Loading...
06b - March 12, 2024 County Council Post Agenda Package 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 Giguère 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 _____________________________________________________________________ 1. 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 1 None. 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 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 RESOLVE Emergency Plans Elgin County and Dutton Co- 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 Giguère Seconded by: Councillor Couckuyt 2 RESOLVED THAT the Council of the Corporation of the County of Elgin 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 Giguère RESOLVED THAT the membership for SCOR be approved for $30,000 for the 2024 budget year. Motion Carried. Moved by: Councillor Giguère 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. 3 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 4 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 Giguère 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 Meeting Item #1 - Closed Meeting Minutes - February 13, 2024 Closed Meeting Item #2 - Boundary Adjustment Matter (verbal) (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them; and (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Closed Meeting Item #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 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. 6 Blaine Parkin, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. 7 St. Thomas-Elgin Social Services 2023 Review Contents of the Report Presented By: Heather Sheridan, Director of Social Services Dan Sheridan, Director of Corporate Services / City Treasurer Joanne Weber, Manager of Ontario Works Danielle Neilson, Manager of Housing Stability Services Teresa Sulowski St. Thomas-Elgin Social Services | 2023 Review Financial 2023 Review St. Thomas-Elgin Social Services | 2023 Review City of St. Thomas & Elgin County Social Services Cost Share The current cost sharing agreement was created in 2014 and expires on December 31, 2024. The agreement covers: Ontario Works Housing Stability Services St. Thomas-Elgin Social Services | 2023 Review Ontario Works The cost share ratio for the Ontario Works program is based on the residential address of the person or family receiving benefits. The Ministry of Community Services tracks the amount of benefits paid within the City of St. Thomas and within the County, this is the ratio used to cost share all the expenses related to Ontario Works. The ratio varies a bit from year to year but is normally around the 72% City / 28% County as it The province has cut Ontario Works admin funding by $598,000 for 2024. Changes have been be higher for 2024. St. Thomas-Elgin Social Services | 2023 Review paid to families and second the various subsidies paid directly to the childcare centres. For the subsidies paid to families, their residential address is used to determine if it is a City or County cost. For the subsidies paid directly to the childcare centres, the location of the centredetermines the allocation. This ratio is normally around the 70% City / 30% County as it was in 2022. - time funding to offset the reduction for 2024 but municipal costs are expected to rise in future years. St. Thomas-Elgin Social Services | 2023 Review Housing Stability Services Cost sharing ratio for Housing Services are based on the amount of subsidy paid to housing units in the City vs. the subsidy paid to units in the County. This ratio is normally around the 64% City / 36% County as it was in 2022. Housing Services requires a much larger municipal contribution than the other two services because there is very little funding provided by the Province. St. Thomas-Elgin Social Services | 2023 Review Administrative Overhead Costs Administrative overhead are the costs associated with the departments outside of Social Services such as Treasury and Human Resources. The cost sharing agreement uses a formula to calculate overhead costs based on specific program costs. As these programs change or expire, it affects how much admin costs are paid by the County. operate these services, the new agreement should amend the formula to address this issue. The City will contact County staff in the summer to initiate a contract renewal. St. Thomas-Elgin Social Services | 2023 Review Ontario Works 2023 Review St. Thomas-Elgin Social Services | 2023 Review St. Thomas-Elgin Ontario Average Monthly Caseload Works Temporary Care Emergency Assistance 83 76 Ontario Works 83 63 1268 1201 1023 26 15 Applications Received 1193 1130 927 202320222021 