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07 - May 27, 2014 County Council Agenda Pkg.ORDERS OF THE DAY FOR TUESDAY, May 27, 2014 — 9:00 A.M. ORDER 1 st Meeting Called to Order 2nd Adoption of Minutes — April 22, 2014 and May 13, 2014 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations PRESENTATION: 9:00 a.m. Retirement Recognition: Linda Irvine — 30 years DELEGATIONS: 9:05 a.m. Luc Begin and Andrea Winter, Dillon Consulting Ltd. with PowerPoint presentation titled "Corporate Strategic Plan for Asset Management County of Elgin ". (attached) 9:30 a.m. Elizabeth Sebestyen, Acting Director, St. Thomas -Elgin Ontario Works presenting report titled "2014 Ontario Works Budget Review ". (attached) 9:45 a.m. Fons Vandenbroek, President & Donna Lunn, Vice President, Elgin Federation of Agriculture to discuss changes to Land Division process. (attached) see report from Chief Administrative Officer titled "Land Division Committee — Responses from Elgin Municipalities page #62. 5th Motion to Move Into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements /Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Item (see separate agenda) 10th Recess 11th Motion to Rise and Report fiN2i 13th fi0 NOTICE: Motion to Adopt Recommendations from the Committee Of The Whole Consideration of By -Laws ADJOURNMENT LUNCH WILL BE PROVIDED Deputy Warden for May Councillor Wiehle Deputy Warden for June Councillor Couckuyt June 10, 2014 County Council Meeting — 9:00 a.m. June 18, 2014 Warden's Charity Golf Tournament, Kettle Creek Country Club — 9:00 a.m. November 7, 2014 1 2014 Warden's Banquet — St. Anne's Centre DRAFT COUNTY COUNCIL MINUTES Tuesday, April 22, 2014 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present. Warden Marr in the Chair. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Walters THAT the minutes of the meeting held on March 25, 2014 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. PRESENTATIONS City of St. Thomas Mayor Heather Jackson presented the Mayor's Charity Hockey Game trophy to Elgin County Warden David Marr who graciously accepted it. The Mayor thanked Council and staff for helping to raise over $2,500 for the Caring Cupboard. The Warden presented Chris Mayhew with a retirement certificate for 31 years of exemplary service with the Elgin County Library. In this time Chris implemented numerous partnerships and programs, mentored countless staff and led the Elgin County Library to two provincial awards. Chris leaves a lasting impact on the residents of Aylmer and on the Elgin County Library system. DELEGATIONS Randy Denning, President, Elgin St. Thomas EMS with a presentation on the EMS 2013 Annual Report. The President of Elgin St. Thomas EMS presented the report outlining EMS call volumes, station utilization, response and reaction times, and personnel statistics. Moved by Councillor Jones Seconded by Councillor Couckuyt THAT the presentation on the Elgin St. Thomas EMS 2013 Annual Report from the President of Elgin St. Thomas EMS be received and filed. - Carried. Ida Tigchelaar, RN, CHPCN with PowerPoint titled, "Empowering Health Care Decision Making in Elgin County Homes: A Quality Assurance Journey ". The presentation introduced a new process for advanced care planning in Elgin County Homes that is designed to increase communication amongst the health care team, residents and their families. Moved by Councillor Jenkins Seconded by Councillor Walters THAT the presentation titled "Empowering Health Care Decision Making in Elgin County Homes: A Quality Assurance Journey" from Ida Tigchelaar RN, CHPCN be received and filed. - Carried. Stephen Francom, Manager of Archives, County of Elgin with presentation on the Courthouse Virtual Exhibit. 2 County Council 2 April 22, 2014 The manager of archives provided an overview of the new Courthouse Virtual Exhibit available online at www.elqincountv.ca/archives. The exhibit includes the history of the Elgin County Courthouse from its original construction to its reconstruction after a fire and finally the new consolidated courthouse project. Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT the presentation on the Courthouse Virtual Exhibit by the Manager of Archives be received and filed. - Carried. Council recessed at 10:00 a.m. for a ceremonial tree planting in honour of Arbor Week and reconvened at 10:21 a.m. Moved by Councillor Mennill Seconded by Councillor Ens THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Notice of Motion, 3 Year Terms — Councillor Walters The councillor presented a notice of motion requesting that Council consider petitioning the province to reduce the Council term from four years to three. Moved by Councillor McWilliam Seconded by Councillor Wiehle THAT the notice of motion be deferred until the three -part series in Municipal World regarding length of council terms is available for consideration. - Carried. Community Paramedicine — Director of Engineering