06a - March 12, 2024 County Council Agenda PackageM"�
Elgin County Council
Regular Council Meeting
Orders Of The Day
Tuesday, March 12, 2024, 9:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Note for Members of the Public:
Please click the link below to watch the Council Meeting:
https://www.facebook.com/ElginCountyAdmin/
Accessible formats available upon request.
Pages
1. Call to Order
2. Adoption of Minutes 3
3. Disclosure of Pecuniary Interest and the General Nature Thereof
4. Presenting Petitions, Presentations and Delegations
4.1 St. Thomas -Elgin Social Services - 2023 Review 10
5. Committee of the Whole
6. Reports of Council, Outside Boards and Staff
6.1 Warden Ketchabaw - Warden's Activity Report (February 2024) 50
6.2 Tree Commissioner/Weed Inspector - Tree Commissioner/Weed 52
Inspector Quarterly Report July — September 2023
6.3 Tree Commissioner/Weed Inspector - Tree Commissioner/Weed 55
Inspector Fourth Quarter & Year End Report 2023
6.4 Director of Financial Services - 2.3 - Purchasing Card Policy 58
6.5 Manager of Economic Development and Strategic Initiatives - Elgin 74
County Tourism Signage Program Review
7. Council Correspondence
7.1 Items for Consideration
7.1.1 Letter from Grand River Conservation Authority - Re: Lake Erie 80
Region Source Protection Committee Member Nomination
7.1.2 Email from Office of the Honourable Todd Smith, Ministry of 85
Energy and Backgrounder on Bill 165, Keeping Energy Costs
Down Act, 2024
7.1.3 Resolution from the Council of the Corporation of Tay Valley 88
Township
7.2 Items for Information (Consent Agenda)
8. Other Business
8.1 Statements/Inquiries by Members
8.2 Notice of Motion
8.3 Matters of Urgency
9. Presenting Petitions, Presentations and Delegations Continued
9.1 Royal Astronomical Society of Canada - Solar Eclipse 90
9.2 Manager of Economic Development and Strategic Initiatives - Total Solar 131
Eclipse
10. Closed Meeting Items
10.1 Closed Meeting Minutes - February 27, 2024
10.2 Manager of Emergency Management & Elgin -Middlesex Regional Fire
School - Elgin County EM Preparedness
Municipal Act Section 239 (2) (a) the security of the property of the
municipality or local board.
10.3 Director of Legal Services and Director of Finance - LS 24-4 Land
Ambulance
Municipal Act Section 239 (2) (f) advice that is subject to solicitor -client
privilege, including communications necessary for that purpose; and (k)
a position, plan, procedure, criteria or instruction to be applied to any
negotiations carried on or to be carried on by or on behalf of the
municipality or local board.
11. Motion to Rise and Report
12. Motion to Adopt Recommendations from the Committee of the Whole
13. Consideration of By -Laws
13.1 By -Law No. 24-07 2024 Budget 138
13.2 By -Law No. 24-09 Confirmation 144
14. Adjournment
Page 2 of 144
Elgin County Council
Minutes
February 27, 2024, 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 (virtual)
Councillor Todd Noble
Councillor Mike Hentz
Councillor Taraesa Tellier
Members Absent: Councillor Richard Leatham
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Brian Masschaele, Director of Community & Cultural Services
Amy Thomson, Director of Human Resources
Michele Harris, Director of Homes and Seniors Services
Jennifer Ford, Director of Financial Services/Treasurer
Nicholas Loeb, Director of Legal Services
Peter Dutchak, Director of Engineering Services
Jenna Fentie, Legislative Services Coordinator
Stefanie Heide, Legislative Services Coordinator
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
Call to Order
The meeting was called to order at 9:00 a.m. with Warden Ketchabaw in the
chair.
1.1 Oath of Office - Taraesa Tellier, Deputy Mayor, Municipality of West
Elgin
The Chief Administrative Officer/Clerk administered the oath of office to
Taraesa Tellier, Deputy Mayor of the Municipality of West Elgin, who has
been appointed by the municipality to serve as an alternate on Elgin
County Council during the absence of Councillor Richard Leatham, Mayor
of the Municipality of West Elgin.
2. Adoption of Minutes
Moved by: Councillor Noble
Seconded by: Councillor Hentz
RESOLVED THAT the minutes of the meeting held on February 13, 2024 be
adopted.
Motion Carried.
3. Disclosure of Pecuniary Interest and the General Nature Thereof
Page 3 of 144
4. Presenting Petitions, Presentations and Delegations
None.
5. Committee of the Whole
Moved by: Deputy Warden Jones
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 Director of Human Resources - HR Policy 2.10 - Alternative and
Flexible Work Arrangements
The Director of Human Resources presented the report seeking Council's
approval to adopt the new HR Policy 2.10 'Alternative and Flexible Work
Arrangements".
Moved by: Councillor Widner
Seconded by: Councillor Couckuyt
RESOLVED THAT County Council adopt the new HR Policy 2.10
'Alternative and Flexible Work Arrangements' as presented on February
27, 2024; and
THAT County Council rescind HR Policy 2.21 Overtime and Lieu Time.
Motion Carried.
6.2 Director of Homes and Seniors Services - Homes — Emergency Plans
— Elgin County and Dutton Co -Operative Child Care Centre Inc.
The Director of Homes and Seniors Services presented the report seeking
Council's approval for the execution of an agreement with the County of
Elgin and the Dutton Co-operative Child Care Centre Inc. for the use of
both facilities for the purpose of a safe receiving area in the event that a
temporary evacuation of either site is required.
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Homes — Emergency Plans — Elgin
County and Dutton Co -Operative Child Care Centre Inc." dated February
27, 2024 be received and filed, and
THAT Council authorize the Director of Homes and Seniors Services to
execute the Memorandum of Understanding (MOU) for emergency
planning with Corporation of the County of Elgin and Dutton Co -Operative
Child Care Centre Inc. (DCCCC).
Motion Carried.
6.3 Chief Administrative Officer/Clerk - Growth Planning Steering
Committee Recommended Terms of Reference
The Chief Administrative Officer/Clerk presented the report seeking
Council's approval for the Growth Planning Steering Committee Terms of
Reference.
Moved by: Councillor Giguere
Seconded by: Councillor Couckuyt
Page 4 of 144
RESOLVED THAT the Council of the Corporation of the County of Elgin
receive the report entitled "Growth Planning Steering Committee
Recommended Terms of Reference" dated February 27, 2024; and
THAT Council adopt the Terms of Reference as recommended by the
Growth Planning Steering Committee.
Motion Carried.
6.4 Director of Financial Services/Treasurer - 2024 Proposed County
Budget
The Director of Financial Services/Treasurer presented the 2024 Elgin
County Budget for Council's consideration and approval.
Councillor Sloan joined the meeting at 9:33 a.m.
Moved by: Councillor Noble
Seconded by: Councillor Giguere
RESOLVED THAT the membership for SCOR be approved for $30,000
for the 2024 budget year.
Motion Carried.
Moved by: Councillor Giguere
Seconded by: Councillor Couckuyt
RESOLVED THAT the additional costs for the STEPAC membership in
the amount of $10,000 be approved for the 2024 budget year.
Motion Carried.
Moved by: Councillor Couckuyt
Seconded by: Councillor Tellier
RESOLVED THAT funding for the Hospice and St. Thomas -Elgin General
Hospital MRI be considered at a later date in 2024.
Motion Carried.
Moved by: Councillor Hentz
Seconded by: Councillor Noble
RESOLVED THAT guidelines for the use of the Growth Reserve Fund be
established and brought forward for Council consideration; and
THAT staff provide Council with a report regarding the projected uses for
the Growth Reserve Fund; and
THAT Council advocate for a recalculation of the Health Care Funding
Formula.
Motion Carried.
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
RESOLVED THAT the proposed draft budget outlined in Appendix A be
approved with a tax rate increase of 3.79%; and
THAT Council approve the preparation of a budget by-law to be
considered at the March 12, 2024 meeting.
Page 5 of 144
Motion Carried.
Moved by: Deputy Warden Jones
Seconded by: Councillor Tellier
RESOLVED THAT Council advocate to the Ministry of Health to fulfill their
75% Public Health funding commitment.
Motion Carried.
7. Council Correspondence
Council recessed at 10:45 a.m. and reconvened at 10:55 a.m. Councillor Sloan
left the meeting at 10:45 a.m.
7.1 Items for Consideration
7.1.1 Letter from Mayor Andrew Sloan, Port Stanley 200 Committee Co -
Chair, requesting a donation of $15,000 for the Port 200
celebrations.
Council requests that the Port Stanley 200 Committee provide
additional programming budget information.
Moved by: Councillor Noble
Seconded by: Councillor Widner
RESOLVED THAT Item # 7.1.1 be deferred to be considered at a
future meeting of County Council.
Motion Carried.
7.2 Items for Information (Consent Agenda)
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT Correspondence Items #7.2.1 - 7.2.4 be received and
filed; and
THAT the Corporation of the County of Elgin support the resolution from
the Town of Northeastern Manitoulin & the Islands to advocate to the
Federal and Provincial levels of government to make them aware that
rural and small urban water and wastewater systems are financially
unsustainable, and advocate to the Association of Municipalities of
Ontario, the Rural Ontario Municipalities Association, and the Federation
of Canadian Municipalities to examine that the unaffordability of water and
wastewater system operational costs is systemic provincially and
nationally.
Motion Carried.
7.2.1 Resolution from Northeastern Manitoulin & the Islands requesting
that the Province of Ontario implements a funding stream for
water and wastewater systems that primarily utilizes operational
and financial need as a criteria.