202120222023 St. Thomas-Elgin Social Services | 2023 Review St. Thomas-Elgin Ontario Works Family Structure Education of Head of Age of Head of Household Household 45% 2% 32.00% 4% 35% 27.00% 27% 16.00% 15% 12.00% 68% 7.00% 5% 5.00% 1.00% Grade 8 orSome HighCompletedPost underSchoolHigh SchoolSecondary Under 1818-2122-2425-3435-4445-5455+ SingleSole Support CouplesCouples with Chidren St. Thomas-Elgin Social Services | 2023 Review St. Thomas & Elgin County Ontario Works Cases 19 56 17 + Town of 976 52 14 Aylmer 149 27% Elgin County 78 73% St. Thomas St. Thomas-Elgin Social Services | 2023 Review St. Thomas Office Aylmer Satellite West Lorne Satellite Office Office St. Thomas-Elgin Social Services | 2023 Review Employment Services Transformation With EST, the Ministry of Labour, Immigration, Training and Skills Development (MLITSD), through Employment Ontario (EO) is responsible for delivering employment and training services. Ontario Works is responsible for delivering case management services that focus on connecting clients to person-centered supports and services that prepare and enable them to participate in EO employment services and employment, and to make referrals to employment services when clients are ready. St. Thomas-Elgin Social Services | 2023 Review Employment Services (Continued) Transformation Person-centered supports and services address: Crisis and safety-such as financial support, housing, crisis resolution Health-such as access to health supports and benefits including mental health and addictions Life skills such as self-sufficiency, education and literacy, language and numeracy supports Community supports such as access to dependent care or caregiving supports, cultural connections (such as immigration and settlement supports) and justice and legal support. St. Thomas-Elgin Social Services | 2023 Review Housing Stability Services 2023 Review St. Thomas-Elgin Social Services | 2023 Review Elgin County Social Housing Total # of Units: 1123 Total # within Elgin County: 334 St. Thomas-Elgin Social Services | 2023 Review Applying for Social Housing In person or by phone: St. Thomas-Elgin Social Services 230 Talbot Street, St. Thomas, Ontario 519.631.9350 Online: stthomas.ca St. Thomas-Elgin Social Services | 2023 Review Social Housing Wait List Total Number of Households on Waitlist: approx. 1400 Approximate Wait Times Single 12 Applicants 10 8 40% 6 4 60% 2 Family Applicants 0 Elgin CountySt. Thomas Shortest Possible WaitLongest Possible Wait St. Thomas-Elgin Social Services | 2023 Review Housing Stability Financial Assistance Program Emergency Rent and Utility Arrears Relief for low-income households Up to $1500 for single households Up to $3000 for family households One-time use, based on need with the goal of preventing or ending homelessness St. Thomas-Elgin Social Services | 2023 Review BFZ-C Milestones May 2021Sep. 2021Apr. 2023 Identified as a Built Achieved a Quality second Canadian for Zero CommunityBy Names List community to reach (Fastest Community in Ontario)Functional Zero on Veterans Homelessness! Achieved Ontario By Names List Minimum Return to 10% Requirements. Reached first key reduction in Set chronic milestone of a 10 % chronic homelessness reduction in chronic homelessness! baseline. homelessness! Aug. 2021Jul. 2022Feb. 2024 https://bfzcanada.ca/ St. Thomas-Elgin Social Services | 2023 Review By-Name List Data Total By Name List Data: 632 PeopleTotal Elgin County Data: 152 People 19% Active 18.5% Active 14% Inactive 67% 64% Housed Housed 17.5% Inactive HousedInactiveActiveHousedInactiveActive St. Thomas-Elgin Social Services | 2023 Review St. Thomas-Elgin Coordinated Access Community-wide system that streamlines the process for people experiencing homelessness to access housing and supports and is an essential step to smarter, faster, more coordinated housing. https://caeh.ca/cas/ St. Thomas-Elgin Social Services | 2023 Review Elgin County Rural Homelessness Initiatives -6 Supportive Housing Units-Rural Homelessness -Day Drop-InSystem Navigation -Food Security Programming-Emergency -Access to Supports and Accommodation Services Fund -Winter Emergency Shelter (On-Site) St. Thomas-Elgin Social Services | 2023 Review Looking Ahead -More supportive and affordable housing through advancing housing projects -Continual improvement and implementation of best practices -Working to achieve Functional Zero!! St. Thomas-Elgin Social Services | 2023 Review 2023 Review St. Thomas-Elgin Social Services | 2023 Review Licensed Centre Based Spaces in St. Thomas -Elgin Child care programs School age programs As