Services The director presented the report detailing the benefits and risks of entering into a Community Paramedicine program. Moved by Councillor Walters Seconded by Councillor Mennill THAT the decision to adopt and implement the Community Paramedicine program be at Council's discretion, subject to further information and testimonials from those that currently offer the program. - Carried. Human Resources Policy Maintenance — Director of Human Resources The director presented a report seeking council's approval to delete policies that are no longer relevant or applicable. Moved by Councillor Jenkins Seconded by Councillor Jones THAT County Council approve the deletion of Human Resources policies 8.110, 8.260, and the un- numbered policy dealing with the treatment of sewage lagoons; and, THAT the report titled "Policy Maintenance" dated April 2, 2014 from the Director of Human Resources be received and filed. - Carried. 3 County Council 3 April 22, 2014 Reduction of Authorized Positions — Director of Human Resources The director presented the report, sharing with County Council some of the recent net efficiency actions taken by staff across the organization. Moved by Councillor Ens Seconded by Councillor McWilliam THAT the report titled "Reduction of Authorized Positions" dated April 11, 2014 from the Director of Human Resources be received and filed. - Carried. Elgin County Council Promotional Strategy — Marketing and Communications Coordinator The coordinator presented the report outlining several ways in which Elgin County Council and administration can promote their activities to the public through social media and new technologies. Moved by Councillor Walters Seconded by Councillor Jones THAT staff be authorized to create corporate social media accounts for Elgin County in order to promote the activities of Elgin County under the condition that the sites are monitored on a daily basis for appropriate content in accordance with the County's "Acceptable Use Policy for Computer Equipment, Software, Internet Access and Internet E- mail" and "Communications Policy "; and, THAT staff be authorized to undertake promotional efforts on behalf of Elgin County Council as described in the report titled "Elgin County Council Promotional Strategy" dated April 1, 2014. - Carried. Funding: Economic Development Planning and Local Food Promotion — General Manager of Economic Development The general manager presented the report on funding that Elgin County Economic Development received from the Local Food Fund and Rural Economic Development Program. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT the County Warden and the Chief Administrative Officer enter into an agreement with the Ministry of Rural Affairs for Rural Economic Development program funding of $45,000; and, THAT the County Warden and the Chief Administrative Officer enter into an agreement with the Ministry of Agriculture and Food for $40,000 under the Local Food Fund; and, THAT the necessary by -laws be drafted. - Carried. Amendment to Council's Code of Conduct — Chief Administrative Officer The chief administrative officer presented the report on an amendment to the County of Elgin's Code of Conduct. Moved by Councillor Walters Seconded by Councillor Mennill THAT Policy Number 2.100 regarding the Code of Conduct of Council Members and Outside Boards and Committee Members be amended to include a new section titled "Complaints and Reports Prior to an Election" which authorizes the Integrity Commissioner 12 County Council 4 April 22, 2014 to hold complaints in abeyance during an election period and report on the complaint following the inaugural meeting of the new Council. - Carried. Elgin County Cultural Map Update — Director of Community and Cultural Services The director demonstrated the updated Elgin County Cultural Map. Moved by Councillor Jenkins Seconded by Councillor Jones THAT the Warden issue a letter of appreciation to the Township of Malahide for facilitating improvements to the Elgin County Cultural Map; and, THAT the report titled "Elgin County Cultural Map update" dated April 7, 2014 from the Director of Community and Cultural Services be received and filed. - Carried. Award of Tenders — Culvert Sliplining and Granular `A' Shouldering — Deputy Director of Engineering Services The deputy director presented the report outlining the tender award recommendation for culvert sliplining and granular `A' shouldering. Moved by Councillor Ens Seconded by Councillor Mennill THAT Gary D. Robinson Contracting Ltd. be selected for the Culvert Sliplining Tender, Contract No. 6290 -14 -01 at a total price of $231,469.70 exclusive of H.S.T; and, THAT D &D Trucking & Construction Services be selected for the Granular `A' Shouldering Tender, Contract No. 6250 -14B at a total price of $82,095.00, exclusive of H.S.T.; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contracts. - Carried. Sole Source Approval — Bonded Wear Course — Deputy Director of Engineering Services The deputy director presented the report seeking Council's approval to sole source bonded wear course for installation on a section of Eden Line. Moved by Councillor Ens Seconded by Councillor Wiehle THAT as per section 3.9 (5) of the County's Procurement Policy, the quotation from Norjohn Contracting and Paving Limited in the total amount of $95,850 plus H.S.T. be accepted to supply and install Bonded Wearing Course on Eden Line as part of the approved 2014 capital budget; and, THAT the Warden and Chief Administrative Officer be authorized to enter into an agreement with Norjohn Contracting and Paving Limited to perform the work. - Carried. 