accommodations will be provided to employees with disabilities during the duration of
their employment with the County of Elgin. Employees must submit their request for
accommodations in writing. Employees may request for information required to perform
their job duties and/or information available to all employees in the workplace to be
provided in an accessible format and/or with communication supports. The County will
consult with the employee to determine the suitability of the accessible format and/or
communication support being offered/provided.
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County of Elgin
Human Resources Policy Manual
Workplace Emergency Response Information
The County will provide Individualized Workplace Emergency Response Plans for
employees with disabilities when deemed necessary and the County is aware of the
need for accommodation due to the employee's disability.
If the employee receiving the emergency response plan requires assistance, the County
will, with consent from the employee, provide the emergency response information to
the designated person that will provide the assistance. The County will provide relevant
information as soon as practicable.
Individualized Workplace Emergency Response Plans will be reviewed when:
• The employee moves to a different location in the organization
• The employee's overall accommodation needs or plans are reviewed
• The employer reviews the general emergency response policies
Documented Individual Accommodation Plan
The County must maintain a written process for the development of Documented
Individual Accommodation Plans for employees with disabilities. For full details, see
2.80.2 Accommodations in the Workplace Policy.
Return to Work Process
The County has in place a return to work process for employees who have been away
from work due to a disability and require disability -related accommodations in order to
return to work. The return to work process must be documented, and include the steps
the County will take to facilitate the employees return to work, and include a
documented individual accommodation plan.
Performance Management, Career Development and Redeployment
The County will take the accessibility needs and Individual Accommodation Plans into
consideration for employees with disabilities during a performance management
process, when providing career development and advancement, or when the employee
is being redeployed.
Design of Public Spaces
Accessible Built Environment
The County is committed to designing public spaces that are free from barriers and
accessible to all persons. The County will comply with the requirements found in Part
IV.1 of the IASR where applicable, in relation to the design of public spaces. The Design
of Public Spaces Standards requires the County to comply with respect to public spaces
that are newly constructed or redeveloped, including:
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• Recreation trails and beach access routes
• Outdoor public use eating areas and rest areas
• Outdoor play spaces
• Exterior paths of travel
• Accessible parking
• Obtaining services
The County has created, in collaboration with the Joint Accessibility Advisory
Committee, several guidelines to assist with the implementation of this Standard:
a) Accessible On -street Parking Standard
b) Accessible Playground Consultation Document
c) Recreational Trails Consultation Document & Guidelines
The County is must also adhere to the requirements for the Accessible Built
Environment under the O.REG. 332112 Ontario Building Code Act.
Joint Accessibility Advisory Committee Consultation
In accordance with the IASR, Municipalities with a population of 10,000 or more must
have a Municipal Accessibility Advisory Committee. Elgin County has formed a joint
committee with the Municipality of Central Elgin, known as the Joint Accessibility
Advisory Committee (JAAC). The Committee is legally required to provide consultation
to the Municipality and County on various matters relating to accessibility.
Elgin County will ensure the JAAC is consulted on the following:
• When establishing, reviewing and updating the Joint MYAP
• When developing accessible criteria for the design, construction, renovation or
placement of bus stops or shelters
• When determining the proportion of on -demand accessible taxicabs
• The need, location and design of accessible on -street parking spaces when
building new or making major changes to existing on -street parking spaces
• When building new or making major changes to recreational trails
• The needs of children and caregivers with various disabilities when building new
or making major changes to existing outdoor play space s
• The design and placement of rest areas along an exterior path of travel when
building new or making major changes to existing exterior paths of travel
• When the County constructs, purchases, significantly renovates, and leases
buildings or declares a municipal capital facility
• Provide site plans or drawings from developers in a timely manner, when
requested (example: subdivisions, municipal offices, community centres,
recreational centres)
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• In all other circumstances where it appears appropriate to seek advice from the
JAAC on how to remove barriers for people with disabilities
Maintenance of Accessible Elements
The County has established a procedure for preventative and emergency maintenance
of accessible elements in public spaces, and a procedure for dealing with temporary
service disruptions regarding accessible elements. Both procedures are included in the
Joint Multi -Year Accessibility Plan under Appendix A and Appendix B.
Customer Service
Provision of Goods, Services and Facilities
The County shall develop, implement and maintain policies regarding the provision of
goods, services or facilities. It shall align the policies with the following principles:
1. The goods, services or facilities must be provided in a manner that respects the
dignity and independence of persons with disabilities.
2. The provision of goods, services or facilities to persons with disabilities must be
integrated with the provision of goods, services or facilities, unless an alternative
measure is necessary, to ensure access for all persons.
3. Persons with disabilities must be given an opportunity equal to that given to
others to obtain, use and benefit from the goods, services and facilities.
4. When communicating with a person with a disability, the County shall do so in a
manner that considers the person's disability.
Service Animals
The County welcomes all persons with disabilities and their service animals. Service
animals are not required to have certificates or identity cards; however, in the event that
a service animal is not easily identifiable, County employees may ask for documentation
(template, letter or form) from a regulated health professional or identification card from
the Ontario Ministry of the Attorney General (where applicable).
In the event that a service animal is excluded by law, such as in a food preparation
area, the County will provide an explanation and, in consultation with the individual, will
find an alternative way to ensure the person with a disability can obtain, use or benefit
from County goods, services and facilities.
The individual with the service animal is responsible for the care and control of their
service animal at all times, while on County premises. In the unlikely circumstance that
control is unable to be maintained, the person with the disability will be informed they
must regain control. If the animal is acting in a manner that causes health and/or safety
concerns, the County may request the animal be removed from the situation or
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premises until control is resumed. The County will consider alternate accommodations
in such circumstances to ensure access to County goods, services and facilities.
General information on service animals:
• Service animals are specially trained to assist a person with a disability and may
aid with opening doors, picking up items, predicting seizures, alerting to sounds.
• Service animals may be dogs or other types of animals.
• Service animals are not pets, they are working animals. Do not pet or talk to a
service animal.
• Service animals provide a vital service and are allowed to be with their owner at
all times, and may
Support Persons
The County will allow people with disabilities to be accompanied by a support person in
all County -owned and operated public facilities. The County reserves the right to
request a person with a disability to be accompanied by a support person when on the
premises, but only if, after consulting with the person with a disability and considers the
available evidence, the County determines that:
• A support person is necessary to protect the health or safety of the person with a
disability or the health or safety or others on the premises; and
• There is no other reasonable way to protect the health or safety of the person
with a disability and the health or safety of others on the premises.
Admission fees will be waived for support persons who accompany a person with a
disability.
Assistive Devices
The County allows people with disabilities to use their own personal assistive devices to
obtain goods, services or facilities offered by the County. It is the responsibility of the
person with a disability to ensure their assistive device is operated in a safe and
controlled manner at all times.
If a person with a disability is unable to access a good, service or facility through the
use of their own personal assistive device, or if their own personal assistive device
poses a health and safety risk to others, the County will consult with the individual to
determine an alternate means to obtain, use or benefit from the County's goods,
services or facilities. Staff within the applicable department will be trained in the
application and use of the device the County has on site or that is being provided to be
used by customers with disabilities while accessing our goods, services or facilities.
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Notice of Temporary Service Disruptions
Temporary service disruptions in County services or facilities may occur due to reasons
that may or may not be within the County's control or knowledge.
If a temporary service disruption is planned or unplanned the County will make
reasonable efforts to provide notice of the disruption. Notice of the disruption will
include: the reason for the disruption, its anticipated duration and a description of
alternative facilities or services, if any, that are available.
Procedures for specific service disruptions will be developed, and a copy of the
procedures will be available to individuals upon request.
If the disruption is anticipated, the County will provide a reasonable amount of advance
notice. Notice will be given by posting the information in a conspicuous place as well as
by posting the information on the County or Library website.
Compliance
The County must submit completed Accessibility Compliance Reports to the Ministry for
Seniors and Accessibility, in accordance to the schedule set out under the AODA.
Failure to comply with all legislative requirements may result in fines and reputational
damages. All employees are responsible for ensuring compliance with this Policy.
Contact Information
For questions relating to this Policy and other Accessibility related policies, procedures
or guidelines, contact the HR Department at the County Accessibility Page
Supporting Documents
Policies
2.80.2 Accommodations in the Workplace Policy
2.130.1 Emergency Workplace Response for Employees with Disabilities
Procedures
Accessible Maintenance Procedures
Temporary Service Disruptions Procedure
Plans and Reports
Return to Work Plan and Process
Elgin County and its LMPs Joint Multi -Year Accessibility Plan 2021-2026
Joint Annual Accessibility Status Reports
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Subject: Emergency Workplace Response for Employees with Disabilities
Policy Number: 2.130.1
Date Approved: September 11, 2012
Date of Last Revision:
Code: A
Section: 2
Emergency Workplace Response for Employees with Disabilities
Statement of Commitment
The County of Elgin is committed to making all reasonable efforts to provide
individualized workplace emergency response information for employees who have a
disability. The County must be made aware of the need for an individualized response.
It is the expectation that all staff involved in assisting employees with disabilities during
an emergency response, do so in a safe manner. Staff must ensure that the
environment, equipment, and tools used during the emergency response are safe and
in good working condition.
Definitions
Accessible Emergency Information: emergency information is any visual or audio
material that explains what employees should do in the event of an emergency in the
workplace, this includes posters and training videos.
Designated Person(s): the staff member(s) assigned to assist the employee requiring
assistance during an evacuation.
Employee Requiring Assistance: staff with a permanent or temporary disability that
may impact their ability to evacuate the building safely during an emergency. Examples
of conditions may include, but are not limited to:
Inability to climb/descend stairs
Inability to hear emergency alarms and/or see signs
Require emergency equipment and evacuation directions
Disability means,
a) Any degree of physical disability, infirmity, malformation or disfigurement that is
caused by bodily injury, birth defect or illness and, without limiting the generality
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of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree
of paralysis, amputation, lack of physical co-ordination, blindness or visual
impediment, deafness or hearing impediment, muteness or speech impediment,
or physical reliance on a guide dog or other animal or on a wheelchair or other
remedial appliance or device,
b) A condition of mental impairment or a developmental disability,
c) A learning disability, or a dysfunction in one or more of the processes involved in
understanding or using symbols or spoken language,
d) A mental disorder, or
e) An injury or disability for which benefits were claimed or received under the
insurance plan established under the Workplace Safety and Insurance Act,
1997("handicap")
Individualized Emergency Response Plan: an individualized emergency response
plan is a written document that outlines the information for the employee or volunteer
with a disability, that is specific to the workplace.
It may outline types of assistance an employee with a disability requires, such as:
• Activating an alarm or installing a flashing alarm in an office
• Locating building exits
• Communicating with emergency responders
• Moving through crowds in stressful situations
• Travelling in and out of buildings using the elevator
• Finding designated emergency waiting areas
Individualized Workplace Emergency Response: refers to the provision of
emergency response information to employees or volunteers that is specific to their
workplace and provided in a manner that considers the nature of their disability.
Roles and Responsibilities
Employee Responsibilities
• Notifying their manager or Human Resources of their need for an Individualized
Workplace Emergency Response Plan as soon as it becomes apparent
o This applies equally to employees who permanently require assistance
and those who may have a temporary need.
• Notifying their new manager of their need for Individualized Workplace
Emergency Response Plan when they move to a different position or location
within the organization.
• Notifying their manager if their emergency response needs changing.
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Informing their manager or Human Resources if they require assistance in the
event of an emergency situation.
Consenting to having their emergency workplace response information shared
with a designated person or persons who can aid the employee if the employee
requires assistance accessing emergency information.
Being aware of what happens during an emergency at their workplace, and
everything employees are expected to do during an emergency. This may
include reviewing or identifying the following:
o Evacuation and fire safety plans, emergency procedures and policies,
alarms, maps, exits, and designated waiting areas
Manager Responsibilities
• Ensuring employees are trained and aware of general emergency response plan
for employees requiring assistance.
• Being aware of employees with disabilities (temporary and permanent) and those
that require assistance to evacuate in the event of an emergency.
• Notifying the Emergency Management Department, HR, the employee and other
stakeholders as required, to develop and communicate Individual Workplace
Emergency Response Plan.
• Discussing with the employee that requires assistance to determine level of
assistance required to evacuate the floor in the event of an emergency.
• Assisting with assigning a designated person to aid employees who require
assistance during an emergency evacuation.
Department Staff Responsibilities
• Participating in training on general emergency response plan for employees
requiring assistance
• Assisting those that require assistance during an emergency evacuation
Human Resources Responsibilities
Providing individualized workplace emergency response information to their
employee as soon as possible after they become aware of the need for this
information.
Reviewing the Individualized Workplace Emergency Response Plans on an as
needed basis or when employees switch departments/locations.
Developing Individualized Workplace Emergency Response Plans for employees
requiring assistance which will include as a minimum:
o Identification of both primary and secondary evacuation exits.
o Procedures for notifying the employee in the event of an emergency in a
manner that considers their disability.
o Identifying which staff member(s) will be the designated person that
assists an employee with disabilities during an emergency evacuation
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■ Consider work arrangements and absences (delegate designated
person responsibilities to another staff member when absent).
o With the employee's consent, providing the workplace emergency
response information to the person or persons designated by the
employer to aid the employee.
o Reviewing the employee's Individualized Workplace Emergency
Response Plan if the employee's emergency response needs change.
o Consulting the employee's manager as required.
Maintenance Responsibilities
• Ensuring that there are multiple signals used (visual, audio, vibratory alarms) to
alert employees of emergency through audio and visual cues.
• Ensuring visual signage is legible for everyone and uses images, Braille, large
print and good colour contrast.
• Providing audio directions to employees during emergency (when necessary).
• Ensuring any equipment used to aid in emergency evacuations are in working
order at all times and properly maintained.
• Informing employees of possible hazards or barriers (ex: no elevator access) that
may arise during an emergency situation.
• Ensuring instructions provided are clear and employees are aware of where the
exit routes are:
o Exit routes must be safe.
o Backup must be provided if stairs are the only way to exit certain parts of
the building.
o Exit paths should be clear of obstacles on the floor and overhead.
o All doors and exit paths should be labelled.
Procedures for Designated Persons
• With the employee's consent, providing the workplace emergency response
information to the person or persons designated by the employer to aid the
employee.
• Reviewing the employee's individualized workplace emergency response plan if
the employee's emergency response needs change.
• Consulting the employee's manager as required.
• If there is an immediate threat on the floor that requires evacuation, the
designated person assigned to the person requiring assistance will assist in the
evacuation as planned.
• If assigned to be a designated person, delegating and communicating
responsibilities to another staff member when absent from the office and unable
to assist (working remotely, on vacation, sick etc.).
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In the event that the designated person is not available at the time and the
responsibilities were not delegated to another staff member, the person requiring
assistance will identify themselves to the evacuation team leader/designate or any staff
member in the area so a designated person can be assigned and assist the employee.
Tips on Staying Safe in an Emergency
• Move horizontally on the same floor away from the danger, if possible.
• If the employee cannot move horizontally away from danger, the employee
requiring assistance should be assisted to the closest exit stairs where they can
be helped, if able, up or down the stairs towards the building exit.
• If in the process of descending or ascending the exit stairs the employee cannot
continue, the designated person should assist the employee to ensure the
pathway is not obstructed for others evacuating the floor, if possible.
• The designated person should be prepared to call or have another staff member
call to inform the emergency responders of their status and location.
• *DO NOT WAIT AT ELEVATOR LOBBIES: Elevator use for persons
requiring assistance is not permitted, unless authorized by the Municipal
emergency responders.
Supporting Documents
Policies
2.130 County Accessibility Policy
2.80.2 Accommodations in the Workplace Policy
Procedures
Accessible Maintenance Procedures
Temporary Service Disruptions Procedure
Assistive Device Procedure (Accessible Lift)
Plans and Reports
Return to Work Plan
Return to Work Process
Elgin County and its LMPs Joint Multi -Year Accessibility Plan 2021-2026
References
Emergency Response Planning for Employees with Disabilities -Mount Sinai Hospital
Personal Workplace Emergency Response Plan -Township of Brock
Additional Resources
Emergency Preparedness Guide for People with Disabilities -Government of Ontario
How to Provide Accessible Emergency Information to Staff -Government of Ontario
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Worker Emergency Self -Evaluation Assessment
Do you experience any of the following conditions that could interfere with your ability to
quickly evacuate the workplace in the event of an emergency?
Limitations that interfere with walking or using stairs, such as joint pain or the use of a mobility
device (wheelchair, canes, crutches, walker, etc.).
Yes ❑ No ❑
Reduced stamina, fatigue or tire easily due to a variety of temporary or permanent conditions.
Yes ❑No❑
Respiratory conditions, such as heart conditions, asthma, emphysema or other symptoms
triggered by stress, exertion, or exposure to small amounts of dust or smoke, etc.
Yes ❑No❑
Emotional, cognitive, thinking or learning difficulties (for example, you may become confused
when dealing with an emergency, may lose sense of direction or may need emergency
directions explained).
Yes ❑No❑
Vision loss, so you may require assistance learning evacuation routes or assistance moving
down stairs.