of December 31st Age Group20222023 Infant97117 15 family age group spaces in Toddler178223 2024 Preschool449505 New child care centre of 49 child care & 28 school age Kindergarten606611 spaces opened in 2024 School Age996981 New spaces for Tiny Tots nursery Total2,3262,437 school program in Sep 2023 New child care centre of 49 spaces opened in Sep 2023 St. Thomas-Elgin Social Services | 2023 Review Licensed Home Child Care Number of Licensed Home Care Locations (2017-2023) 30 28 27 26 20 19 15 2017201820192020202120222023 St. Thomas-Elgin Social Services | 2023 Review Child Care Wait List in Elgin County St. Thomas-Elgin Social Services | 2023 Review Child Care Fee Subsidy 82.5%29.5%$4.57 families in receipt of per child per day - In 2023 families are fully subsidy pay less than $10 average parental fee with subsidized per child per daysubsidy Total Unduplicated Number Served St. Thomas and Elgin County Child Care Fee Subsidy Expenditures $2,000,000 $1,500,000 $1,000,000 $500,000 $0 2020202120222023 St. Thomas-Elgin Social Services | 2023 Review Canada Wide Early Learning and Child Care (CWELCC) Agreement Reduced fee for children 0-5 years old St. Thomas Elgin Quality Affordability Providers enrolled in 100% CWELCC Daily fee reduction starting CWELCC 52% 2023 funding Access and New spaces allocated to be Inclusion 701 Accessibility Inclusivity created by 2026 Framework Fee freeze since March 2022 St. Thomas-Elgin Social Services | 2023 Review Child Care Rates Average annual cost saving for a family with a child in a St. Thomas Elgin CWELCC participating site in 2023-2024: Infant $6,975.80 Toddler $6,271.20 Preschool $5,805.80 St. Thomas-Elgin Social Services | 2023 Review Child Care Access and Inclusion Framework Update The Access and Inclusion Framework was developed to allocate funding for new child care spaces for children 0-5 years of age with a focus on improving equity of access by working towards a common provincial access ratio of 37% Currently St. Thomas-Elgin has an access ratio of 13.6% which is well below the provincial target We created our initial plan with a focus on the following: Low-income families Vulnerable communities Diverse communities Children with special needs Francophone families Indigenous families Families needing more flexible models of care, including evening, weekend and overnight care We were allotted funding for 701 new spaces which, if created, would bring our overall access to 36.76%. The next slide details where spaces in the county have been allotted, and in what timeframe St. Thomas-Elgin Social Services | 2023 Review Allocated New Spaces in Elgin County Bayham: 15 Aylmer: 34 Malahide: 43 Bayham: 6 Dutton/Dunwich: 49 Aylmer: 6 Malahide: 21 West Elgin: 39 202220242026 20232025 Aylmer: 49 Malahide: 21 Dutton/Dunwich: 6 West Elgin: 69 St. Thomas-Elgin Social Services | 2023 Review Child Care Access and Inclusion Framework (Continued) Update Although we have submitted our initial plan, we are working on collecting some additional, more fulsome data to inform the plan as it moves forward. This includes: Staff will examine available demographic and socio-economic indicators Staff will partner with Economic Development to learn more about planned growth and development with St. Thomas and Elgin County To help identify priority neighbourhoods, staff will use the EDI (Early Development Instrument) that is completed -appropriate development expectations in five general domains Of the allocated 701 spaces, there are remaining 458 CWELCC net new spaces for 2023-2026 to be created. St. Thomas-Elgin Social Services | 2023 Review Child Care Access and Inclusion Framework (Continued) Update Although the addition of 701 childcare spaces for children 0-5 years of age is desperately needed, there are some barriers to this expansion that need to be New Spaces Created noted. Malahide6 1.The allocated capital funding is not enough to expand or create any new locations Aylmer49 2.Based on ministry guideline targets, St. Thomas and Elgin County are limited in Central Elgin6 the number of not-for profit spaces we can add to the system Southwold12 3.No new school builds are planned prior to the end of the agreement which means that school board capital funding cannot be utilized West Elgin64 4.There is a lack of appropriate commercial rental space that could be configured Total137 for child care, especially in some our targeted neighborhoods 5.Finally, there is a shortage of qualified Early Child Educators within the Ontario Child Care and Early Years system St. Thomas-Elgin Social Services | 2023 Review Special Needs Resourcing