7.2.2 Resolution from the Township of McMurrich/Monteith lobbying
the Provincial Government to amend the Municipal Act and
Municipal Elections Act prohibiting people with an unpardoned
criminal record from becoming a candidate in Municipal
Elections.
7.2.3 Mike Baker Retirement Invitation - March 28, 2024
7.2.4 Elgin Clean Water Program 2023 Annual Report
Page 6 of 144
8. Other Business
8.1 Statements/Inquiries by Members
8.1.1 Warden Ketchabaw -Get Well Wishes for Councillor Leatham
Warden Ketchabaw noted that a card is circulating for Councillor
Leatham, and advised that Councillor Leatham has been moved out of
intensive care and is receiving visitors.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
Moved by: Deputy Warden Jones
Seconded by: Councillor Giguere
RESOLVED THAT a closed session item related to a personnel matter
under Municipal Act Section 239 (2) be added to the Closed Session
agenda.
Motion Carried.
9. Closed Meeting Items
Moved by: Councillor Widner
Seconded by: Councillor Noble
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 Meetina Item #1 - Closed Meetina Minutes - February 13. 2024
Closed Meetina Item #2 - Boundary Adiustment Matter (verbal
(h) information explicitly supplied in confidence to the municipality or local board
by Canada, a province or territory or a Crown agency of any of them; and (k) a
position, plan, procedure, criteria or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local board.
Closed Meetina Item #3 - Personnel Matter
(b) personal matters about an identifiable individual, including municipal or local
board employees.
Motion Carried.
9.1 Closed Meeting Minutes - February 13, 2024
9.2 Warden Ketchabaw - Boundary Adjustment Matter (verbal)
9.3 Personnel matter
10. Motion to Rise and Report
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meeting Item #1 - Closed Meeting Minutes - February 13, 2024
5
Page 7 of 144
Moved by: Councillor Noble
Seconded by: Councillor Hentz
RESOLVED THAT the February 13, 2024 Closed Meeting Minutes be adopted.
Motion Carried.
Closed Meeting Item #2 - Boundary Adjustment Matter (verbal)
Moved by: Councillor Tellier
Seconded by: Councillor Noble
RESOLVED THAT the confidential verbal report from Warden Ketchabaw be
received for information.
Motion Carried.
Closed Meeting Item #3 - Personnel Matter
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED THAT the confidential verbal report from the Chief Administrative
Officer/Clerk be received for information.
Motion Carried.
11. Motion to Adopt Recommendations from the Committee of the Whole
Moved by: Councillor Hentz
Seconded by: Councillor Noble
RESOLVED THAT we do now adopt recommendations of the Committee of the
Whole.
Motion Carried.
12. Consideration of By -Laws
12.1 By -Law No. 24-08 Confirmation
BEING a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the February 27, 2024 Meeting.
Moved by: Councillor Widner
Seconded by: Councillor Couckuyt
RESOLVED THAT By -Law No. 24-08 be now read a first, second, and
third time and finally passed.
Motion Carried.
13. Adjournment
Moved by: Councillor Widner
Seconded by: Deputy Warden Jones
RESOLVED THAT we do now adjourn at 11:28 a.m. to meet again on March 12,
2024 at 9:00 a.m.
Motion Carried.
E^
Page 8 of 144
Blaine Parkin, Ed Ketchabaw,
Chief Administrative Officer/Clerk. Warden.
Page 9 of 144
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ElginCounty
Report to County Council
From: Ed Ketchabaw, Warden
Date: March 1, 2024
Subject: Warden's Activity Report (February 2024)
Recommendation(s):
THAT the report titled "Warden's Activity Report (February 2024) dated March 1, 2024
from Warden Ketchabaw be received and filed.
Introduction:
The purpose of this report is to provide a high-level summary of the meetings and
official functions I have attended during the month of February 2024 as Elgin County
Warden.
Background and Discussion:
Events/Meetings Attended by Warden:
February 2024:
• County Council Meetings (February 13 and February 27)
• 200 Trees for 200 Years - Meeting with 200 Trees for 200 Years - Meeting with
Central Elgin Event Planning Committee (February 1)
• Western Ontario Warden's Caucus Dinner (February 1)
• Growth Planning Steering Committee (February 1)
• WOWC Annual General Meeting/Regular Meeting (February 2)
• Special Meeting of Council with The Honourable Minister Rob Flack (February 6)
• Budget Committee Meeting (February 13)
• Community Safety and Well -Being Integration Table (February 14)
• Warden and CAO Meeting (February 14)
• OPLDF Discussion (February 14)
• Jenna Fentie Thank You Event (February 15)
• Mayor's Luncheon — CASO Station (February 15)
• Shedden Winterfest (February 17)
• New St. Thomas Line Project Open House (February 21)
• CCCA AGM (February 22)
Page 50 of 144
• LSTAR Don Smith Awards with Economic Development (February 22)
• Abandoned Legacy Gas Wells Workshop (February 23)
• SCOR AGM (February 29)
Financial Implications:
None.
Alianment with Strateaic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
❑ Ensuring alignment of
❑ Planning for and
❑ Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
❑ Delivering mandated
❑ Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
Elgin County continues to work with and find ways to collaborate with Elgin's municipal
partners.
Communication Requirements:
None.
Conclusion:
I look forward to representing Elgin County Council at various events throughout my
term as 2024 Warden.
All of which is Respectfully Submitted
Ed Ketchabaw
Warden
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 51 of 144
ElginCounty
Report to County Council
From: Jeff Lawrence, Tree Commissioner/Weed Inspector
Date: March 1, 2024
Subject: Tree Commissioner/Weed Inspector Quarterly Report July — September 2023
Recommendation(s):
THAT the report titled "Tree Commissioner/Weed Inspector Quarterly Report July —
September 2023" from the Tree Commissioner/Weed Inspector, dated March 1, 2024
be received and filed for information.
Introduction:
The following is a summary of activity related to the Elgin Woodlands Conservation By -
Law for the period of July 1, 2023 to September 30, 2023 and weed inspection activity
for the same period.
Background and Discussion:
Logging Activity/Applications to Harvest:
A total of 15(8) applications to harvest were submitted from July 1, 2023 to September
30, 2023. Applications were filed by municipality as follows: West Elgin-0(0),
Dutton/Dunwich-3(0), Southwold-0(3), Central Elgin-4(5), Malahide-3(1), and Bayham-
5(3). The total volume for harvest was approximately 0.977 million board feet(0.276).
The total forested area involved in these harvests was approximately 645 acres(323).
The numbers in brackets are corresponding third quarter numbers from 2022.
Weed Complaints and Orders:
Four weed complaints were received in the third quarter of 2023. Three of these weed
complaints were addressed by the landowners. The remaining complaint was for
Canada Fleabane, which is not governed by the Ontario Weed Control Act. No Weed
Destruction Orders were issued in the third quarter of 2023.
Page 52 of 144
Industry News:
Oak Wilt ( etza/e/ a aaearun7)
In Spring 2023, separate incidences of Oak Wilt were confirmed in Ontario. Oak wilt
was detected in two locations in the Niagara Region and another occurrence was
confirmed in the Township of Springwater.
Oak Wilt is a vascular disease of oak trees caused by a fungus that grows on the outer
sap wood, underneath the bark, and restricts the movement of water and nutrients
through the tree. Although all Oak trees are at risk, the trees within the red oak group,
such as red oak, black oak and pin oak are the most susceptible, with mortality often
occurring within one growing season. Oak trees within the white oak group (white oak,
bur oak) are also impacted, but have shown some resistance.
The fungus spreads from tree to tree through three different methods. Trees growing
relatively close together often have interconnected root systems and the disease can
spread from infected trees to uninfected trees through this root -to -root contact. The
fungus is also spread by sap -feeding nitidulid beetles that move fungal spores from
infected trees. Similar to many other tree diseases, Oak Wilt is also spread through
human movement of infected wood products, such as firewood
Canadian Food Inspection Agency (CFIA) is the lead agency that deals with invasive
species and plant diseases. CFIA has implemented movement restrictions on the
infected properties and are determining next steps. It should be expected that if Oak
Wilt is detected in or near Elgin County that similar movement restrictions would be
implemented.
As a precaution, CFIA recommends against moving firewood and pruning Oak trees
between April and late summer.
NOTE: This Industry News Report is an update of the Industry News Report provided in
the Tree Commissioner/Weed Inspector Quarterly Report January — March 2020.
Additional information with respect to the recent discoveries and the potential impacts of
Oak Wilt can be found online
�i.
LILll ,u tl //W if 44 V i �� l4 8 l4 y „� ll ,u p Vie'".tl p en t� i e p ahn ew `..�� ,^' 8' 1qq�.. Y� y �y y N found
1 p p p N �...,
d� � � III ,u� X� � �� I ���.4 � Vf 44 ..�..�. ��«, I,�,��.,� 1 �� �„�.I ���.B'� � ��..�.
and �..aP llada fool' nll le fi 11 st n.IIirne/
^.�„��� ;..!I
Page 53 of 144
Financial Implications:
None.
Alianment with Strateaic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
❑ Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
® Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
❑ Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
None.
Communication Requirements:
None.
Conclusion:
The above report details the activities of the Tree Commissioner/Weed Inspector for the
period of July — September 2023.
All of which is Respectfully Submitted
Jeff Lawrence
Tree Commissioner/Weed Inspector
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 54 of 144
ElginCounty
Report to County Council
From: Jeff Lawrence, Tree Commissioner/Weed Inspector
Date: March 1, 2024
Subject: Tree Commissioner/Weed Inspector Fourth Quarter & Year End Report 2023
Recommendation(s):
THAT the report titled "Tree Commissioner/Weed Inspector Fourth Quarter and Year
End Report 2023" from the Tree Commissioner/Weed Inspector, dated March 1, 2024
be received and filed.