2013 County Road Maintenance Expenditures — Deputy Director of Engineering Services The deputy director presented the report summarizing the expenditures as reported by Elgin County municipal partners who are contracted to maintain County roads. 5 County Council 5 Moved by Councillor Jenkins Seconded by Councillor Couckuyt April 22, 2014 THAT this report titled "2013 County Road Maintenance Expenditures" dated March 28, 2014 from the Deputy Director of Engineering Services be received and filed. - Carried. Vienna Bridge — Director of Engineering Services The director presented the report detailing the options available to the County and recommending the transfer of the bridge asset to Bayham. Moved by Councillor Walters Seconded by Councillor McWilliam THAT the report on the Vienna Bridge be deferred and staff and the Warden be directed to meet with representatives of Bayham Council and staff to explain the report and to fully discuss the available options and report back to Council. - Carried. Advance Directives (Level of Care Forms); Palliative and End -of -Life Care; Plan of Treatment for Cardiopulmonary Resuscitation (CPR) — Director of Homes and Seniors Services The director presented the report on changes made to current Elgin County Homes' policies and new policies that have been developed. These policies support the processes and concepts required to assist the Elgin County Homes in moving towards meeting requirements of the "Advancing High Quality, High Value Palliative Care in Ontario — A Declaration of Partnership and Commitment to Action" document. Moved by Councillor Jenkins Seconded by Councillor Jones THAT the new and revised policies listed within the report titled "Advance Directives (Level of Care Forms); Palliative and End -of -Life Care; Plan of Treatment for Cardiopulmonary Resuscitation (CPR)" be approved; and, THAT the report titled "Advance Directives (Level of Care Forms); Palliative and End -of -Life Care; Plan of Treatment for Cardiopulmonary Resuscitation (CPR)" dated April 22, 20147 from the Director of Homes and Seniors Services be received and filed. - Carried. Service Agreement with the Regional Municipality of Durham for the Collection of Default POA Fines — Director of Financial Services The director presented the report seeking Council's approval to renew the service agreement with the Regional Municipality of Durham for the collection of defaulted POA fines. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT the service agreement with the Regional Municipality of Durham for the collection of defaulted Elgin POA fines by the Region on the County's behalf be renewed for five years, from January 2014 to December 2018, with the option for one additional five years; and, THAT the Warden and Chief Administrative Officer be authorized to sign the agreement. - Carried. 9 County Council 6 April 22, 2014 Ambulance Funding — Director of Financial Services The director presented the report on ambulance funding. As a result of recently announced provincial funding, revenue for ambulance will see $22,000 of favourable performance over the course of 2014. Moved by Councillor Jenkins Seconded by Councillor Walters THAT the report titled "Ambulance Funding" dated April 8, 2014, from the Director of Financial Services be received and filed. - Carried. 2013 Council Remuneration — Senior Financial Analyst The director of financial services presented the report outlining the remuneration, mileage, and expenses for Council and Outside Boards. Moved by Councillor Jones Seconded by Councillor Ens THAT the Treasurer's Statement of Remuneration and Expenses for County Council for 2013 be received and filed by Council; and, THAT the Treasurer's Statement for Remuneration and Expenses for Outside Boards for 2013 be received and filed by Council; and, THAT the report titled "Council and Outside Boards Remuneration and Expenses" dated February 12, 2014, from the Senior Financial Analyst be received and filed by Council. - Carried. Central Elgin Municipal Non - Profit Housing Corporation -Tax Reduction Report and By -Law — Director of Financial Services The director presented The Municipality of Central Elgin's request that the County of Elgin apply the residential ratio of one (1) to