Annual Budget Average Monthly Special Needs Resourcing Services for Special Needs Resourcing 2001,800 1,677 800,000 1,500 1,341 160 1,200 600,000 134 120 900 770 107 80 400,000 80 600 66 59 40 300 200,000 23 00 202120222023 0 Active childrenOnsite RC visitsTotal PA hours 2021202220232024 St. Thomas-Elgin Social Services | 2023 Review 2023 Service Levels 41 (0.3%) 40 (0.2%) 1543 (12.9%) 2422 (14.2%) Children Visits By Zone Program 17,091 visits by 11,918 visits by childrenparents/caregivers 14629 (85.6%) 10334 (86.7%) Children Parents/Caregivers 1,7691,118 ServedServed St. Thomas-Elgin Social Services | 2023 Review Service System Planning Setting the Roadmap for Child Care and Early Years in the next five years Steps taken: In progress / slated: Parents/caregivers survey in May 2023 704 responses across St. Thomas Child care workforce Elgin County consultation -TBD CCEY providers survey in May 2023 149 responses or approximately half Voice of the child in CCEY of the child care workforce programs Nov23 to Apr24 Parents/caregivers Focus Groups in Oct/Nov 2023 in Aylmer, St. Thomas Other engagement efforts and Dutton Community partners consultation in Jan 2024 Child care leadership consultation Mar 2024 St. Thomas-Elgin Social Services | 2023 Review Contact Information Heather Sheridan Director, St. Thomas-Elgin Social Services 230 Talbot Street St. Thomas, Ontario, N5P 1B2 519-631-9350 ext7134 hsheridan@stthomas.ca Please feel free to contact me with any questions or concerns regarding any of the programs administered through Social Services. St. Thomas-Elgin Social Services | 2023 Review Report to County Council From: Ed Ketchabaw, Warden Date: March 1, 2024 Subject: ) Recommendation(s): 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) 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) CASO Station (February 15) Shedden Winterfest (February 17) New St. Thomas Line Project Open House (February 21) CCCA AGM (February 22) LSTAR Don Smith Awards with Economic Development (February 22) Abandoned Legacy Gas Wells Workshop (February 23) SCOR AGM (February 29) 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 now and in the future. Exploring different ways Fostering a healthy of addressing community environment. Delivering mandated need. programs and services Enhancing quality of efficiently and effectively. Engaging with our place. community and other stakeholders. Local Municipal Partner Impact: 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 Approved for Submission Ed Ketchabaw Blaine Parkin Warden Chief Administrative Officer/Clerk 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): 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. Industry News: Oak Wilt ( 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 at: https://inspection.canada.ca/plant-health/invasive-species/plant-diseases/oak- wilt/eng/1325624048625/1325624535106 https://www.invasivespeciescentre.ca/new-invasive-species-oak-wilt-found-in-ontario- and-canada-for-the-first-time/ https://www.invasivespeciescentre.ca/wp-content/uploads/2023/08/Oak-Wilt- Factsheet_2023-1.pdf Financial Implications: None. Alignment with Strategic Priorities: Serving Elgin Growing Elgin Investing in Elgin Ensuring we have the Ensuring alignment of Planning for and necessary tools, current programs and facilitating commercial, resources, and services with community industrial, residential, and infrastructure to deliver need. agricultural growth. programs and services now and in the future. Fostering a healthy Exploring different ways environment. of addressing community Delivering mandated need. programs and services Enhancing quality of efficiently and effectively. Engaging with our place. 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 Approved for Submission Jeff Lawrence Blaine Parkin Tree Commissioner/Weed Inspector Chief Administrative Officer/Clerk 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): 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. 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 we have the Ensuring alignment of Planning for and necessary tools, current programs and facilitating commercial, resources, and services with community industrial, residential, and infrastructure to deliver need. agricultural growth. programs and services now and in the future. Fostering a healthy Exploring different ways environment. of addressing community Delivering mandated need. programs and services Enhancing quality of efficiently and effectively. Engaging with our place. 