Introduction:
The following is a summary of activity related to the Elgin County Woodlands
Conservation By -Law for the period of October 1, 2023 to December 31, 2023 and
weed inspection for the same period, as well as a summary of activity related to the
Elgin County Woodlands Conservation By-law and weed inspection for 2023.
Background and Discussion:
Logging Activity/Applications to Harvest:
A total of 15(22) applications to harvest were submitted from October 1, 2023 to
December 31, 2023. Applications were filed by municipality as follows: West Elgin-
1(7), Dutton/Dunwich-0(2), Southwold-1(4), Central Elgin-3(2), Malahide-5(6), and
Bayham-5(1). The total volume for harvest was approximately 548 thousand board
feet(512). The total forested area involved in these harvests was approximately 581
acres(687). Numbers in brackets are corresponding fourth quarter numbers from 2022.
A total of 61(90) applications to harvest were submitted from January 1, 2023 to
December 31, 2023. Applications were filed by municipality as follows: West Elgin
14(16), Dutton/Dunwich 3(14), Southwold 3(15), Central Elgin 10(13), Malahide 17(17),
and Bayham 14(15). The total volume harvested was approximately 2.298 million board
feet(1.782). The total forested area involved in these harvests was approximately 1829
acres(2279). Numbers in brackets are corresponding year end numbers for 2022.
Page 55 of 144
Applications for Woodland Clearings:
Two (2) applications were received to clear portions of woodlands within the county in
2023, for a total area to be cleared of approximately 1.1 hectares (-2.73 acres). One
(1) application was approved in Central Elgin for clearing approximately 0.7 hectare
(-1.73 acres), conditional upon adherence to the Elgin County No -Net -Loss Policy. The
second application was approved in West Elgin for clearing approximately 0.4 hectare
(- 1 acre), conditional upon adherence to the Elgin County No -Net -Loss Policy.
Weed Complaints and Orders:
A total of 6 complaints were received over the 2023 season. This number is lower than
that received in 2022. No Weed Destruction Orders were issued in 2023.
Meetings and Workshops:
The annual Weed Inspectors Conference normally held in April was replaced with an
online certification process along with a virtual question and answer session.
Other workshops attended in 2023 included presentations on Oak Wilt, Hemlock Woolly
Adelgid, Beech Leaf Disease, Beech Bark Disease and Spotted Lanternfly.
Financial Implications:
None.
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
❑ Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
® Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
❑ Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Page 56 of 144
Local Municipal Partner Impact:
None.
Communication Requirements:
�m
Conclusion:
The above report details the activities of the Tree Commissioner/Weed Inspector for the
Fourth Quarter 2023 and the 2023 calendar year.
All of which is Respectfully Submitted
Jeff Lawrence
Tree Commissioner/Weed Inspector
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 57 of 144
ElginCounty
Report to County Council
From: Jennifer Ford, Director of Financial Services/Treasurer
Mike Hoogstra, Manager of Procurement & Risk
Date: March 4, 2024
Subject: 2.3 - Purchasing Card Policy
Recommendation(s):
THAT the March 4t", 2024 report submitted by the Director of Financial
Services/Treasurer entitled "2.3 - Purchasing Card Policy" be received and filed;
Introduction:
The purpose of this policy is to provide guidance on the distribution and use of
purchasing cards while acting on behalf of the Corporation of the County of Elgin
("County") and to ensure that purchasing cards are being used as intended.
Cardholders will not use their authority to bypass appropriate purchasing or payment
procedures as stated in the County's current Procurement Policy. This policy is
intended to complement the existing policies and procedures already in place.
Background and Discussion:
Purchasing trends are changing with more vendors requiring immediate payment rather
than allowing us to set up an account whereby staff can charge items to be paid at a
later date. Conference fees, webinars, hotel reservations, and software purchases are
also areas where online payments are becoming non -optional. In the past, purchasing
cards have been issued very sparingly and mainly to Executive Leadership team.
Recent staff turnover has found us currently in the position where we are down to two or
three main cardholders at the County of Elgin.
The Treasurer has received several inquiries from staff regarding the issuance of
purchasing cards for their departmental needs. The purchasing policy does not
specifically reference purchasing cards so it has been an ongoing concern and difficult
to manage expectations without clear guidelines existing as a formal purchasing card
policy. As a result, Finance has had to lean on the interpretation of past practice as
their only guideline.
Page 58 of 144
The Treasurer brought this forward to Executive Leadership team and, it was decided
that a policy formalizing the issuance and use of purchasing cards at Elgin was
overdue. The Manager of Procurement and Risk began the process by researching
best practices within the municipal sector. After several drafts and consultations with
Executive Leadership team, a policy has been developed that received final review and
was moved forward by the Executive Leadership team.
Financial Implications:
The responsibility for purchasing rests within the Finance Department and the policy
included as an appendix to this report has become part of the daily operational policies
that guide and assist this department.
The purchasing card program will not allow cardholders to circumvent the existing
purchasing policy. This policy is designed to make it easier and more efficient for
departments to navigate the changing landscape for smaller purchases within their
departments.
Before receiving a purchasing card, Cardholders are now required sign off that they
have read the policy and that they recognize the need to follow the policy and fully
reconcile their cards on a monthly basis. There is additional language with respect to
unauthorized use of the card and the support for revocation of card. Clerical staff may
be assigned to reconciling the cards and will be trained in the process by Finance. After
training, they will also be required to sign off on this responsibility.
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
❑ Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
® Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
❑ Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
None
Page 59 of 144
Communication Requirements:
The Treasurer has ordered some additional cards. Currently we are having the
conversations and delivering the necessary training internally to ensure that cardholders
are informed users.
Conclusion:
Lack of policy forces staff to rely on past practices and leaves use of the card open to
individual interpretation. Purchasing cards are becoming more of a necessity to carry
out County business in the purchasing landscape. Therefore, purchasing card issuance
and use warrants a formalized policy based on best practices to avoid ambiguity for
users and to support expectations related to the use of the card.
This policy is being presented today for Council's information and awareness.
All of which is Respectfully Submitted
Jennifer Ford
Director of Financial Services/Treasurer
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
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ElginCounty
Financial Services
Subject: Purchasing Card Policy
Policy Number: Financial Services — Purchasing 2.3
Reviewed by Council: March 12, 2024
Effective Date: January 25, 2024
1. INTRODUCTION
1.1 Purpose
The purpose of this policy is to provide guidance on the distribution and use of
Purchasing Cards while acting on behalf of the Corporation of the County of Elgin
("County") and to ensure that Purchasing Cards are being used as intended.
This policy is not intended to avoid or bypass appropriate purchasing or payment
procedures as stated in the County's current Procurement Policy. This policy is
intended to complement the existing policies and procedures already in place.
1.2 Objective
The objective of this Policy is to:
• Set out rules and principles for distribution and use of Purchasing Cards to
ensure employees have a solid understanding of what is expected of them;
• Establish responsibilities for cardholders, Directors, Supervisors, Managers,
Finance staff and Procurement staff;
• Establish a method of determining who will be issued a purchasing card as well
as transactional and monthly limits.
1.3 Principles
The County has implemented a Purchasing Card program for the procurement and
payment of low value goods and services. The Purchasing Card program is designed to
make it easier and more cost efficient for the County to make low value purchases; to
improve timeliness of supplier payments; to improve control over departmental
purchasing and to improve management reporting on departmental purchasing
activities.
1.4 Inquiries
Inquiries related to the purchasing aspects of this policy should be addressed to the
Manager of Procurement & Risk.
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ElginCounty
Financial Services
2. POLICY
a) The Manager of Procurement & Risk is responsible for the Purchasing Card co-
ordination function within the County.
b) Each Purchasing Card will have a unique number, and will be issued in the name
of the County and the name of the employee who has been authorized to use that
card. The card is not transferable to any other employee, even if that other
employee is also authorized to use a Purchasing Card on behalf of the County.
c) Authorized employees have been delegated purchasing and approval signing
authority for low -dollar -value purchases.
d) The Purchasing Card will be issued to authorized employees who occupy positions
with delegated purchasing authority.
e) The limit for individual purchases is restricted to:
i) up to $5,000 per transaction including taxes;
ii) up to $10,000 per transaction including taxes for cardholders authorized
jointly by the Director of Financial Services/Treasurer and CAO/Clerk.
The Director of Financial Services/Treasurer and CAO/Clerk shall have no
individual purchase limit to allow for payment of corporate expenses.
f) The credit limit, which is the maximum amount chargeable to each Purchasing
Card is restricted to the maximum dollar limit established by the Director of
Financial Services / Treasurer in consultation with the Manager of Procurement &
Risk.
g) Purchasing cards must NOT be used:
i) when the total purchase price exceeds the authorized transaction amount;
ii) when the goods and services are available under an existing contract;
iii) when the cost of the goods or services would be significantly increased as a
result of using the card and an alternative method of payment is available
(i.e., a discount is provided by the vendor as a result of not using the card);
iv) when the vendor does not take a credit card as a means of payment for
goods or services;
v) for alcohol purchases unless explicitly authorized by County policy as may
be in force from time to time;
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ElginCounty
Financial Services
vi) for personal use vehicle operating and maintenance expenses including
vehicle repairs, fuel, oil, etc.
vii) for personal purchases;
viii) to obtain cash advances.
h) No cardholder may accept cash or a cheque from a vendor who is making a refund
pertaining to a transaction previously charged to a Purchasing Card account. A
credit voucher must be issued by the vendor in all cases.
i) Every cardholder shall be informed in writing of his or her responsibilities and
restrictions regarding the use of the Purchasing Card and shall agree to them in
writing (refer to section 3.1 and Appendix A). Cardholders will be held liable for any
misuse or willful disregard of policies or operating procedures which result in a loss
of money, fraud or collusion.
j) To avoid the payment of interest, payments to the Financial Institution shall be
made within the agreed upon period.
k) The liability for authorized charges on the Purchasing Cards rests with the County,
not the individual cardholder.