a property that would otherwise carry the multi - residential ratio of 2.3458. Moved by Councillor Couckuyt Seconded by Councillor Mennill THAT Council approve a tax ratio of one (1) for the Central Elgin Municipal Non - Profit Housing Corporation project (289 Frances Street in Port Stanley, Municipality of Central Elgin); and, THAT this tax ratio shall apply to taxation as of the effective date of the first supplementary or omitted assessment notice on the property; and, THAT a by -law be prepared; and, THAT the Municipality of Central Elgin be requested to keep the County of Elgin apprised as to the status of the assessment on this property. - Carried. March Budget Performance — Director of Financial Services The director presented the budget comparison through March 2014 for the County with favourable performance for the month of $90 thousand bringing the year -to -date to $178 thousand favourable. 7 County Council 7 Moved by Councillor Jenkins Seconded by Councillor Walters April 22, 2014 THAT the report titled "March Budget Performance" dated April 11, 2014, from the Director of Financial Services be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Gerry Marshall, Mayor, Town of Penetanguishene seeking support for a resolution regarding Funding for Small Town Ontario Schools. 2. Niagara Region seeking support for a resolution regarding the Long Term Energy Plan. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor McWilliam Seconded by Councillor Mennill THAT the Corporation of the County of Elgin support the resolution from the Town of Penetanguishene calling for a review of funding for Small Town Ontario Schools. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Walters Seconded by Councillor Wiehle THAT the Corporation of the County of Elgin support the resolution from the Niagara Region requesting immediate action to prevent increases in energy rates. - Carried. Items for Information (Consent Agenda) 1. Colette Roy Laroche, Mayor, Lac - Megantic with thank you response to Elgin County's donation to the Lac - Megantic tragedy. 2. Linda Staudt, Director of Education, London District Catholic School Board with information regarding trustee distribution for the upcoming 2014 municipal and school board election. 3. Backus Page House Museum with brochure on the 2014 Tyrconnell Heritage Society Memberships and sponsorships. 4. Serge Lavoie, Southwest Economic Alliance (SWEA) with notice of Dufferin County joining SWEA. 5. Serge Lavoie, SWEA with notice titled, "SWEA Appoints Community Engagement Leader ". 6. Linda Jeffrey, Minister of Municipal Affairs and Housing with response to Ontario Municipal Partnership Fund (OMPF) correspondence from Warden Marr. 7. Eric D'Hondt, General Manager, Public Works & Environmental Services Department, Norfolk County with resolution regarding Alternatives Technologies for Management Waste. 8. Town of Aylmer with resolution regarding the Aylmer Branch Library. 0 County Council 8 April 22, 2014 9. Parcel Correction and Realignment Project: a) Jennifer Reynaert, Administrator, Town of Aylmer with memo re: Parcel Correction and Realignment Project. b) Nancie Irving, Clerk, Town of Aylmer resolution regarding the Parcel Correction and Realignment Project. 10. Claude Dauphin. President, Federation of Canadian Municipalities (FCM) with information on Elgin County's FCM Membership. 11. Patricia Li, Assistant Deputy Minister, Ministry of Health and Long -Term Care with further information on the Land Ambulance Services Grant. 12. AMO Communications with press release titled, "Premier Announces $29 Billion for Transit and Transportation Infrastructure. 13. Ian Johnson, citizen of Aylmer with a concerned view on the Aylmer Library moving to the East Elgin Community Complex. 14. Land Division Committee Future Considerations: a) Margaret Underhill, Planning Coordinator, Municipality of Bayham with a resolution regarding the Land Division Committee. b) Michelle Casavecchia- Somers, Chief Administrative Officer, Township of Malahide with a resolution regarding the Land Division Committee. c) Municipality of Dutton /Dunwich with a resolution regarding the Land Division Committee Moved by Councillor Mennill Seconded by Councillor Jenkins THAT correspondence items 1 — 14 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members — Councillor McWilliam inquired as to whether or not Elgin County had received all correspondence from municipal partners regarding land division. The Chief Administrative officer explained that all have been received but one, which is forthcoming and will be brought forward at a future meeting. Notice of Motion — none. Matters of Urgency — none. Closed Meeting Items Moved by Councillor Mennill Seconded by Councillor Jones THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (a) the security of the property of the municipality or local board —Alzheimer Society Lease, Arc Financial Planning Group Ltd. Lease, Scott D. Avery Lease, Marianne Barrie Lease, 1342961 Ontario Inc. Lease, Mervin Riddell Lease, Clinical Associates Lease; Section 240.2 (c) a proposed or pending acquisition or disposition of land by the municipality or local board — Vienna - Emergency Services Base. - Carried. 