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 Fourth Quarter 2023 and the 2023 calendar year. All of which is Respectfully Submitted Approved for Submission Jeff Lawrence Blaine Parkin Tree Commissioner/Weed Inspector Chief Administrative Officer/Clerk 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): th THAT the March 4, 2024 report submitted by the Director of Financial 2.3 - 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 purchasing cards are being used as intended. Cardholders will not use their authority to bypass appropriate purchasing or payment 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. The Treasurer brought this forward to Executive Leadership team and, it was decided that a policyformalizing theissuance anduse of purchasing cards at Elginwas 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 we have the Ensuring alignment of Planning for and necessary tools, current programs and facilitating commercial, resources, and services with community industrial, residential, and infrastructure to deliver need. agricultural growth. programs and services now and in the future. Exploring different ways Fostering a healthy of addressing community environment. Delivering mandated need. programs and services Enhancing quality of efficiently and effectively. Engaging with our place. community and other stakeholders. Local Municipal Partner Impact: None 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 . All of which is Respectfully Submitted Approved for Submission Jennifer Ford Blaine Parkin Director of Financial Services/Treasurer Chief Administrative Officer/Clerk 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 and to ensure that Purchasing Cards are being used as intended. This policy is not intended to avoid or bypass appropriate purchasing or payment 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. Page 1 of 13 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; Page 2 of 13 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. l) 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 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. Page 3 of 13 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. Page 4 of 13 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; Page 5 of 13 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 legal name. When submitting the application, the employee must provide a copy of License or other government issued ID that clearly shows the 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. Page 6 of 13 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. Page 7 of 13 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. Page 8 of 13 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 15thday 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\\BMO MasterCard.xlsm Page 9 of 13 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 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: i) 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. Page 10 of 13 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. Page 11 of 13 Financial Services ______________________________________________ Appendix A Purchasing Card Employee Acknowledgement 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. I 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. I 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. I understand that any unauthorized purchases will be owing back to the County of Elgin if I am unable to produce a receipt. 7. I 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. I 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 Page 12 of 13 Financial Services ______________________________________________ 9. I 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. I 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: Page 13 of 13 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 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. 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 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. Figure 2: Wayfinding Signage Example Figure 3: Wayfinding Signage Example These highway signs promote specific These highway signs promote specific tourism districts and highlight available tourism districts and highlight available tourism experiences. tourism experiences. Figure 4: Wayfinding Signage Example Figure 5: Wayfinding Signage Example These highway signs identify the County These highway signs identify the County at entry points and key tourism arrival at entry points and key tourism arrival points and promote the website as a points and promote the website as a place where visitors can get more place where visitors can get more information. information. 