1) The County is not liable for any unauthorized use of the card which occurs after
notification of loss, theft or cancellation has been received by the financial
institution. The maximum municipal liability for unauthorized use of the card
following the reported loss or theft of the card shall be $50.00. Unauthorized use
means a use that did not benefit the Municipality and was by someone other than
the cardholder.
m) The cardholder recognizes the importance of reporting lost or stolen cards
immediately as the County may be liable for all unauthorized purchases charged to
the account if reporting the loss or theft of a card is delayed. Therefore, failure to
provide notification of lost or stolen cards that result in any additional costs over
$50, where the cardholder cannot produce a valid receipt, will be charged back to
the cardholder's personal account as a reimbursement owing to the County.
n) Purchases made outside Canada will be converted to Canadian funds at a rate
established by the Financial Institution.
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ElginCounty
Financial Services
3. RESPONSIBILITIES
3.1 The Cardholder is responsible for:
a) adhering to all conditions and restrictions imposed on the Purchasing Card by
the County and the Financial Institution;
b) submitting the Employee Acknowledgement of Responsibilities and
Obligations form to the Purchasing Officer (refer to Appendix A) before card is
issued and first use;
c) ensuring that the Purchasing Card, monthly statements and other documents
bearing the card number are kept in a secure location with controlled access;
d) immediately notifying the Financial Institution, the Department Manager and
the Manager of Procurement & Risk of any loss or theft of the card;
e) informing the Manager of Procurement & Risk of cancellation, changes in
business address or area of responsibility, and/or telephone number, through
the Department Manager (refer to Appendix D);
f) returning the card to the Manager of Procurement & Risk for cancellation, as
appropriate, through the Department Manager;
g) maintaining that reconciliation of their Purchasing Register, is completed on a
monthly basis, for all purchases made with the Purchasing Card and submitted
in a timely manner; (30 days from end of billing cycle). Failure to submit
within 60 days will result in account suspension.
h) resolving disputed charges with the assistance of the Manager of Procurement
& Risk or the Director of Financial Services / Treasurer or designate, as
required;
i) ensuring that documentation (i.e., cash register and credit card receipts,
vendor notices, purchasing register etc.) related to all purchases made with
the Purchasing Card for reconciliation, account verification and audit purposes
is fully scanned, legible, and approved within the Accounts Payable process in
Laserfiche before statement date;
j) obtaining the required MSDS's for all WHMIS controlled products purchased
with the Purchasing Card.
k) ensuring that all vendors performing service work have the required
comprehensive liability insurance, Workers' Compensation coverage and
comply with the Health and Safety requirements.
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ElginCounty
Financial Services
3.2 The Department Managers are responsible for-
a) assessing the need for Purchasing Cards based on operational requirements;
b) identifying the employee(s) who may be candidates to be authorized to make
low -dollar -value purchases through the use of a Purchasing Card;
c) advising on the credit limits necessary, transaction limit and monthly limit for
each cardholder;
d) specifying the types of items to be purchased with the card, as need be;
e) preparing and submitting the appropriate bank forms and other pertinent
information to the Director of Financial Services / Treasurer or designate for the
issuance or cancellation of cards, increases or decreases to credit limits,
change of address or change in department or area of responsibility (refer to
4.3);
f) ensuring that each cardholder is informed of his or her responsibilities
regarding the use of the Purchasing Card;
g) ensuring that the use of Purchasing Cards conforms to departmental and
corporate policy and procedures;
h) monitoring and controlling the utilization of Purchasing Cards within their
department or area of responsibility;
i) reviewing and approving, on a monthly basis, the Purchasing Registers for all
purchases charged to their budgets;
j) providing an exception report to the Director of Financial Services / Treasurer
or designate explaining all Purchase Card transactions which exceed the
approved transaction limit.
3.3 The Manager of Procurement & Risk is responsible for-
a) processing bank forms with respect to changes of address and changes of
department or area of responsibility, as requested by Department Managers;
b) providing co-ordination with respect to monitoring the overall utilization of
Purchasing Cards within the County;
c) developing corporate policies and procedures on low -dollar -value purchasing
for goods and services;
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ElginCounty
Financial Services
3.4 The Director of Financial Services / Treasurer or designate is responsible for-
a) authorizing the issuance or withdrawal of Purchasing Cards with the Financial
Institution;
b) processing increases or decreases to credit limits, as requested by
Department Managers;
c) ensuring that the conduct of all purchasing activity is done in accordance with
approved Procurement Policy.
4. PROCEDURES
4.1 Requests for Purchasing Cards
a) The application form must be completed and emailed to Purchasing. Personal
credit information is not required, as the card will be issued to the County. All
purchasing cards must be issued in the employee's legal name. When
submitting the application, the employee must provide a copy of their Driver's
License or other government issued ID that clearly shows the employee's legal
name.
b) The Department Manager must email the application to Purchasing.
c) Purchasing Cards are expected to be issued within ten (10) working days from
the date that the application form is received by the Financial Institution. The
cards will be sent directly to the Manager of Procurement & Risk.
4.2 Issuance of Purchasing Cards
a) Upon receipt of the cards from the Financial Institution, the Manager of
Procurement & Risk must review the listing of enclosed cards for accuracy. Any
inaccuracies are to be reported immediately to the Financial Institution by the
Manager of Procurement & Risk.
b) The Department Manager must inform the cardholder of the responsibilities
and restrictions regarding the use of the Purchasing Card and obtain a written
Employee Acknowledgement of Responsibilities and Obligations form from
each cardholder before issuing the card (refer to Appendix A). The
Acknowledgement of Responsibilities and Obligations form shall be forwarded
to the Manager of Procurement & Risk for record keeping.
c) The cardholder must sign the Purchasing Card and store it in a secure place
until used.
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ElginCounty
Financial Services
4.3 Cancellation of Purchasing Cards
The cardholder or delegate must return the card cut in half to the Manager of
Procurement & Risk for cancellation, through the Department Manager when:
a) specifically requested to return the card by the Manager of Procurement &
Risk, Director of Financial / Treasurer, Manager of Finance or the Department
Manager;
b) upon termination of employment with the County.
c) If the cardholder is the Director, the Purchasing Card, transaction logs and
support documentation must be surrendered to the Director of Financial
Services / Treasurer, or designate, and the account will be reconciled and the
card cancelled by the Director of Financial Services / Treasurer.
4.4 Lost or Stolen Purchasing Cards
a) The cardholder must immediately notify the Financial Institution of any loss or
theft of the card through the Hotline service at 855-825-9232. Lost or stolen
cards can be reported 24 hours a day. The cardholder must also advise the
Department Manager who shall confirm the loss or theft in writing to the
Manager of Procurement & Risk. If the card is stolen, the police must be
notified and a police report requested by the Department Manager.
b) After the above notification procedures have been completed, the Director of
Financial Services/Treasurer or designate will issue a new Purchasing Card to
the cardholder.
c) If the lost or stolen card should eventually be recovered or found, it must be
cut in half and returned to the Manager of Procurement & Risk through the
Department Manager.
4.5 Change of Address or Change of Department or Area of Responsibility
a) To change the billing address or the department, the Department Manager
must notify the Manager of Procurement & Risk, in writing of the change.
b) The change of address is expected to be made within three (3) working days
from the date that the Financial Institution is notified.
c) For cardholders who no longer require a Purchasing Card in their new position
or transfer to a different department, the Department Manager must notify the
Manager of Procurement & Risk in writing to ensure the card is cancelled.
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ElginCounty
Financial Services
4.6 Modification of Credit Limit
a) To modify a credit limit, the Department Manager must notify the Director of
Financial Services / Treasurer in writing of the requested change limit expected
and the reason for the request.
b) The change to the credit limit is expected to be made within three (3) working
days from the date that the Financial Institution is notified.
4.7 Disputed Charges
a) Items charged on monthly statements of accounts that do not accurately
reflect the transactions made by the cardholder (i.e., bank errors such as
wrong amount, incorrect account number, multiple postings of the same item,
etc.) are considered to be disputed items.
b) The cardholder must notify the Manager of Procurement & Risk and the
Director of Financial Services / Treasurer when disputed items as stated under
4.7a) cannot be resolved with the vendor, as well as inform the Department
Manager concerned. Disputed items reported by cardholders will be credited
on the individual statement the following month (provided they are legitimate).
The amount indicated on the statement is the amount which should be paid to
the Financial Institution.
c) The cardholder shall provide information and assistance to the Financial
Institution to settle the disputed items, as required.
d) If the questionable item is not a bank error (i.e., late delivery, defective goods,
wrong price, quantity difference, returned goods, etc.), the matter must be
settled directly with the vendor by the cardholder. Such matters must be drawn
to the vendors' attention immediately so as to minimize the delay in obtaining a
credit to the Purchasing Card account. When the amount in dispute is of an
insignificant dollar value, notices to vendors should be confirmed in writing
even though settlement may be accomplished through telephone calls. Copies
of the notices to vendors should be attached to the monthly Purchasing
Register. Disputes with vendors are not considered to be disputed items and
must not be deducted from monthly statements of accounts.
4.8 Purchase of Goods and Services
a) Records of purchases made with Purchasing Cards must be kept by
cardholders for audit trail purposes and to facilitate reconciliation and account
verification (i.e., Purchasing Register, sales slips, credit vouchers, notices to
vendors etc.) and must clearly outline the nature of the items purchased on the
receipt.