9 County Council 9 April 22, 2014 The Director of Engineering Services presented the confidential reports on the following lease renewals: i) Alzheimer Society, ii) Arc Financial Planning Group Ltd., iii) Scott D. Avery, iv) Marianne Barrie, v) 1342961 Ontario Inc., vi) Clinical Associates. The Director of Engineering Services presented the confidential report on the Vienna - Emergency Services Base. Moved by Councillor Couckuyt Seconded by Councillor Mennill THAT we do now rise and report. - Carried. Moved by Councillor Jones Seconded by Councillor Walters THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease agreement with the Alzheimer Society of Elgin -St. Thomas for Rooms #229, 232, 237 -1, and 344; and, THAT the lease start on May 1, 2014 for a lease rate of $15.20 per square foot for one -year, ($17,677.60 annual payment), plus the HST, and the lease rate for Room #344 remain constant at $300.00 annual payment; and, THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease agreement with ARC Financial Planning Group Ltd. for Rooms #237, 238, 239; and, THAT the lease start on May 1, 2014 for a lease rate of $15.40 per square foot for one -year, ($7,700.00 annual payment), plus the HST; and, THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease agreement with Scott D. Avery Ltd. for Room #223; and, THAT the lease start on May 1, 2014 for a lease rate of $15.15 per square foot for year one ($3,636.00 annual payment), plus the HST, and $15.45 per square foot for year two ($3,708.00 annual payment), plus the HST; and, THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease agreement with Marianne Barrie for Room #246 and Room #343 -A; and, THAT the lease for Room #246 start on May 1, 2014, for a lease rate of $15.10 per square foot for year one, ($3,850.50 annual payment), plus the HST, and $15.40 per square foot for year two, ($3,927.00 annual payment), plus the HST; and that the lease for Room #343 -A remain constant at $4.00 per square foot ($400.00 annual payment) for year one and year two; and, THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease agreement with 1342961 Ontario Inc. (Hennessey & Hogan LLP) for Room #313, and Room #34; and, THAT the lease for Room #313 start on May 1, 2014, for a lease rate of $15.80 per square foot for year one ($30,351.80 annual payment), plus the HST, and $16.10 per square foot for year two ($37,996.00 annual payment), plus the HST; and that the lease for Room #34 remain constant at $7.50 per square foot ($750.00 annual payment) for year one and year two; and, THAT the abatement in rent for the unoccupied office space (439 square feet) continue until one of the following conditions is satisfied: for one additional year; or until such time as the company is able to employ additional staff; or the County has a prospective tenant for the entire office space of 2,360 square feet, Hennessey and Hogan LLP will have the first right of refusal; and, 10 County Council 10 April 22, 2014 THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease agreement with Mervin Riddell for Rooms #225 and #227; and, THAT the lease start on May 1, 2014 for a lease rate of $15.15 per square foot for year one ($8,165.85 annual payment), plus the HST and $15.45 per square foot for year two ($8,327.55 annual payment), plus the HST; and, THAT the Warden and Chief Administrative Officer be authorized and directed to sign a one - year lease agreement with Clinical Associates for Room #345; and, THAT the lease start on May 1, 2014 for a lease rate of $15.15 per square foot ($7,650.75 annual payment), plus the HST. - Carried. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the County of Elgin direct Medavie EMS Elgin Ontario Incorporated to sign a one -year lease for an land ambulance station in Vienna, Ontario with an upset cost of $1,500 per month and a one -time cost of $2,000 for incidentals; and, THAT this report titled "Vienna - Emergency Medical Services Base" dated March 25, 2014 from the Director of Engineering Services be received and filed. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY -LAWS Moved by Councillor Ens Seconded by Councillor Mennill THAT By -Law No. 14- 06 "Being a By -Law to Establish a Pay Schedule for Employees Covered by the Job Evaluation Scale" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Couckuyt THAT By -Law No. 14 -07 "Being a By -Law to Authorize the Warden and Chief Administrative Officer to Enter into a Funding Agreement with the Ontario Ministry of Rural Affairs, Under the Rural Economic Development (red) Program to Update the County's Economic Strategy, to Develop an On -line Marketing Strategy and to Introduce Community Improvement Plans" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Jones Seconded by Councillor Wiehle THAT By -Law No. 14 -08 "Being a By -Law to Authorize the Warden and Chief Administrative Officer to Enter into a Funding Agreement with the Ontario Ministry of Agriculture and Food, Under the Local Food Fund to Increase the Awareness of the Savour Elgin Program Across Southern Ontario" be read a first, second and third time and finally passed. - Carried. 