Yes ❑No❑
Hearing loss, so you may require modification to emergency announcements, notifications and
instructions.
Yes ❑No❑
Temporary limitations resulting from, but not limited to, surgery, accidents and injuries, such as
sprains, broken bones and pregnancy.
Yes ❑No❑
Reliance on technology or medication that may not work in an emergency, such as hearing
aids, wheelchair, elevator, lighting, sounds, etc.
Yes ❑No❑
Do you believe that you will need assistance in an emergency evacuation?
Yes ❑ No ❑ If yes, describe assistance needed:
Worker's Name:
Signature:
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Subject: Accommodations in the Workplace
Policy Number: 2.80.2
Date Approved: October 21, 2003
Date of Last Revision: January 28, 2014
Code: A
Section: 2
Accommodations in the Workplace Policy
Purpose
The aim of Elgin County's Accommodations in the Workplace Policy is to foster an
inclusive workplace environment, and fulfil the Duty to Accommodate by promoting
accessible and inclusive employment practices, facilities, and service provision.
Accommodations shall be explored for persons and/or groups when requested, and
align with the relevant legislative requirements (see The Legal Environment).
Statement of Commitment
The County of Elgin (the "County") is committed to ensuring equality rights in the
workplace. The County is dedicated to assessing and addressing the legitimate
accommodation needs of Employees. The County strives to prioritize accessibility and
ensure the inclusion of people with disabilities in a manner that respects their dignity,
independence, integration and equal opportunity.
It is understood that the Employer's ability to identify, properly assess and implement
appropriate accommodation initiatives is dependent upon the support and input of all of
the parties as outlined herein. All accommodation requests will be treated in a
confidential manner.
The objective of this policy is to facilitate the identification and resolution of
accommodation issues that arise out of the following circumstances:
1. The existence of needs attending a condition of disability (see definition) that is in
conflict with the employment obligations;
2. The existence of needs arising out of a protected status under human rights
legislation that are in conflict with the employment obligations.
Scope
This policy applies to all employment policies, programs, practices, systems,
communications, the use of facilities, and provisions of all County goods and services.
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Legislative Authority
The County of Elgin will adhere to all legislative requirements set out in the Ontario
Human Rights Code (the Code), the Accessibility for Ontarians with Disabilities Act,
2005 (AODA), and the Part III: Employment Standards section under the O.Reg 191/11
Integrated Accessibility Standards Regulation (IASR).
The Employer, the Bargaining Agent (if applicable) and all Employees who are
members of the workplace community all share a legal obligation to identify, implement
and/or support appropriate accommodation initiatives where employees can be
accommodated in the workplace without undue hardship.
Definitions
Accommodation Types:
Universal Accommodations: a proactive process of identifying and eliminating
barriers for everyone. This can be done through the initial design and/or modifying
facilities, policies, programs, processes and practices, and ensuring potential
barriers are identified and removed.
2. Individual Accommodations: an adaptation of adjustment and/or modification
that may be required to enable an employee to perform his, her or their essential
job responsibilities effectively and/or a service recipient to participate in a County
program. This may involve one or more types of accommodations outlined.
Disability: as defined by Accessible Canada Act S.C. 2019, C. 10, means any
impairment, including a physical, mental, intellectual, cognitive, learning, communication
or sensory impairment — or a functional limitation — whether permanent, temporary or
episodic in nature, or evident or not, that, in interaction with a barrier, hinders a person's
full and equal participation in society. (handicap).
Disability means,
a. Any degree of physical disability, infirmity, malformation or disfigurement
that is caused by bodily injury, birth defect or illness and, without limiting
the generality of the foregoing, includes diabetes mellitus, epilepsy, a
brain injury, any degree of paralysis, amputation, lack of physical co-
ordination, blindness or visual impediment, deafness or hearing
impediment, muteness or speech impediment, or physical reliance on a
guide dog or other animal or on a wheelchair or other remedial appliance
or device,
b. A condition of mental impairment or a developmental disability,
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c. A learning disability, or a dysfunction in one or more of the processes
involved in understanding or using symbols or spoken language,
d. A mental disorder, or
e. An injury or disability for which benefits were claimed or received under
the insurance plan established under the Workplace Safety and Insurance
Act, 1997("handicap")
Documented Individual Accommodation Plan: is a document which outlines the
details of individual accommodations for an Employee with a disability. The Employee
and Employer should work together to create the individual accommodation plan.
Duty to Accommodate: requires the Employer to provide Employees, who have needs
related to a disability, religious obligation or sex, that conflict with their working
conditions, with reasonable assistance, modification, and/or accommodation to enable
them to participate in the activity of work, to the point of undue hardship. It is done to
ensure people with disabilities have equal opportunities, access and benefits.
The Duty to Accommodate means that the accommodation must be provided in a
manner that respects the dignity of the person, and does not create undue hardship.
Dignity includes consideration of how accommodation is provided and the individual's
participation in the process. Employers have an obligation to take steps to eliminate the
disadvantage caused by systemic, attitudinal, or physical barriers that exclude
individuals or groups protected under the Code from participating in all aspects of
employment, use of facilities and service provision.
Accommodation Process
The County will fully consider every accommodation request. Successful
accommodation initiatives require the cooperation, input and support of all parties; the
Employer, the Employee seeking accommodation, Attending Physicians, Bargaining
Agents and all Employees in the workplace community. It is expected that all parties will
provide their cooperation and relevant input to ensure that they can successfully
address accommodation issues that arise in the workplace.
Employee privacy and confidentiality will be maintained throughout the accommodation
process, and information will only be disclosed on a need to know basis, with the
consent of the individual (Employee or applicant). All accommodation requests will be
taken seriously, and no person will be penalized for making an accommodation request.
A) Employee Responsibilities
1. Obligation to Communicate Need
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Employees have an obligation to promptly advise Management or Human
Resources of any condition of disability or need related to any other protected status
that conflicts with their ability to either provide regular attendance at work, perform
their regular duties or comply with other terms and conditions of employment.
2. Obligation to Provide Information (Medical or Other)
Where a potential accommodation issue has been identified, the Employee seeking
accommodation is responsible for promptly responding to all Employer requests for
information that the Employer identifies as relevant to assessing or pursuing
accommodation initiatives.
3. Obligation to Facilitate Accommodation Initiative
Any Employee requiring accommodation is expected to conduct himself/herself
reasonably and provide his/her full cooperation and support to the implementation of
accommodation initiatives.
Employees should recognize that a failure to do the following may limit the
Employer's ability and obligations to successfully address the Employee's
accommodation needs:
a. Communicate an accommodation need;
b. Provide all relevant information in a timely manner; and
c. Cooperate with the implementation of accommodation measures.
B) Management's Responsibilities
1. Upon an accommodation issue being raised or communicated by an Employee,
Management will:
a. Assess and verify the existence of an accommodation need; and,
b. Assess and identify appropriate accommodation options.
2. Where accommodation options have a potential to impact on Collective
Agreement terms or other Employees' rights under such Agreement,
Management will consult with the Union prior to finalizing any accommodation
option.
3. Management will monitor the progress of Employees who are being
accommodated. Such monitoring may include requests for up -dated information
from Employees and/or attending medical practitioners from time to time. The
monitoring and current information will enable the Employer to respond to
changing needs and/or identify when the need for accommodation ends.
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C) Bargaining Agent's Responsibilities
The Bargaining Agent is jointly responsible for pursuing and successfully identifying
and facilitating appropriate accommodation initiatives in the workplace wherever
there is a conflict between an accommodation option and a collective agreement
right. The Union will provide any relevant input, as well as its cooperation in
identifying and facilitating relevant accommodation initiatives.
D) Workplace Community's Responsibilities
Successful accommodation requires the support and commitment of everyone in the
workplace community. All Employees are expected to provide their assistance and
support where required to facilitate accommodation initiatives. All members of the
workplace community have an obligation to respect the right to accommodation of
any Employee with a qualifying need.
E) Attending Physician's Responsibilities
The verification of accommodation issues and identification of appropriate
accommodation initiatives is dependent upon relevant and timely input from
Attending Physicians (or other relevant Health Care Practitioners). The Attending
Physicians of any Employee who is faced with an accommodation issue in the
workplace shall provide their full cooperation and support by:
1. Responding in a complete and timely manner to any request for information
initiated by the Employer.
2. Communicating to the Employer in a timely manner any changes in the
Employee's condition that may alter the required scope, duration or nature of
an accommodation initiative.
Recruitment Accommodations
Accommodations will be provided to candidates during the recruitment process,
including assessment, and orientation.
Process for Recruitment Accommodations:
1. Make sure that qualifications are reasonable and pertain to the job. They should
focus on education, experience, skills and abilities that reflect the bona fide
occupational requirements of the job.
2. Ensure all potential applicants are made aware that the County will take steps to
accommodate disability related needs in the interview and/or testing process.
Applicants must identify their needs up front and provide timely information about
how their situation or condition may affect their abilities to perform in an interview
and/or test in order to receive accommodation(s).
3. Communicate the offer of accommodation to all applicants at the beginning of the
selection process. Explain to the applicants the assessment methods and
4
Page 55 of 134
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alri///�J
�County of Elgin
Progressive byNature Human Resources Policy Manual
formats you will use. This is especially helpful for people with disabilities as it
helps them identify whether they need an accommodation and the type of
accommodation required for each stage of the assessment process.
4. When an applicant makes a request for accommodation, ask the individual to
identify what accommodations they will need in order to allow them to compete
on an equal basis with other applicants. Obtain all relevant information on the
applicant's accommodation needs, but do not request details about the disability
unless it is to clarify the applicant's accommodation needs. In most cases the
applicant is the best source of information.
5. Any accommodations provided should not change the nature of the qualification
being assessed or the level at which it is assessed. Design accommodations to
allow for equitable assessment of applicants with accommodation needs without
placing them at an advantage or disadvantage when comparing them to other
applicants.
6. When making an offer of employment, notify the individual of the County's
commitment to providing accommodations in the workplace.
Workplace Accommodations
Accommodations will be provided to Employees with disabilities during the duration of
their employment with the County of Elgin. Ensure the Accommodations Policy is
communicated to all Employees (current or future) during the onboarding process.
Process for Workplace Accommodations:
1. Encourage Employees to submit their request in writing. However, all forms of
requests for accommodations will need to be addressed.
2. Ensure that the Employee requesting the accommodation is involved in the
development of an individual accommodation plan. A representative from a
bargaining unit or other workplace representative can be present during this
process at the request of the Employee.
3. Once an accommodation is requested the Human Resources Manager will
request medical information from an Attending Physician (or other relevant
Health Care Practitioner) advising of the need for the accommodation and
direction on appropriate modifications. The Human Resources Manager will
inform the Employee of the steps taken to protect their privacy.
4. The Human Resources Manager will consult with the individual, their Manager
and Attending Physician (or other relevant Health Care Practitioner) on
accommodation requirements and determine a suitable option.
Page 56 of 134
ill//!/%71% �y/lei%ddl 1ri7/%f
1�0
L�:
I I
Elgi.i
Progressive by Nature
County of Elgin
Human Resources Policy Manual
5. Once the accommodation option has been determined, inform the Employee and
implement the accommodation as quickly as possible. The Human Resources
Manager will document accommodation plans and include:
a) Any information regarding accessible formats or communication supports
b) Individualized workplace and emergency response information, if
necessary and;
c) Any other accommodation that is to be provided.
6. Determine, with the Employee on how often the individual accommodation plan
will be reviewed. The review may result in changes if an accommodation is not
working correctly, or there are changes to the Employee's condition, job location,
or responsibilities. Ongoing monitoring will help to ensure the success and
effectiveness of the plan.
7. If an accommodation is denied, the Human Resources Manager will inform that
Employee of the reason for denial.
8. Ask the Employee if alternate format and/or communication supports are
required for the accommodation process and plan.
Supporting Documents
Policies
2.130 County Accessibility Policy
2.130.1 Emergency Workplace Response for Employees with Disabilities
8.320 Transitional Work Assignments
9.60 Paid Sick Leave Short -Term Disability
Procedures
Request for Accessible Formats and Communication Supports Procedure
Assistive Device Procedure (Accessible Lift)
7
Page 57 of 134
REPORT TO COUNTY COUNCIL
FROM: Paul Hicks, Acting Manager of Planning
le DATE: November 14, 2023
�lu
Progs,ressive by I'Vature SUBJECT: Municipality of Bayham Official Plan
Amendment No. 34, Part of Lots 10 and 11, Concession 2
Municipality of Bayham, 55106 Vienna Line
RECOMMENDATIONS:
THAT the Council of the Corporation of the Council of Elgin approves Official Plan
Amendment No. 34 to the Official Plan of the Municipality of Bayham; and
THAT staff be directed to provide notice of this decision in accordance with the
requirements of the Planning Act.
INTRODUCTION:
The Council of the Municipality of Bayham has adopted an amendment to their official
plan, known as Official Plan Amendment Number 34 (OPA No. 34) and they have
subsequently forwarded the amendment to the County of Elgin for approval (see
attached). In accordance with Section 17 of the Planning Act, the Council of the County of
Elgin, as "Approval Authority," is required to make a decision on the adopted amendment
in which Council may approve, modify, or refuse to approve the amendment. If Elgin
County fails to make a decision within 120 days after the amendment is received, any
person or public body may appeal to the Ontario Land Tribunal.
This report is intended to provide County Council with the information required to make
a decision on the adopted amendment.
BACKGROUND AND DISCUSSION:
On May 4, 2023, after the Province of Ontario adopted Bill 23, More Homes Built Faster
Act, the Municipality of Bayham Council adopted a resolution to review and ensure
compliance between the Municipality's Official Plan and the new legislation. On
September 29, 2023, Arcadis Professional Services (Canada) Inc., acting on behalf of
the Municipality, prepared a memorandum identifying the necessary amendments
required to bring the Bayham Official Plan into conformity with respect to permissions
for additional residential dwelling units, the applicability of Site Plan Control and the
removal of the need for a public meeting in consideration of an application for Plan of
Subdivision. Having reviewed the proposed amendments, they are consistent with the
adopted changes through Bill 23 and are therefore in conformity with the PPS, as well
Page 58 of 134
2
as ine county Official Plan. Further amendments to the Municipality's Zoning By-law
and Site Plan Control By-law will be made at the municipal level.
The subject OPA proceeded through the standard application process as well as a
technical circulation to statutory review agencies. A public meeting required under the
Planning Act was subsequently held prior to Municipal Council's adoption of OPA No.
34 in August 2023.
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 Bayham Official Plan, and are satisfied that the
proposal meets all relevant requirements.
FINANCIAL IMPLICATIONS:
There are no identified direct financial implications to the County with respect to the
approval of the proposal.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
Growing Elgin
❑ Ensuring alignment of ® Planning for and
current programs and
services with community
need.
❑ Exploring different
ways of addressing
community need.
❑ Engaging with our
community and other
stakeholders.
Additional Comments:
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.
LOCAL MUNICIPAL PARTNER IMPACT:
This amendment will directly impact the Municipality of Bayham.
Page 59 of 134
UUiv MUNic:ATION REQUIREMENTS:
The Notice of Decision will be sent to the applicant, Municipality of Bayham and those
prescribed under the Planning Act.
CONCLUSION:
Based on the above analysis it is recommended that County Council approve, OPA No.
34 of the Official Plan of the Municipality of Bayham, as the modified amendment:
• Is consistent with the Provincial Policy Statement;
• Conforms to the County of Elgin, and Township of Bayham Official Plans; and
• Constitutes good planning and is in the public interest.
All of which is Respectfully Submitted
Paul Hicks
Acting Manager of Planning
Approved for Submission
Don Shropshire
Chief Administrative Officer/Clerk
3
Page 60 of 134
AMENDMENT NO. 34
TO THE OFFICIAL PLAN
OF THE
MUNICIPALITY OF BAYHAM
•.11 • 11,
•- •
W, MA,7h.(,AA'R.E r lJlgT)9R."t� iP'.,.. �m9a,y %.,H,I[ IC N A� 1i. �0. li .�¢�w �➢.`u.
o„ Aff y �4'da�dvr' 9rm �4�9C�yCM �" d V ° kN :r
m m
Page 61 of 134
OFFICIAL PLAN
OF THE
MUNICIPALITY OF BAYHAM
THIS Amendment was adopted by the Council of the Corporation of the Municipality of
Bayham by By-law No. 2023-077, in accordance with Section 17 of the PLANNING
ACT, on the 5th day of October 2023.
MAYOR CLERK
Page 62 of 134
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2023-077
THE Council of the Corporation of the Municipality of Bayham, in accordance with the
provisions of the PLANNING ACT, hereby enacts as follows:
1) THAT Amendment No. 34 to the Official Plan of the Municipality of Bayham is
hereby adopted.
2) THAT the Clerk is hereby authorized and directed to make an application to the
County of Elgin for approval of the aforementioned Amendment No. 34 to the
Official Plan of the Municipality of Bayham.
3) THAT no part of this By-law shall come into force and take effect until approved
by Elgin County.