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Financial Services
b) The appropriate sales tax exemption number/certificate must be provided to
the vendor to ensure exemption from the provincial sales tax where applicable.
c) The appropriate taxes are to be paid where applicable.
d) For over-the-counter transactions, the cardholder will certify that the goods
have been received or the services have been rendered by signing the sales
slip; when goods are shipped, the cardholder must ensure that the shipment
matches the order or sales slip.
e) For telephone orders, the cardholder must request the vendor to submit a copy
of the sales slip by fax or enclose with the shipment.
4.9 Purchasing Register
a) Department Managers shall ensure that a Purchasing Register is maintained,
on a monthly basis, for all purchases made with Purchasing Cards as this
register will facilitate the reconciliation of each item purchased during the
month through the use of a Purchasing Card (i.e., telephone orders and over-
the-counter transactions) with the monthly statement received from the
Financial Institution.
b) expedite the coding of transactions (i.e., the description of the item and the
account coding are included on the register for each item purchased);
4.10 Record Retention
a) The Cardholder is responsible for obtaining purchase documentation from the
merchant (sales receipt, packing slip, etc.) to support all purchases made with
the Purchasing Card and verifying that the documentation complies with the
requirements for support documentation set forth.
b) The Cardholder will then scan all supporting documentation and transactions
to Laserfiche where the items will be payable to their Bank of Montreal
Mastercard vendor. This must include the detailed receipt from the vendor
(showing taxes) in addition to the credit card slip.
4.11 Payment of Monthly Statements
a) The statement of account will be issued on or about the 15th day of each month
and will be available in Laserfiche Under Financial
Services>Statements>MasterCard Statements.
b) The statement will be reconciled using the BMO MasterCard.xlsm form that is
found on the directory: J:\Common\Finance\Forms\ MO MasterCard.xlsm
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ElginCounty
Financial Services
c) Items that are not scanned and approved will not show on the reconciliation so
it is important to scan expenses to your card as soon as they are incurred.
d) Follow the instructions on the instructions tab to reconcile the card
i) a copy of the Purchasing Register approved by the cardholder and the
Department Manager with the detailed purchases listed on the register
must match the charges shown on the monthly statement with adjusting
entries shown, as need be, for disputed items (bank errors) and purchases
not yet processed by the Financial Institution.
4.12 Refunds from Vendors
a) When merchandise is returned or other adjustments to accounts are
necessary, credit vouchers will be issued by vendors. Such credits must be
issued against the same Purchasing Card that the original transaction was
charged to using the same process in LF for approval only change "invoice" to
"Credit note" on the template.
4.13 Payment and Calculation of Interest
a) In accordance with the terms of the agreement between the Financial
Institution and the County the payment of the card and any interest to the
Financial Institution is based on a 21-day payment period. Where the County is
responsible for the delay, interest will be automatically calculated and paid on
overdue accounts.
b) Where interest is payable, it will be calculated as follows:
consolidated statement - from the date of the statement of account until
the date payment is received by the Financial Institution and is a corporate
charge;
ii) individual statement - from the date of the purchase until the date payment
is received by the Financial Institution and is a departmental charge.
c) The rate of interest payable will be 19.9%. The Financial Institution reserves
the right to change the rate from time to time upon 30 days written notice from
the Financial Institution to the County.
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ElginCounty
Financial Services
4.14 Card Renewal
Each Purchasing Card is issued for a period of no less than two (2) years starting
with the month in which the card is issued. Cards will be automatically renewed
unless the Financial Institution is advised otherwise by the Director of Financial
Services / Treasurer or the Manager of Procurement & Risk.
4.15 Purchasing Card Security
a) It is the Cardholder's responsibility to safeguard the Purchasing Card and
Purchasing Card account number at all times.
b) Cardholders must keep their Purchasing Cards in a secure location at all times.
c) Cardholders must not write their Purchasing Card account number where it can
be easily seen by others.
d) If you believe someone has been using your credit card number as evidenced by
charges appearing on your monthly statement that were not made by you,
contact the Director of Financial Services / Treasurer or the Manager of
Procurement & Risk as soon as possible for investigation.
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ElginCounty
Financial Services
Appendix A
Purchasina Card Employee Acknowledaement
This document outlines the responsibilities I have as a holder of the Purchasing
Card. My signature indicates that I have read and understand these responsibilities, and
agree to adhere to the policies and procedures established for the program. My
supervisor has witnessed my signature indicating that the terms and conditions were
reviewed together.
1. The credit card is intended to facilitate the purchase and payment of materials
and services required to conduct business. I cannot use the card for personal
purchases.
2. Unauthorized use of the card can be considered misappropriation of funds. This
could result in:
i) immediate and irrevocable forfeiture of the card
ii) disciplinary action which may result in termination of employment
3. 1 understand that the card must be surrendered upon termination of employment,
whether for retirement, voluntary separation, resignation, or dismissal. I may
also be requested to surrender the card for reasons not related to my personal
situation, such as re -organization.
4. 1 will maintain the card with appropriate security whenever and wherever I may
use the card. If the card is lost or stolen, I agree to immediately notify Bank of
Montreal Mastercard, my Supervisor, and the Manager of Procurement & Risk
of the incident verbally to be followed up with written notification.
5. The Purchasing Card is issued in my name. I will not allow any other person to
use my card.
6. 1 understand that any unauthorized purchases will be owing back to the County
of Elgin if I am unable to produce a receipt.
7. 1 understand that since the County is responsible for payment, I may be periodically
required to comply with internal control procedures designed to protect the
organizations assets. This may include being asked to produce the credit card
records for audit purposes.
8. 1 understand that I will receive a monthly statement that will report all activity
during the last month. I will resolve any discrepancies by either contacting the
supplier or the Manager of Procurement & Risk as appropriate. I understand
that I will be required to obtain a copy of the cash register receipt or packing
slip and reconcile them with the statements within 30 days from the date of the
statement. I acknowledge that failure to submit full reconciliation of the account
within 60 days will result in account suspension
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Financial Services
9. 1 understand that all charges will be billed directly to and paid directly by the
County. I understand that Bank of Montreal Mastercard cannot accept payment
from me directly.
10. 1 understand that the charges made against my card are automatically recorded
against the appropriate GL line as specified by management. I agree to charge
only those purchases consistent with the type of materials and services
authorized by management.
I have received training from Financial Services relative to the proper reconciliation of
my Credit Card expenses and will follow up should I have further questions.
Employee Signature:
Employee Name:
Date:
Supervisor Signature:
I have read and agree to comply with the Purchasing Card Employee Acknowledgement
Employee Signature:
Employee Name-
Date -
Supervisor Signature:
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ElginCounty
Report to County Council
From: Carolyn Krahn, Manager of Economic Development, Tourism & Strategic
Initiatives
Date: February 27, 2024
Subject: Elgin County Tourism Signage Program Review
Recommendation(s):
THAT the Elgin County Tourism Signage Program be put on hold until a new Tourism
Signage program has been developed;
THAT staff be directed to create a new Tourism Signage Program that aligns with
Option #1; and
THAT the implementation of this program be considered during the 2025 Budget
Deliberations.
Introduction:
Elgin County Tourism launched its Signage Program in 2010 to improve road signs
across the County. The program has been successful, but the signs are now showing
their age and require a significant investment to replace them. Before investing in new
signage, staff have reviewed the program and would like to present three (3) options for
the program's future:
• Option #1 suggests redesigning the signage environment to improve wayfinding.
Option #2 proposes updating the signage policy to reduce administration and
non-payment of fees.
• Option #3 considers discontinuing the program altogether.
Background and Discussion:
The Elgin County Tourism Signage Program was implemented to overhaul inconsistent,
outdated, and damaged signage on County roads, including St. Thomas Elgin Tourism
Association (STETA) and Tourism -Oriented Directional Signing (TODS) signs. After
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extensive public consultation, County Council approved the Tourism Signage Policy in
April 2010.
Figure 1: Elgin County Tourism Signage Example
An Elgin County tab heads the signs, which may
include as many as three business tabs.
The program's key features included an annual user
fee of $200 per sign, with a $50 discount for Elgin/St.
Thomas Tourism members. Not -for -profit organizations
could apply for grants to replace existing signs. A ten
(10) year financial plan projected near breakeven for
the program by 2019.
Elgin County Tourism updated the program in 2016 to
address saturation issues and prioritize Elgin County
businesses. Elgin Tourism membership was made mandatory for sign eligibility.
Businesses outside of Elgin County were no longer eligible for new signage
applications, except in exceptional circumstances.
A waiting list helped to manage saturation in popular locations, particularly in areas like
Highbury Avenue and Sunset Drive. The updated policy also narrowed the focus to
businesses "unique" to Elgin County, removing chain restaurants and stores.
The Elgin County Tourism Signage Program established guidelines for placing and
managing directional signs on county roads, including:
• Prioritizing regulatory, warning, and information signs
• Acknowledgement that approved signs remain the property of the County
• Annual user fees
• Permission for sign placement expiring annually, with non -renewal leading to
removal
• Reserving the right for the County to refuse or terminate permission
• Additional costs for changes to sign content or location
The program's success was evident in positive feedback from businesses, reporting
increased revenues attributed to Elgin County Tourism Signage. Overall, the program
has enhanced the County's brand, promoted local businesses, and attracted tourists,
contributing to the economic development of Elgin County.
The signs have outlived their original ten (10) year lifespan and are now starting to show
their age. Many of the signposts need to be replaced or reset. Some signs have also
faded and need to be replaced. This project will require a significant financial investment
and has prompted a detailed program review. Staff have considered sign replacement
costs, administrative costs, program benefits, and alternative wayfinding strategies.
Because the way people navigate has changed, staff have considered whether the
program is still relevant today or whether there are better ways to connect visitors to our
tourism destinations and local businesses.
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By 2019, the signage program was expected to reach a near breakeven. The program
did not achieve breakeven until 2024 — five (5) years after the anticipated breakeven
date.