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 . 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 now and in the future. Exploring different ways Fostering a healthy of addressing community environment. Delivering mandated need. programs and services Enhancing quality of efficiently and effectively. Engaging with our place. community and other stakeholders. 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 Approved for Submission Carolyn Krahn Blaine Parkin Manager of Economic Development, Chief Administrative Officer/Clerk Tourism & Strategic Initiatives 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 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: 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, 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 N1R 5W6 sdahmer@grandriver.ca Summary of the Functions of the Lake Erie Region Source Protection Committee The Lake Erie Region Source Protection Committee is responsible for guidingthe 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 involvesmunicipalities, farmers, businesses, industry, residents,First Nations and others. The source protection committee's role is to guide the collaborative process that identifiesthe 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 overseesthe preparation and updates of these major documents: Terms of Reference The terms of referencewasthe “work plan” of the process, outlining who is responsible for carrying out the work needed to develop source protection plans. Theterms of reference includeda 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 2017Page 1 Summary of the Obligations of Lake Erie Region Source Protection CommitteeMembers 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 notbe 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 meetsabout 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 fourdays a yearattending meetings and occasional public events. Committee members are typically appointed for a four year term. An honorarium and travel expenses will be paid at ratesset by the Grand River Source Protection Authority. July 2017Page 2 Map 1: Municipal Groups for the Selection of Source Protection Committee Representation July 2017Page 3 Bill 165, Keeping Energy Costs Down Act, 2024 BACKGROUNDER Ministry of Energy 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 he 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 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, 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 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 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 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 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 Palmer.Lockridge@ontario.ca Natasha Demetriades Communications Branch Natasha.Demetriades@ontario.ca th RESOLUTION #C-2024-02-15 MOVED BY: SECONDED BY: ͻWHEREAS, WHEREAS, WHEREAS, WHEREAS, ͻͼ AND WHEREAS, NOW THEREFORE BE IT RESOLVED THAT, THAT, AND THAT ͼ ADOPTED -- o--- -- Total Solar Ecl'ipse. A Dark Hole in the Sky jjsjj� 0 Az,j • I I Page 91 of 155 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 MUNICIPALITIESÑ WHEREAS, for purposes of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, (hereinafter ÐActÑ), 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 (ÐCouncilÑ) of the Corporation of the County of Elgin enacts as follows: 1. 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. 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 propertythat 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 ÐA 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 ÐBÑ 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 ÐCÑ 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 ÐDÑ attached hereto be approved and adopted by Council. 8. THAT, for purposes of clarity, all Schedules hereto form part of this By-Law. TH READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 12 DAY OF MARCH 2024. Blaine Parkin, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. {ǒƒƒğƩǤƚŅЊЉ—ƩtƌğƓЊ I) Net Income Reporting Group(Multiple Items) 20232024202520262027202820292030203120322033GrandTotal Administrative Building 991,644 727,057 978,294 931,809 936,706 965,390 968,353 1,054,475 1,001,059 1,009,230 1,037,707 10,601,723 Administrative Services 1,121,002 1,022,207 1,020,658 1,046,528 1,070,893 1,084,574 1,112,511 1,132,661 1,163,804 1,201,655 1,189,313 12,165,807 Adult Day - - - - - - - - - - - - Agriculture 53,509 55,209 56,2345 7,318 58,424 59,552 70,755 71,9297 3,126 74,348 65,471 695,874 Ambulance 3,635,214 4,118,752 4,015,359 4,132,073 