ENACTED AND PASSED this 5th day of October 2023.
u
r
MAYOR CLERK
Page 63 of 134
OFFICIAL PLAN
OF THE MUNICIPALITY OF BAYHAM
1 PURPOSE
The purpose of the Official Plan Amendment is to amend the Municipality of Bayham
Official Plan to ensure consistency/conformity to the Planning Act as a result of recent
Provincial legislative changes included in the More Homes Built Faster Act, 2022 (Bill
23). The following Sections of the Official Plan require amendment:
• Section 4.7 Second Dwelling Units / Additional Residential Units — permit up to 2
additional residential units on urban lands with full municipal servicing, remove
restrictions on additional residential units
• Section 2.1.12 Second Dwelling Units / Additional Residential Units Agriculture —
permit up to 1 additional residential unit in accordance with Section 4.7.1
• Section 8.6.1.3 Plan of Subdivision - Public Meeting requirement removed
• Section 8.17 Site Plan Control — 10 or less residential units would not require Site
Plan Approval
• Section 8.18.1 cash -in -lieu of Parkland — change dedication rates
The Amendments also facilitate associated amendments to the Municipality of Bayham
Zoning By-law, Parkland Dedication By-law and Site Plan Control By-law.
The proposed amendments are not location specific.
On November 28t", 2022, the government of Ontario's More Homes Built Faster
Act received Royal Assent. The Bill was tabled to support of the Provincial
Government's Housing Supply Action Plan, which seeks to address the
province's housing crisis. The proposed amendments are necessary to ensure
consistency/conformity to the Planning Act changes included in Bill 23.
The proposed amendments include changes to the Additional Residential Unit
Page 64 of 134
policies to permit a maximum of 2 accessory residential units on urban lands with
full municipal services, and a maximum of 1 accessory residential unit on partial
or private water and sewer services, as well as removing additional restrictions
on the accessory residential units. A statutory Public Meeting is no longer
required for Plan of Subdivision applications, therefore, the requirement is being
removed. Site Plan Control Section 8.17 is amended to remove the requirement
for Site Plan Control of residential developments with 10 units or less. And
Section 8.18 Parkland Dedication is amended to be consistent to amended rates.
4. DETAILS OF THE AMENDMENT
a) Section 4.7 of the Official Plan of the Municipality of Bayham is hereby amended
by replacing the title with "ADDITIONAL RESIDENTIAL UNITS";
b) Section 4.7.1 of the Official Plan of the Municipality of Bayham is hereby
amended by replacing the title with "ADDITIONAL RESIDENTIAL UNITS";
c) Section 4.7.1 of the Official Plan of the Municipality of Bayham is hereby
amended by replacing "Up to one (1) second residential dwelling, being a self-
contained unit, with kitchen and bathroom facilities, ancillary and subordinate to
the primary dwelling unit, may be permitted within a single detached dwelling,
semi-detached dwelling, or street row houses. Second units may include second
suites, basement apartments, or accessory apartments. The second unit shall be
located in a Settlement Area and on the same lot as the primary dwelling. It shall
meet the following criteria:
a) The exterior building or site changes to permit the second dwelling shall
generally be less than 10% floor area increase, maintaining the general
form and architectural character of the building. Additional on -site parking
shall be required.
b) Existing private and\or municipal sewage and water services shall be
available to service the accessory residential dwelling unit, to the
satisfaction of the Municipality and the Elgin St. Thomas Public Health as
required.
c) The second dwelling shall be incidental to the primary permitted
residential use, is located within the primary residential building or an
ancillary structure, where the gross floor area of the second dwelling is not
greater than 40% of the combined total gross floor area of both the
primary and second dwelling units."
with "Up to one (1) additional residential unit, being a self-contained unit, with
kitchen and bathroom facilities, ancillary and subordinate to the primary dwelling
unit, may be permitted within a single detached dwelling, semi-detached
dwelling, street row houses, or accessory building, may be permitted on such
lots where the lot is on partial or private water and sewer services.
Page 65 of 134
Up to two (2) additional residential units, being a self-contained unit, with
kitchen and bathroom facilities, ancillary and subordinate to the primary
dwelling unit, may be permitted within a single detached dwelling, semi-
detached dwelling, or street row houses, for a maximum of two (2)
additional residential units in the primary dwelling building or maximum
one (1) in an accessory building, may be permitted on such lots where the
lot is fully serviced by both municipal water and municipal sanitary sewer
services. Additional Residential units may include second suites, basement
apartments, or accessory apartments. The additional residential unit(s) shall be
located in a Settlement Area and on the same lot as the primary dwelling. It shall
meet the following criteria:
a, The exterior building or site changes to permit the additional residential
unit shall maintain the general form and architectural character of the
building where possible. Additional on -site parking shall be required.
b) A maximum of one (1) connection to existing private and\or municipal
sewage and water services shall be available to service the accessory
residential unit(s) ancillary to the primary dwelling unit, to the satisfaction of
the Municipality and the Southwestern Public Health as required.
c) The additional residential unit shall be incidental to the primary
permitted residential use, —and can be located within the primary residential
building or an ancillary structure in accordance to the Planning Act, as
amended."
d) Section 2.1.12 of the Official Plan of the Municipality of Bayham is amended by
replacing the title with "ADDITIONAL RESIDENTIAL UNITS AGRICULTURE'
and replacing "Second Dwelling" with "Additional Residential';
e) Section 8.6.1.3 of the Official Plan of the Municipality of Bayham is hereby
amended by deleting Section 8.6.1.3;
Section 8.17.1.2 of the Official Plan of the Municipality of Bayham is hereby
amended by adding `, where 11 or more residential units are proposed" at the
end of the first sentence;
g) Section 8.17.1.3 of the Official Plan of the Municipality of Bayham is hereby
amended by replacing "regardless of the number of dwelling units in a residential
building or use subject to this policy" with "where site plan control is required";
h) Section 8.17.1.4 — of the Official Plan of the Municipality of Bayham is hereby
amended by removing "regardless of the number of dwelling units contained
therein" with "where 11 or more units are proposed"; and,
i Section 8.18.1 of the Official Plan of the Municipality of Bayham is hereby
amended by replacing "300" with "600" and adding "at a maximum rate of 1
hectare per 1, 000 units"
Page 66 of 134
REPORT TO COUNTY COUNCIL
FROM: Paul Hicks, Acting Manager of Planning
DATE: November 14, 2023
���ve by �,�� SUBJECT: Township of Malahide Official Plan
Amendment No. 23, North Part of Lot 11, Concession 1,
Part 8 on Registered Plan 11 R7973, Township of Malahide
RECOMMENDATIONS:
1. THAT the Council of the Corporation of the County of Elgin approves Official Plan
Amendment No. 23 to the Official Plan of the Township of Malahide, File No. MA OPA
3-23; 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 Township of Malahide has adopted an amendment to their official
plan, known as Official Plan Amendment No.23 (OPA No.23) and they have
subsequently forwarded the amendment to the County of Elgin for approval (see
attachment). 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
BACKGROUND AND DISCUSSION:
OPA No. 23 was adopted by Township Council on September 21, 2023 (By-law No. 23-
66). The purpose of the amendment is to facilitate the adjustment of a settlement
boundary and land swap as it relates to the subject lands to permit the creation of two
new residential lots. The amendment is required as a portion of the lands are
Page 67 of 134
2
aesignaiea `Agriculture' on Schedule `A1' of the Malahide Official Plan. The amendment
would see an area measuring 146 m2, currently designated `Agriculture' and forming a
portion of the rear yard of one of the newly proposed residential lots, be redesignated to
`Hamlet' in order to permit the proposed residential use.
Concurrently, a separate 146 m2 portion of land forming part of the proposed retained
lands would be similarly redesignated from `Hamlet' to `Agriculture' in order to be used
for cash crop growing purposes. The effect of the amendment would be to permit the
creation of two new regularly shaped residential lots with only a minor adjustment to the
Settlement Area boundary, in accordance with Policy Section 8.7.1.7 of the Malahide
Official Plan. No policy wording is proposed to be amended through this application.
Concurrent zoning by-law amendment (ZBLA) and consent applications were submitted
to the Township to reflect the proposed changes in Township OP and to permit the
creation of the new lots which conform to the remaining applicable policies. Matters of
zoning and consent will be addressed at the Township level.
The proposal has proceeded through the standard application process, including the
preparation, review, and acceptance of required technical studies and reports, as well
as a technical circulation to statutory review agencies. The application submission
included a planning justification report and a functional servicing report which confirmed
that sufficient capacity is available to connect to municipal water services and that the
lots are sufficiently large to accommodate on -site private sanitary services. A Public
meeting required under the Planning Act was subsequently held prior to Township
Council's adoption of OPA No. 23. No concerns were raised with respect to the
supporting materials provided, and no objections to the proposal were received by the
Township prior to making a decision.
The subject lands are currently designated `Settlement Area' on Schedule A of the
County of Elgin Official Plan (COP) where Copenhagen is further identified as a Tier 2
Settlement Area owing to the presence of municipal water services. As per Section
B2.5.d, limited development on partial services is permitted to allow for infilling where
the present development fills in a gap in development along Imperial Road. Sufficient
capacity within the municipal water service has been shown to be available to absorb
the proposed residential development and sufficient lot area is provided in order to
permit on -site private sanitary services. Furthermore, as there is no net loss in
agricultural lands due to the proposed redesignation there are no concerns with the
proposed Amendment. The above criteria are consistent with the Provincial Policy
Statement (PPS) 2020 policies respecting residential development within Settlement
Areas. County staff are satisfied that the proposal has satisfactorily demonstrated the
above criteria as part of their submission and concur with the Township Planner's
assessment of the proposal in their report to Township Council, dated September 21,
2023.
Page 68 of 134
3
uouniy siarf 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 Township of Malahide Official Plan, and are satisfied that the
proposal meets all relevant requirements and is appropriate for the context of the
subject lands.
FINANCIAL IMPLICATIONS:
There are no identified direct financial implications to the County with respect to the
approval of the proposal.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
Growing Elgin
❑ Ensuring alignment of ® Planning for and
current programs and facilitating commercial,
services with community industrial, residential,
need. and agricultural growth.
❑ Exploring different
ways of addressing
community need.
❑ Engaging with our
community and other
stakeholders.
Additional Comments:
❑ Fostering a healthy
environment.
❑ Enhancing quality of
place.
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 PARTNER IMPACT:
This amendment will directly impact the Township of Malahide.
COMMUNICATION REQUIREMENTS:
The Notice of Decision will be sent to the applicant, Township of Malahide and those
prescribed under the Planning Act.
Page 69 of 134
l Am]► § t1jbbjLGjj"F
Based on the above analysis it is recommended that County Council approve OPA No.
23 of the Official Plan of the Township of Malahide in its entirety, as the adopted
amendment:
Is consistent with the Provincial Policy Statement;
Conforms to the County of Elgin, and Township of Malahide Official Plans; and
Constitutes good planning and is in the public interest.
All of which is Respectfully Submitted
Paul Hicks
Acting Manager of Planning
Approved for Submission
Don Shropshire
Chief Administrative Officer/Clerk
0
Page 70 of 134
AMENDMENT NO. 23
TO THE
OFFICIAL PLAN
OF THE
TOWNSHIP OF MALAHIDE
Subject: Versnick
4844 Imperial Road
September 21, 2023
Page 71 of 134
CORPORATION OF THE TOWNSHIP OF MALAHIDE
BY-LAW NO. 23-66
WHEREAS the Township of Malahide has an official plan that is in effect, adopted by Council on 16
August 2001 and approved by the Ministry of Municipal Affairs on 9 March 2003, and as subsequently
amended; and
WHEREAS the proposed amendment would be consistent with the Provincial Policy Statement;
WHEREAS the intent of the Official Plan of the County of Elgin and the Official Plan of the Township
of Malahide would be maintained;
WHEREAS the Council of the Corporation of the Township of Malahide now deems it expedient to
adopt the proposed amendment to the Official Plan of the Township of Malahide
THEREFORE the Council of the Corporation of the Township of Malahide, in accordance with Section
17 of the Planning Act, R.S.O., 1990, as amended, hereby enacts as follows:
1. THAT Amendment No. 22 to the Official Plan of the Township of Malahide, consisting of the
attached explanatory text and schedules, is hereby adopted.
2. THAT this By-law shall come into force:
a. a) Where no notice of objection has been filed with the Township's Clerk within the time
prescribed by the Planning Act and regulations pursuant thereto, upon the expiration of
the prescribed time; or
b. b) Where notice of objection has been filed with the Township's Clerk within the time
prescribed by the Planning Act and regulations pursuant thereto, upon the approval of
the Ontario Land Tribunal.
READ a FIRST and SECOND time this 21st day of September, 2023.
READ a THIRD time and FINALLY PASSED this 21st day of September, 2023.
llOZ7--_
Jr VDGG re
a A:d4
Clerk — A. Adams
Page 72 of 134
PART A - THE PREAMBLE
1. PURPOSE
The purpose of this Amendment is to facilitate the adjustment of a settlement boundary as it relates to
the subject lands, being North Part of Lot 11, Concession 1, Part 8 of Registered Plan 11R7973, in the
geographic Township of Malahide, to permit the creation of two residential lots.
2. BASIS
The Amendment to the Official Plan would be consistent with the policies of the Provincial Policy
Statement 2020, County of Elgin Official Plan, and Township of Malahide Official Plan.
The full basis for this Amendment has been set out in the Application and supplementary materials
submitted in support of this Amendment.
PART B - THE AMENDMENT
All of this part of the Amendment entitled 'Part B - The Amendment', consisting of the following text, constitutes
Amendment No. 22 to the Official Plan of the Township of Malahide.
DETAILS OF THE AMENDMENT
1. Schedule'A1', Land Use of the Official Plan of the Township of Malahide, is hereby amended by changing
the designation as it applies to certain lands, being North Part of Lot 11, Concession 1, Part 8 of
Registered Plan 11 R7973, in the geographic Township of Malahide from `Agriculture' to `Hamlet as
shown on Schedule 'A' hereto.
2. Schedule'A1', Land Use of the Official Plan of the Township of Malahide, is hereby amended by changing
the designation as it applies to certain lands, being North Part of Lot 11, Concession 1, Part 8 of
Registered Plan 11 R7973, in the geographic Township of Malahide from `Hamlet to 'Agriculture' as
shown on Schedule 'A' hereto.
PART C - THE APPENDICES
The following appendices do not constitute part of Amendment No. 22 but are included as information supporting
the amendment.
Appendix I - Notice of Public Meeting
Page 73 of 134
N
TOW N]lll P{
`i
-1—I--1 Metres
0 5 10 20
Official Plan
of the Township of Malahide S C H E D U L E 'A1 "
LAND USE
Page 74 of 134
REPORT TO COUNTY COUNCIL
FROM: Ryan Terpstra, Manager of Corporate
Facilities
Mike Hoogstra, Manager of Procurement & Risk
DATE: November 14, 2023
SUBJECT: Terrace Lodge Veneer Replacement
Tender Award
RECOMMENDATIONS:
THAT DFT Exteriors Inc., be selected for the Terrace Lodge Veneer Replacement
Project, Contract No. 2023-Q38 at a total price of $95,275.00 exclusive of H.S.T.; and
THAT the remaining budget from Terrace Lodge Elevator Upgrades and Mechanical
Equipment Replacements Projects with a remaining balance of $19,647.00 be
reallocated to fund the projected deficit as detailed in this report; and,
THAT the Warden and Chief Administrative Officer be directed and authorized to sign
the contract.
INTRODUCTION:
A Request for Quote (RFQ) was advertised and issued as per the County's
Procurement Policy for the replacement of the front facia and soffit for Terrace Lodge.
BACKGROUND AND DISCUSSION:
A total of ten(10) contractors downloaded RFQ documents for this project from the
County's bidding systemq s.��inq„. Six (6) contractors submitted electronic bids for
this RFQ which closed on November 3, 2023. Bids were received as follows:
Company
Bid Price
(exclusive of HST)
DFT Exteriors Inc.
95,275.00
Image Masonry Ltd.
97,000.00
UZCA Builders Inc.
114,700.00
Elgin Contracting and Restoration Ltd.
116,000.00
Shayk Construction Inc
149,000.00
Page 75 of 134
Noble Development 157,600.00
DFT Exteriors Inc. submitted the lowest compliant bid for the project at a total price of
$95,275.00 exclusive of HST.
FINANCIAL IMPLICATIONS:
The lowest compliant bid exceeds the County's approved capital budget for this project.
Therefore, per section 5.4c) of the Procurement Policy, this project requires Council
approval.
The following summary of projected estimated costs is provided for review and will be
confirmed throughout the project:
Construction $ 95,275.00
Net HST (1.76%) $ 1,676.84
Total Projected Costs $ 96,951.84
Capital Budget $ 85,000.00
Projected Budget Surplus/(Deficit) $ (11,951.84)
The recommended purchase will result in a budget shortfall of $11,951.84. Staff is
recommending that remaining budget funds in the total amount of $19,647.00 identified
in the 2023 budget to support the Terrace Lodge Elevator Upgrades and Mechanical
Equipment Replacements Projects be reallocated to fund the projected project deficit.