The administration of this program has been very time-consuming from a staff time
perspective, and the administrative costs are not included in the breakeven calculation.
Tourism operators are billed for their signs each year, and many of these bills go
unpaid, requiring multiple follow-ups. Signs can be removed if businesses do not pay for
their signage by the annual deadline. Removing signage involves a cost. We must hire
someone to go out on location and remove the sign. Since the cost of the sign is
distributed over a ten (10) year payment plan, if a business only pays for one (1) year
and then stops, the County has to pay for the rest of the signage cost. Wanting to
support our business community, we wait to remove signs. However, as of 2024, some
operators have not paid for a few years. This approach creates inequity in the program
for the tourism businesses that do pay annually.
Due to the insurance requirements, few contractors are willing to put up and take down
the signs. As a result, the availability and cost of this service present some challenges
for putting up and taking down signs in a timely manner. The popularity of the program
presents a challenge with signage saturation. Based on human information processing
models, if drivers observe too many of the same signs, they may no longer pay attention
to those signs. In other words, having too many signs limits their effectiveness. Signage
saturation can also result in distracted driving and can impact road safety.
To address these concerns and continue the success of the Signage Program, staff
would like to present three (3) options.
Option #1
To enhance visitors' navigation within Elgin County and improve the overall wayfinding
experience, the current "pay -to -play" tab system could be replaced with a new signage
environment designed to create a sense of arrival for visitors, highlight key tourism
assets, and avoid sign and message pollution. This approach would efficiently guide
residents and tourists to downtown areas and prominent attractions strategically placed
at key decision points within the County's road network. For example, signage near a
beach would direct visitors from the beaches and marinas to other noteworthy features
and areas, including the downtown districts, for shopping and dining experiences.
This approach would focus on placing signs throughout the region to avoid clutter while
still effectively guiding visitors. Priority would be given to attractions with greater appeal
to visitors, ensuring a streamlined and user-friendly wayfinding experience. Additionally,
the program would prioritize and guide individuals to specific districts where multiple
destinations are available.
In alignment with our commitment to effective wayfinding, selecting destinations and
attractions would be a crucial aspect of this program. Only market -ready destinations
would be included in the signage, ensuring visitors are directed to experiences such as
Page 76 of 144
exploring retail districts, food districts, recreation and leisure areas, and visiting cultural
sites and museums.
The examples below are included for illustration purposes only. If Council supports
Option #1, staff will develop and present signage design options and finalize signage
locations.
0 d-
a��
Figure 2: Wayfinding Signage Example
These highway signs promote specific
tourism districts and highlight available
tourism experiences.
ElginCounty
Figure 4: Wayfinding Signage Example
These highway signs identify the County
at entry points and key tourism arrival
points and promote the website as a
place where visitors can get more
information.
0 0 0
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Figure 3: Wayfinding Signage Example
These highway signs promote specific
tourism districts and highlight available
tourism experiences.
Figure 5: Wayfinding Signage Example
These highway signs identify the County
at entry points and key tourism arrival
points and promote the website as a
place where visitors can get more
information.
Page 77 of 144
Option #2
Update the signage policy and require businesses to pay for five (5) years upfront
before installing signage. This approach would reduce the program's administration and
help avoid the non-payment of signage. Old signposts and structures would be
replaced, and faded signs would also be replaced. The County tabs would be replaced
with the new logo.
Option #3
Discontinue the signage program.
Financial Implications:
Option #1
Costs to install one new large "tourism area sign."
Sign $1,500 (dependent on sign dimensions and materials)
Install posts and hardware $1,000
Total approximately $2,500 each
Option #2
Currently, there are a total of 172 sign structures and 310 business sign tabs.
Replace header tabs on all structures +/- $ 50,000 (labour and materials)
Replace business sign tabs +/- $100,000 (labour and materials)
Replace existing sign posts +/- $ 43,000 ($125 x 2 posts x 172 structures)
Total +/- $193,000
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
❑ Planning for and
❑ Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
® Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
® Enhancing quality of
programs and services
® Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Page 78 of 144
Local Municipal Partner Impact:
An updated Tourism Signage Program can improve the wayfinding experience for
visitors and direct them to the leading tourism attractions in our local municipalities. We
will work with our local municipal partners to enhance the signage program.
Communication Requirements:
Any changes to the Tourism Signage Program will be shared with our local municipal
partners and local business community.
Conclusion:
The Elgin County Tourism Signage Program aims to welcome and guide tourists to local
attractions. It is important to note that the program is designed for visitors and not
residents. The focus is on directing visitors to key tourism destinations within the
County. The program was never intended to be a roadside business directory. We
anticipate the growth of new businesses and retail and dining establishments in our
region. Under the current program structure, we cannot accommodate new requests for
signage. By focusing on districts and experiences, we can eliminate signage clutter,
allowing us to promote new tourism experiences.
Option #1 aligns with the evolving trends in trip planning, creating a sense of arrival for
visitors and strategically highlighting key tourism destinations. It also addresses the
need to minimize signage clutter, reduce confusion, and guide individuals to prominent
areas such as downtown retail and dining districts. Option #1 is cost-effective and
imposes no financial burden on individual businesses while streamlining administrative
and maintenance efforts.
Option #1 also presents an opportunity to synergize with ongoing Engineering projects.
Engineering Services has set aside $40,000 in its 2024 budget to replace gateway
signage. By revisiting our signage program now, we can coordinate the placement and
design of tourism signage with the gateway signage project. In conclusion, Option #1
will welcome and guide tourists, emphasizing key destinations and experiences while
avoiding clutter and focusing on our region's unique experiences and attractions.
All of which is Respectfully Submitted
Carolyn Krahn
Manager of Economic Development,
Tourism & Strategic Initiatives
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 79 of 144
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tiorl 11 1
November 15, 2023
Don Shropshire, Interim CAO/Clerk
Elgin County
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Re: Lake Erie Region Source Protection Committee Municipal Member
Nomination
Dear Mr. Shropshire,
We write to inform you that Lloyd Perrin, Director of Asset Management and
Development at the Municipality of Central Elgin, announced his retirement in June
2023, leaving a vacant seat on the Lake Erie Region Source Protection Committee
(SPC). Lloyd was the municipal representative for Group 7, covering the geographic
areas of Elgin, Middlesex, St. Thomas, and London.
The SPC is a 24-member multi -stakeholder committee comprised of seven municipal
representatives, seven economic sector representatives, seven public interest
representatives and three First Nations representatives.
Additional details on the functions and obligations of SPC members are attached for
your reference.
Municipal groupings for the SPC were established in 2007. As per the Clean Water Act,
municipal members are appointed by the Source Protection Authority, who must select
the person jointly nominated by the municipalities in the grouping.
Lloyd Perrin was a long standing member on the SPC, representing Group 7 from 2007
to 2023. Since Lloyd's retirement, Central Elgin has nominated Alex Piggott — Manager
of Environmental Services — to take over as municipal representative for Group 7 for a
four year term. Central Elgin council passed a resolution on October 23, 2023 in support
of this nomination.
To assist the Source Protection Authority in appointing a jointly nominated
representative for Group 7, we ask that your municipality consider providing a council
resolution to support the nomination of Alex Piggot.
Sample resolution wording is provided below
taY"'J�lllaIl (11I I r 1 ), I4 )I'4 S(,IIlII]Cy 1 n1,dl"'10""jb I P I"Vi_llI 1"1(,I A (. lrl `td illl �I'"A'r
Page 80 of 144
THAT Council supports the nomination of Alex Piggott, Manager of
Environmental Services at the Municipality of Central Elgin, as
municipal representative for Group 7 on the Lake Erie Region Source
Protection Committee.
To ensure a representative is appointed in time for future SPC meetings planned
in 2024, we ask that your council resolution be provided to the undersigned no
later than February 29, 2024.
If you have any questions regarding this process, or would like assistance, please do
not hesitate to contact Lake Erie Region staff.
We look forward to receiving your joint nomination of a municipal representative.
Sincerely,
- v,IF:..Wi
Shari Dahmer
Source Protection Program Manager
Lake Erie Source Protection Region
c/o Grand River Conservation Authority
400 Clyde Road, PO Box 729
Cambridge, ON N1 R 5W6
sdahmer grandriver..ca
(;>'�i. �JII t'Y"'J�lllr;n C),n iri ), 14 )I'4�S(�II1HI `y ( mldl"10� v)) " ()Ii'� 1"�J�'_111O11 ��'�,lll�l� Ylkl�' , � �1i' (a1�11"1f,1 A�. ll'1 `t(�I illl �`I'IicY��� ICI'',/f:'f`
Page 81 of 144
Summary of the Functions of the Lake Erie Region
Source Protection Committee
The Lake Erie Region Source Protection Committee is responsible for guiding the development
and update of four source protection plans, one for each source protection area within the Lake
Erie Region: Grand River, Long Point Region, Catfish Creek and Kettle Creek. A map of the Lake
Erie Region has been included at the end of this document.
The development and update of the plans involves municipalities, farmers, businesses, industry,
residents, First Nations and others. The source protection committee's role is to guide the
collaborative process that identifies the sources of municipal drinking water, the threats to both
water quality and water supplies, and propose actions that can be taken to protect municipal
drinking water supplies.
The committee oversees the preparation and updates of these major documents:
Terms of Reference
The terms of reference was the "work plan" of the process, outlining who is responsible for
carrying out the work needed to develop source protection plans. The terms of reference
included a plan to consult with potentially affected property owners, to involve the public and
to resolve disputes. (Ontario Regulation 287/07 - Terms of Reference). The terms of reference
for each source protection area was completed in 2009.