4,174,851 4,254,935 4,337,064 4,420,607 4,505,824 4,592,981 4,679,859 46,867,520 Archives 256,986 248,046 224,146 228,317 232,535 236,088 241,231 245,711 250,304 255,786 262,804 2,681,955 Bobier Villa Adult Day 02 ,3662 ,485 2,546 2,6072 ,6752 ,6682 ,728 2,789 2,8582 ,848 26,569 Bobier Villa Building & Property 480,831 396,993 458,834 416,057 425,970 436,342 448,884 506,887 467,625 473,075 475,655 4,987,153 Bobier Villa Dietary 657,886 700,722 712,219 726,107 740,137 755,889 769,448 784,426 799,754 817,507 814,803 8,278,897 Bobier Villa General & Admin (914,756) (889,174) (891,435) (900,436) (909,463) (919,797) (927,691) (936,846) (946,017) (954,400) (973,050) (10,163,065) Bobier Villa Housekeeping 300,471 321,027 331,509 332,525 338,544 345,646 351,237 362,686 364,242 371,956 371,012 3,790,855 Bobier Villa Laundry 194,452 191,222 192,732 194,703 196,673 199,000 200,831 202,943 205,089 207,616 206,669 2,191,930 Bobier Villa Nursing & Personal Care 128,488 29,570 447,201 457,034 463,388 482,525 477,597 484,804 492,378 514,336 501,845 4,479,166 Bobier Villa Program & Support3 6,349 44,871 49,489 52,154 54,8395 7,312 59,042 61,226 63,538 67,5986 6,642 613,060 Collections( 17,654)( 17,654)( 17,654)( 17,654)( 17,654)( 17,654)( 17,654)( 17,654)( 17,654)( 17,654)( 17,654) (194,191) Corporate Activities (40,822,098) (42,573,684) (45,217,118) (47,206,804) (51,737,290) (54,462,116) (57,330,009) (60,167,358) (63,352,800) (66,538,702) (70,050,390) (599,458,369) Corporate Services 1,114,865 1,169,176 1,171,398 1,202,667 1,235,302 1,269,313 1,304,393 1,340,991 1,379,174 1,419,013 1,458,943 14,065,236 Council 326,787 334,588 339,946 364,558 350,985 356,670 362,469 389,316 374,418 380,572 380,572 3,960,882 Economic Development 934,132 860,731 866,989 877,328 887,915 896,716 909,661 920,866 932,287 946,050 900,463 9,933,137 Elgin Manor Building & Property 666,533 584,102 657,833 608,472 622,330 636,673 653,116 727,947 679,437 694,228 706,355 7,237,026 Elgin Manor Dietary 809,835 854,231 867,901 884,742 901,721 920,996 937,258 955,396 973,936 995,393 992,671 10,094,080 Elgin Manor General & Admin (1,575,505) (1,369,135) (1,398,807) (1,409,218) (1,424,130) (1,442,851) (1,458,546) (1,475,898) (1,493,272) (1,508,109) (1,538,645) (16,094,117) Elgin Manor Housekeeping 472,103 489,652 502,684 506,963 516,258 527,065 535,836 550,788 555,912 572,840 566,261 5,796,361 Elgin Manor Laundry 247,317 251,680 253,610 255,813 258,017 260,616 262,666 265,027 267,429 270,251 269,907 2,862,333 Elgin Manor Nursing & Personal Care 701,316 495,129 1,271,687 1,302,765 1,328,648 1,374,647 1,379,302 1,403,604 1,428,727 1,477,197 1,318,787 13,481,810 Elgin Manor Program & Support( 21,784)( 5,010)( 1,481)8 52 2,7475 ,1906 ,7478 ,8411 1,096 15,528 10,831 33,558 Emergency Measures 289,709 307,981 325,715 342,841 353,297 360,718 367,333 372,081 377,061 384,194 375,239 3,856,167 Engineering Services 10,508,379 10,877,569 11,361,043 11,941,055 12,286,975 12,730,274 13,345,794 13,826,159 14,474,627 14,994,592 15,658,603 142,005,068 Financial Services 802,422 856,344 901,487 938,390 968,294 989,363 1,016,284 1,036,223 1,056,548 1,081,252 1,073,204 10,719,812 Human Resources 730,757 835,063 887,722 879,372 901,210 920,601 976,934 959,547 977,780 999,959 992,725 10,061,670 Information Technology 1,841,064 1,860,793 1,988,894 1,982,352 2,013,463 2,081,478 2,077,780 2,111,011 2,185,975 2,180,846 2,215,053 22,538,710 Land Division 27,584 35,364 39,341 41,3884 3,106 44,510 46,629 48,456 50,3115 2,574 51,836 481,099 Library Services 3,156,159 3,260,547 3,399,069 3,478,394 3,554,153 3,618,409 3,698,611 3,765,900 3,834,410 3,915,050 3,893,827 39,574,530 Museum 250,637 268,296 271,718 276,029 280,411 284,051 289,438 294,093 298,833 304,554 302,779 3,120,838 Planning 284,728 380,494 472,682 600,031 506,318 522,421 537,028 546,041 677,165 566,472 562,814 5,656,194 Police Services Board1 69 0 (0) 0 (0) (0) 0 0 0 0 (0) 168 Provincial Offenses Act (113,338) (124,117) (127,252) (129,964) (131,585)( 133,086) (136,084) (138,835) (141,863) (144,451) (145,625) (1,466,198) Terrace Lodge Adult Day (1)3 ,8734 ,0684 ,168 4,267 4,3804 ,3694 ,4674 ,567 4,679 4,668 43,506 Terrace Lodge Building & Property 550,055 481,354 700,263 670,607 684,810 700,029 718,110 775,731 750,827 771,141 791,050 7,593,978 Terrace Lodge Dietary 1,022,933 1,087,122 1,111,339 1,132,859 1,154,550 1,179,320 1,199,933 1,223,086 1,246,756 1,274,294 1,270,395 12,902,588 Terrace Lodge General & Admin (1,667,938) (1,707,008) (1,621,651) (1,048,904) (1,060,185) (1,080,030) (1,096,333) (1,114,565) (1,132,716) (1,149,190) (1,188,465) (13,866,984) Terrace