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,
need. and agricultural growth.
❑ Exploring different
ways of addressing
community need.
❑ Engaging with our
community and other
stakeholders.
❑ Fostering a healthy
environment.
® Enhancing quality of
place.
resources, and
infrastructure to deliver
programs and services
now and in the future.
® Delivering mandated
programs and services
efficiently and
effectively.
2
Page 76 of 134
Additional Comments:
None
LOCAL MUNICIPAL PARTNER IMPACT:
None
COMMUNICATION REQUIREMENTS:
Terrace Lodge staff and visitors will be advised of the project through construction
project notices prior to commencing the project.
CONCLUSION:
The replacement of the existing front soffit and facia at Terrace Lodge will enhance the
curb appeal to the home to match the ongoing redevelopment project. This work will be
scheduled around the Terrace Lodge Redevelopment project contract with D. Grant
scheduled to commence February 2024.
All of which is Respectfully Submitted
Ryan Terpstra
Manager of Corporate Facilities
Mike Hoogstra
Manager of Procurement & Risk
Peter Dutchak
Director of Engineering Services
Approved for Submission
Don Shropshire
Chief Administrative Officer/Clerk
3
Page 77 of 134
REPORT TO COUNTY COUNCIL
FROM: Ryan Terpstra, Manager of Corporate
Facilities
Mike Hoogstra, Manager of Procurement & Risk
DATE: November 14, 2023
SUBJECT: Operation of the Elgin Manor Wastewater
Treatment Plant — Contract Award
RECOMMENDATIONS:
THAT Ontario Clean Water Agency (OCWA) be selected as the operator for the Elgin
Manor Wastewater Treatment Plant for a period of five (5) years beginning January 1,
2024 and ending on December 31, 2028 at a total contract price of $553,680 plus HST;
and,
THAT Staff be authorized to extend the contract with Ontario Clean Water Agency for
up to an additional two (2), two (2) year terms upon mutual agreement between both
parties and satisfactory performance as determined by the County; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
INTRODUCTION:
This report provides details on the Request for Proposal (RFP) for the Operation of the
Elgin Manor Wastewater Treatment Plant (EMWWTP) and seeks Council's approval to
award the contract.
The EMWWTP located behind Elgin Manor is a fully automated plant and has been in
operation since 2006. The plant has been operated by OCWA since the plant opened.
Currently, EMWWTP receives flow from Elgin Manor, Southwold Public School and
Royal Oak Senior Living.
At the June 13, 2023 County Council meeting, Council approved a staff
recommendation to extend the current agreement with OCWA for the operation of the
EMWWTP to December 31, 2023. The extension allowed for additional time to initiate
and complete the required RFP process.
Page 78 of 134
2
bAUKUKUUND AND DISCUSSION:
The RFP for the Contract Operation of the EMWWTP was issued on September 13,
2023. The RFP document is attached to this report as Attachment 1. The RFP closed
on October 6, 2023 and only one (1) proposal was received.
Information that was advertised and posted on the County's Bid Portal page
u ca including dates, proposals submitted and a
complete plan takers list is attached to this report as Attachment 2.
Due to the fact that only one proposal was received and the proposal was from the
current operator of the plant, a formal evaluation process was not conducted. Staff
instead reviewed the proposal from OCWA to ensure compliance with the requirements
of the RFP.
The proposal from OCWA is complete and complies with the terms and conditions of
the RFP process. The new contract includes the responsibility of the contract operator
to manage the entire sludge removal process. Previously this was not part of the
contract and resulted in additional costs to the County depending on how the process
was managed. Including this as part of the contract ensures that the contract operator
manages the sludge process in an efficient manner that complies with all environmental
regulations.
FINANCIAL IMPLICATIONS:
The total cost to operate the plant for a five-year term is $553,680 plus HST.
The current annual cost to operate the plant is $80,343 plus HST, resulting in an
increase of approximately 30%. OCWA has indicated that approximately 20% of the
increase relates to the addition of sludge removal costs into the agreement and the
remaining 10% increase relates to inflationary factors such as insurance, vehicles, fuel,
training and staffing costs.
The cost for services for the optional years will calculated on the year five cost plus any
CPI adjustment as calculated by Statistics Canada and any adjustment required for
maintaining insurance.
The County currently receives revenue from the Thames Valley District School Board
and Diamond Senior Living Corp. through separate agreements for their use of the
EMWWTP.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Page 79 of 134
serving tigin
® 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:
None
CONCLUSION:
Investing in Elgin
® Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
® Delivering mandated
programs and services
efficiently and
effectively.
The County's current agreement for the operation of the Elgin Manor Wastewater
Treatment plant is expiring at the end of this year. Staff issued a Request for Proposal
and is recommending Ontario Clean Water Agency be selected as the operator for the
new contract term. This new agreement provides for the continued operation of the
plant by an experienced operator.
All of which is Respectfully Submitted
Ryan Terpstra
Manager of Corporate Facilities
Mike Hoogstra
Manager of Procurement & Risk
Peter Dutchak
Director of Engineering Services
Approved for Submission
Don Shropshire
Chief Administrative Officer/Clerk
3
Page 80 of 134
Attachment 1
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CONTRACT OPERATION OF THE ELGIN MANOR
WASTEWATER TREATMENT PLANT
REQUEST FOR PROPOSAL
No. 2023-P24
Proposals shall be received by the Bidding System no later than:
OCTOBER 6, 2023 @ 3:00 p.m. (local time)
Issue Date: September 13, 2023
Page 81 of 134
Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
INDEX
DEFINITIONS AND INTERPRETATIONS.................................................................................................... 3
SECTION 1.0 - INFORMATION TO PROPONENTS................................................................................... 4
1.1 Introduction and Background........................................................................................ 4
1.2 Proposal Format and Delivery.......................................................................................4
1.3 Designated Official......................................................................................................... 5
1.4 Questions / Inquiries...................................................................................................... 5
1.5 Addenda..........................................................................................................................6
1.6 Site Tour.......................................................................................................................... 6
1.7 RFP Schedule.................................................................................................................. 7
1.8 Proponent Communications.......................................................................................... 7
1.9 Proponent Investigations............................................................................................... 7
SECTION 2.0 -TERMS OF REFERENCE..................................................................................................... 8
2.1
Background and Plant Information............................................................................... 8
2.2
Scope of Services............................................................................................................
9
2.3
Staffing..........................................................................................................................10
2.4
Reporting......................................................................................................................
10
2.5
Capital Expenditures....................................................................................................
10
2.6
Sludge............................................................................................................................10
2.7
Other Expenditures......................................................................................................
11
2.8
Emergency Situations...................................................................................................
11
2.9
Confined Space Work...................................................................................................
11
2.10
Term of Contract..........................................................................................................
11
SECTION 3.0 - PROPOSAL REQUIREMENTS.......................................................................................... 12
3.1 Proposal Submissions................................................................................................... 12
3.2 Proposal Submission Requirements............................................................................ 12
3.3 Financial Submission Requirements............................................................................ 13
3.4 Evaluation Process........................................................................................................ 13
3.5 Evaluation Criteria........................................................................................................ 14
3.6 Ratings...........................................................................................................................14
3.7 Presentation and Interview......................................................................................... 15
SECTION 4.0 - GENERAL CONDITIONS..................................................................................................
17
4.1
Rights of the County.....................................................................................................
17
4.2
Conflict of Interest........................................................................................................
18
4.3
Modified Proposals......................................................................................................
18
4.4
Disqualification of Proponents....................................................................................
18
4.5
Confidentiality..............................................................................................................
18
4.6
Proposal Assignments..................................................................................................
19
4.7
Purchasing Policy..........................................................................................................
19
1
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Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
4.8
Failure to Perform........................................................................................................
19
4.9
Award and Agreement.................................................................................................
19
4.10
Insurance Requirements..............................................................................................
19
4.11
Indemnification............................................................................................................
20
4.12
WSIB Requirements.....................................................................................................
20
4.13
Compliance with the Accessibility for Ontario with Disabilities Act 2005 ................
21
4.14
Disqualification.............................................................................................................21
4.15
Record and Reputation................................................................................................
21
4.16
Proponent's Costs........................................................................................................
22
4.17
Legal Matters and Rights of the County......................................................................
23
4.18
Human Rights, Harassment and Occupational Health and Safety ............................
24
4.19
Covid-19 Pandemic.......................................................................................................
24
4.20
Clarification...................................................................................................................24
4.21
Supplementary Information........................................................................................
24
4.22
Default / Non-Performance.........................................................................................
24
APPENDIX A - SAMPLE AGREEMENT.................................................................................................... 25
APPENDIX B — EMWWTP ANNUAL REPORT...............................................................................Attached
K
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Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
DEFINITIONS AND INTERPRETATIONS
The following definitions apply to the interpretation of the Request for Proposal Documents;
1. "Addenda or Addendum" means such further additions, deletions, modifications or other changes
to any Request for Proposal Documents.
2. "Authorized Person" means;
i. For a Proponent who is an individual or sole proprietor that person.
ii. For a Proponent which is a partnership, any authorized partner of the Proponent.
iii. For a Proponent which is a corporation:
a) any officer of director of the corporation; and
b) any person whose name and signature has been entered on the document
submitted with the Request for Proposal, as having been authorized to participate
in the completion, correction, revision, execution, or withdrawal of the submission,
whether that person is or is not an officer or director.
iv. For a Proponent that is a joint venture, the submission shall be signed by a person for and
on behalf of each joint venture or, if they warrant that they have the authority vested in
them to do so, one person so authorized may sign on behalf of all joint ventures.
3. "Bidding System" means the County's bid portal website operated by bids&tenders'" and posted
as https://elgincounty.bidsandtenders.ca/Module/Tenders/en
4. "Contract Operator" or "Operator" means the Proponent who has been approved by the County to
operate the Elgin Manor Wastewater Treatment Plant.
5. "County" refers to the Corporation of the County of Elgin.
6. "Designated Official" refers to the Manager of Procurement & Risk for the County of Elgin.
7. "EMWWTP" refers to the Elgin Manor Wastewater Treatment Plant.
8. "Proposal" means the Response in the form prescribed by this Request for Proposal Document and
completed and submitted by a Proponent in response to and in compliance with the Request for
Proposal.
9. "Proponent" means the legal entity submitting a proposal.
10. "Request for Proposal (RFP)" means the document issued by the County in response to which
Proponents are invited to submit a proposal that will result in the satisfaction of the County's
objectives in a cost-effective manner.
11. "Successful Proponent" means the Proponent whose proposal has been approved by the County.
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Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
SECTION 1.0 - INFORMATION TO PROPONENTS
1.1 Introduction and Background
The County of Elgin is inviting proposals from qualified Service Providers for the operation of the Elgin
Manor Wastewater Treatment Plant located at 39232 Fingal Line in the Township of Southwold. The
facility is located behind Elgin Manor Long Term Care Home.
The successful Proponent will possess the requisite technical skills to deal with the matters to be
addressed in the following tasks and will be required to work directly with County staff, the public and
other agencies in a professional manner. The firm, in addition to technical qualifications, must exhibit
skills such as timeliness, diplomacy, tact, strong communication ability and an understanding of the
County.
Further information regarding the scope of work is included in Section 2.0.
1.2 Proposal Format and Delivery
PLPCTROINflC III'11110POSAL ;"! i.IVBIV'illl;"! SIONS 01YU11, shall be received by the Bidding System. Hardcopy
submissions not permitted.
All Proponents shall have a Bidding System Vendor account with bids&tenders'" and be registered as a
Plan Taker forthis RFP opportunity, which will enable the Proponent to download the Request for Proposal
document, download Addendums, receive email notifications pertaining to this RFP and to submit their
proposal electronically through the Bidding System.
Proponents are cautioned that the timing of their Proposal Submission is based on when the proposal is
RECEIVED by the Bidding System, not when a proposal is submitted, as proposal transmission can be
delayed due to file transfer size, transmission speed, etc.
For the above reasons, it is recommended that sufficient time to complete your proposal submission and
attachment(s) (if applicable) and to resolve any issues that may arise. The closing time and date shall be
determined by the Bidding System's web clock.
Proponents should contact bids&tenders'" support listed below, at least twenty-four (24) hours prior to
the closing time and date, if they encounter any problems. The Bidding System will send a confirmation
email to the Proponent advising that their proposal was submitted successfully. If you do not receive a
confirmation email, contact bids&tenders'" support at support@bi san ten ers.ca.
Late Proposals are not permitted by the Bidding System.
To ensure receipt of the latest information and updates via email regarding this RFP, or if a Proponent has
obtained this RFP document from a third party, the onus is on the Proponent to create a Bidding System
Vendor account and register as a Plan Taker for the RFP opportunity.
4
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Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
Proponents may edit or withdraw their proposal submission prior to the closing time and date. However,
the Proponent is solely responsible to ensure the re -submitted proposal is received by the Bidding System
no later than the stated closing time and date.
The onus unequivocally remains with the Proponent to ensure that the proposal is submitted electronically
prior to the deadline and in accordance with the submission instructions.
The County, its elected officials, employees and agents shall not be responsible for any liabilities, costs,
expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by
reason of the acceptance, or non -acceptance by the County of any proposal, or by reason of any delay in
the acceptance of any proposal.
The County shall not be liable for any cost of preparation or presentation of proposals, and all proposals
and accompanying documents submitted by the Proponent become the property of the County and will
not be returned. There will be no payment to Proponents for work related to, and materials supplied in
the preparation, presentation and evaluation of any proposal, nor for the Contract negotiations whether
they are successful or unsuccessful.
1.3 Designated Official
For the purpose of this contract Mike Hoogstra, Manager of Procurement & Risk for the County is the
"Designated Official" and shall perform the following functions: releasing, recording, and receiving
proposals, recording and checking of submissions; answering queries from perspective proponents,
considering extensions of time, reviewing proposals received, ruling on those not completing meeting
requirements and coordinating the evaluation of the responses.
1.4 Questions / Inquiries
All inquiries regarding this RFP shall be directed through the Bidding System online by clicking on the
"Submit a Question" button for this bid opportunity. Questions submitted through the bidding system
are directed to the Designated Official.
The deadline for submitting questions is noted in Section 1.6.
If during the period prior to submission of proposals, the County determines, in its sole and unfettered
discretion, that part of the RFP requires formal amendment or clarification, written addenda to this RFP
will be distributed to all registered Proponents.
No clarification requests will be accepted by telephone, fax or in -person meeting. Responses to
clarification requests will be provided to all interested parties. Inquiries must not be directed to other
County employees or elected officials. Directing inquiries to someone other than the Designated Official
may result in your submission being rejected.
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Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
1.5 Addenda
The County, may at its discretion, amend or supplement the RFP documents by addendum at any time
prior to the closing date. Changes to the RFP documents shall be made by addendum only. Such
changes made by addendum shall be supplementary to and form an integral part of the RFP documents
and should be allowed for in arriving at the total cost. The County will make every effort to issue all
addenda no later than three (3) days prior to the closing date.
Proponents shall acknowledge receipt of any addenda through the Bidding System by checking a box for
each addendum and any applicable attachment.
It is the sole responsibility of the Proponent to have received all Addenda that are issued. Proponents
should check online at https://el incounty. i san ten ers.ca/ o ule/Tenders/en prior to submitting
their proposal and up until the RFP closing time and date in the event additional addenda are issued.
If a Proponent submits their proposal prior to the RFP closing time and date and an addendum has been
issued, the Bidding System shall WITHDRAW the proposal submission and the bid status will change to an
INCOMPLETE STATUS and Withdraw the proposal. The Proponent can view this status change in the "MY
BIDS" section of the Bidding System.
The Proponent is solely responsible to:
• make any required adjustments to their proposal; and
• acknowledge the addenda; and
• Ensure the re -submitted proposal is RECEIVED by the Bidding System no later than the stated RFP
closing time and date.
The Proponent shall not rely on any information or instructions from the County or a County
Representative except the RFP Documents and any addenda issued pursuant to this section.
1.6 Site Tour
A site tour will be held on September 20, 2023 @ 3:30 P.M. at the Elgin Manor WWTP, 39262 Fingal
Line, just west of St. Thomas. Proponents shall meet at the WWTP, located behind the Long -Term
Care Home. Proponents shall examine the RFP documents and make personal examination of the site
in order to acquaint themselves with the conditions under which they will be obliged to work.
Proponents are to examine the site and satisfy themselves of all site conditions prior to submitting a
Proposal. Staff from the County of Elgin shall assume no responsibility whatsoever in providing site
details on site conditions. The Proponent is not to claim at any time after the submission of the proposal
that there was any misunderstanding of the terms and conditions of the Contract relating to the site
conditions.
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Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
1.7 RFP Schedule
The RFP process will be governed according to the following schedule. Although every attempt will be
made to meet all dates, the County reserves the right to modify or alter any or all dates at its sole
discretion by notifying all Proponents through the bidding system.
Issue RFP:
Site Tour:
Last Date for Questions:
RFP Close:
Interviews/Presentations
Award of Contract:
September 13, 2023
September 20, 2023 @ 3:30 p.m.