• Assessment reports
The assessment reports identify municipal drinking water sources and potential threats to both
water quality and water supplies for each watershed. As new information becomes available,
e.g., new wells are planned, the assessment report needs to be updated. The assessment
report forms part of the source protection plan.
Source protection plans
The source protection plans for each watershed set out policies on how significant drinking
water threats will be reduced, eliminated or prevented, who is responsible for taking action,
timelines and how progress will be measured. The plans propose a range of tools that can be
used to accomplish these goals. The first Source Protection Plans for the Lake Erie Region's
four source protection areas have been approved in 2014 and 2015. Source protection plans
are updated on a regular basis as new information becomes available through plan
implementation, and as assessment reports are updated.
Further information about the Lake Erie Source Protection Region can be found at
www.sourcewater.ca.
Note: Under the Clean Water Act, 2006, the four conservation authorities in the Lake Erie Region
have been designated "source protection authorities" e.g. Grand River Source Protection
Authority (Grand River SPA). The four watersheds have been designated "source protection
areas, "e.g. the Grand River Source Protection Area.
July 2017 Page 1
Page 82 of 144
Summary of the Obligations of Lake Erie Region
Source Protection Committee Members
Qualifications of committee members
• demonstrated ability to understand source protection science, concepts and technical reports;
• proven ability to act as liaison for the sector being represented;
• problem -solving, analytical, communication and organizational skills;
• an openness to working together and with representatives from other sectors;
• knowledge of locals, communities and issues;
• demonstrated ability to work with group dynamics and team environments;
• conciliatory decision -making skills;
• willingness to travel around the source protection region
• Members of the Source Protection Committee must:
• reside in, own or rent property within the source protection region, OR
• be employed or operate a business within the source protection region, OR
• be employed by a municipality that is in the source protection region,
• Members of the Source Protection Committee must not be a member or employee of a
conservation authority in the Lake Erie Source Protection Region
Responsibilities of committee members
• participate fully and work positively toward a successful conclusion of the source protection
planning process
• act as liaisons by bringing forward common concerns from their knowledge and experience in
their sector to the committee and assist in communicating the committee's work;
• make decisions at the committee table;
• serve on province -wide committees on special issues or participate in events, as a
representative of the committee, at the request of the chair;
• attend public information sessions and participate in pubic consultation forums;
• respect confidential information and abide by the process in place to safeguard confidential
information.
Time commitment and remuneration
The Lake Erie Region Source Protection Committee meets about four times each year. Meetings
are scheduled depending on workload and timelines. Meetings are typically held at the head office
of the Grand River Conservation Authority (400 Clyde Road, Cambridge). Occasionally meetings
are held in other parts of the Lake Erie Source Protection Region.
Committee members should expect to work about four days a year attending meetings and
occasional public events.
Committee members are typically appointed for a four year term.
An honorarium and travel expenses will be paid at rates set by the Grand River Source Protection
Authority.
July 2017 Page 2
Page 83 of 144
Map 1: Municipal Groups for the Selection of Source Protection Committee
Representation
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Page 84 of 144
Page 3
Subject: RE: Bill 165 Outreach
From: Yildiz Alfan (ENERGY) <AII1airi. lilldlie: ir]ti. a ii�.lico.ca>
Sent: March 4, 2024 3:25 PM
To: CAO <.A. c >
Subject: Bill 165 Outreach
This email originated from outside of your organization. Do not click links or open attachments unless you recognize the sender
and know the content is safe.
Good afternoon Blaine,
We are reaching out as your municipality had previously applied for the Natural Gas Expansion
Program and has shown an interest in enabling natural gas access for your residents.
For context, this past December, the Ontario Energy Board (OEB) issued a split decision which would
increase the upfront cost to consumers of installing natural gas connections for new homes and small
businesses, effectively putting the future of natural gas expansion at risk.
As a result of this decision, Ontario's Minister of Energy introduced Bill 165, Keeping Energy Costs
Down Act, 2024. If passed, the bill will give the government time -limited authority to reverse the
OEB's decision and removes red tape for eligible natural gas expansion projects (more information
can be found in the attached backgrounder).
We believe it is essential that communities, such as yours, have the opportunity to voice your support
for keeping energy costs down and invite your representatives to express their opinion to the
standing committee that will deliberate on the bill. The proceedings begin on April 8th; please sign up
via this-!r..1,lk. to participate.
We would also appreciate your support for the bill via a letter of support from your municipality and/or
a supportive municipal resolution.
The passing of this bill is crucial for keeping the costs of new housing down and facilitating economic
growth for municipalities like yours. We hope to have your support.
If you have any questions or concerns or would like to discuss this matter in detail, feel free to reach
out at your convenience.
Thank you,
IN -fain Ylilldliz 1I Executive Assistant of IC PIP Sairrazin (Parliamentary Assistant)
Office of the IHornouiralblle 'Todd Smith
Winlis-tiry of IEinir,
77 Grenville Street, .10" IFllooir 1I Toronto Ontario, IM7A 2C.1
437.772.691.2
MOM
Page 85 of 144
Ontario 0 BACKGKUUNL
The Keeping Energy Costs Down Act
BACKGROUNDER
February 22, 2024
The Government of Ontario is making life more affordable for Ontario families and delivering policies
that will help power the province's growing economy. As Ontario's population continues to grow the
proposed Keeping Energy Costs Down Act, 2024 would ensure that the province can build new
homes and that all Ontario families and businesses can continue to access reliable and affordable
energy when it is needed.
Keeping Down Housing Costs
In December 2023, the Ontario Energy Board (OEB) issued a split decision which would increase
the upfront cost to consumers of installing natural gas connections for new homes and small
businesses. During the review process, the OEB made the decision that for small volume customer
connections, such as homes and small farms and businesses, the revenue horizon over which gas
utilities use to calculate the upfront cost of new connections for customers would be reduced from
forty years to zero, effective January 1, 2025. As a result, new customers would have to pay 100
per cent of the cost to connect up front, costs that would have otherwise been paid over forty years.
This change could increase the cost of new homes in the province by tens of thousands of dollars,
particularly in rural areas, and would limit customer heating choices in Ontario.
The proposed legislation would give the government time -limited authority to set the revenue
horizon for residential, small commercial and small farm customers — effectively reversing the OEB's
December 2023 decision. If passed, the government intends to immediately introduce regulations to
reset the revenue horizon for natural gas connection costs to 40 years. Once the government
introduces a Natural Gas Policy Statement, a recommendation of the Electrification and Energy
Transition Panel's final report, it intends through regulation to require the OEB consider this issue
again.
After the time -limited authority expires, the exclusive jurisdiction to determine a revenue horizon will
be returned to the OEB.
Improving Public Participation in Regulatory Processes
Through the Keeping Energy Costs Down Act, the government is seeking to support fair and
inclusive decision making at the OEB to foster affordable communities. The OEB's December 2023
decision demonstrated opportunities for improvement. For example, a dissenting opinion in the
decision noted that reducing the revenue horizon to zero was reached without an understanding of
the impacts to the province's electricity grid, as the province's Independent Electricity System
Operator was not invited to provide evidence. The dissenting opinion also noted that certain
impacted sectors were not invited to participate or provide evidence.
To ensure that future decisions made by the OEB consider a wider range of affected parties and
government policy priorities, the proposed act would require the OEB to conduct broader
engagement and provide the Minister of Energy with the authority to ask for a separate hearing on
any matter of public interest that could arise during an OEB proceeding. This would include both
Page 86 of 144
transferring an issue from an ongoing OEB proceeding to its own generic hearing and directing a
hearing for a matter not currently before the OEB under certain circumstances.
If passed, the government may subsequently propose regulations to require the OEB to notify and
invite participation or testimony from specific stakeholders or economic sectors (for example transit,
low-income service providers, construction, housing, or government agencies) that could be
significantly impacted by an upcoming decision or hearing.
With the proposed legislation, the government would also ensure new customers do not have to
incur upfront contributions toward the construction of certain gas transmission projects that are
critical to the province's economic growth. This would preserve the historical treatment of these
transmission projects that provide broad energy system benefits and serve many customers in
different areas. Preserving this treatment will help ensure that the province can continue to attract
critical investments in sectors like greenhouses and automotive in southwestern Ontario.
Leave to Construct Changes
The OEB reviews Leave to Construct (LTC) applications for electricity line and pipeline projects and
will grant approval to carry out the work if it determines that it is in the public interest to do so. LTC
approval is not required for all pipeline projects, only those that exceed certain thresholds such as
cost and length of the pipeline. Proponents in Ontario that want to construct a pipeline must
currently get an LTC order from the OEB if the estimated cost of the project will be $2 million or
above.
Municipalities and municipal and agricultural organizations have raised concerns that the $2 million
threshold for small pipeline projects, first set in regulation in 2003, has not been updated to reflect
inflation and increased construction costs.
Under the proposed legislation, the process would be streamlined by allowing the government to
prescribe conditions through regulation to exempt certain energy projects from requiring LTC. These
changes would allow for regulations to exempt small pipelines projects that cost between $2 million
and $10 million from LTC, provided, where triggered, the Crown has adequately discharged its duty
to consult obligations with Indigenous communities.
For all projects, whether there is an LTC proceeding or not, proponents will require authorizations
from Ontario ministries, authorities and municipalities including permits and other approvals relating
to technical, safety and environmental requirements needed to support the construction of the
pipeline.
These changes are expected to improve the timelines for pipeline construction and expansion that
would help build housing and transit faster.
MEDIA CONTACTS
Palmer Lockridge
Office of the Minister of Energy
Ministry of Energy
IIirm°i�';k".Ir....11....o JIBitiid.q. ".. ')ontaitlio. a
Natasha Demetriades
Communications Branch
a h�.g..::.11 ein„i.etirii cl.� s.(-'?.��n1. iriio. a
..................
Page 87 of 144
Right Honourable Justin Trudeau, Prime Minister of Canada:
The Council of the Corporation of Tay Valley Township at its meeting on February 271", 2024 adopted the
following resolution:
RESOLUTION #C-2024-02-15
MOVED BY: Korrine Jordan
SECONDED BY: Greg Hallam
"WHEREAS, climate change annually contributes to hundreds of billions of dollars in
property and infrastructure damage worldwide, stressing local to national and
international economies;
WHEREAS, climate change jeopardizes the health and risks the extinction of millions of
species worldwide, stressing and weakening the health and integrity of ecosystems
everywhere;
WHEREAS, climate change harms the health and security of people through intense
wildfires, flooding, storms, droughts, rising sea levels, the spread of invasive insects
bearing diseases, negative impacts on agriculture, and food supply interruption, thus
further stressing social, economic, and political systems;
WHEREAS, there is now a large body of evidence and climate change risk scenarios
which point to the imperative for steep and permanent reductions in greenhouse gas
emissions, immediately and in the coming decades, in order to avoid many climate
change "tipping points" which, if crossed, will render further and devastating ecological,
economic, and societal losses;
AND WHEREAS, a crisis can be defined as "a dangerous situation requiring immediate
action";
NOW THEREFORE BE IT RESOLVED THAT, Tay Valley Township officially declares a
climate change crisis for the purposes of naming, framing, and deepening our
commitment in our climate action plan to protecting our local ecosystems, local
economy, and our community from climate change;
THAT, this resolution be revisited each term of Council and within the first year of the
new council;
AND THAT, this resolution be provided to Prime Minister Trudeau and all federal
ministers with portfolios related to climate change; to all federal Opposition party
leaders; to MP Scott Reid; to Premier Ford and all Ontario ministers with portfolios
related to climate change; to MPP John Jordan and all other Ontario MPPs; to all Ontario
Municipalities and the local media."
ADOPTED
Page 88 of 144
Aaron Watt, Deputy Clerk
Tay Valley Township
217 Harper Road, Perth, ON K7H 3C6
T: 613-267-5353 ext. 130 or 1-800-810-0161
F: 613-264-8516
E:.....:.yIlp
www. tayva I I eytwp. ca
Page 89 of 144
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COUNTY OF ELGIN
By -Law No. 24-07
"BEING A BY-LAW TO PROVIDE FOR THE ADOPTION OF THE 2024 BUDGET OF
THE CORPORATION OF THE COUNTY OF ELGIN AND TO ESTABLISH THE 2024
TAX RATIOS, AND 2024 TAX RATES FOR THE SAID THE CORPORATION OF THE
COUNTY OF ELGIN AND ITS CONSTITUENT LOWER TIER MUNICIPALITIES"
WHEREAS, for purposes of the Municipal Act, 2001, S.O. 2001, c. 25, as amended,
(hereinafter "Act"), the Corporation of the County of Elgin is an upper -tier municipality; and,
WHEREAS Section 289 of the Act provides that the Council of each upper -tier municipality
shall in each year prepare and adopt a budget including estimates of all sums required
during the year for the purposes of the upper -tier municipality; and,
WHEREAS Section 308(5) of the Act provides that the Council of an upper -tier municipality
shall in each year establish tax ratios for that year for the upper -tier municipality and its
lower -tier municipalities; and,
WHEREAS Section 308(7) of the Act provides that the Council of each upper -tier
municipality shall in each year establish, for each property class, a single tax ratio for the
upper -tier municipality and its lower -tier municipalities; and,
WHEREAS Section 308(15) through Section 308(18) of the Act provides that the Council of
each municipality may in each year opt to have certain optional property classes apply
within the County; and,
WHEREAS Section 308.1(5) of the Act provides that an upper -tier municipality that intends
to apply a tax ratio of less than 0.25 to the farm property class for a tax year shall pass a by
law in the year to establish the tax ratio for that year for the farm property class.
WHEREAS Section 22 of Regulation 282/98 made under the Assessment Act, R.S.O.
1990, c. A.31, as amended, has given municipalities the option to reduce the property tax
rate on qualifying value-added activities that occur on farms as part of the farming
business to 75 per cent lower than the industrial or commercial tax rates that would
otherwise apply; and,
WHEREAS the local municipally owned landfill sites in the Municipalities of Dutton Dunwich
and West Elgin did not previously pay property tax in respect of those properties to the
Corporation of the County of Elgin, as their associated upper -tier municipality until an
amendment to the taxation regulations created such an obligation, and, further thereto, the
Corporation of the County of Elgin finds that the landfill tax ratio, when applied, unfairly
penalizes the said local municipalities; and,
WHEREAS, notwithstanding that set forth immediately above, it is necessary to apply the
revenue neutral landfill ratio/tax rate; and,
WHEREAS Section 107 (1) of the Act provides that Council may make grants to any person,
group or body Council deems in the interest of the municipality.
NOW, THEREFORE, the Municipal Council ("Council") of the Corporation of the County of
Elgin enacts as follows:
THAT the large industrial class remain as an optional property class.
2. THAT the optional 75% reduction in the Small -Scale On -Farm Business Sub -
Class tax ratio be maintained for the first subclass for the commercial and industrial
property classes to a total of $50,000 per subclass.
Page 138 of 144
3. THAT The Corporation of the Municipality of Dutton Dunwich and The Corporation
of the Municipality of West Elgin each receive a grant in an amount that is equal to
the full portion of the County property taxes on the landfill portion of the assessment
of property that these municipalities use for the disposal of waste collected from
local residents.
4. THAT the 2024 tax ratios for the Corporation of the County of Elgin as set out on
Schedule "A attached hereto be approved and adopted by Council.
5. THAT the 2024 tax rates for the assessment in each property class for the
Corporation of the County of Elgin as set out in Schedule "B" attached hereto be
approved and adopted by Council.
6. THAT the 2024 budget for the Corporation of the County of Elgin as set out on
Schedule "C" attached hereto, incorporating estimates for revenue and
expenditures, be approved and adopted by Council.
7. THAT the 2024 ten-year capital plan for the Corporation of the County of Elgin as
set out in Schedule "D" attached hereto be approved and adopted by Council.
8. THAT, for purposes of clarity, all Schedules hereto form part of this By -Law.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 12T" DAY OF
MARCH 2O24.
Blaine Parkin, Ed Ketchabaw,
Chief Administrative Officer/Clerk. Warden.
Page 139 of 144
Residential
1.000000
I
1.000000
Farmland Awaiting Dev.
0.500000
0.500000
New Multi -Residential
1.000000
1.000000
Multi -Residential
1.999900
1.999900
Commercial - Occupied
1.637600
1.637600
Commercial - Small Value Added Farm (1st 50K)
0.409400
0.409400
Commercial - Small Value Added Farm (2nd 50K)
0.409400
0.409400
Commercial - Vacant Land
1.637600
1.637600
Industrial - Occupied
2.225100
2.225100
Industrial - Small Value Added Farm (2nd 50K)
0.556300
0.556300
Industrial - Small Value Added Farm (1st 50K)
0.556300
0.556300
Industrial - Vacant Land
2.225100
2.225100
Large Industrial - Occupied
2.831800
2.831800
Large Industrial - Vacant
2.831800
2.831800
Pipelines
1.144600
1.144600
Farm
0.230000
0.230000
Managed Forests
0.250000
0.250000
Landfill
33.402646
33.402646
ELGIN COUNTY 2024 PROPOSED BUDGET 1 107
Page 140 of 144
Residential
lima,
0.659343%
im
0.684347%
3.79%
Farmland Awaiting Dev.
0.329672%
0.342174%
3.79%
New Multi -Residential
0.659343%
0.684347%
3.79%
Multi -Residential
1.318620%
1.368626%
3.79%
Commercial - Occupied
1.079740%
1.120686%
3.79%
Commercial - Small Value Added Farm (1st 50K)
0.269935%
0.280172%
3.79%
Commercial - Small Value Added Farm (2nd 50K)
0.269935%
0.280172%
3.79%
Commercial - Vacant Land
1.079740%
1.120686%
3.79%
Industrial - Occupied
1.467104%
1.522742%
3.79%
Industrial - Small Value Added Farm (2nd 50K)
0.366793%
0.380686%
3.79%
Industrial - Small Value Added Farm (1st 50K)
0.366793%
0.380686%
3.79%
Industrial - Vacant Land
1.467104%
1.522742%
3.79%
Large Industrial - Occupied
1.867128%
1.937934%
3.79%
Large Industrial - Vacant
1.867128%
1.937934%
3.79%
Pipelines
0.754684%
0.783304%
3.79%
Farm
0.151649%
0.157400%
3.79%
Managed Forests
0.164836%
0.171087%
3.79%
Landfill
22.023806%
22.858996%
3.79%
ELGIN COUNTY 2024 PROPOSED BUDGET 1 106
Page 141 of 144
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LL
COUNTY OF ELGIN
By -Law No. 24-09
"A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF
THE CORPORATION OF THE COUNTY OF ELGIN AT THE
MARCH 12, 2024 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 March 12, 2024 be hereby adopted and
confirmed as if all such proceedings were expressly embodied in this by-law.
2. THAT the Warden and appropriate officials of the Corporation of the County of Elgin
are hereby authorized and directed to do all things necessary to give effect to the
actions of the Municipal Council of the Corporation of the County of Elgin referred to in
the preceding section hereof.
3. THAT the Warden and the Chief Administrative Officer, or alternate, are authorized
and directed to execute all documents necessary in that behalf and to affix thereto the
seal of the Corporation of the County of Elgin.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 12TH DAY OF
MARCH, 2024.
Blaine Parkin, Ed Ketchabaw,
Chief Administrative Officer/Clerk. Warden.
Page 144 of 144