Lodge Housekeeping 515,244 550,795 557,839 565,728 576,128 588,318 598,049 614,188 620,517 638,850 632,160 6,457,816 Terrace Lodge Laundry 279,211 284,239 286,463 289,002 291,542 294,539 296,899 299,621 302,388 305,642 305,245 3,234,791 Terrace Lodge Nursing & Personal Care 648,166 619,062 1,306,022 1,332,627 1,355,137 1,401,901 1,407,146 1,427,451 1,452,695 1,504,124 1,327,153 13,781,485 Terrace Lodge Program & Support 28,979 55,043 59,7216 4,165 68,494 73,734 77,551 82,2428 7,157 93,494 88,236 778,816 Warden 113,263 115,926 117,755 119,620 121,522 123,463 125,442 127,461 129,520 131,620 131,620 1,357,212 Grand Total (10,953,898) (11,908,587) (11,063,048) (11,473,022) (15,317,139) (17,010,211) (18,791,917) (20,443,538) (22,565,234) (24,749,148) (27,957,802) (192,233,544) {ǒƒƒğƩǤƚŅЊЉ—ƩtƌğƓЋ 20232024202520262027202820292030203120322033GrandTotal II)Capital Reporting GroupAll Capital Summary 20232024202520262027202820292030203120322033GrandTotal Administrative Building 3,575,000 349,000 4,510,000 437,000 644,000 760,000 712,000 636,000 528,240 6,000 600,000 12,757,240 Agriculture 40,204 40,204 Ambulance 707,958 791,887 703,725 1,301,463 728,115 837,480 852,230 893,657 780,090 793,795 807,778 9,198,178 Archives 20,000 20,000 20,000 20,0002 0,000 20,000 20,000 20,000 20,0002 0,000 20,000 220,000 Bobier Villa Building & Property 422,653 397,798 336,798 1,898,798 517,798 106,798 160,448 118,942 126,798 510,798 216,798 4,814,427 Bobier Villa Dietary 5,000 11,000 10,000 10,0001 0,000 10,000 10,000 10,000 10,0001 0,000 10,000 106,000 Bobier Villa General & Admin 70,000 70,000 Bobier Villa Housekeeping1 0,000 10,000 Bobier Villa Laundry9 ,8142 0,000 29,814 Bobier Villa Nursing & Personal Care 26,664 26,664 10,000 10,0001 0,000 10,000 10,000 10,000 10,0001 0,000 10,000 143,328 Corporate Activities 268,050 11,500 2,065,200 34,80018,070 783,550 668,700 3,849,870 Economic Development 48,760 48,760 Elgin Manor Building & Property 522,658 771,997 302,454 810,997 203,199 387,500 267,287 348,052 3,950,613 1,148,630 387,443 9,100,830 Elgin Manor Dietary 12,000 25,000 13,000 13,0001 4,000 16,000 20,000 20,000 20,0002 0,000 20,000 193,000 Elgin Manor General & Admin 90,000 90,000 Elgin Manor Housekeeping1 0,000 10,000 Elgin Manor Laundry2 0,000 20,000 Elgin Manor Nursing & Personal Care 99,193 68,077 35,884 35,8843 5,884 35,884 35,884 35,884 35,8843 5,884 35,884 490,226 Emergency Measures 10,000 10,000 10,000 10,0001 0,000 10,000 10,000 10,000 10,0001 0,000 10,000 110,000 Engineering Services 16,026,480 19,586,211 18,124,071 22,930,825 20,085,605 19,882,176 18,269,227 19,076,284 15,803,170 18,625,964 15,499,292 203,909,306 Information Technology 496,633 394,366 582,253 470,298 418,505 624,369 435,413 624,120 519,247 462,062 679,836 5,707,102 Land Division 5,600 6,0626 ,561 18,223 Library Services 371,425 378,154 430,017 392,017 399,157 406,440 413,869 476,447 429,176 437,059 437,059 4,570,820 Museum 20,000 20,000 20,000 20,0002 0,000 20,000 20,000 20,000 20,0002 0,000 20,000 220,000 Planning 11,041 12,190 23,231 Terrace Lodge Building & Property 386,700 403,830 507,000 451,7003 0,000 90,000 544,000 55,000 200,0002 6,000 25,000 2,719,230 Terrace Lodge Dietary 10,0001 0,0001 0,000 30,000 Terrace Lodge Housekeeping 01 0,000 10,000 Terrace Lodge Laundry2 0,000 20,000 Terrace Lodge Nursing & Personal Care 55,770 55,770 20,000 20,0002 0,000 20,000 20,000 20,000 20,0002 0,000 20,000 291,540 Grand Total 23,031,785 23,491,067 27,700,402 28,877,824 23,190,395 24,060,402 21,800,357 23,053,085 22,511,969 22,256,192 18,847,850 258,821,328 Net Income Required 12,077,887 11,582,480 16,637,353 17,404,802 7,873,256 7,050,191 3,008,441 2,609,547( 53,266) (2,492,955) (9,109,952) 66,587,785 Add Back: Amortization (Non Cash) 12,381,618 12,743,368 354,539 360,127 365,715 371,303 376,891 382,479 387,479 392,479 397,479 28,513,480 Amount to be raised (303,731) (1,160,888) 16,282,814 17,044,674 7,507,541 6,678,888 2,631,549 2,227,068 (440,745) (2,885,434) (9,507,431) 38,074,305 Debt Repayment (Existing) 1,142,462 1,161,974 2,182,187 2,202,764 2,223,710 2,245,032 2,263,311 2,298,836 1,329,797 1,000,000 1,000,000 19,050,073 Prior Year End surplus used to Fund (866,000) Available to repurpose( 27,269)1 ,086 18,465,001 19,247,438 9,731,251 8,923,920 4,894,860 4,525,904 889,052 (1,885,434) (8,507,431) 56,258,378 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: 1. 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. TH READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 12 DAY OF MARCH, 2024. Blaine Parkin, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden.