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26 - November 28, 2023 County Council Agenda Packaged/o zuiuull�lr, o,�fir D+ NA101 Elgin County Council Regular Council Meeting ORDERS OF THE DAY Tuesday, November 28, 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 Bonnie Rowe, Elder Abuse Elgin - Elder Abuse Elgin Presentation 9 5. COMMITTEE OF THE WHOLE 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Manager of Museum and Archives - Elgin County Museum 2023 Annual 25 Report 6.2 Acting Manager of Planning - 34T-WE2301; Applicant — CJDL 35 Engineering; Owner — Donwest Construction 6.3 Manager of Library Services - Elgin County Library Membership and 48 Circulation Policy Adoption 6.4 Accessibility Coordinator - Elgin County and LMPs Joint Diversity, Equity, 63 and Inclusion Plan 2024-2026 6.5 Manager of Procurement & Risk - Procurement Activity Report Q3 (July 97 17 2023 to September 30, 2023) 6.6 Manager of Procurement & Risk - General Insurance and Risk 101 Management Services Program for 2024 6.7 Manager of Administrative Services/Deputy Clerk - 2024 County Council 105 Meeting Schedule 6.8 Director of Legal Services - Indemnification By -Law 109 6.9 Director of Legal Services - Delegation of Authority By -Law 113 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.2 Items for Information (Consent Agenda) 3. 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 - November 14, 2023 9.2 Director of Human Resources - Human Resources Update Municipal Act Section 239 (2) (d) labour relations or employee negotiations. 9.3 Director of Financial Services/Treasurer - IT Update (walk-on) Municipal Act Section 239 (2) (a) the security of the property of the municipality or local board. 9.4 Director of Legal Services - Boundary Adjustment Matter Update (verbal) Municipal Act Section 239 (2) (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them. 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. 23-43 Indemnification By -Law 117 12.2 By -Law No. 23-44 Delegation of Authority 124 12.3 By -Law No. 23-45 Confirmation 133 13. ADJOURNMENT Page 2 of 133 I:IItlll►K91901►IW01901►INII MINUTES November 14, 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 Todd Noble Councillor Mike Hentz Councillor Richard Leatham Staff Present: Don Shropshire, Chief Administrative Officer/Clerk Peter Dutchak, Director of Engineering Services Jenna Fentie, Manager of Administrative Services/Deputy Clerk Ryan Terpstra, Manager of Corporate Facilities Andrew Case, Solicitor Stefanie Heide, Legislative Services Coordinator Sarah Savoie, Accessibility Coordinator (virtual) Mike Szilagyi, Re:Public Urbanism (virtual) CALL TO ORDER The meeting was called to order at 9:00 a.m. with Warden Ketchabaw in the chair. 2. ADOPTION OF MINUTES Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT the minutes of the meeting held on October 24, 2023 be adopted. Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Kimberly Earls, Executive Director, and Bernia Martin, Board of Directors Chair, South Central Ontario Region Economic Development Corporation (SCOR EDC) - SCOR EDC Member Update The Executive Director and Board of Directors Chair of the SCOR EDC provided an update to County Council. Moved by: Councillor Giguere Seconded by: Councillor Sloan Page 3 of 133 RESOLVED THAT the presentation from SCOR EDC be received and filed; and THAT the Elgin County Budget Committee be directed to consider the $30,000 SCOR membership fee as part of the 2024 Budget deliberations. Motion Carried. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Widner Seconded by: Councillor Noble RESOLVED THAT we do now move into Committee of the Whole. Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden Ketchabaw - Warden's Activity Report October 2023 Warden Ketchabaw presented the report detailing his activities for the month of October 2023. Moved by: Councillor Leatham Seconded by: Councillor Hentz RESOLVED THAT the report titled "Warden's Activity Report October 2023" dated November 14, 2023 from Warden Ketchabaw be received and filed. Motion Carried. 6.2 Accessibility Coordinator - Updates to the Accessibility Policy, Emergency Response Policy, and Accommodations Policy The Accessibility Coordinator presented the report that provides an overview of the updates and changes made to the County of Elgin Accessibility Policy 2.130, Emergency Workplace Response for Employees with Disabilities Policy 2.130.1, and the Accommodations in the Workplace Policy 2.80.2. Moved by: Councillor Couckuyt Seconded by: Councillor Noble RESOLVED 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. Motion Carried. 6.3 Acting Manager of Planning - Municipality of Bayham Official Plan Amendment No. 34, Part of Lots 10 and 11, Concession 2 Municipality of Bayham, 55106 Vienna Line Mike Szilagyi of Re:Public Urbanism presented the report on behalf of Paul Hicks, Acting Manager of Planning that provides Council with the information required in order to consider approving Official Plan Amendment No. 34 to the Official Plan of the Municipality of Bayham. Moved by: Councillor Hentz Seconded by: Councillor Noble RESOLVED THAT the Council of the Corporation of the County of Elgin approve Official Plan Amendment No. 34 to the Official Plan of the Municipality of Bayham; and Page 4 of 133 THAT staff be directed to provide notice of this decision in accordance with the requirements of the Planning Act. Motion Carried. 6.4 Acting Manager of Planning - Township of Malahide Official Plan Amendment No. 23, North Part of Lot 11, Concession 1, Part 8 on Registered Plan 11R7973, Township of Malahide Mike Szilagyi of Re:Public Urbanism presented the report on behalf of Paul Hicks, Acting Manager of Planning that provides County Council the information required in order to consider approving Official Plan Amendment No. 23 to the Official Plan of the Township of Malahide. Moved by: Deputy Warden Jones Seconded by: Councillor Leatham RESOLVED THAT the Council of the Corporation of the County of Elgin approve Official Plan Amendment No. 23 to the Official Plan of the Township of Malahide, File No. MA OPA 3-23; and THAT staff be directed to provide notice of this decision in accordance with the requirements of the Planning Act. Motion Carried. 6.5 Manager of Corporate Facilities - Terrace Lodge Veneer Replacement - Tender Award The Manager of Corporate Facilities presented the report seeking Council's approval to award the contract for the Terrace Lodge Veneer Replacement Project to DFT Exteriors Inc. Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED 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 the Terrace Lodge Elevator Upgrades and Mechanical Equipment Replacement Projects with a remaining balance of $19,647.00 be reallocated to fund the projected deficit as detailed in the report; and THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Motion Carried. 6.6 Manager of Corporate Facilities - Operation of the Elgin Manor Wastewater Treatment Plant — Contract Award The Manager of Corporate Facilities presented the report seeking Council's approval to award the contract for the Operation of the Elgin Manor Wastewater Treatment Plant to Ontario Clean Water Agency. Moved by: Councillor Leatham Seconded by: Councillor Noble RESOLVED 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 Page 5 of 133 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. Motion Carried. 6.7 Director of Engineering Services - Emergency Road Slope Repair — Talbot Line — New Glasgow The Director of Engineering Services presented the report detailing the work that has been completed to date on the recent Talbot Line (CR 3) slope failure. Moved by: Councillor Leatham Seconded by: Deputy Warden Jones RESOLVED THAT the report titled "Emergency Road Slope Repair - Talbot Line - New Glasgow" dated November 14, 2023 from the Director of Engineering Services 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. Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration None. 7.2 Items for Information (Consent Agenda) Moved by: Councillor Noble Seconded by: Councillor Couckuyt RESOLVED THAT Correspondence Items #7.2.1 - 7.2.5 be received and filed; and THAT staff be directed to work with the Municipality of Bayham to investigate options to address signage concerns on Plank Road at Chute Line in Northern Vienna Bridge and report the findings at a future meeting of County Council; and THAT Elgin County Council support the resolution from the Council of the Corporation of the City of Cambridge regarding support of Bill 21, Fixing Long -Term Care Amendment Act; and THAT a copy of this resolution be sent to the Premier of Ontario, Member of Parliament Karen Vecchio and all Ontario municipalities. Motion Carried. 7.2.1 Resolution from the Municipality of Bayham regarding safety concerns on Plank Road at Chute Line and Northern Vienna Bridge 7.2.2 Notice of Public Information Centre 2 - Highway 4 Widening and Proposed Talbotville Bypass, Highway 3 Twinning, Preliminary Design, Detail Design and Class Environmental Assessment Study Page 6 of 133 7.2.3 Project Update Notice - Phillmore Bridge Deck Replacement 7.2.4 SWIFT Media Release - SWIFT Brings High -Speed Internet to More than 1,560 Homes in Elgin County 7.2.5 City of Cambridge Resolution regarding Support for Bill 21, Fixing Long -Term Care Amendment Act 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members None. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. CLOSED MEETING ITEMS Moved by: Councillor Hentz Seconded by: Deputy Warden Jones 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 - October 24, 2023 Closed Meeting Minutes Closed Meeting Item #2 - OLT 23-770 (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose. Motion Carried. 9.1 Closed Meeting Minutes - October 24, 2023 9.2 Director of Legal Services - OLT 23-770 10. MOTION TO RISE AND REPORT Moved by: Councillor Sloan Seconded by: Councillor Noble RESOLVED THAT we do now rise and report. Motion Carried. Closed Meetina Item #1 - October 24. 2023 Closed Meetina Minutes Moved by: Councillor Sloan Seconded by: Deputy Warden Jones RESOLVED THAT the October 24, 2023 Closed Meeting Minutes be adopted as amended. Motion Carried. Closed Meeting Item #2 - OLT 23-770 Moved by: Councillor Sloan Seconded by: Councillor Giguere RESOLVED THAT staff proceed as directed. 5 Page 7 of 133 Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Hentz Seconded by: Deputy Warden Jones 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. 23-42 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 14, 2023 Meeting. Moved by: Councillor Leatham Seconded by: Councillor Noble RESOLVED THAT By -Law No. 23-42 be now read a first, second, and third time and finally passed. Motion Carried. iK�e1B1119111d►1LTA 1:I►111 Moved by: Councillor Widner Seconded by: Councillor Sloan RESOLVED THAT we do now adjourn at 10:27 a.m. to meet again on November 28, 2023 at 9:00 a.m. Motion Carried. Don Shropshire, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. E^ Page 8 of 133 NN� 3 V W 0 L bn �a-+ O 0 E cn TS > O +� O ` > i-+ O O /�^ W T! •/ : �' = E O V +-+ 00 .� W �LL O cn U ,C. N bn -� v) 'X O E O Ul -0 m O E O C6 1 0) E 0) E Ov 0) O +-+ i O O v i _0 .O O O +-+ cn C6 =3 O O , T-+ E E Ov O a- N -4+ L = N . U 0- i cn E � O W O 4O cn cN C6 > •— f6 aA •�_ O � V) pp W W • O V C6 4-J O U O C6 O E .— In Ln m N 0) 0 S In Ln m M M 0 a� co d W O i L. 4-' aA O —0 i � O N C6 O >. .LU > N a C6 �, 2 O Q N � Q O ai V / ca N w > N .�Lj � 0 U }1 � N 1 Vi •1..r N C6 (n C6 �1 C6 C6 N Ln m N V--1 l"I cn C1 N t�0 OP V--1 a) E E 0 .E L C6 N O N N L C6 Q L m Vf L a) CL 0) N M M 0 0 E N 0 -0 u m O E.., O_ U i D V)N 4- � a)f�0 N i w 4- U N 4- O [6 E 06 f6 Q U > s V",U F O_ i N = r6 o p U i� s c6 tv U - 4- v _ Zj p V)i 4-J i — Cc � N E Cn fp Q O= •O O 4-J O 4- O V' V) tarp � s U V)V)O U •� •� V) �, � 20 E 4-J � O E N S= V) V)S Z U w w O u m O U cp f6 4-J (N (N (N V) S= > tv0 O 4-J~ -aUJ N E E E E C/) N W faA _ w w N N s s s s s p E I 4-J 0' aA 4-J O Z N N O O N a� N Q.,� p t) +-+ t) +-+ t) 4-J t) 4-J V) _� cp U • • • • • • • • • • • • • • L I GJ cn }r U L m N C: > a a)N V) V) S= U_ •> C/ o v i O i O 'U O N N O N U ON U O V o s 6> s u LU Co O 0 � N U O > r6 V) N >, '� U O N = O w U O Q �'�' O N N S= S= O U �, c V)O D 4— Q N -0 O O x uj N c6 c6 N O c6 p 0 N Q U U U U w w w w w • • • • • • • • • • • • • M M 0 co N 0) co d E191,11, REPORT TO COUNTY COUNCIL FROM: Councillor Dominique Giguere and Councillor Mike Hentz Mike Baker, Manager of Museum and Archives DATE: November 28, 2023 SUBJECT: Elgin County Museum 2023 Annual Report RECOMMENDATION: THAT the report titled "Elgin County Museum 2023 Annual Report" from Councillor Dominique Giguere and Councillor Mike Hentz and the Manager of Museum and Archives dated November 28, 2023 be received and filed. INTRODUCTION: Below is the 2023 annual report of the Elgin County Museum submitted on behalf of County Council's 2023 representatives on the Elgin County Museum Advisory Committee, Councillor Dominique Giguere and Councillor Mike Hentz. BACKGROUND AND DISCUSSION: The Museum Advisory Committee met three times during 2023. The following are issues and reports brought forward to the committee during this period: Membership The Museum Advisory Committee is currently composed of: Amanda Vanden Wyngaert, Chair (County Museums representative) Donna Lord (Women's Institute representative) Charlie Jenkins (Agricultural representative) Joan Mansell, Secretary (Women's Institute representative) Kim Teuscher (At -large member) Councillor Dominique Giguere (Elgin County Council representative) Councillor Mike Hentz (Elgin County Council representative) Jennifer Beauchamp (County Museums representative) Page 25 of 133 Staffing 2 The museum employed Anna Lise as a summer student funded in part by the Government of Canada's Young Canada Works program. Much of the work involved on -going cataloguing and preparing archival material for transfer. In the fall, a museum research assistant was employed on a short-term contract to complete the collections review. 2023 Exhibitions Cycling: An Unspoken History Selections from the Rick Wolfe Collection February 20 — September 2 The exhibit was based on 16 bicycles from the 1870s to the 1910s representing the key stages in the evolution of the bicycle. A period work shop was created in part of the space to showcase tools of the 1890s along with a fully -restored 1902 Lamson motor bicycle. The exhibit also featured trophies and medals, period posters and advertising novelties, and many accessories such as oil lamps, horns, and costume. Considerable media interest was generated by the show, culminating in a feature review in the Globe and Mail and an interview with Rick on CBC's Fresh Air. A record seven booked tours of the exhibit were all led by Rick Wolfe himself. Port Stanley. Canada's Coney Island September 30 — February 19, 2024 This exhibition is based on Port Stanley's historic hotels, illustrated through post card reproductions. It included souvenir memorabilia and a number of selections from the recently donated Heritage Port Collection including two oar handles from the official lifesaving boat. Mackie's, the sole surviving occupant of the old boardwalk, was represented by its large, c. 1930, popcorn machine on loan from a private collector. Page 26 of 133 uu-z)ire cxnibitions 3 A series of monthly exhibitions on different themes were presented at the Southwold Township Library, Shedden. Toy cars and trucks from the collection were on view at the John Kenneth Galbraith Library, Dutton during the summer along with reproductions of period vehicle images from the archives. Reproductions of historic hotel post cards were installed in the Port Stanley Library in August. Selections from Tom Stanley's Dairy Collection and Joanne Erickson's Miniatures Collection were installed at Elgin Manor. Assistance was provided to the producers of Lawrence Station: The Crash of American Airlines Flagship Erie in creating a display in the Keystone Complex in Shedden for the run of the play. In November, a panel recounting the history of the 91St Battalion CEF was installed at the Armouries to mark the interment of the colours. Programmes Family Day (opening day for Cycling) — 105 attended Joint with Elgin Historical Society - Wartime Garden, Feb. 22 - 25 attended Vimy Lecture, Blair Ferguson, April 5 - 43 attended Cycling exhibit tour with Rick Wolfe, August 24 -18 attended Paul Allen, baseball book, August 29 - 23 attended Paul Allen, tobacco book, October 18 - 9 attended Tour bookings Seven tours of the Cycling show were booked mainly by heritage organizations. Schools A total of 10 schools booked the Grade Four Medieval program this year bringing 495 students and attendants to the Heritage Centre. The school program is almost entirely staffed by volunteers many of whom have been with the museum for many years. Two new volunteers joined the team this year. Page 27 of 133 raaury rsookinps 0 Several community groups book space regularly at the museum for meetings Kettle Valley Pioneers Elgin Historical Society Women's Institute Elgin County Executive Rogers Cable booked the space for a taping of Next Week Today; both the curator and Rick Wolfe were interviewed. The museum's rug hooking group meets regularly in the Heritage Centre. The Heritage Centre was a stop on the 7 Days in May - annual pancreatic cancer awareness bicycle tour — 30 cyclists participated. Events Ride The Whistlestop! Bike Event, May 27 The event was planned to draw an audience to the exhibition as well as to create an awareness among residents and the cycling community of the Whistlestop Trail, which runs from St. Thomas to Port Stanley along Sunset Drive. Participants could obtain a printed guide at either the Railway City Tourism office or the Port Stanley Visitors Centre, produced by the Elgin County Museum, highlighting various historical sites and natural features along the trail and illustrated with images from the Elgin County Archives. The event was held in the parking lot in front of the Heritage Centre and on the adjacent, grassed -in area between the Centre and the County Building. The exhibition's guest curator Rick Wolfe, rode his Columbia high wheel in costume and provided guided tours of the exhibit. Several bike -related businesses set up booths. The museum and the Elgin County Library and St. Thomas Public Library co-ordinated on craft -making tables. A jazz trio entertained on the lawn. The Elgin County Archives shot 33 green screen photos during the day. Elgin County Tourism, Community Paramedicine, Elgin Detachment OPP all had booths. Page 28 of 133 5 i ne event was organized by the museum along with the St. Thomas Public Library, Railway City Tourism and two volunteers from the Railway City Cycling Club. Some sponsorship was received by Doug Tarry Homes and Edward Jones Investments. Attendance totalled 127; another cycling event is being planned by the committee to take place in St. Thomas in 2024. Visitor Statistics Attendance has rebounded this year to near pre -pandemic levels. Attendance to date is just under 3000 and is the result of a combination of a popular exhibition which ran for most of the year, a record number of school visits and a number of museum programs. Targets set early in the year in all areas of the museum's operations have been met or exceeded with the exception of booked tours. (See attached detailed attendance report.) Most group bookings were from heritage organizations, the museum's traditional audience. A greater effort will be made next year to identify potential groups possibly in partnership with other museums. 2022 Attendance The museum was closed for four weeks — Jan. 5 - Feb. 1 Walk-in exhibit attendance (to October 26) - 690 Programs and Tours - (to October 26) - 527 Total Attendance for the full year — 1,537 2023 (to November 14) Museum programs 506 Edukits (7) 85 Group tour Bookings (7) 119 Off -site programs (7) 411 School visits (10) 495 Facility bookings (19) 165 Walk-ins 1080 Total attendance 2861 Page 29 of 133 r-ermanenr Collection 0 The museum processed 49 donations in 2022. Highlights include the uniform of a station police officer from #4 Bombing and Gunnery School at Fingal and the flag of the commanding officer of Technical Training School #1 (the present County Administration Building). Social Media Facebook followers — 1,026 Twitter followers - 711 Instagram - 305 The museum posts information on artifacts and exhibitions at least three times a week. Gift Shop 2022 net income $1,676.16 (to Oct. 26) 2023 net income $2,002.00 (to August 31) Admissions 2022 Admission donations $545.00 (to Oct. 26) 2023 Admission donations $1,884.00 (to Oct. 14) Bushell Bequest Proiects Murals Funding through Bushell Bequest has been provided to the Oneida Nation of the Thames through their Language & Cultural Centre to create a mural for the wall of the Heritage Centre. The subject is a graphic representation of the route followed by those members of the Oneida Nation that came to Upper Canada in 1840. The map will be framed with representations of the Oneida culture and its traditions. The location on the exterior of the Heritage Centre will be the southern portion of the west facing wall which is a change from the initial location reported to Council which indicated the northern Page 30 of 133 L,onecrions Review and Storage Consolidation Nearly all of the remaining unprocessed material in the 4th floor storage area was assessed this year and a number of items identified for removal. They will be offered to other museums first in a disposal process. This summer several boxes of archival material (approx. 150 pieces) had their database entries updated and were then transferred to the Elgin County Archives. The transfer of approx. 30 pieces of agricultural equipment now on exhibit at Backus - Page House has been completed. Additional works of art have been identified for transfer to the St. Thomas -Elgin Public Art Centre. Outlook for 2024 A semi -permanent exhibition will be mounted on the east wall of the Heritage Centre drawn from the permanent collection. Selections will be made to highlight aspects of the County's history and to represent, where possible, the individual municipalities. Collections work will focus on re -shelving the collection and updating location entries in the database. FINANCIAL IMPLICATIONS: Not applicable. 7 Page 31 of 133 0 ALIUNiwtN I WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Additional Comments: Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Not applicable. COMMUNICATION REQUIREMENTS: Not applicable. 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. 2023 saw the museum return to pre -pandemic attendance levels thanks to a very popular cycling exhibit and a record number of schools booking the Grade Four Medieval program. 2024 exhibits and programming will rely more on the permanent collection and focus on the highlights of the County's history. Completion of the comprehensive collections review and storage consolidation will allow for continued improvements to be made in accessing the collection. Page 32 of 133 All or wnicn is Respectfully Submitted Councillor Dominique Giguere and Councillor Mike Hentz Mike Baker, Manager of Museum and Archives Approved for Submission Don Shropshire Chief Administrative Officer/Clerk 0 Page 33 of 133 o / % q / / / / N q � � \ 0 o ? 0 § E 0 E o co ® >. .� § D % 'Q D o k R -r- F- 3 g 2 2 R q q m \ r- \ % � R 2 u o f o 2 D D E o t § 41 / 2 q -a ± 7 0 V 2 § £ k 6 7 % ■ t z / 2 7 U } 2 2 � 2 E / : k E % J k � ° < C ± q q m % q � m k bA � \ 2 o - o m E R 2 § k o w 2 C J 7 0 Ln ¥ w E £ � D - k 0 J to° g y / Of e to Of t 0 / E § z m k 2 c 2 m 3 @ r- m q q q q 2 � o W m � 00 � � � r- 0) § w � � � & � m m m m RT � � � 0 0 2 � uk E .� U § : ° 0 % D � ° ° t f N k ƒ 2 m U Of \ [ d Ln •� u # > / ° k D c § t 0 m 4a o C > 0 m U 0 CL E 0 k 0 / § E / m / r � 0 m m m Ln w & -zT W � q � � k D LU LU ® k a 2 O f fa Lu m ® F- w 3/ g Of ƒ 0 m � m @ m 0 w w q w � w q 7 Ln � o 4.1 fa / m w w 2 t ƒ > £ 2 m ° � r c E ® E 0 o k k w o > E j ± C < < \ m / � E g of 2 R R 3 U a- a 0 q � ¥ � m D CL m o z / % q q / \ r- $ r- r- % A 0 0 o 0 m 0 �r4q /� m / r- m w % 0 / 3 q 0 r4 w m w q w m � q 0 S § _ o t / o / m J D @ (DE o -C 2 R 2 / ° §LU 4-% D 3 41 > g a- x41 o o q E 0 z o ƒ « g /' 00000 4 ,1']by Aih�,ihjre RECOMMENDATIONS: 1 REPORT TO COUNTY COUNCIL FROM: Paul Hicks, Acting Manager of Planning DATE: November 28, 2023 SUBJECT: 34T-WE2301 -Applicant — CJDL Engineering; Owner — Donwest Construction 1. THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision by CJDL Consulting Engineers on behalf of Donwest Construction dated April 5, 2023; and, 2. THAT staff be directed to provide notice of this decision subject to the conditions of final approval in accordance with the requirements of the Planning Act INTRODUCTION: This report provides County Council with information required to consider granting approval to the above -noted plan of subdivision. In accordance with Section 51 of the Planning Act, the Council of the County of Elgin, as "Approval Authority," is required to make a decision which gives approves, or refuses to give approval to, a draft plan of subdivision. BACKGROUND AND DISCUSSION: The County of Elgin is in receipt of a draft plan of subdivision application for the above noted lands in the community of West Lorne. This application would facilitate the creation of a residential subdivision composed of 10 single detached building lots serviced by a new public road, being a cul-de-sac. The subject application proceeded through the standard application process including the preparation, review, and acceptance of a number of technical studies and reports, and the technical circulation to statutory review agencies. Multiple public meetings were subsequently held, leading to the Council of the Municipality of West Elgin endorsing the proposed plan of subdivision. Page 35 of 133 2 county starr nave naa the opportunity to review the suDject application unaer the requirements of the Planning Act, the Provincial Policy Statement, the County Official Plan, and the West Elgin Official Plan and are satisfied that the application meets all relevant requirements. Further, a series of conditions to the draft approval have been prepared to accompany the approval, should County Council deem it appropriate to approve, including conditions from: the Municipality of West Elgin, Bell Canada, Canada Post, Lower Thames Valley CA, and Enbridge. The application is also supported by both staff and council at the Municipality of West Elgin. FINANCIAL IMPLICATIONS: There are no identified direct financial implications to the County with respect to the approval of the application. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. 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: This plan will directly impact the Municipality of West Elgin Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. COMMUNICATION REQUIREMENTS: Notice of the decision will be sent out to all parties that requested notification, to the local municipality, and to any other person / body prescribed under the Planning Act. Page 36 of 133 CONCLUSION: Based on the above analysis it is recommended that County Council provide draft plan approval to the subject application along with the associated conditions, as the application: • Is consistent with the Provincial Policy Statement; • Conforms to the County of Elgin, and Municipality of West Elgin Official Plans; and • Constitute 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 37 of 133 Owner: Donwest Construction Applicant: CJDL Engineering File No.: 34T- WE2301 Municipality: West Elgin Subject Lands: Lots 336 to 339, Registered Plai Part of Lot 7 and 110, Registered Plan 199, Geographic Township of Aldborough, Municipal West Elgin Date of Decision: November 28, 2023 Date of Notice: ----- Last Date of Appeal: ----- Lapsing Date: ------ The conditions and amendments to final plan of approval for registration of this Subdivision as provided by the County of Elgin are as follows: CONDITIONS This approval applies to the draft plan of subdivision, prepared by CJDL Consulting Engineers and certified by Kim Husted, Ontario Land Surveyor, dated April 5, 2023, which shows: • 10 single detached building lots (Lots 1-10) • Macleod Court (a public highway) • Reserve Blocks (Block 11 and 12). 2. This approval applies for three years, and if final approval is not given by that date, the draft approval shall lapse, except in the case where an extension has been granted by the County of Elgin. 3. The municipal road allowance included on the draft plan shall meet the standards of the Municipality of West Elgin and be shown and dedicated as public highways on the final plan submitted for approval and registration. 4. The streets within the draft plan of subjection shall be named to the satisfaction of the Municipality. 5. Prior to final approval for the registration of the subdivision, the Owner shall submit a request for municipal addressing to the Municipality to be prepared by the Municipality and submitted to the appropriate agencies. 6. The owner enters into a subdivision agreement, pursuant to the authority of Section 51(26) of the Planning Act, as amended, with the Municipality of West Elgin wherein the owner agrees to satisfy all the requirements, financial and otherwise, of the Municipality of West Elgin concerning the installation of services including roads, sanitary sewerage collection system, water distribution system, utilities and stormwater management facilities for the development of the lands within the plan. Page 38 of 133 Owner: Donwest Construction Applicant: CJDL Engineering File No.: 34T- WE2301 Municipality: West Elgin Subject Lands: Lots 336 to 339, Registered Plai Part of Lot 7 and 110, Registered Plan 199, Geographic Township of Aldborough, Municipal West Elgin Date of Decision: November 28, 2023 Date of Notice: ----- Last Date of Appeal: ----- Lapsing Date: ------ 7. That the Owner must enter into a subdivision agreement, pursuant to the authority of section 51(26) of the Planning Act, as amended, with the Municipality wherein the owner agrees to satisfy all the requirements, financial and otherwise, of the Municipality respecting the conditions of approval set out herein, and the laying out and development of the site, the installation of facilities and services including roads, on -site sewage collection systems, which includes the following: a) The owner agrees to satisfy all financial requirements including outstanding Municipal Property taxes and invoices for services provided prior to issuance of building permits; b) The development shall be serviced by municipal water at the developer's expense. The Municipality shall confirm that there is uncommitted reserve water treatment capacity to service the development; c) The development shall be serviced by municipal sanitary sewage system at the developer's expense. The Municipality shall confirm that there is uncommitted reservice sanitary sewer capacity to service the development; d) The development shall be serviced by a stormwater management system, combined with stormwater management facilities for water quantity and quality; e) An Environmental Compliance Approval must be obtained from the MECP for storm water management in advance of any development same as above. That the Owner obtain an Environmental Compliance Approval from the Ministry of the Environment and Climate Change for storm water management prior to any development requiring a building permit. The subdivision agreement shall contain provisions regarding the development, implementation, installation, and maintenance of the storm water management facilities; f) Any unplugged oil or gas wells discovered during the development process must be plugged in accordance with the Oil, Gas and Salt Resources Act; g) Permits must be obtained for any lots within the regulation area from Lower Thames Valley Conservation Authority (LTVCA), as defined by the regulation under the Conservation Authority's Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation O. Reg. 152/06 under the Conservation Authorities, prior to commencing any construction, as defined by the Conservation Authorities Act, and/or grading on the site; h) Erosion and sediment control plan(s) applicable to the development, to the satisfaction of the Municipality and the Lower Thames Valley Conservation Authority prior to commencement of any development, as defined under the Conservation Authorities Act, including grading and/or Site alteration works upon the subject lands; i) Implementation of the recommendations of the scoped environmental impact Page 39 of 133 Owner: Donwest Construction Applicant: CJDL Engineering File No.: 34T- WE2301 Municipality: West Elgin Subject Lands: Lots 336 to 339, Registered Plai Part of Lot 7 and 110, Registered Plan 199, Geographic Township of Aldborough, Municipal West Elgin Date of Decision: November 28, 2023 Date of Notice: ----- Last Date of Appeal: ----- Lapsing Date: ------ study (EIS), completed by Vroom & Leonard, March 2022; j) Implementation of the recommendations of the Tree Assessment and Preservation Plan, completed by Vroom & Leonard, May 2023 k) Develop the property in accordance with the recommendations from the geotechnical assessment report, prepared by EXP Services Inc, May 2022; and, 1) Installation of geodetic monuments within the subdivision. The number, specifications and location of the monuments are to be approved by the Municipality. The subdivision agreement between the owner and the Municipality of West Elgin shall be registered against the lands to which it applies once the plan of subdivision has been registered. 8. That the subdivision agreement shall require that the following clause be inserted in all development agreements, offers of purchase, and agreements of purchase and sale of each dwelling unit: "Warning: Purchasers/tenants are advised that due to the proximity of nearby commercial / industrial facilities and vacant industrially zoned lands in the area, sound from those facilities, including associated truck and delivery traffic, may at times be audible and their operations may change in the future." 9. That a lot grading plan for the perimeter of the lots has been prepared and approved by the Municipality as part of the subdivision agreement. 10. Prior to final approval the Municipality shall advise that appropriate zoning is in effect for the plan of subdivision. 11. The owner shall provide easements as may be required for services, utility, or drainage purposes in a form satisfactory to the Municipality or utility and where required by the Municipality, daylight corners and street reserves shall be shown on the final plan and conveyed in a form satisfactory to the Municipality. 12. That the owner conveys up to five (5%) of the land included in this plan for the Municipality for park or other recreational purposes or alternatively the Municipality may require cash -in - lieu of all or a portion of the conveyance. 13. That the Owner shall be responsible for implementing and maintaining sediment and erosion controls on the subject lands until such time as the subject lands are fully developed. Page 40 of 133 Owner: Donwest Construction Applicant: CJDL Engineering File No.: 34T- WE2301 Municipality: West Elgin Subject Lands: Lots 336 to 339, Registered Plai Part of Lot 7 and 110, Registered Plan 199, Geographic Township of Aldborough, Municipal West Elgin Date of Decision: November 28, 2023 Date of Notice: ----- Last Date of Appeal: ----- Lapsing Date: ------ 14. Prior to final approval, arrangements shall be made to the satisfaction of the Municipality for the relocation of any utilities that may be required as a result of the development of the subject lands, such relocation shall be undertaken at the expense of the Owner. 15. Prior to final approval, the owner will provide to Enbridge the necessary easements and/or agreements required by Enbridge for the provision of gas services for this project, in a form satisfactory to Enbridge. Prior to final approval, Enbridge shall advise in writing how their conditions have been satisfied. 16. Prior to final approval, the owner will provide to Bell Canada the necessary easements and/or agreements required by Bell Canada to service this new development. The Owner further agrees and acknowledges to convey such easements at no cost to Bell Canada. The Owner agrees that should any conflict arise with existing Bell Canada facilities where a current and valid easement exists within the subject area, the Owner shall be responsible for the relocation of any such facilities or easements at their own cost. Prior to final approval, Bell Canada shall advise in writing how their conditions have been satisfied. 17. Prior to final approval the Owner shall ensure that the requirements of Canada Post have been satisfied as follows: a) The developer will consult with Canada Post to determine suitable permanent locations for the Community Mail Boxes. The developer will then indicate these locations on the appropriate servicing plans; b) The developer agrees, prior to offering any units for sale/rent, to display a map on the wall of the sales office in a place readily accessible to potential owners/renters that indicates the location of all Community Mail Boxes within the development, as approved by Canada Post; c) The developer agrees to include in all offers of purchase/rental a statement which advises the purchaser/renter that mail will be delivered via Community Mail Box. The developer also agrees to note the locations of all Community Mail Boxes within the development, and to notify affected owners/renters of any established easements granted to Canada Post to permit access to the Community Mail Box. d) The developer will provide a suitable and safe temporary site for a Community Mail Box until curbs, sidewalks and final grading are completed at the permanent Community Mail Box locations. Canada Post will provide mail delivery to new residents/tenants as soon as the homes/businesses are occupied; and M Page 41 of 133 Owner: Donwest Construction Applicant: CJDL Engineering File No.: 34T- WE2301 Municipality: West Elgin Subject Lands: Lots 336 to 339, Registered Plai Part of Lot 7 and 110, Registered Plan 199, Geographic Township of Aldborough, Municipal West Elgin Date of Decision: November 28, 2023 Date of Notice: ----- Last Date of Appeal: ----- Lapsing Date: ------ e) The developer agrees to provide the following for each Community Mail Box site and to include these requirements on the appropriate servicing plans: i. Any required walkway across the boulevard, per municipal standards; ii. Any required curb depressions for wheelchair access, with an opening of at least two to three metres (consult Canada Post for detailed specifications); iii. A Community Mailbox concrete base pad per Canada Post specifications. 18. That prior to final approval, the developer shall submit a storm water management plan, a sediment and erosion control plan, and final detailed servicing and grading plans to the satisfaction of the Lower Thames Valley Conservation Authority for approval and if required, the subdivision agreement contain provisions implementing the plan 19. That prior to final approval of the plan of subdivision, the Municipality of West Elgin shall advise in writing how conditions 1 to 14 have been satisfied. 20. That prior to final approval of the plan of subdivision, the Lower Thames Valley Conservation Authority shall advise in writing how conditions 7 g), and h), and condition 18 have been satisfied. 21. That prior to final approval of the plan of subdivision, Enbridge shall advise in writing how condition 15 has been satisfied. 22. That prior to final approval of the plan of subdivision, Bell Canada shall advise in writing how condition 16 has been satisfied. 23. That prior to final approval of the plan of subdivision, Canada Post shall advise in writing how condition 17 has been satisfied. NOTES TO DRAFT APPROVAL: It is the owner's responsibility to fulfill the conditions of draft approval. 2. It is suggested that the applicant be aware of section 144 of the Land Titles Act and subsection 78(10) of the Registry Act. Page 42 of 133 Owner: Donwest Construction Applicant: CJDL Engineering File No.: 34T- WE2301 Municipality: West Elgin Subject Lands: Lots 336 to 339, Registered Plai Part of Lot 7 and 110, Registered Plan 199, Geographic Township of Aldborough, Municipal West Elgin Date of Decision: November 28, 2023 Date of Notice: ----- Last Date of Appeal: ----- Lapsing Date: ------ Subsection 144 (1) of the Land Titles Act requires that a plan of subdivision of land that is located in a land titles division be registered under the Land Titles Act. Exceptions to this provision are set out in subsection 144(2). Subsection 78(10) of the Registry Act requires that a plan of subdivision of land that is located only in a registry division cannot be registered under the Registry Act unless that title of the owner of the land has been certified under the Certification of Titles Act. Exceptions to this provision are set out in clauses (b) and (c) of subsection 78(10). 3. The owner is advised that in the event that deeply buried archaeological remains should be discovered during construction, it is recommended that archaeological staff of the Ontario Ministry of Tourism, Culture and Sport be notified immediately. Similarly, in the event that human remains should be encountered during construction, it is recommended that the proponent immediately notify the Ontario Ministry of Tourism, Culture and Sport and the Registrar of the Cemeteries Regulation Unit of the Cemeteries Branch. 4. The Ontario Land Surveyor responsible for preparing the final plan for registration should contact the Municipality of West Elgin regarding the preparation of the final plan to ensure the requirements of draft approval are properly addressed in the preparation of the final plan and that the final plan prepared contains sufficient geodetic information to locate the plan within the UTM Coordinate System, North American Datum 1983, prior to submitting the plan for final approval. A digital copy of the final plan, in a form satisfactory to the Municipality of Central, is required as part of the final plan submission. 5. Inauguration, or extension of a piped water supply, a sewage system or a storm drainage system, is subject to the approval of the Ministry of the Environment under Sections 52 and Section 53 of the Ontario Water Resources Act. 6. The owner is hereby advised that the review of this plan of subdivision did not include groundwater, soil or atmosphere testing to fully discount the possibility that waste materials and/or other contaminants are present within or in close proximity to this subdivision. If either the owner or the Municipality requires such assurance before proceeding with this plan of subdivision, a team of consultants should be retained to conduct any necessary investigations. 7. The Ministry of the Environment, Conservation, and Parks must be advised immediately should waste materials or other contaminants be discovered during the development of Page 43 of 133 Owner: Donwest Construction Applicant: CJDL Engineering File No.: 34T- WE2301 Municipality: West Elgin Subject Lands: Lots 336 to 339, Registered Plai Part of Lot 7 and 110, Registered Plan 199, Geographic Township of Aldborough, Municipal West Elgin Date of Decision: November 28, 2023 Date of Notice: ----- Last Date of Appeal: ----- Lapsing Date: ------ this plan of subdivision. If waste materials or contaminants are discovered, a further approval under Section 46 of the Environmental Protection Act may be required from that Minister. 8. The owner is advised that if any unplugged petroleum wells or associated works are identified during the development of the site, the owner shall notify the Petroleum Resources Centre of the Ministry of Natural Resources and Forestry. The owner shall plug the wells and rehabilitate the surface according to the Provincial Standards of the Oil, Gas and Salt Resources Act. The Ministry of Natural Resources and Forestry recommends that no structures be built immediately over a plugged petroleum well. 9. The owner is advised to contact Bell Canada at planninganddevelopment@bell.ca during the detailed utility design stage to confirm the provision of communications / telecommunications infrastructure needed to service the development. 10. It shall be noted that it is the responsibility of the owner to provide entrance/service duct(s) from Bell Canada's existing network infrastructure to service the approved draft plan of subdivision. In the event that no such network infrastructure exists, in accordance with the Bell Canada Act, the owner may be required to pay for the extension of such network infrastructure. If the owner elects not to pay for the above noted connection, Bell Canada may decide not to provide service to this development. 11. Canada Post will provide mail delivery service to this development through centralized Community Mailboxes (CMBs) unless. 12. If the development includes plans for (a) multi -unit building(s) with a common indoor entrance, the developer must supply, install and maintain the mail delivery equipment within these buildings to Canada Post's specifications. If there are over 100 units, a mail room will be required. 13. Please provide Canada Post with the excavation date for the first foundation/first phase as well as the date development work is scheduled to begin so that we can plan for equipment. Finally, please provide the expected installation date(s) for the CMB(s). 14. It is suggested that the Municipality register the subdivision agreement as provided by subsection 51(26) of the Planning Act, against the land to which it applies, as notice to prospective purchasers. 7 Page 44 of 133 Owner: Donwest Construction Applicant: CJDL Engineering File No.: 34T- WE2301 Municipality: West Elgin Subject Lands: Lots 336 to 339, Registered Plai Part of Lot 7 and 110, Registered Plan 199, Geographic Township of Aldborough, Municipal West Elgin Date of Decision: November 28, 2023 Date of Notice: ----- Last Date of Appeal: ----- Lapsing Date: ------ 15. If the agency's condition concerns a clause in the subdivision agreement, a copy of the agreement should be sent to them. This will expedite clearance of the final plan. A copy of the agreement is also required by the County of Elgin. 16. All measurements on subdivision and condominium final plans must be presented in metric units. The final plan must be submitted digitally in AutoCAD (DWG) and Portable Document Format (PDF) with the appropriate citation from the Planning Act used. The AutoCAD (DWG) file must be consistent with the following standards: • Georeferenced to the NAD83 UTM Zone 17M coordinate system. • All classes of features must be separated into different layers. • Each layer should be given a descriptive name so that the class of feature it contains is recognizable. The final plan approved by the County of Elgin must include the following paragraph on all copies (3 mylars and 4 paper) for signature purposes: Approval Authority Certificate This final plan of subdivision is approved by the County of Elgin under Section 51 (58) of the Planning Act, R. S.O. 1990, on this _ day of 20 Manager of Planning 17. The approval of this draft plan of subdivision File No. 34T-WE2301 will lapse on ----, pursuant to subsection 51(32) of the Planning Act, as amended. It is the responsibility of the owner to request an extension of the draft approval if one is needed. A request for extension should be made at least 60 days before the approval lapses since no extension can be given after the lapsing date. The request should include the reasons why an extension is needed and a resolution in support of the extension from Council of the Municipality of West Elgin. Page 45 of 133 Owner: Donwest Construction Applicant: CJDL Engineering File No.: 34T- WE2301 Municipality: West Elgin Subject Lands: Lots 336 to 339, Registered Plai Part of Lot 7 and 110, Registered Plan 199, Geographic Township of Aldborough, Municipal West Elgin Date of Decision: November 28, 2023 Date of Notice: ----- Last Date of Appeal: ----- Lapsing Date: ------ 18. The final plan approved by the County of Elgin must be registered within 30 days or the County may withdraw its approval under subsection 51(59) of the Planning Act. 9 Page 46 of 133 � y\. � I ! j , /�,\ �m \� ? t > d w \ !) � } ( 0 ( 0 < F— — 5l;4: %5 , m • Q° < � 3»[mr :\ \& ; a. ,// �(®(\Zz D \§\§\\/1 \ � ©�6 E191,11, RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Natalie Marlowe, Manager of Library Services DATE: November 28, 2023 SUBJECT: Elgin County Library Membership and Circulation Policy Adoption THAT the report titled "Elgin County Library Membership and Circulation Policy Adoption" from the Manager of Library Services dated November 28, 2023 be received and filed; and, THAT the Elgin County Library Membership and Circulation Policy attached to this report as "Appendix A" be hereby adopted. INTRODUCTION: This report recommends the approval of a policy to govern membership and circulation services offered by Elgin County Library and its ten branches. BACKGROUND AND DISCUSSION: Staff recommend that County Council adopt a policy to govern how membership and circulation services offered by Elgin County Library are defined, organized, and delivered to the communities of Elgin County. This new policy combines existing policies "Policy: Patron Registration for the Purposes of Issuing a Library Card" (2009) (see attached pdf) and "Ili �, P°::L.L.1121...2.!1.....IL....2.9.2........L..�......L.I'..'�'*.y" 2 i 2). This policy also formalizes current library circulation services, as a policy governing these services does not currently exist. Membership and circulation services are a part of the key pillars of library service and support literacy, lifelong learning, and intellectual freedom through access to collections, programs, and technology. These intersecting services govern the parameters of library membership as well as principles and guidelines for access and responsible use of library collections, programs, and services, as a member. Page 48 of 133 2 i nererore, it is sensical to develop a policy that combines the existing policy on patron registration and thus membership ("Policy: Patron Registration for the Purposes of Issuing a Library Card") and another existing policy on supplementary circulation service ("Interlibrary Loan Policy"), while at the same time articulating current library circulation services. Attached to this report is a Membership and Circulation Policy which integrates the following considerations (among others): • Methods of managing library membership in an equitable and inclusive way. It is important to be responsive and reflective of community needs, while maintaining operational needs; • Endorsement of a statement on intellectual freedom to ensure that all points of view are respected; • Ways to mitigate use of library membership and circulation relative to population served and established reciprocal borrowing partners. This is becoming an increasingly important consideration as the cost of digital library resources continues to climb; • A commitment to eliminating barriers such as cost and accessibility to ensure that all County residents have the ability to use the library regardless of financial means and housing security. Membership and circulation are free services, however in instances where a cost is necessary, such as replacing a library card or replacing a library item, the policy outlines how the cost is determined. Also, fines are subject to the library's fine -free plan to eliminate overdue fines on all library materials by December 31, 2024; • Endorsement of a statement on information privacy and patron information confidentiality when providing personal details or offering identification for the purpose of registration; • Criteria for creating a library card and parameters for responsible library use. Also, library and branch contact information is available for inquiries; • A commitment to evaluating membership and circulation procedures for up to date information and policy efficiencies; • Guidelines for all -in -one -place reference for library staff; • An available and accessible document for communities with membership and circulation parameters including application forms for reference or interest in creating a library card. A thorough review of policies and best practices from other public library systems in Ontario was conducted in drafting this policy. FINANCIAL IMPLICATIONS: Elgin County Library's membership and circulation services are free to Elgin County Library cardholders so there is no direct financial impact in adopting this policy. Annual budget considerations now mitigate the costs of the library going fine free and receiving Page 49 of 133 less yearly revenue from cardholders on overdue fines paid. Library fines are subject to the library's fine -free plan to eliminate overdue fines on all library materials by December 31, 2024. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: �m COMMUNICATION REQUIREMENTS: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. This policy will be posted on the library's website and will be made available in all ten branches. CONCLUSION: The adoption of a policy to govern membership and circulation services offered by Elgin County Library provides updated information on existing membership policy content, as well as articulates circulation policy information, and will fill an existing gap in the library's policy and procedure manual. All of which is Respectfully Submitted Natalie Marlowe, Manager of Library Services Approved for Submission Don Shropshire, Chief Administrative Officer/Clerk 3 Page 50 of 133 Elgin County Library Policy Manual Subject: Membership and Circulation Policy Date Approved: November 28, 2023 Date of Last Revision: n/a Purpose Elgin County Library offers membership and circulation services as part of our key pillars of library service and to support literacy, lifelong learning, and intellectual freedom through access to collections, programs, and technology. This policy outlines the principles and guidelines to facilitate free and equitable access to Library collections and services, while establishing parameters that protect Library collections and services, and serves to provide parameters for library membership (Part A) and borrowing materials (Part B). PART A: LIBRARY MEMBERSHIP 1. Membership Benefits Everyone is welcome at the library. The library provides free and equitable access to information in an environment that is welcoming for all and acknowledges intellectual freedom. Members of the public may use the library space and many of its services and some of its programs without a library membership. Benefits to holding a full membership include wider access to collections, programs, technologies, and equipment. 2. Membership Eligibility Elgin County Library Memberships are available free to any person who lives, owns property, works, or attends school in the County of Elgin. Library memberships shall also be available for anyone who lives on a First Nation reserve in Ontario. Children up to Grade 8 require permission of their parent or legal guardian in person at the time of registration. Library card registration forms may be made available for teachers and/or care providers to have cards prepared for children in anticipation of class visits or tours. Page 51 of 133 Reciprocal Relationship Elgin County Library has reciprocal borrowing agreements with several neighbouring library systems including St. Thomas Public Library and London Public Library. Members from these systems are also eligible for an Elgin County Library card. Non-resident For all other visitors, guest user cards may be issued for in -library services, such as Internet access. 3. Types of Membership Library Card A regular library card provides complete access to all Elgin County Library's collections and services, both physical and digital. Signing up for a regular library membership must be done in person and requires identification. A virtual card is available for patrons who are unable to provide proof of address. Virtual Card A virtual membership provides access to all of Elgin County Library's digital and online books and resources, without the privilege of borrowing physical items like books, puzzles, and board games. A virtual membership can be obtained by signing up online or in person by providing a name and an email address; proof of physical address is not required. A virtual card can be changed to a regular card by visiting a library branch with identification. Educational Card An educational card is intended for educational institutes such as schools, and daycare providers. These cards expire on an annual basis as educational workers are responsible for the items borrowed with these card types. Card for Individuals with No Fixed Address A card for individuals with no fixed address is intended for those experiencing housing insecurity or that have no permanent address, and is valid for one (1) year and will allow borrowing of up to three (3) items at a time. Name identification must be provided. 4. Membership and Library Card Identification Requirements A piece of photo identification and proof of address must be provided to Elgin County Library staff upon registration. Various types of documents are accepted, please ask a staff member. Page 52 of 133 Expiration and Renewal Library cards expire every two (2) years, with the exception of educational cards and no fixed address cards that expire annually. At which time members will need to contact the library to confirm account information, including address and phone number, to renew their card and maintain full membership benefits. A library card may be renewed if the account is in good standing. Replacement Cost Lost library cards can be replaced in person at a library branch for a minimal fee. Please see the current County of Elgin Fees and Charges By -Law for details. 5. Membership and Responsibilities Equal access to library services and materials depends on the reasonable use of such services and materials by all library members. Conditions of Membership Library members shall: • Present a valid Elgin County Library card when borrowing material or requesting account information; • Report any changes to account information as soon as possible. Lost or stolen cards should be reported to any branch library immediately; • Be responsible for any and all library material checked out on their cards and agree to abide by the regulations of the library; • Pay any fees incurred for damaged or lost library material, including any administrative fees for long overdue items as per the current County of Elgin Fees and Charges By -Law. PART B: BORROWING MATERIALS 1. Borrowing and Loans a) Loan periods and lending limits may vary based on type of membership (individual, educational, etc.). Please refer to the Elgin County Library website for the most up to date information. b) Library materials may be renewed for two additional loan periods either online or by contacting the library. The library reserves the right to limit the loan period and/or number of items borrowed on the basis of local demand and material supply. c) Materials may be returned to any Elgin County Library branch with the exception of interlibrary loan materials that must be returned to the branch they were borrowed from. d) Library items not eligible for renewal include, but are not limited to: Page 53 of 133 a. Items with holds; b. Any items checked out at the discretion of the Branch Supervisor. e) The library reminds patrons to return overdue materials through a series of digital or mailed notices culminating in a bill to replace lost material. f) DVD materials that are classified 18A (suitable for people 18 years of age or older) or R (restricted to 18 years or older) by the Canadian Home Video Rating System are available in the collection and it is up to the individual to determine suitability for viewing. Library staff do not require proof of age for lending. In keeping with the Cintairlio II......libi�ai� Assocliatlion's If 1osli�lion oin Clr�lilIdireair�'s If:Zli Ir2ts liin g) p g,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,EY.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,....,,,,,,,,............................... 1r]eIIiiIbir ,lry, there are no restrictions on the material borrowed by children. Parents/guardians are responsible for the selection, usage, and safe return of materials borrowed by their children. h) Elgin County Library offers outreach services to patrons who for reasons of age, disability, long-term illness or other limitations are unable to visit a library branch. Applicants will complete a registration form for homebound service. This service is dependent on the availability of volunteer services to deliver material(s). 2. Holds a) Customers may place a hold on any item in the catalogue with the exception of items designated "library use only". Examples include reference works, select local history materials, library program kits, and newspapers. b) Customers may place, cancel or freeze holds using the library's online catalogue, MyLibrary! app, in person at any branch, or by telephone during branch open hours. c) When a hold is available, the customer will be notified by their preferred contact method, either by email or by phone. Materials on hold are held at the requested branch location for a maximum of ten (10) days. If items are not picked up within that time, the hold will be removed. 3. Lost / Damaged Items a) Library patrons shall report lost or damaged items at the earliest possible opportunity. b) Charges for lost / damaged items are based on the cost of each individual item. Please refer to our Membership and Fees schedule found on the Elgin County Library website for the most up to date information on applicable replacement and administrative fees. c) Repeated loss, damage or misuse of library material could result in the suspension of library privileges. d) The library does not accept donations of materials in lieu of replacement fees. e) Refunds will be issued for lost items returned to the library in good condition within thirty (30) days after the charges for the item have been paid. Lost and Page 54 of 133 paid material charges will first be applied to any further outstanding charges on the patron's account, and any remaining balance will be refunded. 4. Suspension of Borrowing Privileges a) Borrowing privileges will be suspended when library patrons have fees and/or overdue materials in excess of the maximum allowable amount. (Please see current County of Elgin Fees and Charges By -Law). b) Accounts suspended due to overdue items or outstanding balances will be reactivated when the total balance owing falls below the threshold. 5. Interlibrary Loans (ILLO) a) Elgin County Library cardholders with a valid library account in good standing are eligible to request up to five (5) ILLO items at a time, while homeschool patrons are eligible to request up to twenty (20) ILLO items at a time. b) Elgin County Library will not lend or borrow some material types through ILLO, including board books, picture books, and book club kits. c) While the ILLO service is free to Elgin County Library patrons, a library could charge a fee to lend materials. Patrons wishing to receive the requested item may be subject to paying a charge. d) If an interlibrary loan item is lost or damaged by a patron, it is the responsibility of the patron to pay for the item. e) Items borrowed for a patron through the ILLO service will have a standard loan period, unless otherwise specified by the lending institution. ILLO items are not available for renewal automatically. If a patron requests an interlibrary loan item longer than its current lending period, staff may submit one renewal request per ILLO item to the Interlibrary Loan Clerk. The lending library will approve or decline the renewal at its discretion. f) Patrons with overdue ILLO items could be subject to overdue fines as per the lending library's policy or suspension of borrowing privileges until the ILLO item is returned. CONFIDENTIALITY OF PERSONAL INFORMATION Elgin County Library respects the privacy of all library patrons and will keep all information related to membership confidential in accordance with lace ,Coin„ir t , f if ,ll„qii„irk„'s Access , o ,ll,inf irr� ati, in , ,n ,ll,;;1„iJvacy ,lf 1, ll,ii,gy. Identification documents are used to verify name and address only when applying for a library card. No other information on the document(s) presented is kept or recorded. Confidentiality of all personal information held by Elgin County Library in matters relating to lending services is governed by the ,III„uau„in.lc,ii„p, ,ll ,lf;;;;,lrca,edorri , ,f,11„infoirr�r anon , ,nd Page 55 of 133 f 1_Irp ecflor� of „II 1„Jvac 5 Il if lll( , and related County of Elgin policies, as listed in the References and Related Documents section below. DEFINITIONS For the purpose of this policy "Circulation" is defined as the usage of library materials including, but not limited to, obtaining a library card, borrowing library materials, placing holds, checking out, and checking in, etc. "Reciprocal borrowing" is defined as an agreement between two (2) or more library systems which allows library patrons of one library system to freely use the services of another. `Account in good standing" is defined as a patron in good standing; who has a current membership; who has no lost or damaged items, and has not exceeded the minimal fees threshold. "Resident" is defined as someone who lives in the County of Elgin or supports Elgin County with the payment of taxes. "Loan period" is defined as the total number of days, or lending limit, that one can keep a specific item before returning it to the library. `7LLO" or "Interlibrary Loan" is defined as a provincial program and service in which libraries, on behalf of patrons, can request to temporarily borrow materials that are not owned by the local library. REFERENCES AND RELATED DOCUMENTS (Accessible formats available upon request.) Count of IF II lin. Access �o Ilnfor°ma�'uon and IPr°livac IPolllic . 2623 .p ..! .:......p.f....E.11.' lin If::::ea :as and Clhair es I::m ....Il...._,, 2623 lP„II,g,!!„h,,,,,,Qo.u.!rti,t„y,,,,,,,,,,,,, „!:,; ,!C „,,,,,,,I„!,;: ,!C;,II,ii, „!...a.;,y,,,,,,ll,,,,,, , „h,,,,,,I , Il,ii,p,y„, , ,,,1,,, , I::::::II litre Coairet 1......l1birait ear�rrbeairsIreli aired Il e 2e eab II::::1a e. 2623 g,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,y,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,y„,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,....,,,,,,,,,,,,,,,,,,,,,,,.....,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,g,........... ::............................ I unlicli all Il:::::reedom of Ilnfor°madon and IPr°otecflon of IPr,Jvac Act. If .S.0. 190c. 1 .56 ...............g...................................................................................................................................................................................................................................................................................................................................................................................... OntarJ2 I1.....ubr°ar. Assocliat'uon, IPoslit'uon on Cllhnlilldr°eir�"s IPIi Ilhts lin tIlhe Il.....ubr°ar° . 1 6 Publllic I1.....ubr°arries Act, IP. .O. 1990., c. IP.44 Page 56 of 133 APPENDICES Appendix A: Juvenile Application Form �uM m EI gin', l, a r. PLEASE PRINT CLEARLY Elgin County Library J,IL11,//,eI(iIIII III t,/,II`IIfl'"'Pr lQ`u;'!r1„ie 8 wd U(deI`) Proof of address will be requested by library staff Name Last: First: Address Apt./Unit#: Street #: Street: City: Province: Postal Code: Preferred Phone Number ( ) PIN = last 4 digits of phone number Email Address STAFF USE ONLY Home Branch Notify via ( ) Email *Holds/Items Due notifications, Library e-newsletter(s)* ( ) Phone Number Patron Type Juvenile / Virtual (please circle type) Barcode 06279 I agree to follow the rules and regulations of Elgin County Library's Membership and Circulation Policy, care for all materials borrowed on this card, assume full responsibility for the choice of material the child borrows from the Library, pay any fees incurred for all lost or damaged materials, inform the Library if the card is lost or stolen and/or if there is a change in the child's personal information. I am responsible for any use of this card. Parent/Guardian Name (Please Pant) Parent/Guardian Signature This information is collected under the authority of the Public Libraries Act (R.S.O. 1990, c. P.44) and for library -related purposes only. The information on this form is subject to the Municipal Freedom of Information and Protection of Privacy Act (R.S.O. 1990, c. M.56). Page 57 of 133 Appendix B: Adult Application Form . � Elgin County Library Elgin IIII t�, Form (HigIhIII IIII Age andit PLEASE PRINT CLEARLY Name Last: First: Address Apt./Unit#: Street #: Street: City: Province: Postal Code: Preferred Phone Number ( ) PIN = last 4 digits of phone number Email Address STAFF USE ONLY Home Branch Notify via ( ) Email *Holds/Items Due notifications, Library e-newsletter(s)* ( ) Phone Number Patron Type Adult / Virtual / Homeschool / Homebound (please circle type) Barcode 06279 I agree to follow the rules and regulations of Elgin County Library's Membership and Circulation Policy, care for all materials borrowed on this card, pay any fees incurred for all lost or damaged materials, inform the Library if the card is lost or stolen and/or if there is a change in my personal information. I am responsible for any use of this card. Signature of Applicant This information is collected under the authority of the Public Libraries Act (R.S.O. 1990, c. P.44) and for library -related purposes only. The information on this form is subject to the Municipal Freedom of Information and Protection of Privacy Act (R.S.O. 1990, c. M.56). Page 58 of 133 Appendix C: Educational Application Form Elgin nt Library i iW� Annual Educational Membership Form Year Issued: PLEASE PRINT CLEARLY Institution Name Email Address Primary Contact Last: First: Job Title Street Address: City: Province: Postal Code: Preferred Phone Number ( ) PIN = last 4 digits of phone number Authorized Users (Please list names and job titles) STAFF USE ONLY Home Branch Notify via ( ) Email *Holds/Items Due notifications, Library e-newsletter(s)* ( ) Phone Number Barcode 06279 As the administrator of this institution, I am qualified to apply for membership to Elgin County Library on its behalf. I understand that I am responsible for all materials borrowed by authorized users of this account and that these materials are subject to replacement fees if they are lost or damaged. Materials borrowed under this membership are not for personal use. I will notify the library of any changes to our list of authorized users in writing and understand that our membership will be reviewed annually. Our authorized users understand that the library reserves the right to withhold materials from institutional loan that are in high demand or limited supply and that borrowing privileges may be suspended as a result of unpaid bills or materials that are long overdue. This membership will be revoked by the library if privileges are abused. Signature: Date: Page 59 of 133 FOR LIBRARY USE ONLY *Applications may be approved by a Branch Supervisor, Manager of Library Services or Director of Community & Cultural Services. Approved by: (print name) (signature) Date approved: This information is collected under the authority of the Public Libraries Act (R.S.O. 1990, c. P.44) and for library -related purposes only. The information on this form is subject to the Municipal Freedom of Information and Protection of Privacy Act (R.S.O. 1990, c. M.56). Page 60 of 133 p rogrsssdva, by Na,V:uraa ELGIN COUNTY PUBLIC LIBRARY POLICY: PATRON REGISTRATION FOR THE PURPOSES OF ISSUING A LIBRARY CARD Purpose This policy establishes requirements for the registration of new patrons to the Elgin County Public Library system for the purposes of issuing an Elgin County Library Card with all its rights and privileges. Eligibility Elgin County Public Library cards are free to anyone who lives or owns property within the County of Elgin. Cards are also free to County staff. Registrations will furthermore be honoured for cardholders of the St. Thomas Public Library and London Public Library under reciprocal borrowing agreements. Children up to grade 8 require permission of their parent or legal guardian in person at the time of registration. For all other patrons, guest user cards may be issued for services available in the library only (such as Internet access). New Registrations - Acceptable Identification New registrations must be made in person at any branch of the Elgin County Public Library system or main office. Patrons must provide one of the following types of identification: One piece of valid photo identification showing current address; OR one piece of valid photo identification and one piece of official correspondence issued within the past 60 days showing current address; Two pieces of identification showing current residence within the County of Elgin; OR two bills and/or official correspondence issued within the past 60 days showing current address within the County of Elgin; Page 61 of 133 -2- • A valid St. Thomas Public Library card or London Public Library card along with one piece of photo identification showing current address. Registrants who are not able to conform to the terms of this policy will be reviewed on a case by case basis upon the recommendation of the Branch Supervisor to the Director of Community and Cultural Services. Patrons may request a copy of the Elgin County Public Library's Privacy Statement which outlines how information collected at the time of registration is used. Approved by Elgin County Council: January 27, 2009 Page 62 of 133 Report to County Council �� few From: Sarah Savoie, Accessibility Coordinator Elgin,',' � Date: November 28, 2023 Progfressi e by Nature Subject: Elgin County and LMPs Joint Diversity, Equity, and Inclusion Plan 2024-2026 Recommendations: THAT the report titled Elgin County and LMPs Joint Diversity, Equity and Inclusion Plan 2024-2026, dated November 28, 2023, from Accessibility Coordinator Sarah Savoie, be received, filed and approved. Introduction: The purpose of this report is to provide Elgin County Council with an opportunity to review, provide input on, and approve the Joint Diversity, Equity and Inclusion (DEI) Plan. The Joint DEI Plan is a collaborative effort between the County of Elgin and its Local Municipal Partners. The Joint DEI Plan outlines the DEI progress made and the DEI goals that will be implemented from 2024-2026, across Elgin County. The Joint DEI Plan was created to reflect best practices and is comparable to work that has been/is being completed by other Municipalities in Ontario. Note: there is no specific legislation that requires Municipalities to have a DEI Plan, however, the Joint DEI Plan does consider, and account for, legislative requirements under the A(,,(�'�'�!��°a� il��„it ���„� � ����tn��;.. iti ua, A �L ����..� � � ��(K- 11 (AODA) and the ��ka"'��ka�....Y Bk��9„�a�a"'����..���� `,,k,�..� Uw'"P �., � )ntntk',,) I i )nn 1 ht � �..9 (the Code). Discussion: The Joint DEI Plan includes the following sections: • Decolonization and Reconciliation o Provides information stating the County ands its LMPs will continue to collaborate with Indigenous communities and partners to advance mutual DEI goals o States the County's commitment to supporting the Calls to Action o Notes the County has implemented a Land Acknowledgement Statement Purpose o Outlines the reason for creating a Joint DEI Plan, and how the County and its LMPs are dedicated to responding to and eliminating patterns of systemic discrimination and to ensure the needs of all residents are met o Provides 5 overarching objectives the Joint DEI Plan strives to achieve Page 63 of 133 2 Statement of commitment o Demonstrates the County and its LMPs commitment to creating a workplace environment and community that is diverse, equitable and inclusive for all o Includes the main aims the Joint DEI Plan will achieve and how the plan acts as a framework for ensuring policies, practices and procedures are non-discriminatory, fair, and just • Scope o Includes the way the plan is applied and who it is applied to • Legislative Authority o Includes all legislation (with links) that may have requirements that can impact the Joint DEI Plan o Acknowledges the Joint DEI Plan will adhere to all relevant legislation as well as international and Indigenous related guidelines/treaties/acts • Plan Coordination o Provide information on how the plan was created, who was involved, and the approval process o Includes participating municipalities information • Implementation o Outlines the way the County and its LMPs will implement the plan • Evaluation, Reporting and Outcomes o Describes how the Joint DEI Plan will be communicated, the right to freedom from discrimination, the protected grounds, DEI progress reports, and DEI topics o Includes information on the outcomes and how it will be measured • Overview of Diversity, Equity and Inclusion o Why DEI Matters -explains the current climate for municipalities, ongoing challenges, and why it is important to address DEI o DEI Statistics in Canada o DEI Statistics in Ontario o Demographic Profile of Elgin County o Applying DEI at Work -what areas of the workplace it can be applied to o Benefits of DEI in the Workplace o CSA Psychological Health and Safety Standard Commitment • Challenges and Directives o Discussed potential challenges that may impact the implementation of the Joint DEI Plan o How challenges can be addressed DEI Training o How and when training will be provided and who must take the training Sections on the Progress and Goals for 2024-2026, for all of the following: o Elgin County (general) Progress o EC HR Goals o EC Legislative Services Goals Page 64 of 133 o EC Community & Cultural Services Goals o EC Engineering / Facilities / Planning Goals o EC Economic Development / Tourism Goals o EC Finance / Purchasing o EC Homes & Seniors Service s o EC POA / Legal o Municipality of Bayham o Municipality of Central Elgin o Municipality of Dutton Dunwich o Municipality of West Elgin o Town of Aylmer o Township of Malahide o Township of Southwold Communication and Contact Information o Information provided on feedback process, compliance, LMP websites, and contact information o Includes statement that "this document is available in accessible format and/or with communication supports, upon request" Financial Implications: Staff time allocated to the creation and implementation of the Joint DEI Plan goals. Alignment with Strategic Priorities: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ® Fostering a healthy environment. ® Enhancing quality of place. Additional Comments: None. 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. 3 Page 65 of 133 Locai iwunicipal Partner Impact: Local Municipal Partners were responsible for providing a list of progress and goals to incorporate in the Joint DEI Plan. Local Municipal Partners will oversee the implementation of the goals set in the Joint DEI Plan between 2024-2026. Collaboration between the County of Elgin and its Local Municipal Partners may take place regarding specific DEI and accessibility related goals (where applicable). Communication Requirements: The Joint Accessibility Advisory Committee has reviewed and approved the Joint DEI Plan. The Joint DEI Plan will then require approval from County Council, before being sent to Local Municipal Partner Councils for approval. The Joint DEI Plan is expected to be posted on the County website and Local Municipal Partners' webs ites. On an annual basis, the County and its Local Municipal Partners may publish a progress report to demonstrate the work that has been done under the Joint DEI Plan. Conclusion: The information contained in this report is intended to provide a high-level overview of the Joint DEI Plan, its purpose, and the goals that the County of Elgin and its Local Municipal Partners have set out to achieve between 2024-2026. All of which is Respectfully Submitted Sarah Savoie, Accessibility Coordinator Amy Thomson, Director of Human Resources Approved for Submission Don Shropshire, Chief Administrative Officer 0 Page 66 of 133 Progressive, by NatUre Elgin County and Local Municipal Partners Joint Diversity, Equity and Inclusion Plan 2024=2026 �N o 1 wu Elgin Page 67 of 133 Table of Contents Decolonization and Reconciliation..................................................................................3 Purpose........................................................................................................................... 3 PlanCoordination............................................................................................................5 Evaluation, Reporting, and Outcomes.............................................................................6 Overview of Diversity Equity and Inclusion...................................................................... 8 WhyDEI Matters..........................................................................................................8 Benefits of DEI in the Workplace............................................................................... 10 CSA Psychological Health and Safety Standard Commitment .................................. 11 Challenges and Directives............................................................................................. 11 DEITraining.................................................................................................................. 12 Countyof Elgin(EC)...................................................................................................... 13 Elgin County DEI Progress (General)........................................................................ 13 EC Human Resources DEI Goals.............................................................................. 16 EC Legislative Services (Admin) Goals..................................................................... 17 EC Community and Cultural Services (Libraries / Archives / Museum) Goals........... 18 EC Engineering / Facilities / Planning Goals............................................................. 19 EC Economic Development / Tourism Goals............................................................. 19 EC Finance / Purchasing........................................................................................... 