September 29, 2023 @ 4:00 p.m.
October 6, 2023 @ 3:00 p.m.
October 25, 2023*
November 14, 2023*
*Dates noted above are an approximation only and are subject to change.
1.8 Proponent Communications
Each Proponent is solely responsible to ensure that all contact information for the Proponent is accurate
and updated at all times during the RFP process. Proponents may update or revise their contact
information in their Bidding System Vendor account. All correspondence from the County to a
Proponent will be issued through the Bidding System.
1.9 Proponent Investigations
Each Proponent is solely responsible, at its own cost and expense, to carry out its own independent
research, due diligence or to perform any other investigations, including seeking independent advice,
considered necessary by the Proponent to satisfy itself as to all existing conditions affecting the Proposal
for this RFP. The Proponents' obligations set out in this RFP apply irrespective of any background
information provided by the County or information contained in the RFP Documents or in responses to
questions.
The County does not represent or warrant the accuracy or completeness of any information set out in
the RFP Documents or made available to Proponents. The Proponents shall make such independent
assessments as they consider necessary to verify and confirm the accuracy and completeness of all such
information as any use of or reliance by Proponents an any and all such information shall be at the
Proponent's sole risk and without recourse against the County.
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Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
SECTION 2.0 - TERMS OF REFERENCE
2.1 Background and Plant Information
The Wastewater Treatment Plant (WWTP) at the Elgin Manor Site (Site) is located at 39232 Fingal Line,
R.R. #1 in Southwold Township, just outside of the City of St. Thomas in Elgin County. The WWTP was
constructed at the site in the vicinity of the existing Elgin Manor LTC Home in 2005. The effluent from
the WWTP is discharged to Dodd Creek. The dual train process flow using biological nutrient removal
treatment process (BNR) was designed to meet the applicable Ministry of the Environment effluent
criteria at a design average flow of up to 100 cubic metres per day (m3/d) as per Certificate of Approval
1236-6BZLNC dated May 20t", 2005. As per the Certificate of Approval, the WWTP can serve the Elgin
Manor LTC Home, the Senior's Apartment Complex and the adjacent elementary school. Currently, the
WWTP receives flow from Elgin Manor, Southwold Public School and Royal Oak Senior Living.
The biological treatment process employed in the plant is a two -stage integrated Biological Nutrient
Removal (BNR) process. The combined Anoxic-Oxic process provides for carbonaceous biochemical
oxygen demand (cBOD) removal, nitrification and denitrification. Sewage is pumped from the EQ tank to
the anoxic tank, then to the aeration (oxic) tank, the clarifier and the sand filter. Treated final effluent is
discharged to Dodd Creek. The organic material is removed from the waste through the metabolic
oxidation/reduction by the microorganisms present in the anoxic and aeration tanks. The vast majority of
these microorganisms are bacteria and higher groups, and the concentration of the microorganisms in the
mixed liquor can be approximated through the concentration of the Mixed Liquor Volatile Suspended
Solids (MLVSS) in the system.
The anoxic tank is provided with submersible mixers to ensure that the entire tank contents remain in full
suspension. Nitrified mixed liquor is returned from the end of the aeration tank to the anoxic process by
two submersible pumps. These pumps return the mixed liquor at a manually adjustable rate ranging
from 200 to 800 percent of the average influent flow rate. The internal recycle stream is denitrified in
the anoxic tank by anaerobic bacteria, which convert nitrate to nitrogen gas. The anaerobic bacteria
require an organic carbon source for cell synthesis while obtaining energy by converting nitrate to
nitrogen gas. Acetate was provided during plant start-up as a supplementary carbon source to maintain
a viable population of denitrifying bacteria. The remaining quantity of phosphorus that is not removed
biologically is removed from the wastewater by chemical precipitation using alum.
8
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Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
2.2 Scope of Services
The services required at the facility include but are not limited to:
- Complete operation of the facility with trained personnel on a part-time basis between the
hours of 07:30 to 16:00, Monday to Friday;
- Ensure daily operations comply with all Environmental Laws and the certificate of approval;
- Perform routine maintenance duties to equipment by following preventative maintenance
procedures;
- Inspect process control equipment to ensure proper operation of wastewater treatment
clarifiers, pumps, blower and aeration systems, filters, sludge holding tanks, alum and other
chemical feeders;
- Operate pump controls and valve controls for pumping all process streams;
- Check return sludge rates; compare to routine calculations and determine operational
adjustment requirements;
- Calculate, record and analyze the amount of wastewater treated, the daily flows and monthly
flows;
- Collect influent and effluent samples for analysis, perform inspections and testing, as required;
- Monitor and adjust dosages of process chemicals are required;
- Check filters and backwash as required;
- Calibrate equipment in accordance with the Facility's Certificate of Approval;
- Carry out a routine lubrication program including greasing and oiling as required in the
lubrication schedule;
- Maintain an inventory of all key equipment and tools;
- Maintain records regarding the operation of the Facility in compliance with Environmental Laws;
- Provide tools and monitoring equipment as required to complete noted maintenance and
monitoring activities;
- Report complaints, odour and other plant operation problems, as required.
- Record information on the frequency of equipment breakdown and repair costs to determine
replacement needs;
- Recommend to the County capital improvements to the plant and equipment;
- Ensure security of the Facility by locking doors and gates;
- Prepare the Facility for any scheduled inspection by the Ministry of Environment and Climate
Change ("MOECC") and accompany the MOECC during such inspections;
- Report to the Ministry of the Environment to satisfy current regulations;
- Review with the County any inspection reports that are provided;
- Report to the County on a semi-annual basis on the performance of the facility;
- Provide incident Reports, as required;
- Be available 24/7 for any emergency situations relating to the operation of the facility;
9
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Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
2.3 Staffing
The contract operator shall ensure that staff working at the facility are certified operators and trained in
normal process operation and maintenance of the Facility and that all staff are trained to deal with
emergency situations.
Labour rates on business days, Monday to Friday, (07:30 to 16:00) shall be a monthly average of 56 hours
per month for an operator.
The contract operator shall obtain prior approval from the County for all extra hours to be billed which
are not included in the monthly operating fee.
2.4 Reporting
The contract operator shall provide a facility performance report, semi-annually to the County. There is
also an annual facility report required by the ECA permit to be submitted to the MOECC.
2.5 Capital Expenditures
All capital expenditures shall be the responsibility of the County. Capital expenditures are to the charges
for all capital items in relation to the facility including new or replacement equipment, any overhaul or
rebuild of equipment, any non -routine repair or maintenance, any alterations and any associated
installations, commissioning including labour.
The contract operator shall provide to the County no later than September 30 of each year an estimate
of the capital expenditures required for the operation of the facility for the following year. The County
will provide written authorization to the operator noting the capital expenditures approved. The
contract operator will proceed and be responsible for coordinating the capital expenditures on behalf of
the County.
2.6 Sludge
All sludge removal, storage and spreading costs shall be included as part of the contract. The contract
operator shall manage the entire sludge storage and removal process in compliance with all relevant
Environmental Laws.
Note that the decanting process takes additional time because the mud well pump is smaller than the
decant pump therefore staff are constantly stopping the process to allow the mud well to catch up.
The quantities of sludge plus the estimated quantity for 2023 is listed below:
2021- 300 m3
2022 - 340m3
2023 - estimated 300 m3
Page 91 of 134
10
Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
2.7 Other Expenditures
Any unanticipated expenditures or additional costs incurred by the contract operator in order to address
a change in applicable laws, work required by a regulatory order (MOE, MOL) or identified through an
inspection that is not the responsibility of the contract operator will be the responsibility of the County.
All hydro, communication and continuous monitoring (SCADA) costs related to the facility will be paid for
by the County.
2.8 Emergency Situations
The contract operator shall available 24/7 for any emergency situations relating to the operation of the
facility.
The contract operator shall ensure that there are contingency plans in place for staff to address non -
routine operational situations and emergency situations such as spills, by-passes, overflows, hydro
interruptions and equipment failure.
In the event of an emergency, the contract operator shall implement such contingency plans and shall
make all reasonable efforts to maintain the facility in accordance with Environmental Laws.
In the event on an emergency response outside of regular work hours, time shall be billed to the County
in accordance with the rates included in the operator's proposal. The facility is equipped with an auto
dialer to notify the contract operator of alarms. The contract operator shall respond to all
alarms/notifications from the plant.
2.9 Confined Space Work
The contract operator shall provide staff to perform confined space work at other County facilities (three
Long Term Care Homes) on an hourly rate basis. The hourly rate for confined space work shall be listed
on the electronic Pricing Forms in the Bidding System. The contract operator's staff must be trained to
enter confined space areas and must adhere to Ministry of Labour requirements.
Annual checks and annual maintenance are required for the following locations:
Bobier Villa, 29491 Pioneer Line, Dutton
Elgin Manor, 39262 Fingal Line, Fingal
Terrace Lodge, 49462 Talbot Line, Aylmer
2.10 Term of Contract
The term of contract is for a five (5) year term, commencing on January 1, 2024 to December 31, 2028.
The County at its discretion may extend the contract up to an additional two (2), two (2) year terms upon
mutual agreement between both parties.
The cost for services for the optional years will calculated on the year five cost plus any CPI adjustment as
calculated by Statistics Canada and any adjustment required for maintaining the insurance.
11
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Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
SECTION 3.0 - PROPOSAL REQUIREMENTS
3.1 Proposal Submissions
ELECTROINflC III'':1I° 0POSIII.. ;"! 1 1BIV'ill5SIONS 01YU11, shall be received by the Bidding System.
Hardcopy submissions not permitted.
Failure to include the submission requirements may result in your proposal being disqualified.
3.2 Proposal Submission Requirements
Proponents shall upload a PDF Proposal Submission to the Bidding System.
The submission shall be no longer than fifteen (15) single sided pages (Arial 12 font or equivalent),
excluding a schedule, appendix and the Curricula Vitae. The submission should include all of the
information listed in this Technical Proposal Requirements section.
Each response to a request should clearly identify the section of this RFP to which it is responding (by
number and heading). The Proponent should provide information of sufficient scope and depth to
demonstrate the ability of the Proponent to deliver the services described in this RFP.
Information submitted is subject to verification, and further pertinent information may be obtained
from references.
a) Section 1: Overview
A narrative demonstrating the operator's understanding of the full scope of services, reasons why
the Proponent is interested in taking on this project, and its familiarity with the County of Elgin
and similar facilities.
b) Section 2: Work Program
The approach and methodology to be pursued for the provision of the services requested in
the Request for Proposal.
c) Section 3: Operations Team
Identify the Operators proposed for the operation of the facility. For each member of the
team, confirm if the individual is a full-time, permanent employee of the Proponent, their
qualifications and their role in operating the facility. Include the total number of hours the
operations team will provide monthly.
d) Section 4: Company Experience
Demonstrate the experience and capability of your company by providing details on the
experience in operating plants of similar size and scope.
e) Section 5: References
Provide at least three (3) references the County may contact. References should be from clients
for which you are operating a similar sized wastewater treatment plant or larger.
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The reference information must contact the agency name, contact person, email and phone
number.
3.3 Financial Submission Requirements
Proponents are required to complete the electronic Pricing Forms in the Bidding System. The proposal
submission must clearly state which services are not included in your financial pricing submission.
Fees & expenses shall not include contingencies or HST.
3.4 Evaluation Process
Each proposal will be evaluated on its clarity and the demonstrated understanding of the Project
requirements, the services proposed and timeframes, as well as the proponent's experience and the
anticipated benefit to Elgin County. A short list of firms may be created for purposes of an interview or
presentation, should this be required. Proponents may be contacted to explain or clarify their proposals;
however, they will not be permitted to alter information as submitted.
An Evaluation Committee will be established from members of the County or any others as deemed
necessary.
Proposals will be evaluated on the basis of all information provided by the Proponent. Each proposal will
be reviewed to determine if the proposal is responsive to the submission requirements outlined in the
RFP. Failure to comply with these requirements may deem the proposal non -responsive.
Selection of a proposal will be based on (but not solely limited to) the following criteria and any other
relevant information provided by the Proponent at the time of submission as well as any additional
information provided during subsequent meetings with the Proponent.
In recognition of the importance of the procedure by which a Proponent may be selected, the following
criterion outlines the primary considerations to be used in the evaluation and consequent awarding of
this project (not in any order). The County reserves the right to evaluate and rank each submission using
criterion noted. Actual scores will be confidential.
The County reserves the right to request confidential references for any of the proponent's projects
listed, as well as any of the proponent's other projects, and factor the ratings from all references,
whether completed or in progress.
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3.5 Evaluation Criteria
Proposals will be evaluated based on the following weighted evaluation factors:
Maximum
Rated Criteria
Points
Firm's Understanding of Objectives and Requirements
Demonstrated understanding of Work Program / Approach and
Methodology
15
25
Responsiveness to the RFP, completeness of submission
10
Firm's Experience and Operators Experience
Completeness / Corporate Experience
10
Proposed onsite operator experience
10
30
Experience in operating similar facilities
10
Hours
10
Number of hours proposed to operate the facility
Price
30
Cost for operating plant
Competitiveness of hourly rates
5
References
(Pass / Fail)
Total Score
100
3.6 Ratings
For consistency, the following table describes the characteristics attributable to particular scores between
0-10.
0
Unacceptable
Did not submit information
1
Very Poor
Information provided does not meet any requirements
2
Poor
Barely meets some requirements, does not meet others.
3
Weak
Minimally addresses some, but not all of the requirement of the scope.
Lacking in critical areas
4
Below Average
Addresses most of the requirements of the criteria to the minimum
acceptable level. Lacking in some areas.
Somewhat
Addresses most, but not all, of the requirements of the criteria to the
5
Satisfactory
minimum acceptable level. May be lacking in some areas that are not
critical.
6
Satisfactory
Adequately meets most of the requirements of the criteria. May be
lacking in some areas that are not critical.
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7
Good
Meets all requirements of the criteria.
8
Very Good
Somewhat exceeds the requirements of the criteria.
9
Excellent
Exceeds the requirements of the criteria in ways that are beneficial.
10
Outstanding
Proposal exceeds the requirements of the criteria in superlative ways /
very desirable.
The lowest operating fee proposed shall be awarded the full amount of points available for the fee
portion of the evaluation. All higher fees proposed shall be awarded points, rounded to the closest full
point for the cost portion of the evaluation by the following:
Lowest Cost _ Proposed Cost x Maximum Points = Total Cost Points.
It should be emphasized that pricing/cost is only one of the factors being considered in determining the
successful Proponent.
In submitting a proposal, the Proponent acknowledges the County's right to accept other than the lowest
priced proposal and expressly waives all rights for damages or redress as may exist in common law
stemming from the County's decision to accept a proposal which is not the lowest price proposal, if it is
deemed to be in the County's best interest to do so.
All qualified proposal submissions will be reviewed and evaluated. Additional information may be
requested if necessary.
Only the proposal response and Curricula Vitae requested will be evaluated. Proponents must include all
relevant information in the required page limit restriction identified in section 3.2.
3.7 Presentation and Interview
The County may have the two highest scoring Proponents attend an interview to present the evaluation
team with additional insight into the Proponent's ability to meet the requirements as requested in the
RFP. The County reserves the right to interview more or fewer than two Proponents based on the scoring
results. Note- If the County elects to interview short listed proponents, the proposed Project Manager is
required to attend.
The interviews would be conducted by the representatives of the Evaluation Committee via Zoom Web
Conferencing. Senior staff members to be assigned to this project must attend the interview.
Presentations shall follow this general format:
➢ Introduction of Proponents Project Team (5 minutes)
➢ Proponent Presentation of the Proposal (15 minutes)
➢ Questions from Interview Committee (5 minutes)
➢ Questions from Proponents (5 minutes)
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The Proponents will be notified of the final format and exact date and time for interviews / presentations
in advance.
For the interview portion of the evaluation (if required), the County of Elgin will be using the rating
criteria shown below and will evaluate each short-listed Proponent only.
Interview Criteria and Weighting (Second Stage if required):
Criteria Category Weighted Points
Presentation 25
The score from the proposal evaluations and the Interview will be combined to determine an overall
score.
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SECTION 4.0 - GENERAL CONDITIONS
4.1 Rights of the County
The County is not liable for any costs incurred by the Proponent in the preparation of their response to
the RFP or selection interviews, if required. Furthermore, the County shall not be responsible for any
liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or
subsequent to, or by reason of the acceptance, or non -acceptance by the County of any proposal or by
reason of any delay in the award of the contract.
The County reserves the right to accept any proposal, in whole or in part, that it feels most fully meets
the selection criteria. Therefore, the lowest cost proposal, or any proposal may not necessarily be
accepted. County staff shall evaluate all compliant proposals received by the closing time and make
evaluations and recommendations for acceptance.
The County reserves the right to request specific requirements not adequately covered in their initial
submission and clarify information contained in the Request for Proposal.
The County reserves the right to modify any and all requirements stated in the Request for Proposal at
any time prior to the possible awarding of the contract.
The County reserves the right to cancel this Request for Proposal at any time, without penalty or cost to
the County. This Request for Proposal should not be considered a commitment by the County to enter
into any contract.
The County reserves the right to enter into negotiations with the selected Proponent. If these
negotiations are not successfully concluded, the County reserves the right to begin negotiations with the
next selected Proponent.
Proposals shall remain open and subject to acceptance for a period of ninety (90) days from closing date.
In the event of any disagreement between the County and the Proponent regarding the interpretation of
the provisions of the Request for Proposal, the Director of Financial Services or an individual acting in
that capacity, shall make the final determination as to interpretation.
No proposal shall be accepted from any person or Proponent who, has a claim or has instituted a legal
proceeding against the County or against whom the County has a claim or has instituted a legal
proceeding, without the prior approval of County Council. This applies whether the legal proceeding is
related or unrelated to the subject matter of this RFP.
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4.2 Conflict of Interest
The Proponent declares that no person, firm or corporation with whom or which the Proponent has an
interest, has any interest in this RFP or in the proposed contract for which this proposal is made.
The Proponent further declares that no member of the Council of the County and no officer or employee
of the County will become interested directly or indirectly as a contracting party, partner, shareholder,
surety, or otherwise in or in the performance of the Contract or in the supplies, work or business to
which it relates, or in any portion of the profits thereof, or in any of the money to be derived there from.
Should the Proponent feel that a conflict of interest or potential conflict of interest exists; the Proponent
must disclose this information to the County prior to the submission of a proposal. The County may, at
its discretion, delay any evaluation or award until the matter is resolved to the County's satisfaction. The
County may allow a conflict of interest or potential conflict of interest to exist if it is satisfied that there
are adequate safeguards in place and if the County determines that it is in its best interests to do so.
The County reserves the right to disqualify a proposal where the County believes a conflict of interest or
potential conflict of interest exists.
4.3 Modified Proposals
In the event that a preferred proposal does not entirely meet the requirements of the County, the
County reserves the right to enter into negotiations with the selected Proponent, to arrive at a mutually
satisfactory arrangement and to make any modifications to the proposal as are in the best interests of
the County.
4.4 Disqualification of Proponents
More than one Proposal from an individual firm, partnership, corporation or association under the same
or different names will not be considered. A Proponent shall not discuss or communicate, directly or
indirectly with any other Proponent, any information whatsoever regarding the preparation of its own
Proposal or the Proposal of the other Proponent. Proponents shall prepare and submit Proposals
independently and without any connection, knowledge, comparison of information or arrangement,
direct or indirect with any other Proponent. Collusion between Proponents will be sufficient for rejection
of any Proposals so affected.
4.5 Confidentiality
The proposal must not be restricted by any statement, covering letter or alteration by the Proponent in
respect of confidential or proprietary information. The County will treat all proposals as confidential. The
County will comply with the Municipal Freedom of Information and Protection of Privacy Act, and its
retention by-law pursuant to the Municipal Act, in respect of all proposals. All Public Reports approved
by the Council of the County will become public information.
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4.6 Proposal Assignments
The successful Proponent will not be permitted to assign or transfer any portion of the proposal as
submitted or the subsequent agreement without prior written approval from the County.
4.7 Purchasing Policy
Submissions will be solicited, received, evaluated, accepted and processed in accordance with the
County's Purchasing Policy as amended from time to time. In submitting a proposal in response to this
RFP, the Proponent agrees and acknowledges that it has read and will be bound by the terms and
conditions of the County's Purchasing Policy. The Purchasing Policy can be viewed on the County's
website, www®elincounty®ca
4.8 Failure to Perform
Failure to comply with all terms and conditions of this proposal, and failure to supply all documentation,
as required herein, shall be just cause for cancellation of the award. The County shall then have the right
to award this contract to any other Proponent or to re -issue this RFP.
4.9 Award and Agreement
The Proponent that fully meets the requirements and scores the highest based on the evaluation criteria,
will be recommended for award. Once the award is made and approved by the County or County
Council, the report recommending such award including the total cost of the awarded project shall be a
matter of public record, unless otherwise determined by Council.
A written agreement, prepared by the County shall be executed by the County and the successful
Proponent. The complete proposal package submitted by the successful proponent, together with the
entire Request for Proposal documents prepared by the County of Elgin, shall form part of the
Agreement (see attached sample of agreement in Appendix A).
4.10 Insurance Reauirements
Any agreement resulting from this RFP will contain the following insurance requirements:
a) Comprehensive general liability insurance including bodily injury, property damage liability,
personal injury liability, completed operations liability, blanket contractual liability, non -owned
automobile and shall contain a severability of interest and cross liability clause to a limit of no less
than ten million ($10,000,000) dollars in respect to any one occurrence. The above -mentioned
policy shall be endorsed to include the County of Elgin as an Additional Insured.
b) Professional Liability insurance covering all activities as described in the Proponent's proposal to a
limit of no less than five million ($5,000,000) per claim and in the aggregate. Such insurance shall
provide coverage for errors and omissions made by the professional in the rendering of, or failure
to render, professional services in connection with the Agreement. Upon completion of the work
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the policy shall remain in force for twelve (12) months. The Proponent must confirm that any
property damage, personal injury or bodily injury resulting from an error or omission is
considered an insurable loss whether coverage is under the Comprehensive General Liability
Policy or the Professional Liability Policy (Errors & Omissions).
c) Pollution Legal Liability covering third party property damage, bodily injury and clean-up costs for
pollution conditions to a limit of no less than five million ($5,000,000) per claim and in the
aggregate.
d) Property Insurance must include Property of Others for a limit of two million ($2,000,000).
Coverage shall be written on an All Risk basis and the County of Elgin shall be shown as the Sole
Loss Payee.
e) Standard OAP 1 Automobile liability policy in the amount of two million ($2,000,000) dollars.
f) The aforementioned policies of insurance shall contain or shall be subject to the following terms
and conditions:
➢ be written with an insurer licensed to do business in Ontario;
➢ be non-contributing with, and will apply only as primary and not excess to any other
insurance or self-insurance available to Elgin County;
➢ contain an undertaking by the insurer to notify the County in writing not less than sixty (60)
days before any material change in risk or cancellation of coverage.
➢ any deductible amounts shall be borne by the Proponent.
➢ Prior to the execution of the Agreement and within fifteen (15) business days of the
placement, renewal, amendment, or extension of all or any part of the insurance, the
Proponent shall promptly provide Elgin County with confirmation of coverage insurance and,
if required, a certified true copy(s) of the policy(s) certified by an authorized representative
of the insurer together with copies of any amending endorsements applicable to the
Agreement.
4.11 Indemnification
The successful Proponent shall indemnify and hold harmless the County of Elgin, its officers, County
Council, Employees and volunteers from and against any liabilities, claims, expenses, demands, loss, cost,
damages, suits or proceedings by whomsoever made, directly or indirectly arising directly or indirectly by
reason of a requirements of this agreement save and except for damage caused by the negligence of the
County or their employees.
4.12 WSIB Requirements
The successful Proponent shall furnish a WSIB Clearance Certificate rp for to commencement of work and
agrees to maintain their WSIB account in good standing throughout the contract period.
If the successful Proponent is a self-employed individual, partner or executive officer who does not pay
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WSIB premium and is recognized by WSIB as an "independent operator" a letter from WSIB
acknowledging independent contractor status and confirming that WSIB coverage is not required must
be provided to the County of Elgin prior to commencement of work.
4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005
The Proponent shall ensure that all its employees and agents receive training regarding the requirements
as outlined in the Integrated Accessibility Standards Regulation (Ontario Regulation 191/11) as well as
the Ontario Human Rights Code. The Proponent is responsible to ensure that all of its employees,
volunteers and others for which the Proponent is responsible are adequately trained.
In accordance with the Accessibility for Ontarians with Disabilities Act, 20051ntegrated Accessibility
Standards Regulation (Ontario Regulation 191111), the County requires content created for the
municipality that is to be posted on our website to be provided in a format which is compliant with
WCAG 2.0 Level AA requirements. As required under Section 14 of the regulation, any content published
on our website after January 1, 2012 needs to be compliant with the WCAG requirements by the
timelines set out in the Regulation. It is the successful Proponent's responsibility to produce the required
documents in an accessible format
4.14 Disqualification
The County may, in its sole discretion, disqualify a proposal or cancel its decision to make an award under
this RFP, at any time prior to the execution of the Agreement by the county, if,
➢ the Proponent fails to cooperate in any attempt by the County to verify any information provided
by the Proponent in its proposal;
➢ the Proponent contravenes one proposal per Person or Entity;
➢ the Proponent fails to comply with the laws of Ontario or of Canada, as applicable;
➢ the Proposal contains false or misleading information;
➢ the Proposal, in the opinion of the County, reveals a material conflict of interest;
➢ the Proponent misrepresents any information contained in its proposal.
4.15 Record and Reputation
Without limiting or restricting any other right or privilege of the County and regardless of whether or not
a proposal or a Proponent otherwise satisfies the requirements of this RFP, the County may disqualify
any proposal from any Proponent, where;
➢ In the opinion of the County Solicitor or the Purchasing Coordinator for the County, the
commercial relationship between the Corporation of the County of Elgin and the Proponent has
been impaired by the prior and/or current act(s) or omission(s) of each Proponent, including but
not limited to:
a) Litigation with the County;
b) The failure of the Proponent to pay, in full, all outstanding accounts due to the County by the
Proponent after the County has made demand for payment;
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c) The refusal to follow reasonable directions of the County or to cure a default under a
contract with the County as and when required by the County or it's representatives;
d) The Proponent has previously refused to enter into an Agreement with the County after the
Proponent's proposal was accepted by the County;
e) The Proponent has previously refused to perform or to complete performance of contracted
work with the County after the Proponent was awarded the contract;
f) Act(s) or omission(s) of the Proponent has resulted in a claim by the County under a bid
bond, a performance bond, a warranty bond or any other security required to be submitted
by the Proponent on an RFP within the previous five years.
➢ In the opinion of County Council or the Chief Administrative Officer, or their designate, there are
reasonable grounds to believe that it would not be in the best interests of the County to enter
into an Agreement with the Proponent, for reasons including but not limited to the conviction or
finding of liability of or against the Proponent or its officers or directors and any associated
entities under any taxation legislation in Canada, any criminal or civil law relating to fraud, theft,
extortion, threatening, influence peddling and fraudulent misrepresentation, the Environmental
Protection Act or corresponding legislation in other jurisdictions, any law regarding occupational
health or safety or the Securities Act or related legislation.
4.16 Proponent's Costs
The Proponent shall bear all costs and expenses incurred by the Proponent relating to any aspect of its
participation in this RFP process, including all costs and expenses related to the Proponent's involvement
in;
➢ the preparation, presentation and submission of its proposal;
➢ the Proponent's attendance at the Proponent's meeting;
➢ due diligence and information gathering processes;
➢ site visits and interviews;
➢ preparation of responses to questions or requests for clarification from the County;
➢ preparation of the Proponent's own questions during the clarification process; and,
➢ agreement discussions.
The County is not liable to pay such costs and expenses or to reimburse or compensate a Proponent
under any circumstances, regardless of the conduct or outcome of the RFP Process, including the
rejection of all proposals or the cancellation of the RFP, and including any negligence of the County in the
conduct of the RFP process.
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4.17 Legal Matters and Rights of the County
This RFP is not an offer to enter into either a bidding contract (often referred to as "Contract A") or a
contract to carry out the project (often referred to as "Contract B"). Neither this RFP nor the submission
of a proposal by a Proponent shall create any contractual rights or obligations whatsoever on either the
Proponent or the County.
The County may at its sole discretion change or discontinue this RFP process at any time whatsoever.
The County may in its sole discretion enter into negotiations with any person, whether or not that person
is a Proponent or a Short -Listed Proponent with respect to the work that is the subject of this RFP.
The County may at its sole discretion decline to evaluate any proposal that in the County's opinion is
incomplete, obscure or does not contain sufficient information to carry out a reasonable evaluation.
Without limiting the generality of the RFP, the County may at its sole discretion and at any time during
the RFP process;
➢ reject any or all of the Proposals;
➢ accept any Proposal;
➢ if only one Proposal is received, elect to accept or reject it;
➢ elect not to proceed with the RFP;
➢ alter the timetable, the RFP process or any other aspect of this RFP; and
➢ cancel this RFP and subsequently advertise or call for new Proposals for the subject matter of this
RFP.
In addition to and notwithstanding any other term of this RFP, the County shall not be liable for any
damages resulting from any claim or cause of action, whether based upon an action or claim in contract,
warranty, equity negligence, intended conduct or otherwise, including any action or claim arising from
the acts or omissions, negligent or otherwise of the County and including any claim for direct, indirect or
consequential damages, including but not limited to damages for loss of profit, loss of reputation, injury
to property and bodily injury that results from the Proponents' participation in the RFP process, including
but not limited to;
➢ the disclosure of a Proponent's confidential information;
➢ the costs of preparation of a Proponents Proposal, whether it is accepted, disqualified or
rejected;
➢ any delays, or any costs associated with such delays, in the RFP process;
➢ any errors in any information supplied by the County to the Proponents;
➢ the cancellation of the RFP; and
➢ the award of the contract to a Proponent other than the Proponent recommended by the
Proposal Review Committee.
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4.18 Human Rights, Harassment and Occupational Health and Safety
The successful Proponent shall be required to comply with the County's policies regarding Human Rights,
Harassment in the Workplace and Occupational Health and Safety as well as all Provincial and Federal
laws, regulations and guidelines regarding Human Rights, Harassment in the Workplace and
Occupational Health and Safety.
4.19 Covid-19 Pandemic
The successful Proponent shall comply with current COVID health and safety measures in place during
the term of this contract.
4.20 Clarification
The County may require the Proponent to clarify the contents of its proposal, including by the submission
of supplementary documentation, or seek a Proponent's acknowledgement of the County's
interpretation of the Proponent's proposal.
The County is not obliged to seek clarification of any aspect of a proposal.
4.21 Supplementary Information
The County may, in its sole discretion, request any supplementary information whatsoever from a
Proponent after the submission deadline including information that the Proponent could or should have
submitted in its proposal prior to the submission deadline. The County is not obliged to request
supplementary information from a Proponent.
4.22 Default / Non -Performance
The County will reserve the right to determine "non-performance" or "poor quality" of service and
further reserves the right to cancel any or all of this contract at any time should the Proponent's
performance not meet the terms and conditions of the RFP upon 30 days written notification to the
Proponent.
"Non-performance" shall mean the failure to meet the complete terms and conditions of this Contract
including, but not limited to, the response time. In the event of such cancellation, the County retains the
right to claim damages as a result of such default.
If the County terminates the Contract, it is entitled to:
a) withhold any further payment to the Proponent until the completion of the work and the expiry of
all obligations under the Contract; and
b) recover from the Proponent any loss, damage and expense incurred by the County by reason of the
default (which may be deducted from any monies due or becoming due to the Proponent).
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APPENDIX A - SAMPLE AGREEMENT
THIS AGREEMENT made in effective this XXXX day of XXXXXXX, 2023.
BETWEEN:
CORPORATION OF THE COUNTY OF ELGIN
(hereinafter called "County")
(hereinafter called "Operator")
OF THE FIRST PART
OF THE SECOND PART
WHEREAS on <Insert Date>, the County issued Request for Proposal No. 2023-1324 and Addendum No. <X>
dated <Insert Date> for the Operation of the Elgin Manor Wastewater Treatment Plant for the County of
Elgin (the "RFP");
AND WHEREAS on <Insert Date> the Operator submitted a proposal in response to the RFP (the
"p ro posa I");
AND WHEREAS the County wishes to enter into an agreement with the Operator for the services, as more
particularly described in the RFP Terms of Reference, attached hereto as Schedule A forming part of this
Agreement (the "Services");
NOW THEREFORE, in consideration of the sum of ONE DOLLAR ($1.00) now paid by the Operator to the
County and performance of the promises, obligations and covenants herein contained, the receipt and
sufficiency of which consideration is hereby irrevocably acknowledged, the Parties hereto covenant and
agree as follows:
ARTICLE 1
The Operator shall provide the Services set forth in Schedule "A" hereto, including but not limited to
satisfaction of all Evaluation and Service Requirements and Qualifications and Requirements as set forth
therein; provided that, if there should be any conflict between the text of this Agreement and the
provisions of the said Schedule "A", the text of this Agreement shall prevail.
ORTiri F 7
The County covenants with the Operator that the Operator, having in all respects complied with the
provisions of this Agreement, will be paid for and in respect of all the work, at the quoted annual rates as
summarized below:
- $XX.00 per year for the period of <Insert Date> to <Insert Date>
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ARTICLE 3
The Term of this Agreement is for a five-year term, deemed to commence on or about January 1, 2024
and expire on December 31, 2028; provided further that the County, in its unfettered discretion, may
extend the within Agreement up to an additional two (2), two (2) year terms upon mutual agreement
between both Parties.
ARTICLE 4
A copy of each of the Terms of Reference and Addendum No. XX are hereto annexed (as Schedule A) and
together with the Operator Proposal, General Conditions, Proposal Requirements and Information for
Proponents relating to the work contemplated herein, even though not attached, all as listed in the RFP
document, form part of and are deemed to be incorporated into this Agreement.