20 EC Homes & Seniors Services.................................................................................. 21 ECPOA / Legal......................................................................................................... 22 Municipalityof Bayham................................................................................................. 22 Municipality of Central Elgin.......................................................................................... 23 Municipality of Dutton Dunwich..................................................................................... 24 Municipality of West Elgin............................................................................................. 26 Townof Aylmer............................................................................................................. 27 Townshipof Malahide................................................................................................... 28 Townshipof Southwold................................................................................................. 29 Communication and Contact Information...................................................................... 30 Feedback................................................................................................................... 30 Compliance................................................................................................................ 30 Local Municipal Partner Websites.............................................................................. 30 ContactInformation................................................................................................... 30 VA Page 68 of 133 Decolonization and Reconciliation The County of Elgin and its Local Municipal Partners are supportive of all communities and will continue to foster meaningful relationships and collaborate with Indigenous communities and partners to advance mutual diversity, equity and inclusion goals. The County of Elgin supports the Truth and Reconciliation Commission of Canada's work to implement the 94 Calls to Action. The County further supports and encourages its employees to participate in activities and wear orange shirts to honour the National Day for Truth and Reconciliation, which takes place annually on September 30. The County recognizes that decolonization and reconciliation go beyond the scope of the Commission's recommendations, and the County has and continues to work with Indigenous leaders to support the recommendations and other relevant initiatives. The County of Elgin has implemented a Land Acknowledgement Statement. The full report on the development of a Rural Indigenous Strategy can be viewed in the County Council Agenda Package August 10, 2021, on page 319. Purpose The County of Elgin and its Local Municipal Partners are regulated by the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, Employment Equity Act, Ontario's Anti -Racism Strategic Plan and so forth, and are dedicated to responding to and eliminating patterns of unfair treatment and forms of systemic discrimination that still take place, often resulting from bias, stereotypes, and prejudice. The County and its LMPs recognize that creating a community that celebrates diversity and inclusion ensures that goods, services, and facilities provided meet the needs and ambitions of the entire population. One of the main objectives of the Diversity, Equity and Inclusion (DEI) Plan is to enhance staff awareness and knowledge of diversity, equity, and inclusion, and how it impacts the workforce. Staff will be provided with training, tools and resources that help increase DEI across the County and Local Municipalities. This Plan strives to- 1 . Increase the County and LMPs understanding and deepen the commitment to DEI. 2. Strengthen DEI within the organizational culture and workplace morale. 3. Engage staff in DEI efforts, and foster opportunities for leadership, advancement and development. 4. Identify, remove and prevent barriers to DEI across the County. 5. Determine and implement industry best practices regarding DEI initiatives. Statement of Commitment The County of Elgin and its LMPs are committed to creating a workplace environment and community that is diverse, equitable and inclusive for all. 3 Page 69 of 133 The Diversity, Equity and Inclusion (DEI) Plan aims to: • Identify and address any forms of discrimination that create barriers to services, community engagement, inhibit flexibility, participation and equity in the workplace. • Work with marginalized groups to counter historical, attitudinal, structural, systemic, and institutional practices that hinder inclusivity. • Implement training, programs, and initiatives that recognizes the full range of human differences and ensures fairness and justice. • Embrace differences amongst employees and residents with empathy and curiosity. • Create a workplace culture/environment that is safe, open, and inclusive for everyone. • Increase awareness of the different barriers that prevent DEI in the workforce. The plan seeks to make employees and residents feel valued and accepted. Further, it strives to remove barriers so that all community members can participate in an equitable environment. The plan emphasizes the importance of recognizing the systematic, structural, unified and intersectional aspects of discrimination, and the benefits of undertaking inclusive action. The plan acts as a framework for embracing diversity in the workplace, and seeks to create policies, procedures and practices that are fair, just, and non-discriminatory. Scope This plan applies to all persons who deal with members of the public or other third parties on behalf of the County and its LMPs, whether the person does so as an employee, member of Council, agent, volunteer, student placement, Committee member, or otherwise and all persons who participate in developing the County's policies and procedures governing the provision of goods, services or facilities to members of the public or other third parties. Legislative Authority The plan adheres to the legislative requirements set out in the following: • Accessibility for Ontarians with Disabilities Act (AODA) • Integrated Accessibility Standards Regulation (ISAR) • Accessible Canada Act • Ontario Human Rights Code (OHRC) • Employment Standards Act (ESA) • Occupational Health and Safety Act • Canadian Charter of Rights and Freedoms • Universal Declaration of Human Rights • International Convention on the Elimination of All Forms of Racial Discrimination • The Citizenship Act • Canadian Multiculturalism Act • Employment Equity Act • Ontario's Anti -Racism Strategic Plan 4 Page 70 of 133 In addition to the above legislation, several policies and agreements set out requirements, recommendations and frameworks relating to Indigenous -Municipal governance: • Treaties • United Nations Declaration on the Rights of Indigenous Peoples • Report of the Royal Commission on Aboriginal Peoples • Truth & Reconciliation Calls to Action • National Inquiry into Missing and Murdered Indigenous Women and Girls Calls for Justice Plan Coordination This plan was created through a collaborative effort between the County Accessibility Coordinator, Human Resources Department, and Local Municipal Partners. All staff are responsible for identifying, removing and preventing discrimination across the County. The plan went through several phases of revision, and was taken to the Joint Accessibility Advisory Committee for feedback and input. A DEI Survey was circulated amongst staff at the County to identify areas needing improvement and to provide input. Input from the survey was incorporated into the goals section of the DEI Plan. The final DEI Plan was received and approved by County Council. After County Council approved the plan, it was sent to all LMPs to take to their respective Councils to be received and adopted. The plan is available on the County and LMPs websites in accessible format. Participating Municipalities The Municipality of Bayham 56169 Heritage Line, PO Box 160 Straffordville, ON NOJ 1Y0 The Municipality of Central Elgin 450 Sunset Drive, St. Thomas, ON N5R 5V1 The Municipality of Dutton Dunwich 199 Currie Road, Dutton, ON NOL 1 JO The Municipality of West Elgin 22413 Hoskins Line Rodney, ON NOL 2C0 The Town of Aylmer 46 Talbot Street West, Aylmer, ON N5H 1J7 The Township of Malahide 87 John Street South, Aylmer, ON N5H 2C3 The Township of Southwold 35663 Fingal Line, Fingal, ON NOL 1 KO Implementation In order to implement the DEI Plan, the County and its LMPs will undertake the following actions: • Review County and LMP documents to ensure the use and incorporation of inclusive and gender -neutral language. 41 Page 71 of 133 • Collect, analyze, and interpret data and feedback to assist with identifying ways to enhance DEI within the organization, as well as opportunities for engagement with the community. • Review policies and practices to ensure it aligns with goals outlined in the DEI Plan. • Increase workplace DEI activities and events to increase engagement and awareness. • Engage with local businesses and communities to provide recognition of diversity, equity and inclusion initiatives that have a positive impact across the County. • Create an Intranet and web page for DEI that includes resources and important DEI dates that highlights and celebrates DEI. • Promote staff awareness and participation in internal and external events for DEI (Black History Month, Women's History Month, Pride Parade, Orange Shirt Day etc.). • Ensure recruitment, selection and retention practices account are diverse, equitable and inclusive. • Provide free training information through the DEI plan and offer training to staff on topics not covered through the free training. Evaluation, Reporting and Outcomes The success of the DEI Plan requires that information and communication is transparent, and that the evaluation, reporting, and intended outcomes of the plan are clearly stated. As laid out in the Ontario Human Rights Code, all employees have a right to Freedom from Discrimination with respect to five social areas and seventeen personal attributes. The protected grounds for the five social areas include: 1. Employment 2. Housing 3. Services 4. Unions and Vocational Associations 5. Contracts The protected grounds for the seventeen personal attributes include: 1. Citizenship 2. Race 3. Place of Origin 4. Ethnic Origin 5. Colour 6. Ancestry 7. Disability 8. Age 9. Creed 10. Sex/Pregnancy 11. Family Status Page 72 of 133 12. Marital Status 13. Sexual Orientation 14. Gender Identity 15. Gender Expression 16. Receipt of Public Assistance (housing) 17. Record of Offences (in employment) The Plan will focus on addressing diversity, equity, and inclusion in the workplace and community, and combat any form of discrimination, direct or indirect. The plan will be updated on an annual basis, as necessary. The DEI Plan provides an overview of diversity, equity and inclusion, and the County and its LMPs goals regarding DEI spanning 2024-2026. The purpose is to provide a high-level overview of all DEI projects and initiatives, and the way that each municipality intends to approach different topics relating to DEI. DEI Progress Reports The DEI Plan will be assessed and updated on an annual basis as needed. A DEI Progress Report will be completed annually to demonstrate commitment to implement the DEI Plan goals. DEI Topics This list is not exhaustive, there are many other topics that connect to DEI. • Anti -racism and anti -oppression o Indigenous awareness o Lasting impact of colonialism o Addressing unconscious and implicit biases o Black and racialized Canadians o Micro -aggressions • LGTBQ2+ o Gender identity o Sexual orientation • Accessibility o Disability awareness o Barriers to accessibility o Accommodations in the workplace • Women o Understanding feminism o Sexism in the workplace • Immigrants and Refugees o Addressing myths about immigrants and refugees o Benefits of a multicultural and diverse workplaces o Cultural competence and diversity • Mental Health o Mental health first aid o Combatting stigmas and bias towards mental illness and addiction o Homelessness FA Page 73 of 133 • Age o Generational diversity o Digital divide The outcomes of this plan will be measured using the following: • Use surveys to get feedback regarding DEI. • Obtain statistics and demographic information as it relates to DEI. • Review statistics/demographic info to identify areas for improvement regarding: recruitment, selection, retention, employee satisfaction, community outreach etc. • Review HR policies and procedures to ensure industry best practices. • Get feedback on questions related to diverse, inclusive, and equitable workplaces from exit interviews, stay interviews, and employee engagement questionnaires. • Examine workplace accommodations to ensure accessibility and inclusivity, consider a Universal Design approach. • Partner with Council to join the following: o Canadian Coalition of Municipalities Against Racism and Discrimination (CCMARD -United Nations). o Canadian Coalition of Inclusive Municipalities (UNESCO -United Nations) o City for All Women Initiative (CAWI). • Create an annual report to demonstrate progress towards DEI goals laid out in the plan. • Form DEI related committees at the County level and encourage LMP participation. Overview of Diversity, Equity and Inclusion Why DEI Matters Diversity, equity and inclusion in municipalities is imperative. Systemic discrimination remains an ongoing challenge, and when left unaddressed, these issues can grow and become difficult to mitigate. The community is growing, which can lead to an increase in inequities regarding resources, access and power. These barriers impact marginalized communities' access to healthcare, employment, housing, and County goods, services, and facilities. These inequities negatively impact both the community and the workplace. Elgin County and its Local Municipal Partners are responsible for the wellbeing and quality of life of its residents. Addressing these inequities can help ensure the inclusion of all residents. DEI creates a more sustainable community where people from all walks of life have the right to, and can participate fully in social, economic, political, and cultural life. The demographic and economic changes require focused efforts to advance DEI practices and policies to address unfair treatment and forms of systemic discrimination that still take place. This Plan is a systemic response to these imbalances in accessibility, economic status, religious beliefs, ability, gender and gender identity, 8 Page 74 of 133 geographic location, sexual orientation, race, Indigenous ancestry, age and other similar markers of identity. The Plan aims to incorporate best practices recognized and identified in various Municipalities plans, practices, charters and reports on DEI, and unite the different initiatives the County is currently undertaking to affirm and advance its commitment and focus on DEI. DEI Statistics in Canada In accordance with the Diversity for Social Impact: • In 2018, 23.6% of the population are foreign -born. • A majority of immigrants are from Asia. • Over 6 million people identify as a member of a visible minority group. • 61.4% of women and 70.1 % of men participated in the labour force in 2019. • In 2016, less than 1/5 of all leadership roles were held by women. In 2017, it was reported that 11% of women and 5% of men have a mental health related disability. In 2017, for First Nations people living off reserves 51 % of women and 40% of men reported unemployment due to not having enough education. DEI Statistics in Ontario According to Ontario Public Service Inclusion & Diversity Blueprint: • Ontario is home to the largest population of Indigenous people in the country. • 48% of Ontario's population will be racialized by 2036. • 1 in 7 Ontarians has a disability. • By 2020, Millennials will make up half of the global workforce. • The majority of visible minority members live in Toronto, Montreal and Vancouver • N 2017, 40% of racialized people in Ontario reported experiencing discrimination due to race in the last 5 years. Demographic Profile of Elgin County According to the Census Profile 2021 for Elgin County: • 20% of the population is age 65 and over. • 9.6% of residents live in low-income status. • Over 2000 residents identify as Indigenous. • Over 4200 residents are visibly minorities including South Asian, Chinese, Black, Filipino, Arab, Latin American, Southeast Asian, West Asian, Korean, Japanese, and multiple. • Over half the population is religious. The County is a growing and changing community. The population of the surrounding local Municipalities is increasing and becoming more diverse due to everchanging immigration, migration, urbanization, and aging society. For further information on the demographic profile of the County, visit Census Profile 2021 —Elgin County. Due to the N1 Page 75 of 133 changing demographics, the County is dedicated to focusing its efforts towards advancing inclusive practices and policies. Applying DEI at Work DEI can be applied to various areas of the workplace, and can enhance existing practices related to, but not limited to, the following: • Communications • Engaging Community • Gathering Information/Research • Leading and Supervising • Monitoring and Evaluation • Planning: Services, Programs, Events • Policy and Procedure Development • Recruitment, Hiring, Selection and Retention • Strategic Planning • Training • Customer Service Benefits of DEI in the Workplace According to the OSP Inclusion & Diversity Blueprint, DEI can lead to- 1 . Diverse Talent: ensuring that the workplace is reflective of the population and better represents the public we serve. 2. Inclusive Leaders: allows for better collaboration between the County, its LMPs, internal and external stakeholders and the community. 3. Diversity of Thought & Experience: ensures workplace embraces DEI perspectives. 4. Greater Collaboration: allows for better creativity and innovation in the organization. 5. Responsive Public Service: ensures policies, programs and services are equitable and inclusive. 6. Increased Innovation: improves the creativity and diverse thought and decision making. 7. Better Employee Satisfaction: ensures employees feel included and are represented throughout the organization. 8. Team Performance: enhances team engagement and collaboration 9. Reduces Bias: ensures that all employees are treated with respects, and are free from discrimination. DEI Plans and policies are proven to increase efficiency in customer satisfaction, and contribute to the following improvements for Municipalities: • Increases social capital, engagement, collaboration, and feeling of belonging. • Better physical, psychological and social health and safety. • Decreases healthcare and social services costs. Page 76 of 133 Increases economic prosperity and productivity. Increases growth and tax revenue. Creates a better understanding and empathy for decisions made by the Municipality. CSA Psychological Health and Safety Standard Commitment The County of Elgin and its Local Municipal Partners are committed to ensuring a psychologically healthy and safe workplace. Under the CSA Psychological Health and Safety in the Workplace Standard, there is a section pertaining to diversity that indicates the connection between psychological health hand safety and diversity in the workplace. It states the following: Section 4.3.6 Diversity Organizations comprise diverse populations and groups. • The organization shall consider the unique needs of these diverse populations and solicit input when these needs are relevant to complying with the requirements of this Standard. • The organization shall consider workplace factors that can impact the ability of these workers to stay at work or return to work. • While psychological health and safety in the workplace is a shared responsibility among stakeholders, the organization should support individual workers to seek assistance internally or externally when needed. • The organization shall take steps to link workers in need to internal resources and should also take steps to link workers to community or other resources. Challenges and Directives While the County and its LMPs are committed to achieving greater diversity, equity and inclusion, it is important to recognize the challenges with its implementation: • Financial and resource limitations. • Competing priorities for staff. • Uncertain about what best practices or approaches to apply. • Disbelief inequities exist (ex: "there is no gender pay gap"). • Limited political support. • Lack of knowledge regarding the intersectional lens. • Department DEI initiatives happening in isolation without corporate -wide framework. • Need for greater demographic data or feedback on DEI. • Absence of DEI related performance measures. • Some DEI issues are not given as much attention as others. These challenges can be addressed by: • Realizing that DEI change is fluid, constant and there is no one size fits all approach. 11 Page 77 of 133 • Change can be achieved through many avenues and is not limited. • Tensions are not always negative, it is important to address implicit biases to improve awareness and understanding which can result in some discomfort. • Asking questions is important to determine who is included, what causes exclusion, and how can the organization be more inclusive. • Issues may be complex and should involve various stakeholders and the community. • Engagement with community organizations is critical to advancing DEI goals. The County encourages people to be allies and commit to using info learned to take a stand and advocate for all marginalized groups. Being an ally is not a one-time thing, it is a lifelong learning process of asking questions and turning insights into action. DEI Training The County will provide training to: • All people who are an employee of, or a volunteer with the organization; • All people who participate in developing the organizations policies; and • All other people who provide goods, services or facilities on behalf of the organization. General DEI Training • An overview of the Ontario Human Rights Code • An overview of the protected grounds in Canada • Identify common barriers to DEI and how to mitigate them • Discuss important definitions and their implications in the workplace • Address intersectionality and privilege as it relates to the workforce • Discuss the importance of DEI Fundamentals The training will be appropriate to the duties of the employees, volunteers, Council members, and Committee members. It will be provided on an ongoing basis, and updated as needed. A list of free online training resources will be provided in a DEI Guide on various DEI related topics. li VA Page 78 of 133 County of Elgin (EC) Elgin County DEI Progress (General) • Partners with Homewood Health which includes mental health and DEI related resources and supports. • Participated in Orange Shirt Day to support reconciliation efforts and demonstrating support for Indigenous communities. • Participated in Pink Shirt Day to support anti -bullying initiatives throughout Canada. • Provides comprehensive benefit package to employees. • Engages the Joint Accessibility Advisory Committee on many aspects of accessibility planning and consultation processes. • Provided ongoing training on the AODA and Ontario Human Rights Code. • Creation of the Multi -Year Accessibility Plan with LMPs spanning 2021-2026. • Community and Cultural Services hosted facilities tour and collections review of museum and archives with Chippewas of the Thames First Nation and Oneida Nation of the Thames to review Indigenous collections and discussed ways to work more closely together on future cultural programming. • Community and Cultural Services have actively been working with Oneida Language and Cultural Centre since 2019 on the following: o On -site curatorial support to better display their artifacts to the community. o Providing free collection management software to the Centre. ■ They now input their artifacts into the "Museums of Elgin County Database" which we host. o Installing (late fall 2023) a 16' x 8' mural on the exterior of the Heritage Centre depicting Oneida's settlement story which went proceeded through Elgin County in 1840. o Library staff are working with Oneida's educational resource centre to promote usage of our system by Oneida residents. ■ Rack cards were mailed to residents in 2022 promoting the Shedden branch. ■ The Digital Services Librarian visits Oneida bi-monthly to distribute cards and promote programs. • Elgin County Library hosted 2 drag queen story times (Belmont 2019 and Dutton 2022) and work regularly with Rainbow Optimists Club on inclusionary programming. • Elgin County Library completed the M.I. Understanding Project. • Elgin County Library participates in the Indigenous Reads program annually. • Elgin County Library has implemented Library policies that address DEI issues: Collection Development Policy (approved September 2022), Collection Acknowledgement Statement (June 2023, Membership & Circulation Policy, Program Policy (expected approval September 2023). • Elgin County Library provides opportunities for cardholders to have their voices heard and participate in collection purchasing and that decision making as well Page 79 of 133 as offer objections to these decisions (e.g. Suggest to Purchase form, Request for Reconsideration form). • Elgin County Library has amended an approach to holiday stickering of the Library collection through a DEI lens (Collection Development Team project). • Elgin County Library has analyzed who our Library cardholders are, as well as County residents, and assessing the composition of our collections using a DEI lens and diversity audit for community fit. • Elgin County Library has selected new purchases and discarding Library collections using DEI information and resources and the Collection Development Policy which includes a DEI lens. • Community and Cultural Services provided training in 2023 on inclusive labelling and displays of library materials. • Elgin County Homes & Senior Services have achieved the following progress: o Collection and utilization of resident demographic data to plan services and activities: ■ Faith and spiritual program need based on resident demographics ■ Language, culture and ancestral history. ■ Recognition of persons with disabilities and ensuring access to accessible programming. ■ Recreation program development, implementation and review are based on each and collective resident -assessed interests, abilities, past participation, cultural heritage and perceived or actual barriers to promoting inclusion and participation. ■ Information, programming and resources specific to low -German- speaking residents based on the area demographic and assessed need. o Elgin Homes Grant projects and projects gather demographic data based on participation and report to the Government of Canada, including mentoring others, age, gender identity, and project benefits and outcomes (2019 - 2022). o Leadership Team members actively promote equity, diversity and inclusion: ■ MPT (8 hours volunteer) and 4 Recreationists participated in the Taking it to the Streets Reimagining Dementia "A Creative Coalition for Justice" Art Show and Film Screening. These Hands Project was a featured Art Exhibit. The focus was to create a more just, caring and inclusive society for everyone impacted by dementia — consultation with the Homes Resident and Family Council and resident participants (September 2023). ■ Seniors in Sync Grant project, utilizing technology to recognize individuals' ancestral roots and celebrate diversity in Elgin County through recorded interviews and collaboration with the Elgin County Archives, volunteers and staff (2021). ■ Finding our Heartbeat Drumming Project, utilizing and consulting with Tribal Spirit Music Drums, Studio Arts Music School to create a 14 Page 80 of 133 virtual drumming program for the residents. It was hands-on and celebrated the diversity and history of drums and their importance worldwide; the project continues in the Homes (2022 - 2023). Staff offered, and MPT and project lead participated in the Indigenous Canada Course provided by the University of Alberta. ■ These Hands, a Published Book and Photographic Art Project, celebrates the accomplishments and lifelong contributions of seniors living in our communities. Fifty-seven residents and community members participated in creating the Book and Photographic Art. ■ These Hands Art Show with Audio, Elgin -St. Thomas Public Art Gallery (April 2022). ■ Recorded in an Audio format (2022) and is currently being created in an accessible e-book format (Cooperative Education Student 2023). ■ MPT and Recreationist presented "These Hands" at the City of London Dearness Home to assist and promote similar projects in the long-term care sector. ■ MPT and Recreationist attended and presented at the Therapeutic Recreation Ontario Conference (2023). Which provides education and guest speakers related to inclusion, diversity, and the role recreation professionals play in ensuring each individual can reach their highest potential. ■ MPT attended and presented at the Recreation Professionals of Ontario Conference "Robotic Technology." Participated in the Inclusive Environments for LGBTQ2, provided by the Egale Human Rights Trust and the Indigenous Cultural Competency Training Cycle 1-4 (2019). ■ MPT attended the Aging and Spirituality Conference 2021 (Virtual attendance). ■ Terrace Lodge accommodated a Recreation staff with a physical disability utilizing a ride/walker to continue her role in the Home. ■ Elgin Homes ensures inclusive volunteer services recruitment, onboarding, training and positions which support and recognize diversity. ■ MPTs and Recreationists offer support to individuals with language, culture or persons with disabilities to ensure they have access to resources such as: • Local affiliated churches, spiritual resources, and organizations. • Adaptive resources and equipment to promote independence through leisure. • Access to or collaboration with local agencies that provide support, such as the CNIB, Alzheimer Society, Community Living, Canadian Multifaith Federation, Music Care i NI Page 81 of 133 Conference, Room 220, and Mennonite Community Services. o Recreation teams at Bobier Villa and Elgin Manor implemented a collaborative project with Dietary services called "Countries of Discovery". For each month starting in April of 2023, each home had chosen a country to explore where related programs/activities and residents' meal (lunch service) were focused during the month (i.e. April = Greece, May = Mexico, October = Germany, etc.) Input from residents, families and staff were strongly promoted to enhance cultural feedback, inclusion and participation. This project continues for the remainder of 2023 and is projected to continue in 2024. EC Human Resources DEI Goals The work done to ensure diversity, equity and inclusion is addressed across the County includes, but is not limited to: • Working with other County departments to support various organizations that emphasize DEI in their mission and values. • Sign the declaration or join different groups focused on DEI (Canadian Coalition of Inclusive Municipalities, Canadian Coalition of Municipalities Against Racism and Discrimination, City for All Women Initiative etc.). • Facilitate networking and collaboration with the community to learn from and share ideas and get input from experts on DEI, and uphold an environment where employees feel comfortable expressing their authentic selves at work. • Establishing a DEI Plan and related procedures and guides. • Creating a monthly DEI Calendar highlighting important dates (updated annually). • Include DEI content on HR page on the Intranet (ongoing). • Compose a list of funding available to Municipalities to support DEI projects (ongoing). • Supporting projects and initiatives undertaken in the County and local Municipalities that focus on diversity, equity, inclusion, and accessibility. • Conduct mandatory DEI training for all staff at the County and Council members. • Encourage staff to take Indigenous Awareness training via the Four Seasons of Reconciliation Professional Development Course or Indigenous Awareness by MOOC. • Develop anti -discrimination and diversity education campaigns that elevates the voices and perspectives of diverse groups and celebrates diversity (2SLGBTQI+, Racialized Canadians, Indigenous, persons with disabilities, women, etc.) • Review the anti -harassment and discrimination policies on an ongoing basis, and ensure the process results in appropriate action being taken to address incidents. • Ensure there is a clear confidential process for reporting harassment or discrimination in the workplace or in the policies, procedures, goods, services, and facilities. • Review and implement inclusive practices in place to accommodate diverse needs (disability, religious observances, parental/caregiver obligations, and etc.) Page 82 of 133 • Implement the CSA Psychological Health and Safety Standard and implement initiatives focused on workplace wellness and mental health. • Ensure people with disabilities continue to be consulted, including through the Joint Accessibility Advisory Committee, regarding decisions that can impact accessibility or create/eliminate barriers. • Include diverse perspectives in decision making processes that impact the County, the organization, and community. • Create a handbook (or guide) on DEI including definitions, FAQs, and tips. • Include DEI components into the employee performance and evaluation process, and ensure that people of diverse backgrounds have equal opportunities for advancement/promotion across the organization. • Develop a benchmark to measure progress and conduct regular staff DEI surveys. • Work alongside the Union to identify gaps in DEI awareness and provide training. • Review recruitment, selection and retention process to ensure best practices are used during the hiring process and consideration is given to DEI. o Create standardized job templates that are accessible. o Encourage applicants of all backgrounds to apply. • Apply a DEI lens to all policies, processes, procedures, etc. • Encourage open conversations around DEI and areas needing improvement. EC Legislative Services (Admin) Goals • Provide opportunities for community members to be heard and participate in decision -making processes. o This will be accomplished by issuing public surveys (i.e. budget survey) when public input is required, and also by utilizing the Engage Elgin website that allows community members to provide feedback and get information about ongoing County projects. • Celebration of holidays and important calendar dates for community organizations. o With Council's approval, Admin will continue to arrange and hold flag raisings in support of various community organizations (i.e. Elgin County Pride, Childhood Cancer Awareness, Elder Abuse, etc.). o Make every attempt to acknowledge significant holidays and cultural milestones through our weekly CAO updates, on the Intranet, and on our Facebook page. • Representative marketing on municipal platforms. o Continue to and make a more conscious effort to include representation of ethnicities, LGBTQ2+ communities in our social media advertising i.e. job postings showing equal representation of men and women and diverse ethnic backgrounds for all county positions. • Gathering demographic information of surveys of staff and the public. o Include questions at the beginning of our surveys asking for information on an individual's background, if they choose to indicate it. li VA Page 83 of 133 EC Community & Cultural Services (Libraries / Archives / Museum) Goals • Elgin County Library o Continue to recognize and embrace the principles of Truth and Reconciliation with Ontario's diverse Indigenous population. o Continue to engage in meaningful dialogue with Indigenous people and First Nation bands and is committed to drawing on resource and strategies developed by the Canadian and International library community. o Continue to commit to policies and actions that addresses the value of Indigenous collection materials and enables Indigenous authors and content creators to be included and highlighted. o Elgin County Library will continue to offer commit to the provisions of library services for Indigenous people and include plans or policies to partner with Indigenous people and their communities. o Accessing and using other DEI toolkits created by community partners for our own programming and outreach work (e.g. STELIP's Planning Events That Are Culturally Inclusive Guidebook). o Provide free or low-cost programs for County residents. o Continue to provide inclusive programs that meet the needs of everyone, e.g. First Nations Communities Read, Drag Queen Storytime, M.I. Understanding. o Ensure program accommodation for sensory or other needs. o Ensure the Library has diverse partners and is at community tables to support diverse groups, e.g. Oneida Friendship Resource Centre partnership. o Continue to support National Day for Truth and Reconciliation with programs. o Continue to review and eliminate outdated subject terms in cataloguing of Library materials through a DEI lens. o Continue to evaluate how customers access our systems (and Library services). o Provide DEI support to existing Library teams and Committees (Collection Development Team, Collection Reference and Processing Team, Supervisors' Meetings, eResources Team). o Provide ongoing regular training and resources for all Library staff with regards to DEI at annual staff development day. Elgin County Museum and Elgin County Archives o Continue to be committed to the implementation of the Truth and Reconciliation of Canada: Calls to Action as it pertains to museums and archives. o Continue to commit to policies and actions that addresses the value of Indigenous collections and the importance of historical research for purposes that may include Truth and Reconciliation, healing, self- awareness, land acknowledgement and treaty rights. o Continue to make existing Indigenous and non -Indigenous collections fully available for research and understanding with appropriate descriptive Ii H Page 84 of 133 language that considers Indigenous traditions and methods of communication. o Continue to commit to repatriating existing Indigenous collections wherever feasible. o Continue to commit to the provision of museum and archives services for Indigenous people that include plans or policies to partner with Indigenous people and their communities. EC Engineering / Facilities / Planning Goals • Ensuring spaces with County owned facilities are sensory -friendly. • Involve DEI representatives in project planning. • Continue to design public spaces in accordance with the Building Code and AODA requirements. • Support and contribute to an inclusive community. • Create an inclusive and equitable work environment. • Offer flexible work arrangements to meet the individualized needs of each employee. EC Economic Development / Tourism Goals • Inclusive Representation in Tourism Marketing o Ensure that all marketing materials, such as videos and photography, accurately represent the diverse demographics of Elgin County, promoting an inclusive and welcoming image to potential visitors. • Comprehensive Diversity and Inclusion Training o Actively participate in ongoing diversity and inclusion training for all department staff, fostering an environment that values and celebrates differences while promoting cultural awareness and sensitivity. • Enhanced Diversity in Summer Tourism Assistants Recruitment o Develop and implement a recruitment process for hiring summer tourism assistants that focuses on increasing representation from diverse backgrounds, fostering a more inclusive and diverse team. • Engagement through Community Partnerships o Strengthen partnerships with community organizations, ensuring all voices are heard in decision -making processes. • Equitable and Inclusive Service Monitoring o Regularly assess and monitor the accessibility, inclusivity, and equitable provision of services, including grant programs and business surveys, to guarantee that they are accessible to all members of the community. • Diverse and Inclusive Event Planning o Incorporate diversity and inclusion principles into event planning, ensuring that all gatherings and consultations are accessible to diverse groups, and actively encourage their participation in regional events and discussions. • Promotion of Elgin's Diverse Workforce and Community li P1 Page 85 of 133 o Raise awareness about the diverse composition of Elgin County's workforce and community, offering resources to local employers to encourage inclusivity and diversity within their workforce. • Inclusive Support for Businesses o Provide comprehensive support to both existing and new businesses, offering informational resources that guide them in delivering inclusive services that cater to the diverse needs of local residents. • Empowering Underrepresented Business Owners o Actively attract and support businesses owned by underrepresented groups, including new immigrants, through tailored assistance and resources, fostering an environment that promotes their success and growth. • Amplifying Indigenous History and Practices o Increase awareness and knowledge of Indigenous history and cultural practices through educational initiatives. Incorporate land acknowledgments in corporate communications and events, and provide accessible resources for community members to deepen their understanding. • Elevated Cultural Feedback Mechanisms o Enhance feedback collection methods, such as social media and surveys, to gather insights about cultural offerings, enabling continuous improvement and ensuring that cultural programming resonates with the diverse community. • Provision of Up -to -Date Demographic Data o Provide relevant departments and the business community with current data on resident demographics, community changes, and other trends that impact the inclusive delivery of services. This information will facilitate informed decision -making and strategic planning that addresses the evolving needs of the diverse population. EC Finance / Purchasing • Continue to ensure that documents are made available in accessible format and/or with communication supports upon request. • Coordinate with other departments to identify a designated space that can be utilized for meetings that require confidentiality, that ensures full accessibility for people with disabilities. • Engage in ongoing training on accessibility, diversity, equity and inclusion related topics (implicit biases, accessible customer service, anti -discrimination, etc.). • Support and contribute to an inclusive community. • Create an inclusive and equitable work environment. • Offer flexible work arrangements to meet the individualized needs of each employee. • Review the process for accessing personal financial information and ensure that employees with disabilities are accommodated upon request. 411 Page 86 of 133 EC Homes & Seniors Services Demonstrate a shared responsibility and commitment to welcoming and affirming communities for all members of the diverse populations who live, work and visit the County of Elgin's Long -Term Care Homes. Support the development and implementation of a Long -Term Care Home specific DEI assessment, which can be utilized at the County of Elgin 3 Long - Term Care Homes, to support equitable and respectful care and services within the Homes. Focus to include areas such as: o Mission, Vision and Values that commit us to practice diversity, equity and inclusion, o Policy and procedures that promote diversity, equity and inclusion, o Including diversity, equity and inclusion as a standing agenda item on committees such as Joint Health and Safety, resident council, family council, etc., o Practices to incorporate DEI into Long -Term Care Homes services and activities, o Staff, resident, family and volunteer engagement, and o Education and training. • Participate in the review of Corporate policies and procedures regarding the process for submitting and responding to complaints about harassment and discrimination to ensure it reflects DEI best practices. • Through the Long -Term Care Home review/assessment process, identify areas for improvement and highlight areas of strength. • Ensure the application of a DEI lens with regards to the Quality Improvement initiatives at the Homes to support work related to the DEI assessment outcomes. • Develop a Home specific DEI policy to support residents within the three Long - Term Care Homes that incorporates opportunities for residents to engage in personal reflection and bring awareness to unconscious biases; and recognition that the resident is the expert in their own life, etc. • Provide training on an ongoing basis to staff on topics related to DEI (implicit bias, anti -discrimination, DEI fundamentals, psychological safety etc.). • Update new hire (employees and volunteers) orientation programs to include diversity, equity and inclusion. • Create awareness and taking an inclusive approach to incorporate cultural considerations (based on resident demographics) to plan services and activities such as meal planning and programming processes. • Continue to include information and resources on DEI related dates and celebrations in communications. • Continue to ensure staff awareness and encourage the use of Employee Assistance Plan and Homewood Health resources. • Seek out meaningful partnerships with community -based organizations and community groups to advance equity, diversity and inclusion within the Homes and enhance life for residents from various communities. 21 Page 87 of 133 EC POA / Legal • Ensure that all personnel practices align with the County DEI Plan. o Review DEI Plan at least annually and review internal legal department practices to ensure alignment. o Promote engagement with the DEI Plan internally with the department at least semi-annually. • With regard to professional regulatory continuing professional development for licensees of the Law Society of Ontario ("LSO"), exceed the minimum EDI requirement for CPD credits in each annual cycle. • Support legal industry DEI groups through the LSO and bar associations. • Ensure that prosecutions have regard to the Gladue Principles where indigenous defendants are involved. • Provide corporate support advice on policy compliance regarding DEI principles to ensure all departmental practices align with the County DEI Plan. • In conjunction with the Human Resources department training, deliver annual training through the Management Team on legal obligations regarding human rights and responsibilities regarding forms of discrimination that may occur in the workplace. • When conducting legal reviews of corporate documents and processes, ensure that all corporate practices within the document align with the County DEI Plan and make recommendations for changes when deficiencies or non -alignment are noted. • Over a five-year window, review all corporate practices to ensure that internal policies, protocols and procedures align with the County DEI Plan. Municipality of Bayham Bayham DEI Progress • Review policies to ensure best practices for workplace discrimination and harassment. • Provides clear, confidential processes for reporting any violations of harassment and discrimination. • Strive for a diverse, talented workforce that is reflective of our community • Offer an Employee Assistance Program. • Supports individuals who experience discrimination. • Offer flexible work arrangements to meet individualized needs of each employee. • Provides a welcoming culture to enable employees who come from all backgrounds to feel comfortable being their authentic selves at work, fostering an open, safe and inclusive environment for everyone. • Implemented the following DEI related policies: o Personnel Policy o Code of Conduct for Members of Council o Council/Staff Relations o Non -Union Work From Home o Accessibility Policies 0A Page 88 of 133 o Council Pregnancy & Parental Leave Construct accessible recreation facilities such as the Port Burwell Gazebo and LVATI F1W.tMlMe, • Provide use of speaking mechanisms to Council on agendas through formal delegation or the use of open forum. Bayham DEI Goals • Provide inclusive voting methods for the 2026 Election. • Incorporate DEI training for new Council in 2026. • Encouraging diverse perspectives in consultation processes. • Review selection and recruitment process. • Develop policies while applying a DEI lens and aligning it with corporate strategic priorities. • Engage with Elgin County regarding general benefits provision to ensure changing workplace demographics and needs are met. • Roll out mandatory diversity and inclusion training to all staff, beginning at the management level. • Create more opportunities to engage youth and seniors. • Continue to improve access to information and services for all residents. Municipality of Central Elgin Central Elgin DEI Progress • Offers flexible work arrangements to meet the individualized needs of each employee. • Actions focused on truth and reconciliation through staff education, awareness and reflection to honour the National Day for Truth and Reconciliation, including education sessions on Indigenous history, truth and reconciliation, resources and training materials. • Ensures that all Council materials receive an accessibility review via Adobe Pro before publishing Agendas in addition to accessibility features included with the iCompass platform. • Continues to ensure closed captioning for all live -streamed meetings. • Continues to leverage partnerships and community tables. • Provides opportunities for community members to be heard and participate in decision -making processes. Central Elgin DEI Goals • Increase the diversity of job applicants and new staff hired. • Provide staff with the knowledge, skills and resources to reduce racism and discrimination, and improve inclusion and diversity. • Develop a Communications Plan that includes specifications for accessibility requirements. • Offer car -side Commissioner of Oaths for individuals who aren't able to easily access the municipal office. W Page 89 of 133 • Conduct representative marketing on municipal platforms (Training portals, Website, Social Media). • Provide opportunities for community members to be heard and participate in decision -making processes. • Review & adapt the recruitment, hiring, and promotion policies, processes, and practices to ensure barriers to employment are understood & addressed. • Provide training on how to have `courageous conversations' to address bias and support DEI. • Understand who we are and how workplace policies and practices impact us through developing and implementing actions to address gaps. • Develop and implement process for evaluating organization satisfaction with DEI. • Encourage opportunities for cross -training and job shadowing across the organization with increased use of courtesy postings. • Identify and address systemic barriers within the Corporation. Municipality of Dutton Dunwich Dutton Dunwich DEI Progress • Developed and implemented a DEI Plan and Policy in 2022 to provide a framework to staff that supports existing and future policies and procedures. o The plan and framework were provided to all staff to raise education and awareness and equip staff with the knowledge, skills, and resources to reduce racism and discrimination, and improve DEI. • Strive for a diverse, talented workforce that is reflective of our community. • Provides a welcoming culture to enable employees who come from all backgrounds to feel comfortable being their authentic selves at work, fostering an open, safe and inclusive environment for everyone. • Provides clear, confidential processes for reporting any violations of harassment and discrimination. • Has identified and addressed systemic barriers within the Municipality. • Works with diverse communities to ensure our programs and services meet the needs of everyone. • Issues and complaints are addressed in accordance with the procedures outlined in the Harassment and Discrimination Prevention Policy. • Supports individuals who experience discrimination. • Implemented various AODA policies to destigmatize and treat others with dignity • Increased the diversity of job applicants and new staff. • Reviewed recruitment practices to remove barriers impacting the employment of a diverse workforce. • Improved collaboration with diverse community members and organizations to actively celebrate National Truth and Recognition day with our local Indigenous communities, schools, and other community members. • Continue to engage our diverse communities in a meaningful way. • Developed policies while applying a DEI lens and aligning it with corporate strategic priorities. • Implemented the following DEI related policies: 24 Page 90 of 133 o Violence in the Workplace Policy (WE 01-2014) o Workplace Harassment and Discrimination Policy (WE 02-2014) o Commitment to a Civil Workplace Environment and Workplace Interactions Policy (WE 03-2014) o Accommodations in the Workplace Policy (WE 04-2014) o Emergency Workplace Response for Employees with Disabilities Policy (WE 05-2014) o Code of Conduct for Employees Policy (WE 12-2014) o Code of Conduct for Members of Council and Local Boards Policy (WE 17-2114) o Post -Traumatic Stress Disorder — Anti Stigma Policy (WE 24-2017) o Council Member/Staff Relationship Policy (WE 25-2020) o Return to Work — Accommodating Employees with PTSD Procedure (HS&W 75-2017) o Accessibility Training Procedure (A 09-2017) o Requests for Accessible Formats and Communication Procedure (A 10- 2017) o Service Animals in the Workplace Procedure (A 11-2017) o Support Persons Procedure (A 12-2017) o Waiver or Reduction of Rental Fees for Municipally Owned Facilities Policy (A 23-2019) o Patron Conduct Policy (AP 02-2015) o Hiring Policy (RR 04-2014) o General Grants Policy - Culture and Heritage (F&A 11-2016) Dutton Dunwich DEI Goals • Set objectives for advancing DEI at all stages of the employment life cycle, including recruitment, hiring, retention and advancement throughout the Municipality reflecting the qualities and differences of the broader population it serves. • Ensure budget planning, staffing and other resources necessary to meet our DEI goals are available. • Provide for DEI education and training. • Support and promote the breaking down of barriers, deconstructing biases, identifying systemic racism, and fostering and promoting an inclusive, respectful, and welcoming environment for all who interact with the Municipality. • Continue to commit to the principles of DEI when doing business, delivering services, programs and providing opportunities. • To provide opportunities for community members to be heard and participate in decision -making process. • Developing a well -thought out and systematic education plan, including implementing ongoing (vs one-time) Unconscious Bias, Anti -Bias & Diversity Flexible work arrangements to meet the individualized needs of each employee. • Celebration of holidays and important calendar dates for faith -based groups, human rights groups, and cultural groups. f+ l Page 91 of 133 • Continue to focus on truth and reconciliation through staff education, awareness and reflection to honour the National Day for Truth and Reconciliation, including education sessions on Indigenous history, truth and reconciliation, resources and training materials. • Seek out and celebrate DEI to mark Black History Month, International Women's Day, Asian Heritage Month, Jewish Heritage Month, National AccessAbility Week, National Indigenous History Month, Pride Month, Emancipation Day and Islamic Heritage Month. • Providing free or low-cost recreation programs for residents with low incomes. • Create more opportunities to engage youth and seniors. • Ensuring spaces are sensory -friendly or offering times with reduced noise and stimulation. • Understanding and affirming how we need to treat each other through anti -racism training for all staff and management. • Continue to improve access to information and services for all residents. • Understanding who we are and how workplace policies and practices impact us through developing and implementing actions to address gaps. • Establishing anonymous and safe means for staff to share experiences, feedback, and complaints. • Review Municipal forms for inclusive language and gender neutrality. • Review the recruitment process. • Creating programs that provide recognition of DEI activities that positively impact the Corporate culture and foster a welcoming environment for staff. • Have a Cultural Celebrations Calendar of events. • Promote staff awareness and participation in events and initiatives i.e., Black History Month. • Actively attract ethnic businesses. • Investigate a quiet room/space at a Municipal facility. • Promote and provide training and/or educational sessions on DEI fundamentals, anti -Black racism/anti-racism. • Continually reinforce and set expectations for a harassment free and respectful workplace. Municipality of West Elgin West Elgin DEI Progress • Participate in recognition days to commemorate and raise awareness of important dates relating to DEI (Orange Shirt Day, Pink Shirt Day etc.). • Sharing of resources and posting information internally and externally related to DEI topics and important DEI related dates. • Has a process in place for monitoring discrimination and harassment and responding allegations made by employees and/or members of the public. • Provide equal opportunities as a municipal employer, service provider and contractor. • Offer flexible work arrangements to meet individualized needs of each employee. • Provide opportunities for community members to consult and participate in decision -making processes as it relates to DEI and accessibility. 41- Page 92 of 133 • Ensuring materials and information are accessible and available in language(s) used by the intended audience. • Celebration of holidays and important calendar dates for faith -based groups, human rights groups, and cultural groups. • Offers an affordable and accessible transportation option to members of the community. • Promotes the respect, knowledge, and appreciation of cultural diversity and inclusion of Indigenous and racialized communities in the cultural fabric of the municipality. • Monitors services to ensure they are accessible, inclusive and equitably provided. West Elgin DEI Goals • To provide staff with the knowledge, skills and resources to reduce racism and discrimination, and improve inclusion and diversity. • To improve collaboration with diverse community members and organizations in West Elgin. • Provide professional development opportunities and training on topics relating to DEI (unconscious bias, mental health and wellness, anti -discrimination etc.). • Ensuring the Municipality incorporates a DEI lens when conducting performance evaluations for employees. • Work alongside the Union to identify gaps in DEI awareness and provide training • Develop and implement a process for evaluating the Municipality's satisfaction with DEI. • Continue to identify, promote and reshare resources on topics relating to DEI. • Develop leadership awareness of DEI and accountability ensuring leaders have an understanding, competence, and resources to discuss a variety of topics relating to DEI. • Evaluate flexibility and accommodation practices ensuring they meet industry best practice, incorporate and consider DEI, and are barrier free. • Provide opportunities to welcome newcomers to the municipality. Town of Aylmer Aylmer DEI Progress • Review recruitment/ candidate pool generation existing and best practices to increase diversity of job applicants and new staff hired. The goal is to attract and leverage a diverse workforce. • Provide opportunities for community members to be heard and participate in decision -making processes through public engagement aimed at engaging a diverse community. The goal is to improve collaboration with diverse community members and organizations in Aylmer. • Establishment of a corporate communication policy (2021) to implement best practices, with the goal of engaging a diverse community. 4A Page 93 of 133 • Encourage opportunities for cross -training and job shadowing across the organization. Aylmer DEI Goals • Reviewing organizational capacity and need for specific positions or departments to support DEI work. • Reviewing organizational complaint processes to ensure complaints stemming from one of more of the protected grounds of the Ontario Human Rights Code are addressed appropriately. • Continued review and consideration of flexible work arrangements to meet the individualized needs of each employee. • Continue working with community organizational stakeholders to ensure that diverse populations are able to effectively and efficiently engage with Town programs and services. Part of this includes engaging diverse communities in a meaningful way. • Increase vigilance against systemic and individual discrimination. Support individuals who experience discrimination. • Monitor services to ensure they are accessible, inclusive and equitably provided • Create more opportunities to engage youth and seniors. • Provide opportunities to welcome newcomers to the municipality. Township of Malahide Malahide DEI Progress • What do we already do in recruitment process. • What do we already to in training of all staff. • Monitor discrimination in the municipality and act to address it. • Support individuals who experience discrimination. • Provide equal opportunities as a municipal employer, service provider and contractor. • Support measures that promote equity in the labour market. • Flexible work arrangements to meet the individualized needs of each employee. • Continue to promote existing resources while creating additional corporate learning opportunities on diversity and inclusion topics that are available to all staff (e.g. mental health, unconscious bias, plain language, anti -oppression). Malahide DEI Goals • Create a handbook (or guide) on DEI including definitions, FAQs, and tips. • Include DEI components into the employee performance and evaluation process. • Develop a benchmark to measure progress and conduct regular staff DEI surveys. • Ensure there is a clear confidential process for reporting harassment or discrimination in the workplace or in the policies, procedures, goods, services, and facilities. • Work alongside the Union to identify gaps in DEI awareness and provide training. Page 94 of 133 • Review recruitment, selection and retention process to ensure best practices are used during the hiring process and consideration is given to DEI. • Facilitate networking and collaboration with the community to learn from and share ideas and get input from experts on DEI. • Offer skill -building opportunities that will develop our workforce. • Encourage opportunities for cross -training and job shadowing across the organization with increased use of courtesy postings. • Facilitate networking and collaboration to learn from others with expertise in diversity and inclusion. • Monitor services to ensure they are accessible, inclusive and equitably provided • Review recruitment, selection and retention process to ensure best practices are used during the hiring process and consideration is given to DEI. Township of Southwold DEI Progress • Provided staff with the knowledge, skills and resources to reduce racism and discrimination, and improve inclusion and diversity. • Provide opportunities for community members to be heard and participate in decision -making processes. • Offer flexible work arrangements to meet the individualized needs of each employee. • Established anonymous and safe means for staff to share experiences, feedback, and complaints. • Actions focused on truth and reconciliation through staff education, awareness and reflection to honour the National Day for Truth and Reconciliation, including education sessions on Indigenous history, truth and reconciliation, resources and training materials. • Provided clear, confidential processes for reporting any violations of harassment and discrimination policies. • Encouraged opportunities for cross -training and job shadowing across the organization with increased use of courtesy postings. • Implemented secondments and acting assignments as a tool for employee development and create supporting policies and procedures. • Developed and implemented a diversity and inclusion lens to help staff identify barriers in Regional policies, programs and services. DEI Goals • Developing a well -thought out and systematic education plan, including implementing ongoing (vs one-time) Unconscious Bias, Anti -Bias & Diversity Training — starting with leaders and champions. • Developing supportive resources like a DEI Lens Toolkit to support staff across the municipality to integrate DEI into their work (see Ottawa's El Lens Handbook, Appendix A), or a DEI Guide or DEI Policy to supplement the DEI Plan. • Roll out mandatory diversity and inclusion training to all staff, beginning at the management level. Q1 Page 95 of 133 Create a quick reference handbook on diversity and inclusion that includes definitions, FAQs and tips on the best way to address issues and inappropriate behavior. • Create more opportunities for education and awareness on DEI topics for residents. Communication and Contact Information Feedback The County and its Local Municipal Partners accept all feedback from members of the public relating to the provision of accessible goods, services or facilities as it pertains to diversity, equity, inclusion and accessibility. The County and its Local Municipal Partners will develop procedures that specify the actions that will be taken if a complaint is received about the manner it provides goods, services or facilities. Information regarding the feedback process will be posted on the County's website. Individuals can request this information by contacting the County. Compliance The County is compliant with the various legislative requirements that oversee diversity, equity and inclusion throughout the Province of Ontario and Canada as a whole. This plan will be available on Elgin County's website, located at www.elgincounty.ca. A hard copy can be obtained by contacting the County's Human Resources Department. Local Municipal Partner Websites Municipality of Bayham: https://www.bayham.on.ca/ Municipality of Central Elgin: https://www.centralelgin.org/en/index.aspx Municipality of Dutton Dunwich: https://www.duttondunwich.on.ca/ Municipality of West Elgin: https://www.westelgin.net/en/index.aspx Town of Aylmer: https:Havlmer.ca/ Township of Malahide: https://www.malahide.ca/en/index.aspx Township of Southwold: https://www.southwold.ca/en/index.aspx Contact Information The County encourages people to reach out if they have any questions, comments, or concerns regarding the County DEI Plan, or with accessing goods, services, and/or facilities. Address: 450 Sunset Drive, St. Thomas, ON, N5R 5V1 Email: hr(cD-elgin.ca Phone: 519-631-1460 x 125 Website: www.elgincounty.ca This document is available in accessible format and/or with communication supports, upon request. 911 Page 96 of 133 E191,11, RECOMMENDATION: 1 REPORT TO COUNTY COUNCIL FROM: Mike Hoogstra, Manager of Procurement & Risk DATE: November 28, 2023 SUBJECT: Procurement Activity Report Q3 (July 1, 2023 to September 30, 2023) THAT the report titled "Procurement Activity Report Q3 (July 1, 2023 to September 30, 2023" dated November 28, 2023 from the Manager of Procurement & Risk be received and filed. INTRODUCTION: The County's Procurement Policy requires that an information report containing the details relevant to the exercise of delegated authority for all contracts awarded that exceed $15,000, including amendments and renewals, be prepared and reported to Council on a quarterly basis. This report covers the period from July 1, 2023 to September 30, 2023. DISCUSSION: The Council of the Corporation of the County of Elgin delegated authority to the Directors to award contracts as follows: Value Report Status Greater than $15,000 but less than $250,000 No report to Council required if within approved budget Council also approved that an information report would be brought forward containing details of the award of contracts including amendments and renewals. The detailed report of the award of contracts is attached as Appendix A. FINANCIAL IMPLICATIONS: Prior to contract and purchase order approval, confirmation is made to ensure that the appropriate funds are available in the approved budget. Page 97 of 133 2 ALIUNiwtN I WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: COMMUNICATION REQUIREMENTS: None CONCLUSION: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. This report is submitted to summarize the County's procurement activity for the third quarter of 2023 in accordance with the reporting requirements as set out in section 12.2 of the Procurement Policy. All of which is Respectfully Submitted Mike Hoogstra Manager of Procurement & Risk Jennifer Ford Director of Financial Services / Treasurer Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 98 of 133 APPENDIX A Procurement Activity — July 1, 2023 to September 30, 2023 Department Budget Project Supplier / Amount Allocation Contractor (HST excluded) / PO# Engineering Capital Concrete Work (repair drainage, Brosco Concrete $15,500 Services remove and replace catch basin) — Bobier Villa Capital Concrete Work (remove and replace Brosco Concrete $24,800 PO# 997 sidewalks around building) — Elgin Manor Capital Circuit Breaker Replacements — Gerrie Electric $20,465 Bobier Villa Capital Electrical work — Legal Suite Eckel Electric $16,980 Renovations Capital Install new heat pumps — Legal Sobek Plumbing $44,500 Suite Renovations Capital Interior Lighting Upgrades — Elgin Eckel Electric $50,790 PO# 1008 Manor Capital Exhaust Fan Replacement — Whites Combustion $19,250 PO# 1017 Station Operations Centre Techs Operating HVAC Maintenance and Repair Combustion $203,484* 2023-T13 Services (all facilities) Techs (*approximate two-year cost) (2-year contract) Operating Plumbing Repair Services (all Trade Tech $48,732* 2023-Q28 facilities) Mechanical (*approximate two-year cost) (2-year contract) Page 99 of 133 Department Budget Project Supplier / Amount Allocation Contractor (HST excluded) / PO# Homes & Operating Gentle Persuasion Approach (GPA) Advanced $18,600 Seniors e-learning access for responsive Gerontological Services behaviour education. Education Operating Hair Care Services — Contract Dawn Peddie Revenue extension for services provided at Contract Bobier Villa and Elgin Manor Page 100 of 133 E191,11, RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Mike Hoogstra, Manager of Procurement & Risk DATE: November 28, 2023 SUBJECT: General Insurance and Risk Management Services Program for 2024 THAT the General Insurance and Risk Management Services Program proposed by Marsh Canada Limited ("Marsh") be approved at the annual premium cost of $573,931 plus taxes commencing December 15, 2023 and expiring on December 15, 2024; and, THAT the Manager of Procurement & Risk and Director of Financial Services/Treasurer be authorized to renew the policy. INTRODUCTION: This report provides details regarding General Insurance and Risk Management Services for 2024. BACKGROUND AND DISCUSSION: Pursuant to Council's resolution on December 9, 2021, Marsh was awarded the competitive RFP process to provide a General Insurance and Risk Management Services Program for 2022. The RFP award also included options to renew for up to four, one- year terms, subject to annual Council approval of the proposed renewal program. Staff recently received the renewal proposal regarding the extension of the existing contract for our insurance program for 2024. This constitutes the second one-year renewal of the potential four one-year terms identified above. Marsh provided the following premium information: 2024 Annual Premium (Proposed) $573,931 2023 Annual Premium $486,023 Increase $ 87,908 (18.1%) Page 101 of 133 2 i ne zuz4 premium increase is 18.1 %. Marsh noted that the increases are primarily a result of the following: • Liability— Increase due to market conditions. • Property — Increase due to increased property values, inflation increases and standard rate increases. Terrace Lodge Property — The additional insurance value for Terrace Lodge was adjusted in May 2023 for the Phase 1 addition. The 2023 annual premium amount noted in this report does not include the additional cost, which amounts to approximately $40,000 of the 2024 increase. The attached `Annual Premium Comparison' is provided for Council's information showing the premium difference for each policy line from 2023 to 2024. Rates for cyber insurance, accident insurance, crime and out of province emergency medical coverage have no increase. The rate for automobile insurance is decreasing slightly. At this time, we are not recommending the County go to market for the 2024 policy term due to current market conditions. It is recommended that the County renew the policy with Marsh for a one-year term. For Council's information, a summary of the actual annual premium costs for the last six (6) years are provided below: Annual Premium Cost % Increase 2024 - Proposed ' $573,931 18.1 % 20232 $486,023 14.4% 2022 $426,866 15% 2021 $370,852 11.4% 20203 $332,737 6% 2019 $312,674 % 2018 $385,229 Terrace Lodge property insurance increase is approximately $40,000 or 8.3% 2 Property insurance deductible was increased to lower premium increase from 21 % to 14.4%. 3 Cyber coverage was added in 2020. FINANCIAL IMPLICATIONS: The 2024 premium cost is $573,931 which represents an increase of 18.1 % over the expiring premium. A portion of the increase (8.3%) relates to the additional property insurance cost incurred as a result of the Terrace Lodge Redevelopment project. The actual market rate increase for 2024 is 9.8%. Page 102 of 133 3 ALIUNiwtN I WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Additional Comments: Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: 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. With the changes and challenges in the current hard insurance markets, many municipalities have experienced large percentage increases in their insurance premiums over the last three years. The County of Elgin is no exception with a proposed 18.1% increase over the expiring premium. All of which is Respectfully Submitted Mike Hoogstra Manager of Procurement & Risk Jennifer Ford Director of Financial Services / Treasurer Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 103 of 133 'u X,uz llu u ui,s7lk u u IZi Q ai Z Z Z "'i u u ai Z Z Q) rn Ln r< 06 ax; to 00 0 to ;i r_ 01 01 ;i N 06 0� Lrj 06 Ln 00 E C4 .2 mM Ln Ch Ln R ^ 0 00 C4 0 0 0 0 Q rn N �D Ln Ln �D m Ln r" 0 m 0 Ln 01 • Ln 6 rl� 06 O N�o m N Ln 06 rn O rn rn N Ln 00 Ln 0 N0 0 0 0 rn Ln 01 N Ln N ^ � m Ln �o m in r" 0 M Ln rn 01 cr� 06 k6 0 Ln 00 0 Ln Ln 00 O oj oj oj oj ma 4-2 CL CL CL u aj u i aj aj QL ca u mE aj CL .73 E C: aj 0 E — ED aj — i5 c- Ln E aj 73 0- C: aj E cm aj oj rn C4 Z, m E — 73 m >. — _0 w _0 aj 73 ma z > E aj u aj NO cm aj .73 E ca u < O > u < — ojri aj E 2 E oj oj CL > E aj G 16 aj -Z z 2 2 ma aj E -�i 2: -6 0 > C: 73 E E 73 0 w < H ul I Dl lul 0 > Ulu C) inj E191,11, RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Jenna Fentie, Manager of Administrative Services/Deputy Clerk DATE: November 28, 2023 SUBJECT: 2024 County Council Meeting Schedule THAT the report titled "2024 County Council Meeting Schedule" dated November 28, 2023 from the Manager of Administrative Services/Deputy Clerk be received and filed; and THAT the 2024 County Council Meeting schedule be approved as presented; and THAT notice of the 2024 schedule of County Council Meetings and any special meetings outside of the adopted schedule of regular meetings of Council be made available from the Municipal Office and posted on the County's website in accordance with Elgin County Council's Procedural By -Law. INTRODUCTION: The purpose of this report is to review and approve a schedule of regular meetings for County Council for 2024. County Council must approve a schedule of regular meetings of Council for each calendar year. Once approved, the schedule may be amended with notice as provided for in the Municipal Act, 20011 and pursuant to Elgin County Council's Procedural By -Law No. 19-41 as amended2. Special Meetings of Council may be scheduled at any time, as provided for in the Municipal Act, 20013. A draft schedule for 2024 is attached to the report for Council's review and approval. BACKGROUND AND DISCUSSION: Pursuant to County Council's Procedural By -Law No. 19-41 as amended, Council endeavours to meet in the Council Chambers of the Elgin County Administration Building, 450 Sunset Drive, St. Thomas ON, or other designated location, at a time Section 238 (2) (2.1) Municipal Act, 2001 2 Section 11, Elgin County Council Procedural By -Law No. 19-41, as amended by By -Law 20-47 and 21- 42 3 Section 240, Municipal Act, 2001 Page 105 of 133 2 aesignmea by the Warden (typically 9:00 a.m.) on the second and fourth Tuesday of each month, or as amended and when notice is given. Furthermore, the annual Warden's Election shall be held on the second Tuesday of December of each year at 7.00 p.m. Following the election of the Warden, the meeting will recess and resume on the second Thursday of December at 9.00 a.m. As much as possible, the attached schedule facilitates a meeting schedule of holding Council meetings on the second and fourth Tuesday of each month. The draft schedule suggests holding a meeting on Tuesday, January 30, 2024, as the fourth Tuesday in January 2024 conflicts with the Rural Ontario Municipal Association (ROMA) Conference (January 21 — 23, 2024). Additionally, the fourth Tuesday in April conflicts with the Good Roads Conference (April 21-24, 2024), so a meeting has been suggested for the fifth Tuesday of April (April 30, 2024). 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. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. Additional Comments: None. 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. A copy of the approved 2024 meeting schedule of County Council will be circulated as information to the County's Local Municipal Partners. Page 106 of 133 3 UUMMUNIUATION REQUIREMENTS: The 2024 meeting schedule of County Council will be available at the County's Municipal Office and will be posted on the County's website. Any changes to the meeting schedule will be communicated through the County's website and social media platforms. CONCLUSION: Each year, County Council approves a meeting schedule for the calendar year. The draft schedule for 2024 is attached to the report for Council's review and approval. All of which is Respectfully Submitted Jenna Fentie Manager of Administrative Services/ Deputy Clerk Approved for Submission Don Shropshire Chief Administrative Officer/Clerk Page 107 of 133 \/ C14 \ / k / ®� \% ] \j \ƒ \ \ �\ .2 { § 2 E , \\ 0 k� C) - / O0 \ %J% /) 50 2 j3 \o 0/45-3 )0N N 2@ \)/ -2% <«\j)$ 3N 40 /% / . . . . . z j } \ $ $ ) ) %A %A 66]§ (66666]§(6666666 66666666 aa�§ maaaaa�§maaaaaaa aaaaaaEa et 000000® - 00000000 00000000 /§§° 99999999 // \ . � \ bb / / 23 2m22 64" �~ §§No ff§§ @§§§§�� m\ /§»§ay _ to- �0-� © Cl) EE EEff 00%>�� 77 E0000000 .2.2>> c«\ U-U-55 gggg« eeoozzoo « « « « « « « « « « « W 0 0 0 0 0 0 0 0 0 0 0 0 w G G G G G G G G G G G G 0 0 0 0 0 0 0 0 0 0 0 0 { \ \ \ \ \ \ \ \ \ \ \ 0 ■ o 0 0 0 0 0 0 0 0 0 0 0 E191,11, RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Nicholas Loeb, Director of Legal Services DATE: November 28, 2023 SUBJECT: Indemnification By -Law THAT Council receive and file the report entitled "Indemnification By -Law" from the Director of Legal Services dated November 28, 2023 for information; THAT Council pass By -Law 23-43, the Indemnification By -Law; INTRODUCTION: The purpose of this report is to bring forward an indemnification by-law that sets out the eligibility criteria, exceptions, protocols and extent of indemnification of County employees, Members of Council, Members of Local Boards and volunteers. BACKGROUND AND DISCUSSION: The Director of Legal services is recommending the passage of By -Law No. 23-43. The proposed indemnification by-law before Council ensures that Members of Council, staff and volunteers are protected by the County in legal proceedings that are commenced against them by third -party entities, arising out of the good faith and honest performance of their employment duties. It also serves to protect the County by clarifying the extent of indemnification and the criteria upon which it occurs. Indemnification by-laws are common among municipal corporations. The nature of the performance of certain municipal duties creates scenarios wherein a person could be named personally in a legal proceeding. Without an indemnification by-law there is a lack of clarity for Members of Council and staff on what, if anything, is the responsibility of the County, as an employer, for claims made against an individual versus the responsibility of that individual. An absence of an indemnity by-law can lead to confusion and case -by -case requests to Council for indemnification when legal proceedings arise. Those decisions are then made under time limitations where a legal proceeding has already been commenced. A lack of Page 109 of 133 2 ciamy can also lead to situations of litigation between those who would otherwise be indemnified under the by-law and the County as an employer. The central benefits of a comprehensive indemnification by-law include that the by-law. • Sets out the default position that Members of Council, staff and volunteers are indemnified, subject to the eligibility criteria and exclusions; • Sets out clear criteria for eligibility for indemnification; • Sets out clear protocols for processing legal proceedings where an indemnity is triggered; • Sets out the limitation and extent of indemnification; • Ensures Members of Council, staff and volunteers are protected for the good faith, honest performance of their duties; • Protects the County by permitting it to select legal counsel, be provided with information on the proceeding, requiring cooperation by the indemnified individual and giving the County some flexibility in indemnification over the steps of a proceeding, including appeals. • Protects the County be clearly defining exclusions and exceptions to the default position of indemnification. Interaction with County Insurance The indemnification by-law is meant to be read in conjunction with and supplement the County's liability insurance. In broad terms, the County's liability insurance covers its Members of Council, staff and volunteers. The by-law supplements the insurance portfolio to capture potential costs such as uninsurable proceedings, amounts below the deductible, or other costs not reimbursed by the municipal insurer. It does not replace any reimbursement or legal defence normally provided for by the insurer. It also limits the extent of indemnity to account for any recoveries by an eligible person from any other source (e.g., if there is some other responsive insurance that is not the County's insurer). Default Indemnification The by-law before Council contains a default position that Members of Council, staff and volunteers of the County are indemnified related to a defined type of legal proceeding provided that the individual was acting in the good faith, honest performance of their duties. Indemnification means that the County will pay the expenses associated with the legal proceeding. This includes the cost of legal counsel, damages, or settlement amounts. There are a number of exclusions to the type of legal proceedings that are indemnified. Some of those exclusions arise out of statutory limitations — by way of example, there are exclusions for Municipal Conflict of Interest Act proceedings. There are also exclusions for types of causes of action such as where the individual is in litigation with the County itself. Page 110 of 133 3 There is no indemnification for acts arising out of criminality, acts that led to personal advantage or personal profit and acts of defamation, among others. Eligibility Criteria The indemnification covers Members of Council, employees, volunteers and former Members of Council, employees and volunteers for incidents that occurred at a time when they were with the County. In order to be eligible for indemnity, the claim has to arise out of the good faith and honest performance of the duties of the individual acting on behalf of the County. Exercise of County Control The proposed by-law contains provisions that permit the County to select the legal counsel, be advised of steps in the proceeding and to deny indemnity for steps taken in a proceeding that meet certain criteria. Similarly, there are controls on the extent of indemnification if there are appeals of the legal proceeding. The County retains the right to approve any legal settlement unless it is one that is approved by the insurer by way of an insurance contract. The by-law also requires eligible individuals to cooperate with the County during the proceeding. Where there are discretionary questions about: whether a person is eligible for indemnification, or the extent of the steps necessary in a legal proceeding, there are mechanisms for dealing with those situations delegated to the Chief Administrative Officer and the Director of Legal Services. Where the claim is covered by the Municipality's insurance, such claims will proceed in the `normal course' where the claim is given to the insurer, who typically appoints an adjuster and legal counsel who then takes instructions from the insurer and the County. Nothing in this by-law changes the normal pattern of insurable claims handling. FINANCIAL IMPLICATIONS: There are no direct financial implications in passing this by-law. Page 111 of 133 ALIUNiwtN I WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Additional Comments: Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: There is no local municipal partner impact. COMMUNICATION REQUIREMENTS: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. The Legal Services Department will deliver an overview of the by-law to Management Team at an upcoming meeting. CONCLUSION: The Legal Services Department recommends that Council pass By -Law No. 23-43, as outlined in this report and presented on the agenda for November 28, 2023. All of which is Respectfully Submitted Nicholas Loeb Director of Legal Services Approved for Submission Don Shropshire Chief Administrative Officer/Clerk 0 Page 112 of 133 E191,11, RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Nicholas Loeb, Director of Legal Services DATE: November 28, 2023 SUBJECT: Delegation of Authority By -Law THAT Council of the Corporation of the County of Elgin receive and file the report entitled Delegation of Authority By -Law dated November 28, 2023 from the Director of Legal Services for information; THAT Council pass By -Law No. 23-44, the Delegation of Authority By -Law; INTRODUCTION: This report recommends that Council pass a comprehensive delegation of authority by- law, being By -Law No. 23-44, for the County of Elgin. This By -Law will formalize practices and processes for officers and employees of the County to efficiently operate their departments. BACKGROUND AND DISCUSSION: Section 270 of the Municipal Act, 2001 requires that municipalities adopt policies with respect to certain matters including "the delegation of its powers and duties." This requirement is typically satisfied by municipalities through the passing of a comprehensive delegation of authority by-law. Elgin County has a number of separate by-laws and policies that delegate authority to some of its employees and officers. By way of example, the Procurement By -Law delegates some purchasing powers, and, the Human Resources policy manual and its policies are currently approved by Council and those delegate authority to certain personnel. Statutory authority is also exercised by statutory officers including the Treasurer, Clerk/Deputy Clerks and the CAO in conformance with Municipal Act, 2001 and their respective appointment by-laws. A comprehensive delegation of authority by-law is strongly recommended by staff for the following reasons: Page 113 of 133 2 • I o the extent the current by-laws utinzea by the County ao not cover all areas of delegated authority, such a by-law is required by the Municipal Act, 2001 in order for the authority to be properly exercised; • Officers and employees of the County will have clarity on the mature, extent and parameters of their discretionary exercise of authority; • Inherent within the by-law is the creation of checks and balances within the administration on exercising authority across different areas of professional expertise; • Agreements and grants often require signing officers to demonstrate they have authority of the corporation to execute certain documents, a delegation of authority by-law will serve as evidence of that authority; • Clarity for the public on who is responsible for what decision -making within the County; By -Law No. 23-44 The Proposed By -Law before Council was generated through an iterative process by the Executive Leadership Team. Meetings occurred between each Director / the CAO Clerk and the Director of Legal Services to generate an initial draft. Executive Leadership Team then met to review the initial draft and provide feedback and proposed revisions on the initial draft, resulting in By -Law No. 23-44 that appears before Council. The reason for this iterative process was to provide County leadership with the opportunity to identify the discretionary exercises of authority they undertake and ensure that there is a clear delegation of that authority as required by the Municipal Act, 2001. Gaps in existing delegated authority were identified and are now covered by the proposed by-law. The dollar value amounts noted in the delegation of authority Schedule "A" for purchasing services or materials align with the in -force Procurement Policy By -Law of the County, being By -Law 20-07. Where authority is being given to authorize other types of expenditures, such as settling legal claims, those amounts were reviewed by County leadership and determined to be appropriate to the level of delegation being provided. Additionally, checks and balances limit the extent of delegation. By way of example, the Director of Legal Services is delegated authority to settle legal proceedings that are within the jurisdiction of the small claims court — but that authority is still subject to settlement funds being available in an approved budget. Delegation of Authority By -Laws are generally treated by municipalities as living documents. When structural reorganization occurs, they are routinely amended and updated to reflect the reality of day to day operations of the municipal administration. The By -Law presented to Council is expected to be revisited in 2024 for the following reasons: Page 114 of 133 3 It does not include delegation of authority regarding planning matters. The delegation of that authority is currently routed to the CAO/Clerk and Director of Legal Services pursuant to By -Law No. 23-29. County staff anticipate that a transition in the delivery of planning services will occur from among several options in 2024, that will then lead to an amendment of By -Law No. 23-44, if passed, and a repeal of By -Law No. 23-29. 2. Human Resources authority is currently delegated through the Human Resources policies approved by Council. Those may be incorporated into an amendment to By -Law 23-44, if passed, at a later date. Transitioning the delegated authority regarding HR matters requires a more comprehensive approach as there are some elements of HR delegated authority that should be included in the delegation of authority by-law and some protocols associated with those authorities that should remain in policy form as part of the HR Policy Manual. The version of By -Law 23-44 that is before Council delegates authority to the CAO/Clerk to implement administrative policies and therefore it is anticipated that any amendments that may occur regarding HR authority will be subsequent to a comprehensive review by the CAO/Clerk and Director of Human Resources. Notwithstanding that the By -Law is expected to be revisited, staff recommend that By- law 23-44 is passed as it is required by the Municipal Act, 2001 and provide clear authority to officers and employees of the municipality to carry out their duties and responsibilities. FINANCIAL IMPLICATIONS: There are no financial implications in passing By -Law 23-44, the By -Law codifies the discretionary authority of employees and officers. Page 115 of 133 ALIUNiwtN I WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Additional Comments: Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: There is no local municipal partner impact. COMMUNICATION REQUIREMENTS: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. If By -Law 23-44 is passed, the Executive Leadership Team will provide an overview to all staff that are empowered by a delegation of authority to ensure that they understand the nature of the authority and the limitations on their discretionary exercise of the authority. CONCLUSION: County leadership recommend that Council pass By -Law 23-44 to comprehensively delegate authority to officers and employees of the County. All of which is Respectfully Submitted Nicholas Loeb Director of Legal Services Approved for Submission Don Shropshire Chief Administrative Officer/Clerk 0 Page 116 of 133 �9111►IVK910AIErll►1 By -Law No. 23-43 "BEING A BY-LAW TO PROVIDE FOR THE INDEMNITY AND DEFENCE OF MEMBERS OF COUNCIL, MEMBERS OF LOCAL BOARDS, EMPLOYEES AND VOLUNTEERS OF THE COUNTY AGAINST LOSS OR LIABILITY INCURRED WHILE ACTING ON BEHALF OF THE COUNTY" WHEREAS Section 8 of the Municipal Act, 2001, S.O. 2001, c. 25 as amended, provides that the powers of a municipality under this or any other Act shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate and to enhance the municipality's ability to govern; AND WHEREAS Section 223.3 of the Municipal Act, 2001 provides that a municipality shall indemnify the Integrity Commissioner or any person acting under the instructions of that officer for costs reasonably incurred by either of them in connection with the defence of a proceeding if the proceeding relates to an act done in good faith in the performance or intended performance of a duty or authority under this Part or a by-law passed under it or an alleged neglect or default in the performance in good faith of the duty or authority; AND WHEREAS s. 279(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, states that despite the Insurance Act, a municipality may be or act as an insurer and may exchange with other municipalities in Ontario reciprocal contracts of indemnity or inter -insurance in accordance with Part XI I I of the Insurance Act with respect to the following matters: 1. Protection against risks that may involve pecuniary loss or liability on the part of the municipality or any local board of the municipality. 2. The protection of its employees or former employees or those of any local board of the municipality against risks that may involve pecuniary loss or liability on the part of those employees. 3. Subject to section 14 of the Municipal Conflict of Interest Act, the protection of the members or former members of the council or of any local board of the municipality or any class of those members against risks that may involve pecuniary loss or liability on the part of the members. 4. Subject to section 14 of the Municipal Conflict of Interest Act, the payment of any damages or costs awarded against any of its employees, members, former employees or former members or expenses incurred by them as a result of any action or other proceeding arising out of acts or omissions done or made by them in their capacity as employees or members, including while acting in the performance of any statutory duty. 5. Subject to section 14 of the Municipal Conflict of Interest Act, the payment of any sum required in connection with the settlement of an action or other proceeding referred to in paragraph 4 and for assuming the cost of defending the employees or members in the action or proceeding; AND WHEREAS Section 283(1) of the Municipal Act, 2001, as amended, provides that municipalities may pay any part of the remuneration and expenses of the members of any local board of the municipality and the officers and employees of the local board; AND WHEREAS Section 283(2) of the Municipal Act, 2001 as amended, provides that a municipality may only pay the expenses of members of council, local boards, employees, and officers if the expenses are of those persons in their capacity as members, officers or employees, among other considerations; Page 117 of 133 AND WHEREAS s. 448(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, states that no proceeding for damages or otherwise shall be commenced against a member of council or an officer, employee or agent of a municipality or a person acting under the instructions of the officer, employee or agent for any act done in good faith in the performance or intended performance of a duty or authority under this Act or a by- law passed under it or for any alleged neglect or default in the performance in good faith of the duty or authority; AND WHEREAS s. 448(2) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, states that s. 448(1) does not relieve a municipality of liability to which it would otherwise be subject in respect of a tort committed by a member of council or an officer, employee or agent of the municipality or a person acting under the instructions of the officer, employee or agent; AND WHEREAS Section 8 of the Municipal Conflict of Interest Act, R.S.O. 1990, c. M. 50, as amended, allows an elector, an Integrity Commissioner of a municipality or a person demonstrably acting in the public interest to apply to a judge for a determination of the question of whether a member, or former member, has contravened section 5, 5.1, 5.2, or 5.3 of the Municipal Conflict of Interest Act; AND WHEREAS s. 14 of the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50, as amended, states that despite section 279 of the Municipal Act, 2001, the council of every municipality may at any time pass by-laws, despite the Insurance Act, to enable the municipality to act as an insurer to protect a member of the council or of any local board thereof who has been found not to have contravened section 5, 5.1, 5.2, or 5.3 against any costs or expenses incurred by the member as a result of a proceeding brought under the Municipal Conflict of Interest Act, and for paying on behalf of or reimbursing the member for any such costs or expenses; AND WHEREAS the Council of The Corporation of the County of Elgin finds that it is in the public interest to ensure that Eligible Persons acting in good faith to perform their duties are indemnified against the costs of Legal Proceedings; NOW THEREFORE the Council of the Corporation of the County of Elgin ENACTS AS FOLLOWS: 1. SHORT TITLE 1.1 This by-law may be cited as the "Indemnification By-law" for the Corporation of the County of Elgin. 2. DEFINITIONS In this by-law: 2.1 "Board" means a local board of the County, as defined in the Act. 2.2 "Chief Administrative Officer" means the Chief Administrative Officer of the County, the delegate thereof, or any person to whom the powers thereof are delegated by Council for the purposes of this by-law. 2.3 "Code Complaint" means a formal or informal complaint made to the Integrity Commissioner pursuant to the County's Code of Conduct and includes an inquiry under section 223.4 or 223.4.1 of the Municipal Act, 2001. 2.4 "Council" means the Council of the County. 2.5 "County" means the Corporation of the County of Elgin. 2.6 "Eligible Person" means any of the following persons of the County: 2.6.1 a current or former member of Council; 2.6.2 a current or former member of a local board; 2.6.3 the current or former Integrity Commissioner, including any person acting under the instructions of the Integrity Commissioner; and 2.6.4 current or former employees. 2.7 "Employee" means any salaried officer or any other person in the employ of the County or of a Board, and includes persons that provide their services on behalf Page 118 of 133 of the County without remuneration, exclusive of the reimbursement of expenses or honoraria, provided that such persons are appointees of the County or volunteers acting under the direction of a person in the employ of the County. 2.8 "Former Employee" means a person who was formerly an employee of the County or a Board. 2.9 "Former Member" means a person who was formerly a Member. 2.10 "Legal Proceeding" 2.10.1 means: 2.10.1.1 a civil proceeding or administrative action, including but not limited to an action, application, motion, hearing, trial; 2.10.1.2 a proceeding wherein a person is charged with an offence under the Criminal Code, R.S.C. 1985, c. C. 46 or the Highway Traffic Act, R.S.O. 1990, s. H.B; or 2.10.1.3 a proceeding brought under section 8 of the Municipal Conflict of Interest Act, R.S.0.1990, c. M. 50, as amended (the "MCIA"); or 2.10.1.4 a Code Complaint; or 2.10.1.5 a complaint to a professional association; 2.10.2 But excludes: 2.10.2.1 any proceeding commenced by the County; 2.10.2.2 any proceeding in which the County is a party adverse in interest, including municipal parking and traffic by-laws. For greater certainty, this section does not prevent indemnification of Members of Council and Local Boards in the context of a proceeding brought under the MCIA, subject to the restrictions at s. 14 of the MCIA; or 2.10.2.3 any proceeding under the Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched., as amended. 2.11 "Member" means a person who is a member of the Council or of a Board. 3. EXCLUSIONS 3.1 This by-law does not apply to: 3.1.1 any Legal Proceeding in which the County is an adverse party to the otherwise Eligible Person; 3.1.2 any Legal Proceeding in which the interests of the otherwise Eligible Person are adverse to the County's interests; 3.1.3 any Legal Proceeding that relates to a grievance filed under the provisions of a collective agreement or to disciplinary action taken by the County as an employer; 3.1.4 any Legal Proceeding arising from a Code of Conduct enacted pursuant to section 223.2 of the Municipal Act, 2001; 3.1.5 any Legal Proceeding resulting from any dishonest, bad faith, fraudulent or criminal act committed by an individual, including an otherwise Eligible Person, including abuse of public office. For clarity, this exclusion does not apply to an Eligible Person who did not participate in such act and who did not have personal or constructive knowledge thereof; 3.1.6 any Legal Proceeding resulting from an individual, including an otherwise Eligible Person, gaining a personal profit or advantage to which he or she was not legally entitled, or the return by the Eligible Person of any money paid to him or her, if payment of such money is held to be in violation of I aw; 3.1.7 any Legal Proceeding relating to conduct which falls outside the scope of the Eligible Person's duty or authority, unless the Eligible Person was acting in good faith and held an honest and reasonable belief that the conduct was within his or her duty or authority and was in the best interest of the County; 3.1.8 any Legal Proceeding involving sexual misconduct, harassment, or bullying. For clarity, this exclusion does not apply to an Eligible Person who did not participate in such act and who did not have personal or Page 119 of 133 constructive knowledge thereof, nor to an Eligible Person who is a victim of such act; 3.1.9 any Legal Proceeding that relates to defamation. For clarity, this exclusion does not apply to an Eligible Person who is the victim of defamation; 3.1.10 any Legal Proceeding that relates to section 5, 5.1, 5.2 or 5.3 of the MCIA, except where the Eligible Person has been found not to have contravened sections 5, 5.1, 5.2 and 5.3 of the MCIA.; and, 3.1.11 any expenses incurred by a Member in obtaining personal legal advice to determine whether the Member has a pecuniary interest in a matter which is the subject of a determination or consideration by Council or a Board as defined herein; 4. INDEMNIFICATION Subject to the exclusions, exceptions, and other terms set out in this by-law, the County shall indemnify an Eligible Person in the manner and to the extent provided by this by- law in respect of any legal proceeding, including appeals, initiated by a third party for: 4.1 Acts, errors or omissions arising out of the scope of the Eligible Person's authority or duty or within the course of an Individual's employment or office if: 4.1.1 the Eligible Person was acting within the individual's scope of authority or duty; 4.1.2 the Eligible Person acted honestly and in good faith; and 4.1.3 in the case of administrative action or proceeding that is enforced by a monetary penalty, the Eligible Person had reasonable grounds for believing that his or her conduct was lawful; 4.2 acts or omissions relating to the conduct which falls outside of the Eligible Person's duty or authority, provided that: 4.2.1 the Eligible Person was acting in good faith and held an honest and reasonable belief that the conduct was within his or her duty or authority and was in the best interest of the County; and 4.2.2 in the case of administrative action or proceeding enforced by a monetary penalty, the Eligible Person had reasonable grounds for believing that his or her conduct was lawful. 4.3 In the event that any determination is required as to whether an Eligible Person meets the requirements of this section, the Director of Legal Services shall provide a legal opinion in that regard, which shall include advice on any terms and conditions that should apply to the indemnification of an Eligible Person. In circumstances where the Director of Legal Services is unable to provide such an opinion, in the Director's own discretion, then the Director of Legal Services may obtain such an opinion from external legal counsel. 4.4 For clarity, services provided by an Eligible Person to a third party pursuant to a shared services agreement between the County and the third party are intended to be indemnified by the County under this by-law, subject to the same conditions and limitations expressed herein. 5. MANNER AND EXTENT OF INDEMNIFICATION 5.1 Subject to Section 5.2, the County shall indemnify an Eligible Person who meets the requirements of Section 4 of this by-law by: 5.1.1 assuming the reasonable cost of defending such Eligible Person in a Legal Proceeding; 5.1.2 paying any damages or costs, including a monetary penalty, awarded against such Eligible Person as a result of a Legal Proceeding; 5.1.3 paying, either by direct payment or by reimbursement, any expenses reasonably incurred by such Eligible Person as a result of a Legal Proceeding; and 5.1.4 paying any sum required in connection with the settlement of a Legal Proceeding; 5.2 Notwithstanding any other provision in this by-law, the County will only indemnify an Eligible Person to the extent that costs, damages, expenses, or sums are not assumed, paid, or reimbursed under any provision of the County's Insurance program or any other insurance program for the benefit and Page 120 of 133 protection of such Individual against liability. The provisions of this by-law are intended to supplement the protection provided by such policies of insurance; accordingly, in the event of conflict between this by-law and the terms of such a policy of insurance, the terms of the policy of insurance shall prevail. 5.3 Except where an applicable policy of insurance requires otherwise, Council shall have the right to approve or reject the settlement of any indemnified Legal Proceeding. 6. PROVISION OF LEGAL COUNSEL 6.1 The County shall have the right to select and retain the lawyer to represent an Eligible Person, having regard to whether the lawyer has the expertise and can provide the commitment of time and resources required, and the Chief Administrative Officer shall: 6.1.1 advise such Eligible Person of the lawyer selected to represent them; and 6.1.2 advise Council of the final disposition of the matter. 6.2 Subject to the provisions of this Section, an Eligible Person may request approval to be represented by the lawyer of the person's choice by writing to the Chief Administrative Officer. The Chief Administrative Officer shall, in consultation with the Director of Legal Services, within ten (10) days of receipt of the request, either approve or deny the request and advise the person in writing of such decision. 6.3 The County shall be provided with copies of the lawyer's statements of account on a monthly basis. Statements of account shall outline all fees and disbursements and shall be provided with information relating to these accounts, as may be requested from time to time, in order to determine reasonableness of the account before any payment is made. 6.4 The County may, through a decision of Council, require that an account for reimbursement be assessed by a Court Assessment Officer, where applicable. 6.5 Notwithstanding any other provision of this by-law to the contrary, any lawyer retained by the County's insurers from time to time to defend the County in any Legal Proceeding shall represent an Eligible Person with respect to that Proceeding unless the County instructs otherwise. 7. RIGHTS OF THE COUNTY 7.1 Decision -making authority under this by-law, including the authority to execute necessary documents on behalf of the County in order to give effect to this by- law, is designated to the Chief Administrative Officer, except where otherwise specified. When exercising delegated authority, the Chief Administrative Officer shall have regard to the potential costs to the County of a decision and shall seek Council's approval for decisions with financial implications in excess of the Approval Authority of the Chief Administrative Officer under the County's by-law Respecting the Procurement of Goods and Services, as amended from time to time. 7.2 Nothing in this by-law shall prevent the Chief Administrative Officer from bringing a report to Council to seek direction on any matter related to indemnification under this by-law. 7.3 The County may refuse to indemnify an Eligible Person or his or her lawyer for steps taken in a Legal Proceeding that are, in the sole discretion of the County, deemed unnecessary, inadvisable, or otherwise prejudicial to the conduct of the Legal Proceeding. 7.3.1 For clarity, "steps taken in a Legal Proceeding" in this section includes, but is not limited to, counterclaims, crossclaims, third party claims, settlement offers, demand letters, motions, applications, and alternative dispute resolution. 7.3.2 An Eligible Person or his or her lawyer may seek the approval of the County prior to taking discretionary steps in a Legal Proceeding by making a request in writing to the Chief Administrative Officer. Such request must: Page 121 of 133 7.3.2.1 be provided with reasonable notice; 7.3.2.2 state the potential benefit of said step; and 7.3.2.3 estimate the cost to the County of said step. Upon receipt of such a request, the Chief Administrative Officer shall either: 7.3.2.4 approve or deny the request; or 7.3.2.5 determine a decision -making process that must be followed to approve or deny the request, which may include presenting the issue to Council or seeking a further legal opinion. The Chief Administrative Officer shall convey their decision to the Eligible Person or their lawyer in writing within ten (10) days of the receipt of the request, having regard to any urgency associated with the request. The Chief Administrative Officer shall, in the event that further steps must be taken: 7.3.2.6 communicate the decision -making process to be followed; 7.3.2.7 list the reasonable steps that the County will take to ensure that the rights of the Eligible Person are not prejudiced by the decision -making process, and 7.3.2.8 provide a timeline for the final determination of the request. 7.4 Notwithstanding any other provision of this By -Law, Council may, at any time: 7.4.1 determine that a person is ineligible for indemnification under this by- law; or 7.4.2 set a cap on the indemnification to be provided under this by-law. 8. APPLICATION FOR INDEMNIFICATION AND DUTY TO CO-OPERATE 8.1 Where an Eligible Person is served with any process issued out of or authorized by any court, administrative tribunal or other administrative, investigative or quasi-judicial body, other than a subpoena, in connection with any Legal Proceeding the person shall forthwith deliver the process or a copy thereof to the Chief Administrative Officer. 8.2 An Eligible Person involved in any Legal Proceeding shall co-operate fully with the County, the Chief Administrative Officer and any lawyer retained by the County to defend such Legal Proceeding, shall make available to the Chief Administrative Officer or such lawyer all information and documentation relevant to the matter as are within his or her knowledge, possession or control, and shall attend at all proceedings when requested to do so by the Chief Administrative Officer or such lawyer. 8.3 Notwithstanding any other provision of this by-law to the contrary, if a person fails or refuses to comply with the provisions of this by-law, the County shall not be liable to assume or pay any of the costs, damages, expenses or sums arising from the Legal Proceeding and shall not be subject to the obligations of this by- law. 9. REIMBURSEMENT 9.1 Where an Eligible Person is indemnified pursuant to the provisions of this by- law, the amount of the indemnity shall be reduced by the amount of any costs recovered by the Eligible Person and, where the indemnity has been paid, any costs recovered by the Eligible Person shall be paid or assigned to the County up to the amount of the indemnity. 10.APPEALS 10.1 Where an Eligible Person seeks to appeal a judgment in a Legal Proceeding and wishes the County to indemnify the costs of that appeal, the County shall have the sole discretion to determine whether that appeal should be pursued and to what extent the costs of the appeal will be indemnified. 10.2 If an Individual pursues an appeal without representation by the County and is successful in that appeal: Page 122 of 133 10.2.1 the County shall have the sole discretion to determine whether the Individual shall be retroactively indemnified for his or her legal fees; 10.2.2 the County shall have the right to recoup legal fees paid in any costs awards for indemnified Legal Proceedings that were appealed; and 10.2.3 the County shall have the right to recoup any costs awards for legal fees in indemnified proceedings awarded by the body hearing the appeal. 11.EXCEPTION: DUTY TO THIRD PARTY UNDER SHARED SERVICES AGREEMENT 11.1 In the event that a proceeding arises against an Eligible Person: 11.1.1 concerning an action or omission that occurred in the course of the Eligible Person's work for a third party under a shared services agreement; and 11.1.2 a term, condition, or limitation of this by-law, including conditions expressed at Section 6.5 and 8 herein, would violate the confidentiality conditions of the work for the third party, including but not limited to conditions of the shared services agreement; any professional obligation of the Eligible Person to the third party imposed by a regulatory body; or the Solicitor -Client privilege of the third party; then, the term, condition, or limitation that would constitute or impose a violation is of no force and effect and: 11.1.3 The Chief Administrative Officer of the County or their delegate shall, in consultation with the Eligible Person, the third party, and, as applicable, the legal counsel for the County, the Eligible Person, and/or the third party, propose alternate terms, conditions, or limitations that conform with the stated intent of this by-law as well as the intent(s) of the void terms, conditions, or limitations; and 11.1.3.1 Said alternate terms, conditions, or limitations shall be presented to Council for approval prior to any disbursement of an indemnification. 11.2 The County may, pursuant to s. 279 of the Municipal Act, exchange with other municipalities in Ontario reciprocal contracts of indemnity or inter -insurance. In the event that such a reciprocal contract contains provisions that indemnify an Eligible Person under this by-law, the terms of that reciprocal contract supersede those of this by-law to the extent that a conflict exists. 12. SEVERABILITY 12.1 If any sections, section or part of a section of this by-law are found by any Court to be illegal or beyond the power of Council to enact, such sections or section or part of a section shall be deemed to be severable and all other sections or parts of sections of this by-law shall be deemed to separate and independent and shall continue in full force and effect. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 28TH DAY OF NOVEMBER, 2023. Don Shropshire, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. Page 123 of 133 COUNTY OF ELGIN By -Law No. 23-44 "BEING A BY-LAW TO DELEGATE AUTHORITY TO OFFICERS AND EMPLOYEES OF THE CORPORATION OF THE COUNTY OF ELGIN" WHEREAS Section 2 of the Municipal Act, 2001, S.O. 2001, c. 25., (the Municipal Act) states that the purpose of municipality is to be a responsible and accountable government with respect to matters within its jurisdiction and each municipality is given powers and duties under the Municipal Act, and other Acts of the legislature for the purpose of providing good government with respect to those matters; AND WHEREAS Section 5(3) of the Municipal Act sets out that a municipal power, including a municipality's capacity, rights, powers and privileges under section 9, shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS Section 23.1 of the Municipal Act authorizes a municipality to delegate its powers and duties subject to certain limitations; AND WHEREAS section 227(c) of the Municipal Act states that it is the role of the officers and employees of the municipality to carry out duties required and assigned by the municipality; AND WHEREAS section 270(1) of the Municipal Act provides that a municipality shall adopt and maintain a policy with respect to the delegation of its powers and duties; AND WHEREAS it is deemed expedient to delegate authority from Council to the officers and employees of the municipality for the purpose of providing responsible, accountable, good and efficient governance of Elgin County; NOW THEREFORE, the Council of the Corporation of the County of Elgin enacts as follows: 1. This By -Law may be referred to as the "Delegation of Authority By -Law". 2. Authority is delegated to specified officers and employees to act, subject to limits and restrictions, as described in Schedule "A" attached hereto. Schedule "A" hereto forms part of this By -Law. 3. Subject to section 4, any delegated authority is granted only to the officer or employee holding the corresponding officer or employee position listed under the "Delegation" column in Schedule "A" and includes any officer or employee holding that position on a permanent, temporary or acting basis. In addition, the delegation is also granted to the corresponding officer or employee's supervisor, and each supervisor above that position in the corporate structure, up to and including the Chief Administrative Officer. 4. Where any delegation of authority to any officer or employee or their supervisor is not permissible at law, such as in an instance where a professional qualification or licence is required to exercise the authority, then the delegation is deemed not granted to that officer or employee or their supervisor but does not affect the delegation of authority to any other officer or employee or their supervisor. 5. The Chief Administrative Officer is authorized to further delegate and to authorize further delegations of any powers, duties, functions, and appointments delegated to the Chief Administrative Officer by Council under this or any other by-law or resolution to any Director of the County, provided such delegations are in writing. 6. Unless the delegation includes specific language to the effect that the delegated authority may be further delegated to a designate, and subject to section 5, no Page 124 of 133 further delegation of the authorities contained herein is permitted without Council approval, either with respect to the authority and limits of the delegation or the persons to whom the delegation is granted. 7. The Chief Administrative Officer is hereby authorized to resolve any conflict or ambiguity regarding the individual or individuals of the County authorized to exercise any delegation and implement any protocol necessary to give effect to the delegation. 8. Where delegated authority involves the expenditure of funds and/or commitment of resources, the delegated authority must adhere to Elgin County's procurement by-law(s), policies and procedures as may be in force from time to time. Nothing in this by-law shall modify the purchasing authority delegated in such procurement by-law(s), policies and procedures. 9. Officers and employees with delegated authority under this By -Law shall exercise their authority responsibly and shall be accountable and responsible for their actions and decisions. 10.If an officer or employee has a conflict of interest related to a delegated authority then the officer or employee must not exercise their delegated authority and must report the conflict of interest to their supervisor as soon as practicable. 11.This By-law does not diminish, restrict or reduce any authority delegated to any officer or employee by any other resolution, By-law, statute, regulation or otherwise provided at law. 12.Signing authority delegated by this By -Law may be signed by written, engraved, printed, lithographed means, which may include any electronic means or measurers or otherwise reproduced signatures provided that electronic signatures are affixed in compliance with County policies as may be in force from time to time. 13. Each section this By -Law, including its Schedule(s), is an independent section or part of a section, and the holding of any section or part thereof to be void or ineffective for any cause shall not be deemed to affect the validity of any other sections or parts thereof. 14. Nothing in this By -Law shall be deemed, understood or interpreted to delegate or attempt to delegate any of the powers that a Council is restricted, in whole in part, from delegating pursuant to sections 23.2 and 23.3 of the Municipal Act. READ A FIRST, SECOND, AND THIRD TIME AND FINALLY PASSED ON THIS 28th DAY of NOVEMBER, 2023. Don Shropshire, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. Page 125 of 133 Rio] a:1Bill 111:1111111elti A. ALL DEPARTMENTS Description and Limitations Delegation 1 Signing of agreements associated with Director (upon concurrence of the purchase of goods or services, Manager of Procurement) — subject to the Procurement By -Law, not exceeding $250,000 approved budget, and review by Legal (RFQ/RFP/RFT); Services. Director (upon concurrence of Manager of Procurement) — not exceeding $50,000 (sole source or single source); Aligns with Procurement By - Law; 2 Signing of contracts which relate to Director and CAO/Clerk renewals or amending agreements where the original agreement was approved by Council. The contract must be reviewed by Legal Services and have a value that does not vary more than $50,000 per year compared to the original agreement and be for a term less than four years. 3 Applying for grants and submitting Director, Director of Finance resulting reports, and required funding and CAO/Clerk applications. Where such documents create an obligation on the County, then there must be a review by Legal Services and the Chief Administrative Officer. If there is an ongoing financial impact to the County, then there must be a review by the finance department. 4 Service Agreements with public sector CAO/Clerk organizations or between internal County entities. 5 Approve purchasing documents All Directors pursuant to the procurement by-law 6 Authority to enter into agreements and Director, must consult with make necessary reports for student Director of Human Resources funding programs Page 126 of 133 Mil DILVill►1PIIMVIIVAAM:11UV/IN** Description and Limitations Delegation 1 Approve and implement administrative CAO/Clerk policies, procedures and practices in the exercise of authority under section 229 of the Municipal Act 2 Closing Roads in the event of an CAO/Clerk and Director of emergency En ineerin 3 Settling legal disputes of a non -litigation Director of Legal Services and nature, including contract disputes, affected Director of Department signing minutes of settlement or giving or CAO/Clerk, jointly — up to instructions to the Director of Legal budgeted project amount Services to execute minutes of settlement, upon receiving recommendations from legal counsel and consulting with any affected Director 4 Authorizing use of County logos / CAO / Clerk trademarks 5 Accepting and signing retainer Prosecutor, Director of Legal agreements for legal services provided Services under an authorized shared services agreement or on a limited, file -specific basis to other public entities with regard to prosecutions 6 Executing and filing any documents CAO / Clerk and/or Director of necessary for a legal proceeding Legal Services including but not limited to, issuing and signing pleadings, accepting service of legal claims, retaining external counsel provided that the funds for external counsel is available within an existing approved budget 7 Providing instructions to legal counsel CAO / Clerk and/or Director of Legal Services (where legal counsel is external) 8 Signing of easement agreements at Solicitor or Director of nominal cost to the County or as Engineering having consulted approved by Council with a Solicitor 9 Objecting or consenting to land title Solicitor applications for absolute title where the County is adjacent landowner. 10 Signing of transfers and acknowledgment Solicitor and/or Director of and directions for transfer of County Engineering having consulted property as approved by Council, with a Solicitor required by the County under an Act such as the Planning Act). 11 Litigation at any Court, Commission, Authority delegated to the Tribunal, Board, Hearing or Arbitration, Director of Legal Services to subject to the authority of insurance defend, commence, manage, companies pursuant to insurance policies negotiate and resolve any matter against or by the County, Local Boards or Committees. Financial authority to settle: • Solicitor up to $35,000 (the jurisdiction of the small claims court) • Director of Legal Services and CAO/Clerk jointly: up to $100,000, provided Page 127 of 133 such amount is within the approved budget • Council, over $100,000 12 Authority to carry out the functions of CAO/Clerk, may be delegated designated Head pursuant to MFIPPA for by CAO/Clerk to Manager of freedom of information access requests Legislative Services or the and protection of privacy Director of Community and Cultural Services or any Deputy Clerk 13 Authority to make minor corrections to Deputy Clerk By-laws. Limited to non -material matters (e.g. paragraph numbering, spelling) and subject to consultation with the Director of Legal Services and CAO/Clerk 14 Authority to participate in consultations by CAO/Clerk any level of government and provide feedback on behalf of the County in accordance with the County's existing policies, frameworks, plans and/or priorities 15 Respond to media inquiries Corporate Communications and Engagement Coordinator or Director as delegated by the CAO / Clerk Description and Limitations Delegation 1 Approve and sign road permits including Director of Engineering, may be but not limited to new entrance permits, delegated in writing by Director temporary access permits, culvert of Engineering within installations, road occupancy permits, Engineering Services; oversize or overweightpermits-, 2 Approve and sign licence agreements Director of Engineering or and agreements permitting permanent designate; installation of approved utilities on County property; 3 Authority to close roads in non- Director of Engineering or emergency situations designate for special events; Director of Engineering for improvements, repair, demolition or any other construction purposes or otherwise; 4 Authorize temporary speed reductions Director of Engineering or and approve appropriate signage for designate; same 5 Approve and execute encroachment Director of Engineering, for agreements on municipal land; existing encroachments and where the encroachment has no impact on current or future use of right-of-way(s) 6 Acquire land for road widening purposes Director of Engineering, to a limit of $50,000.00 for the purchase of land and any cost must be part of an approved budget 7 Designate truck routes and half -load Director of Engineering or roads designate; Page 128 of 133 8 Communicate conditions that should be opposed on behalf of the County to any planning authority Manager of Transportation 9 Approve and sign service agreements Manager of Transportation, with Hydro One or other utility provider provided the cost of the service to provide electricity to new is in an approved budget infrastructure 10 Manage renovation, repair or other Manager of Corporate Facilities construction projects in County facilities and approve and sign all documents for that purpose within approved budget D. FINANCE Descri tion and Limitations Delegation 1 Open, maintain and close bank Manager of Finance accounts as required for municipal purposes 2 Issue and sign cheques, make Manager of Finance payments and transfer funds for municipal purposes. Limited to items approved in annual budget or as otherwise approved by Council 3 Enter into agreements for services with Director of Finance accountants or auditors for municipal purposes 4 Require an accounting of funds from Any two of the CAO / Clerk, any employee or officer of the County Director of Finance, Director of including members of Council Human Resources and the Director of Legal Services, Council must be informed as soon as practicable 5 Issue and sign donation receipts Director of Finance 6 Apply for provincial and federal grants Director and Manager of Finance 7 Issue/post for bidding Manager of Procurement RFP/RFT/Procurement documents on behalf of the County 8 Authority to auction or sell County Manager of Procurement chattel property in accordance with County life -cycle and other asset management policies E. INFORMATION TECHNOLOGY Description and Limitations Delegation 1 Approve and sign minor amendments to Director of IT Information Technology Services agreements, including the purchase of routine services and equipment, resulting from changing business needs and employee staffing changes 2 Approve and sign Data Use Agreement Director of IT, requires consultation with Director of Legal Services 3 Sign website and software Terms of Use Director of IT, must consult with and Licence Agreements provided they Manager of Procurement and are within budget and standard Terms of Director of Legal Services on Service whether criteria is met Page 129 of 133 4 Authorize an audit of information Any two of the Director of IT, technology resources, including e-mail Director of Human Resources, accounts and including forensic audits the CAO/Clerk and the Director of Legal Services, Council must be informed as soon as practicable F. COMMUNITY AND CULTURAL SERVICES Description and Limitations Delegation 1 Authorize use of library facilities by Library Branch Supervisors community organizations 2 Enter into program or performer Library Branch Supervisors agreements 3 Authority to perform the functions of the Director of Community and CEO of a Public Library Board as set Cultural Services out in the Public Library Board Act, including representing Elgin County in associations, committees or other industry organizations related to library services 4 Approve, sign and submit all documents Director of Community and and reports necessary for the public Cultural Services libraries operating rant 5 Sign for receipt of artifacts, pieces, art, Museum Curator, archives staff, archival records or other objects for for items of estimated value, display as part of a museum, archives or inclusive of ongoing library program maintenance cost(s), of less than $25,000 and there is no increase to annual approved budget; Museum Curator and Director of Finance together, if estimated value is more than $25,000, inclusive of maintenance cost or results in increase to annual approved budget 6 Authority to temporarily close library, Director of Community and museum and archive facilities due to Cultural Services, must consult inclement weather, power disruptions or with CAO/Clerk staffing issues; 7 Authority to accept donations and issue Museum Curator, archives staff, tax receipts under the County Library's for items of estimated value, status inclusive of ongoing maintenance cost(s), of less than $25,000 and there is no increase to annual approved budget; Museum Curator and Director of Finance together, if estimated value is more than $25,000, inclusive of maintenance cost or results in increase to annual approved budget 8 Authority and responsibility to retain and All archives staff destroy records in conformance with the County's records retention policies 9 Authority to sign and submit reports Museum Curator related to the annual community museums operating rant Page 130 of 133 G. HOMES AND SENIOR SERVICES Descri tion and Limitations Delegation 1 Approve and sign agreements, including Director of Homes and Senior grants, with the Province of Ontario or Services, must consult with legal other funding agencies to receive funds services and finance department related to the provision of Long -Term Care 2 Approve and Sign resident admission Administrators documentation 3 Approve and sign routine agreements Director of Homes and Senior with resident service providers Services 4 Submitting routine or legislatively Administrators required reporting documents to the Province of Ontario or any of its ministries 5 Create, approve and implement new Director of Homes and Senior programming for residents and seniors Services that does not create new obligations for the County and is within an approved budget 6 Represent Elgin County in associations, Director of Homes and Senior committees or other industry Services organizations related to the provision of Long -Term Care Homes 7 Approve, sign and implement policies, Director of Homes and Senior procedures and medical directives Services specific to Elgin County's Long -Term Care Homes including those required by legislation, regulation or for funding agreement purposes H. HUMAN RESOURCES Description and Limitations Delegation 1 Approve and sign agreements with Director of Human Resources educational or training institutions for and affected Director of student or training placements Department, joint) 2 Approve and sign routine human Director of Human Resources resources documentation including but not limited to performance management letters, disciplinary letters, hiring letters, termination letters; 3 Approve waiver of probationary Director of Human Resources period(s) and CAO/Clerk, jointly 4 Administration of benefits including: Director of Human Recourses, health, dental, STD, LTD, WSIB and in consultation with the Director OMERS of Finance 5 Authority over all claims management Manager of Human Resources documentation and Return to Work and Accommodation documentation 6 Authority to appeal any WSIB decision Manager of Human Resources 7 Signing Minutes of Settlement in labour Authority to manage and settle relations disputes including grievances where there is no financial and matters referred to arbitration implication — Manager of Human Resources and member of Management Team, jointly; Authority to settle where there are financial implications: Page 131 of 133 Director of Human Resources and Director of affected department, $50,000.00, on recommendation of the Director of Legal Services 8 Authority to approve payment for Authority to manage and settle employment severances where specific claims up to $50,000.00 — amount not stipulated by contract Director of Human Resources and CAO/Clerk, acting jointly; 9 Authority to litigate, manage and settle Must consult with Director of complaints by employees to the Human Legal Services. Authority to Rights Commission or Human Rights settle claims up to $50,000.000 Tribunal. — Director of Human Resources and CAO/Clerk, acting jointly, must be within approved budget 10 Authority to approve Job Descriptions Director of Human Resources and Director of affected department, acting jointly, unless the job description is for a member of SILT, in which event the authority is delegated to the Director of Human Resources and the CAO/Clerk, acting jointly 11 Authority to access employee IT Files CAO/Clerk, except legal services shared services files Director of Human Resources (including at the request of any other Director), except legal services shared services files and CAO/Clerk must be notified; Page 132 of 133 COUNTY OF ELGIN By -Law No. 23-45 "A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AT THE NOVEMBER 28, 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 28, 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 28TH DAY OF NOVEMBER, 2023. Don Shropshire, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. Page 133 of 133