ORTiri F S
In case of any inconsistency or conflict between the provisions of this Agreement and the Terms of
Reference or General Conditions or RFP or any other document or writing, the provisions of such
documents shall take precedence and govern in the following order, namely:
a) Agreement;
b) Addenda;
c) Terms of Reference;
d) Operator Proposal;
e) General Conditions;
f) Proposal Requirements;
g) Information to Proponents.
ARTICLE 6
Either Party may terminate this Agreement at any time, without notice or creation of any right to
compensation or damages, forjust cause, which shall include, without limitation, dishonesty, fraud,
willful deceit or failure to properly fulfill the obligations hereunder where such failure is not remedied
within ten (10) days after notice of same is given.
Notwithstanding that set forth immediately above, either Party hereto may terminate this Agreement,
for convenience and without creating any right to compensation or damages, upon giving at least ninety
(90) days written notice to the other Party.
ARTICLE 7
The Operator shall indemnify and save harmless the County, including it elected officials, officers,
employees and agents and further including their respective heirs, executors, administrators, and assigns
(hereinafter collectively the "Releasees") from and against any and all claims of any nature, actions,
26
Page 107 of 134
Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
causes of action, losses, expenses, fines, costs (including legal costs as between a solicitor and his or her
own client), interest, or damages of every nature and kind whatsoever as arising from the negligence,
errors, omissions, fraud, or willful misconduct of the Operator, including its officers, employees, servants,
agents, and Operators or sub -contractors, or any one or combination of them, as attributable or
connected with the performance, non-performance, or purported performance by the Operator of any
promise, obligation, or covenant as contemplated by this Agreement, save and except to the extent that
same is attributable to or caused by the negligence of the County, its officers, employees, servants,
agents, or Operators or sub -contractors, or any one or combination of them. Furthermore, this indemnity
shall survive the expiration or termination of this Agreement and continue thereafter in full force and
effect.
ARTICLE 8
This Agreement together with its Schedule constitutes the entire understanding between the Parties.
Any change, addition to, or waiver of the terms hereof must be specifically agreed upon, in writing, and
signed by both Parties. Failure on the part of either Party to insist upon the strict observance of any of
the terms and/or conditions herein shall not operate as a waiver of such Party's right to require the
future observance of any such terms or conditions.
ARTICLE 9
The Operator declares that it has either investigated for itself the character of the work and all local
conditions that might affect the proposal or acceptance of the work, or that not having so investigated, it
is willing to assume and does hereby assume all risk of conditions arising or developing in the course of
the work which might or could make the work, or any items thereof, more expensive in character or more
onerous to fulfill, than was contemplated or known when the proposal was made of the Contract signed.
The Operator also declares that it did not and does not rely upon information furnished by any methods
whatsoever, by the County or its officers or employees, being aware that any information from such
sources was and is approximate and speculative only, and was not in any manner warranted or
guaranteed by the County.
ARTICLE 10
Where any notice, direction or other communication is required to be or may be given or made by one of
the parties hereto to the other, it shall be deemed sufficiently given or made if mailed or delivered in
writing to such party at the following addresses:
COUNTY: Corporation of the County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
OPERATOR:
Page 108 of 134
27
Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
Either Party may from time to time change its address for service by notice to the other Party as
previously set out.
For the purposes immediately set forth above, Notices which are served in the manner as set out above
shall be deemed sufficiently given for all purposes of this Agreement, in the case of those personally
served directly upon the Party to be deemed to have been completed upon the date of service, and in
the case of registered mail, on the third postal delivery day following the mailing of the Notice. Should
normal service of mail be interrupted by strikes, slowdown or other cause, then the Party sending the
Notice shall use any similar service which is not been so interrupted in order to secure prompt receipt of
the Notice and for purposes of this Agreement such service shall be deemed to be personal service.
ARTICLE 11
This Agreement shall not be assigned, in whole or in part, by either Party hereto without the prior
written consent of the other Party.
ARTICLE 12
This Agreement shall be construed and interpreted in accordance with the laws of the Province of
Ontario and, when applicable, the Dominion of Canada.
ARTICLE 13
All obligations under this Agreement shall be considered a separate covenant and any declaration of
invalidity of any such covenant shall not invalidate any other such covenant.
ARTICLE 14
The Contract shall apply to and be binding on the parties hereto, their heirs, executors, successors,
administrators, and assigns jointly and severally.
(Balance of Page Left Blank Intentionally)
28
Page 109 of 134
Attachment 1
REQUEST FOR PROPOSAL NO. 2023-P24
CONTRACT OPERATION OF THE ELGIN MANOR WASTEWATER TREATMENT PLANT
ARTY I F it;
This Agreement may be executed in several counterparts, each of which, when so executed, shall
constitute but one and the same document. This Agreement may also be signed in paper form, by
facsimile signature or by electronic signature in accordance with section 11 of the Electronic Commerce
Act, 2000 (Ontario). It may also be signed, whether or not in counterpart, scanned to Adobe° Portable
Document Format (PDF) and delivered by way of electronic mail.
IN WITNESS WHEREOF the Parties hereto have hereunto set their hands and seals on the day and at the
location indicated below or otherwise caused their corporate seals to be affixed, attested by the
signature of their proper officers, as the case may be.
Date:
Location
Date:
Location
Corporation of the County of Elgin
Per:
Name: Ed Ketchabaw
Position: Warden
Per:
Name:
Positio
Don Shropshire
n: Chief Administrative Officer / Clerk
We have the authority to bind the Corporation
M °.
i 11
�' �Lp..i°" OPERA ..i."OR, 11MAiV'iF
Per:
Name:
Position:
I have the authority to bind the Corporation
Page 110 of 134
29
Attachment 1
���r Addendum N o. 1
��
Progressive by Nature
y
Request for Proposal No. 2023-P24
Contract Operation of the Elgin Manor Wastewater Treatment Plant
This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with
all other parts of the Request for Proposal.
The following questions have been received by the County; the County's response follows each
question.
Question 1:
Section 2.3 Staffing states "Labour rates on business days, Monday to Friday, (07.30 to 16.00) shall
be a monthly average of 56 hours per month for an operator."
The current operational hours are above 14 hours per week. Staffing hours were increased when the
second train became operational. Does the County plan to reduce flows back to one train to
accommodate the 14 hours or should proponents be expected to operate both trains and the
operational hours increased?
Answer 1:
Both trains are currently operational. The 56 hours was from the previous RFP when only one train
was operational. This clause has been revised to state "a monthly average of 80 hours for an
operator."
Question 2:
Section 3.2 Proposal Submission Requirements mentions Curricula Vitae and under 3.6, the RFP
states "Only the proposal response and Curricula Vitae requested will be evaluated."
Can you please clarify for which positions the County requires resumes? Or should proponents
simply include staffing bios with highlights of qualifications for all those involved?
Answer 2:
Curricula Vitae are not required for this RFP. Please disregard reference to Curricula Vitae in sections
3.2 and 3.6. Staffing information shall be included with your response to Operations Team noted in
section 3.2c.
Page 111 of 134
Attachment 1
Addendum No. 1
RFP No. 2023-P24
Proponents shall also disregard reference to "schedule" in section 3.2 (2nd paragraph). A schedule is
not required for your proposal response.
End of Addendum No. 1
Addendum Issued: September 20, 2023
Regards,
Mike Hoogstra, CPPB I Manager of Procurement & Risk
P: 519-631-1460, extension 129 1 E: oosra aelin.ca
Page 112 of 134
Attachment 1
Addendum N o. 2
Progressive by Nature
Request for Proposal No. 2023-P24
Contract Operation of the Elgin Manor Wastewater Treatment Plant
This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with
all other parts of the Request for Proposal.
The following questions have been received by the County; the County's response follows each
question.
Question 1:
Regarding section 2.7 Other Expenditures: Can you please confirm other costs that the County will
assume such as chemicals, lab analysis, lab supplies and calibration?
Answer 1:
In addition to the items listed in section 2.7, the County covers all costs related to laboratory analysis,
chemicals (alum) and equipment calibration costs.
Question 2:
What is the expected response time for call outs?
Answer 2:
It is expected that the operator will respond within one (1) hour for call outs.
Question 3:
Are we expected to use the County's VOR list?
Answer 3:
No, however the Operator may use the VOR list for routine maintenance items.
Question 4:
The usual CGL amount is $5 Million, not $10 Million. Is $5 Million acceptable for this RFP?
Page 113 of 134
Attachment 1
Addendum No. 2
RFP No. 2023-P24
Answer 4:
No. The CGL limit as specified in the RFP is required.
Question 5:
To further clarify Pollution Liability, can "Pollution Legal Liability" be changed to "Contractor's Pollution
Liability"?
Answer 5:
Yes, the County will accept Contractor's Pollution Liability. The County will also accept Premises
Pollution Liability (PPL) insurance as an alternate. PPL is specialized for a third party, contracted to
manage a single site.
Question 6:
Would it be possible to remove the Property Insurance from this RFP and leave only the CPL and
CGL?
Answer 6:
The requirement for property insurance has been removed from the RFP. The County will continue to
insure the property.
End of Addendum No. 2
Addendum Issued: October 2, 2023
Regards,
Mike Hoogstra, CPPB I Manager of Procurement & Risk
P: 519-631-1460, extension 129 1 E: oosra aelin.ca
Page 114 of 134
Attachment 2
JrJli%,
d
F"ro,gress, ve by, NruYuv°e
View Details
Return to the Bids Homepage (https://elgincount ..bidsandtenders.ca/Module/Tenders/en),
Bid Details
Bid Classification:
Services
Bid Type:
Request For Proposal
Bid Number:
2023-P24
Bid Name:
Contract Operation of Elgin Manor Wastewater
Treatment Plant (EMWWTP)
Bid Status:
Closed
Published Date:
Wed Sep 13, 2023 9:30:59 AM (EDT)
Bid Closing Date:
Fri Oct 6, 2023 3:00:59 PM (EDT)
Question Deadline:
Fri Sep 29, 2023 4:00:00 PM (EDT)
Electronic Auctions:
Not Applicable
Language for Bid Submissions:
English unless specified in the bid document
Submission Type:
Online Submissions Only
Submission Address:
Online Submissions Only
Public Opening:
No
Description:
The County of Elgin is inviting proposals
from qualified Service Providers for the operation
of the Elgin Manor Wastewater Treatment Plant
located at 39232 Fingal Line in the Township of
Southwold.
Bid Document Access:
Bid document preview, bid opportunity, and award
notices are available on the site free of charge.
Suppliers are not required to register for a bid
opportunity prior to previewing unsecured bid
documents. Please note, some documents may be
secured and you will be required to register for the
bid to download and view the documents. To
obtain an unsecured version of the bid document
and/or to participate in this opportunity, an annual
or a per bid fee must be paid (annual fee -
$418.95, per bid fee - $125.75).
Categories:
Show Categories [±]
Page 115 of 134
Attachment 2
Regliisieii ffa i this IBlid Download Bid Documents
Meeting Locations
The following are the meeting times and locations for the bid:
Meeting Location Description
Non -Mandatory Site Meeting 39262 Fingal Line, just
Elgin Manor Wastewater Treatment Plant west of St. Thomas. Meet at the WWTP, located
behind the Long Term Care Home.
Documents
File Name
RFP Document
Wednesday September 13, 2023 09:09 AM
Appendix B - Annual Report
Wednesday September 13, 2023 08:55 AM
Pricing Forms (Viewing Copy Only)
Wednesday September 13, 2023 09:06 AM
Addenda
File Name
Addendum No. 1
Wednesday September 20, 2023 09:02 AM
Addendum No. 2
Monday October 2, 2023 11:13 AM
Purchasing Representatives
Employee
Hoogstra, Mike
Bids Submitted
The following are the unofficial bid results
Company Contact
O'Connell, David
OCWA 2085 Hurontario Street, 5th Floor, Mississauga
Ontario, Canada
L5A 4G1
Page 116 of 134
Plan Takers
Attachment 2
The following are the plan takers for the bid:
Company
Contact
Hewitt, Mike
Almaquin Enterprises Limited
#804, Fort McMurray
Alberta, Canada
T9H 4H2
Vitaterna, Andrew
Clearford Waterworks Inc.
566 Arvin Ave, Stoney Creek
Ontario, Canada
L8E5P1
Breen, John
Maple Facilities Management Inc.
2660 Argentia Road, Mississauga
Ontario, Canada
L5N 5V4
O'Connell, David
OCWA
2085 Hurontario Street, 5th Floor, Mississauga
Ontario, Canada
L5A 4G1
Khudinyan, Armen
Veolia North America
555, bout. Rene -Levesque Ouest, Montreal
Quebec, Canada
H2Z 1B1
Bergdahl, Shane
Veolia Waste Services Alberta Inc.
Site 500, 250 Aurum Road NE, Edmonton
Alberta, Canada
T6S 1G9
Page 117 of 134
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Director of Engineering
Services
DATE: November 14, 2023
SUBJECT: Emergency Road Slope Repair — Talbot
Line — New Glasgow
RECOMMENDATIONS:
THAT the report titled, "Emergency Road Slope Repair — Talbot Line — New Glasgow"
be received and filed; and,
THAT project costs that exceed the "Talbot Line Slope Repair (62002109)" budget be
allocated from the "Road 4 Resurfacing (60042332)" project.
INTRODUCTION:
On October 24t", staff was notified of a road slope failure on Talbot Line (CR 3) in Port
Glasgow in the Municipality of West Elgin. Staff immediately attended the site and
coordinated activities to keep the public safe and make the necessary repairs.
This report updates Councils on the work that has been completed.
BACKGROUND AND DISCUSSION:
Talbot Line (CR 3), formerly Highway #3, was downloaded to the County of Elgin in
1997. This section of Talbot Line was constructed in the 1950s by the Province and
exhibits some very steep road slope inclinations that are as much as 9 metres tall.
These steep road slopes have been susceptible to erosion and localized failures
necessitating repairs. Most recently in 2021 a road slope a few hundred metres to the
east of this most recent failure required extensive repairs.
In this instance, a similar repair treatment was utilized to remedy this slope failure and
completed as follows. The slope area was stripped of vegetation and organic material
and then re-established utilizing a free draining granular material installed in compacted
lifts. The restored slope was covered with topsoil, a coconut fibre mat and rye grass
seed. Road surface runoff has been diverted to a quarry stone lined outlet channel by
the addition of a new asphalt curb installed at the edge of shoulder. Photos of the failed
road slope and repairs are included below.
Page 118 of 134
Page 119 of 134
3
Repair activities on adjacent road slopes in 2021 did not include the addition of asphalt
curbs to direct surface runoff to protected outlets. In order to be proactive and reduce
the risk of future road slope erosion in these areas, the 2024 capital budget has
included a project to complete the installation of asphalt curbs and outlets along these
road sections.
FINANCIAL IMPLICATIONS:
An existing project budget exists from the prior slope repairs completed in 2021 with
approximately $45,000 remaining. This most recent repair was completed at a cost of
approximately $100,000 and the anticipated shortfall can be allocated from the Road 4
Resurfacing project where a sufficient surplus exists.
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:
None.
COMMUNICATION REQUIREMENTS:
None.
CONCLUSION:
Investing in Elgin
® Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
® Delivering mandated
programs and services
efficiently and
effectively.
Staff was notified by the Municipality of West Elgin that a road slope failure had
occurred from surface erosion along a steep road side on Talbot Line in Port Glasgow.
Page 120 of 134
uouniy siarf immediately attended the site and coordinated with contractors to complete
repairs as directed and on a "time and material' basis. The project was completed at an
estimated cost of $100,000 and approximately $45,000 resides within an existing
project for a previous Talbot Line slope repair. The shortfall can be accommodated from
a projected surplus in the Road 4 Resurfacing project.
The 2024 proposed capital budget includes a project to complete asphalt curb
installations on nearby road sections to proactively reduce the potential for future slope
erosion from occurring in the vicinity.
All of which is Respectfully Submitted
Peter Dutchak
Director of Engineering Services
Approved for Submission
Don Shropshire
Chief Administrative Officer/Clerk
0
Page 121 of 134
Municipality of
RRIN%�Lnrm
A: P.O. Box 160, 56169 Heritage Line
Straffordville, ON NOJ 1Y0
T: 519-866-5521
F: 519-866-3884
E: ba�harnC&ba�ham.on.ca
W: www.bayham.on.ca
October 23, 2023
County of Elgin
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Via email: ifentie elgin.ca & ckrahn _elgin.ca
Re: Plank Road at Chute Line and Northern Vienna Bridge
0
t U
The attached correspondence was considered at the Municipality of Bayham's October 19,
2023 Regular Meeting of Council with the following motion passed:
THAT the correspondence from Laura Edwards re Plank Road, Chute Line
and Northern Vienna Bridge be received for information;
AND THAT staff be directed to submit this correspondence to Elgin County
for comment and consideration;
AND THAT staff be directed to submit this correspondence to the Elgin
County Police Services Board.
If you have any questions or concerns, please contact the undersigned.
Regards,
Meagan Elliott
Clerk
melliott _bayham.on.ca
Page 122 of 134
To Mayor and Council
I request that this letter be treated as official correspondence.
Re - Plank Road / Chute Line and northernly bridge in Vienna.
On Sept 1, we had another accident whereby a 16 year old ended up landing up in someone's
backyard. Previous to this was a driver who was impaired who hit the guard rail, flipping the pick up truck
that slid hundreds of feet away from the point of impact. These are only two accidents but I understand
it is an area that vehicle collisions often occur and high speeds around the curve are witnessed.
It is a stretch of road that is on the priority tourism route so is very busy . The area of the bridge in Vienna
on Plank Road is also a destination point of many kayakers who enter/exit the Otter Creek.
Heading south, this small stretch of road just north of Chute Line and the bridge has two sharp turns. The
rate of speed people of many drivers is causing many to cross the centre line into oncoming north -bound
traffic at the bridge .
Heading North out of Vienna there is NO sign alerting drivers of the curve, let alone the severity of it.
Heading South - there are curve signs but nothing indicating the severity of the curves. These signs do not
stand out - they seem to blend in with the landscape.
I'm wondering if there could be additional safety precautions for the southbound traffic be put in
le a flashing amber lights on the curve signs, use of a 'danger' sign especially with winter coming, bigger
signage, slower cautionary speed signs.
For commuters going North, perhaps a flashing curve sign should be installed.
Furthermore, can there be a radar blitz at the location of Chute Line and Plank - it is a 50 km/hr zone but
many exceed this speed to the point it is unknown if the drivers can navigate the curve.
I have never seen a ride program in Bayham in 4 years - perhaps in the vicinity of this location would be
beneficial.
My request is that a resolution be passed to escalate the ongoing safety concerns regarding this stretch of
Plank Road to Elgin County and the OPP in the hopes that Elgin County install better, preventative road
signage and more police enforcement of this area.
Below is a post on social media from the September 1 accident and below that there is a picture of
Plank Road heading south where it meets Chute Line - taken today. I see no road signage in this section
alerting drivers of the impending curve that is coming.
Thankyou
Laura Edwards
Vienna ON
Page 123 of 134
the
through,village could not maneuiver
the bend' near the brid�g�e and
uA brush
WIW wYw �7R'1e� ow; plowed ls lawn and into awr.behind
their
continue.Until siomeiboidy dies, somebody's ki'ld is run over down
here thi's will
Page 124 of 134
Page 125 of 134
NOTICE OF PUBLIC INFORMATION CENTRE 2
Highway 4 Widening and Proposed Talbotville Bypass (GWP 3042-22-00),
Highway 3 Twinning (GWP 3041-22-00)
Preliminary Design, Detail Design and Class Environmental Assessment Study
THE STUDY
The Ontario Ministry of Transportation (MTO) has retained Stantec Consulting Ltd. to complete the Preliminary
Design, Detail Design and Class Environmental Assessment Study (Class EA) for improvements to Highway 3
from Highway 4 to Centennial Avenue (St. Thomas).
The following is being undertaken as a
Group `A' project (GWP 3042-22-00):
• a new Highway 3 alignment
bypassing Talbotville (also known
as the Talbotville Bypass),
connecting Highway 3 near Ron
McNeil Line to Highway 4; and
• the widening of existing Highway 4
(from the new Talbotville Bypass to
Clinton Line).
The following is being undertaken as a
Group `B' project (GWP 3041-22-00):
• the twinning of the existing
Highway 3 through St. Thomas to
the Township of Southwold
(Centennial Avenue to Ron McNeil
Line).
Construction will follow the
environmental assessment and design
phase.
THE PROCESS
This project is being completed in accordance with the Class Environmental Assessment (Class EA) for
Provincial Transportation Facilities (2000). Group `A' and `B' projects are considered approved under the
Environmental Assessment Act subject to compliance with the Class EA.
PUBLIC INFORMATION CENTRE 2
A second Public Information Centre (PIC) is being held to provide the public and stakeholders with an
opportunity to review the evaluation of alternatives and to present the preferred plan. The PIC will be a drop -in
format, with members of the Project Team available to discuss the project and respond to any questions you
may have. The PIC is being held at the following date and location:
Date: November 22, 2023
Location: St. Annes Centre
20 Morrison Dr, St Thomas, ON N5R 4S6
Time: 5:00 pm to 8:00 pm
COMMENTS
You are encouraged to participate in the study and to provide comments in writing to the Project Team. If you
wish to have your name added to the project mailing list, or have questions about this project, please contact:
Kevin Welker, P.Eng.
Project Manager
Stantec Consulting Ltd.
tel: (519) 675-6652
email: commentsa-hiahwav3eigin.ca
Deanna Pizycki, P.Eng.
Senior Project Engineer
Ministry of Transportation
tel: (519) 859-7492
email: comments a i way3el in.ca
All media inquiries shall be directed to MTO's Communications Branch at (416) 327-1158 or
mto. media@ontario. ca.
Additional project information can be found at the study website where project information is made available as
the study progresses ( e i way3el in.ca).
We are committed to ensuring that government information and services are accessible for all Ontarians. For
communication supports or to request project information in an alternate format, please contact one of the
preceding Study Team members.
Information collected will be used in accordance with the Freedom of Information and Protection of Privacy Act.
With the exception of personal information, all comments will become part of the public record. If you have
accessibility requirements to participate in this project, please contact one of the team members listed above.
Ontario 0
ii11111111111 of 1
Progr s save: by Nature
Project Update
Phillmore Bridge Deck Replacement
November 8, 2023
Dear Property Owner/Resident/Merchant,
The County of Elgin would like to provide you with information regarding the progress of this
project.
The Phillmore Bridge is located on Richmond Road (CR 43) south of the Hamlet of Richmond
and approximately one kilometer south of Heritage Line (CR 38).
Proposed Work Details
Work has been ongoing and progressing well on this relatively complex project. Unfortunately,
the completion date has been delayed to address additional structural steel component
replacements determined necessary after abrasive blast cleaning activities.
The list below details some completed milestones and scheduled activities thatwill be
completed over the next 5 weeks to conclude this project:
- The existing steel truss's top chord has been strengthened with structural steel
plates requiring the drilling and installation of 582 bolts (see photo below).
- Abrasive blast cleaning and a 3-coat resurfacing of the structural steel has been
completed.
- Existing steel deck grating and deck stringers has been removed.
- Bridge jacking to replace the bearing pads is scheduled next week.
- Deck formwork has begun to accommodate the newconcrete deck installation
scheduled for November 13th. Deck curingwill require a minimum of 7 days.
- Concrete deck parapet walls will be formed and scheduled to be poured on
November 27t"
- Expansion joints are scheduled to be installed on December6t"
- Removal of formworks, installation of handrail and guiderails is scheduled to be
completed before December 13t"
Proposed Project Timeline
- Project Start: Monday, July 10,2023
- Updated Project Completion: Wednesday, December 13, 2023
*Please note thatthe timelines are approximate and will vary depending on weather and other
factors. Please also note that construction activities will be completed during weekends during
this time in order to advance the project.
Contact Information
The following list of contact information maybe utilized at anytime should you have any questions
or concerns relating to the project.
County Project Manager
Peter Dutchak, Director of Engineering Services
(519) 631-1460, ext. 124
dutchak el in.ca
Project Consultant(CIMA+)
Akram Khan, M.A. Sc., P. Eng.— Contract
Inspection/Administration
Akra.Khan cia.ca
Lancoa Contracting Inc.
Edgar Vasquez— General Project Manager
(after hours emergency
647-567-3138
contact)
ed ar lancoa.co
Page 128 of 134
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Elgin',,
Progres dve by Nature
Transportation Impacts
The Phillmore Bridge Deck Replacement Project's updated schedule\Mll necessitate the bridge
and Richmond Road in the vicinity of the bridge to be closed until Wednesday. December 13,
2023. During thistime the established constructiondetour\Mll continue to be maintained, utilizing
Heritage Line, Plank Road and Calton Line as has been maintained from project commencement.
A number of supporting detour directional and information signs have been installed and
maintained, to inform the travelling public.
Thank you for your continued cooperation and patience. We look forward to completing this
important infrastructure upgrade in your area as we work towards building a more sustainable
community.
Sincerely,
Peter Dutchak, CET, CRS
Director of Engineering Services
County of Elgin
Cc: Sent via email
Ed Ketchabaw —Warden, County of Elgin
Grant Jones — Deputy Warden, County of Elgin
Thomas Thayer —CAO/Clerk, Municipality of Bayham
Steve Adams — Manager of Public Works, Municipality of Bayham
Edgar Vasquez — General Project Manager, Lancoa Contracting Inc.
Akram Khan —Associate Partner — Director — CIMA+
Page 129 of 134
SWIFT Brings High -Speed
Internet To More Than 1,560
Homes In Elgin County
(g'
gllin i1'-'ouni°I:y, itDIIJ) II"Novernl er 1, 2023—SWIFT is pleased to announce the successful completion of three high-speed broadband projects in Elgin
County. These projects have significantly enhanced connectivity for residents and businesses in the municipalities of Bayham, West Elgin, Dutton
Dunwich, and Southwold. As a result, 1,567 homes and businesses that were previously underserved now have access to fast, reliable internet
service.
"With the completion of these Elgin County projects, not only are we closing the digital gaps within our region, but we're also building stronger and
more connected communities that will drive economic growth and create better opportunities for residents," said Barry Field, Executive Director,
SWIFT. "We'd like to extend our gratitude to our partners for their invaluable contributions to the success of these projects, recognizing the positive
long-term impacts the newly established infrastructure will offer these communities for years to come"
As part of SWIFT's Southwestern Ontario broadband expansion plan, North Frontenac Telephone Corporation (NFTC) completed the construction of
a high-speed network, bringing improved internet access to 910 homes and businesses throughout the municipalities of West Elgin and Dutton
Dunwich. Through a combination of both fibre and wireless technologies, the high-speed project has significantly expanded broadband access within
the communitiesol I i,,,� ni7 II L;�Iafl,�n a I�'+c cl, I7. I`!���7 �� � Ilol1. ,� , a_� ��,�, ai7� a
"Providing reliable internet access is especially important for rural communities to prosper in our increasingly digital world," said Peter Fragiskatos,
Parliamentary Secretary to the Minister of Housing, Infrastructure and Communities, and Member of Parliament for London North Centre, on behalf of
the Honourable Sean Fraser, Minister of Housing, Infrastructure and Communities. "Today's announcement marks another milestone for homes,
businesses, and farms in Elgin County that can now connect to essential online services and enjoy the additional economic opportunities made
available through high-speed internet"
Awarded service provider, EH!tel Networks has also completed construction of a 67-Kilometre fibre -to -the -home network to enhance internet service
within the municipalities of Southwold and Dutton Dunwich. The newly installed network is now providing 390 previously underserved homes and
businesses within the communities of Iona Iona "�tl1'IUO 7, I De^,�]cn� c 'InIJ ";:,ut.hv,�oliJ with access to seamless high-speed connectivity.
"Ontario continues to deliver on its commitment to expand access to high-speed internet to communities across the province," said Lisa Thompson,
Minister of Agriculture, Food and Rural Affairs. "By building new broadband infrastructure in Elgin County, we're helping to build Ontario and
strengthen rural communities. This investment is helping people stay in touch with loved ones, enabling them to access the supports they need while
providing a much -needed boost to the local economy."
"By prioritizing access to highspeed internet in rural communities throughout Elgin -Middlesex -London, our government is paving the way for
additional growth and economic prosperity," said Rob Flack, MPP for Elgin -Middlesex -London. "Broadband infrastructure is another welcome
investment in our riding that will greatly benefit rural residents with increased connectivity."
In addition, Execulink Telecom has completed construction of a 24-kilometre fibre -to -the -home network in the municipality of Bayham to bring high-
speed connectivity to 267 households and businesses located in the communities of r `oi int,h 'InIJ Noll I h I k'11l.
"The completion of three high-speed broadband projects across eleven towns and villages throughout Elgin County marks a momentous achievement
for our rural communities," declared Elgin County Warden Ed Ketchabaw. "This initiative exemplifies our unwavering dedication to bridging the digital
divide and ensuring that residents and businesses in the Municipality of West Elgin, Municipality of Dutton Dunwich, Township of Southwold, and the
Page 130 of 134
Municipality of Bayham are equipped with the essential resources for our hyper -connected digital world. The integration of 1,567 previously
underserved homes and businesses is not merely a statistic; it's a tangible sign of progress. This accomplishment highlights Elgin County Council's
commitment to forging partnerships with organizations, such as SWIFT, that enhance the quality of life and deliver a much -needed economic
stimulus to our rural communities"
Residents located in the ";,"+,, II 1 1"IM dCCI [)I O' Y Irccia , can now contact the service providers to subscribe to the newly available high-speed service
and schedule an installation.
The completion of these projects is part of SWIFT's $270 million regional broadband expansion plan, which aims to provide high-speed internet
access to nearly 64,000 homes and businesses throughout Southwestern Ontario.
For additional information about SWIFT and its broadband expansion plans, please visit J III �Ilh�i,.:cuflh�IIIInd.,,I
Quick Facts:
SWIFT in partnership with the federal and provincial governments and private sector investors has committed a combined investment of $6.8 million
to bring high-speed internet service to 1,567 underserved homes and businesses in the County of Elgin.
In total, SWIFT has awarded 97 contracts to support the expansion of broadband infrastructure throughout Southwestern Ontario to bring over
64,000 homes and businesses across the region access to high-speed internet service. Local projects are underway, with 9 projects in the
construction phase and 88 projects completed.
About SWIFT
Southwestern Integrated Fibre Technology (SWIFT) is a non-profit regional broadband project initiated by the Western Ontario Wardens' Caucus to
subsidize the construction of high-speed broadband networks across Southwestern Ontario, Caledon and the Niagara Region.
The project was approved for funding up to $127.4 million under the New Building Canada Fund — Small Communities Fund (NBCF-SCF), a joint
federal and provincial infrastructure funding program, and leverages additional funding from municipal partners and private sector investors to bring
improve access to broadband services across the region.
R :oo UllK
Melissa O'Brien
Manager, Communications and Stakeholder Relations
Southwestern Integrated Fibre Technology
226.256.1640
Page 131 of 134
CA.M B DG
�`�uom�p Pdl'Vk7;47'�j I P� I'C:OPLk I CE,I''h0SPri
The Corporation of the City of Cambridge
Corporate Services Department
Clerk's Division
The City of Cambridge
Tel: (519) 740-4680 ext. 4585
October 27, 2023
Re: Support for Bill 21, Fixing Long -Term Care Amendment Act
At its Council Meeting of October 24, 2023, the Council of the Corporation of the City of
Cambridge passed the following Motion:
WHEREAS the care, support, and happiness of older adults in Cambridge is a priority
for City Council;
WHEREAS older adults deserve dignity in care and should have the right to live with
their partner as they age;
WHEREAS within the Province of Ontario couples do not have the right to be
accommodated together when entering long term care facilities;
WHEREAS the separation of spouses upon entering long term care facilities is a
common occurrence across Ontario;
WHERAS Bill 21, Fixing Long -Term Care Amendment Act (Till death do us part) was
first introduced in the provincial legislature in 2019 and was reintroduced in 2022;
WHEREAS Bill 21 amends the Residents' Bill of Rights set out in section 3 of Fixing
Long -Term Care Act, 2021 by adding the right of residents not to be separated from
their spouse upon admission and to have accommodation made available for both
spouses so they may continue to live together;
WHEREAS Bill 21 passed its second reading in the provincial legislature on
November 15, 2022 and was subsequently ordered referred to the Standing
Committee on Social Policy and has since yet to be called to the Standing Committee;
WHEREAS the Conservative provincial Government may bring forward a new Bill that
in principle supports the intent of Bill 21 to fix the Long -Term Care Amendment Act;
BE IT RESOLVED THAT the City of Cambridge supports any future Bill to fix the
Long -Term Care Amendment Act;
CA.M B DG
�`�uom�p Pdl'Vk7;47'�j I P� I' OFILk I CE I'1110SPri
AND THAT the City of Cambridge requests the provincial legislature enact any current
and future proposed Bills to fix the Long -Term Care Amendment Act.
AND FURTHER THAT the City Clerk be directed to send a copy of this motion to the
Region of Waterloo, Province of Ontario, The Honourable Premier of Ontario, The
Right Honourable Provincial Members of Parliament, and all Ontario Municipalities.
Should you have any questions related to the approved resolution, please contact
me.
Yours Truly,
�
Danielle Manton
City Clerk
Cc: (via email)
Hon. Premier Ford
Hon. Provincial Members of Parliament
Region of Waterloo
Province of Ontario
All Ontario Municipalities
COUNTY OF ELGIN
By -Law No. 23-42
"A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF
THE CORPORATION OF THE COUNTY OF ELGIN AT THE
NOVEMBER 14, 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 November 14, 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 14TH DAY OF
NOVEMBER, 2023.
Don Shropshire, Ed Ketchabaw,
Chief Administrative Officer/Clerk. Warden.
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