11 County Council 11 Moved by Councillor Mennill Seconded by Councillor Ens April 22, 2014 THAT By -Law No. 14 -09 "Being a By -Law to Authorize Tax Exemption in Respect of a Municipal Capital Facility Pursuant to Section 110 of the Municipal Act" be read a first, second and third time and finally passed. - Carried Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT By -Law No. 14 -10 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the April 22, 2014 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Walters Seconded by Councillor Jones THAT we do now adjourn at 12:08 p.m. and meet again on May 13, 2014 at the County Administration Building Council Chambers at 1:30 p.m. Mark McDonald, Chief Administrative Officer. 12 - Carried. David Marr, Warden. DRAFT COUNTY COUNCIL MINUTES Special Meeting Tuesday, May 13, 2014 The Elgin County Council met this day at the Administration Building at 1:30 p.m. with all members present except Councillor Jenkins (vacation). Warden Marr in the Chair. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. Moved by Councillor Mennill Seconded by Councillor Ens THAT we do now move into Committee of the Whole Council. - Carried. REPORTS PowerPoint presentation from Chief Administrative Officer titled "Building Options: Background and Context ". The Chief Administrative Officer provided Council with background information on the Elgin County Administrative Building renovation options, noting that planning for these options began in 2011. Presentation of draft plans by Paul Sapounzi, +VG Architects, The Ventin Group Ltd. titled "Administration Building Alternatives Review ". The Ventin Group presented Council with two possible solutions to meet Elgin County's administration building needs: Link — This option involves the construction of a three - storey addition to house the POA Courts, Elgin County Museum and Council Chambers. This building would be connected to the existing Elgin County Administration Building by a link that would contain an accessible elevator system. This option would include the required Justice of the Peace entrance, secure prisoner holding area, prisoner transport area and loading area for the museum. 2. Stand Alone Building — This option involves building a four - storey building on County owned land adjacent to the existing Elgin County Administration Building. In addition to the POA Courts, Elgin County Museum and Council Chambers, this facility would contain all of Elgin County Administration. This option would also include the required Justice of the Peace entrance, secure prisoner holding area, prisoner transport area and loading area for the museum and all accessibility features required to meet provincial standards. PowerPoint presentation from Director of Financial Services titled "Budget Impact of Administration Building Renovation Options ". The director presented the budgetary impact of both administration building renovation options. The Link option would cost more than was originally budgeted for the project. The Stand Alone Building option is more economical provided that the County is able to obtain grant monies and sell the existing administration building. Moved by Councillor Mennill Seconded by Councillor Walters THAT the Architectural Firm known as the Ventin Group be authorized and directed to complete the working drawings for a stand alone county administration building adjacent to the existing administrative offices according to the preliminary plan presented to council on May 13, 2014; and, 13 County Council May 13, 2014 THAT construction of the new project be deferred until grant opportunities are fully explored, particularly in view of Canada's 150th Anniversary celebrations, a building appraisal is undertaken and the addition of another floor for storage is investigated; and, THAT final drawings, along with responses to the investigations above and a financial plan be referred to the incoming council for consideration. - Carried Unanimously. CORRESPONDANCE Item for Consideration Dan Green, P. Eng., Consultant Project Manager, MMM Group Limited seeking comments re: Rehabilitation of Ten Bridges on Highway 401 in the Municipality of Chatham Kent, and the Municipality of West Elgin, within Elgin County. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Couckuyt Seconded by Councillor Mennill THAT the correspondence item #1 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members — in response to an inquiry from Councillor Mennill, Councillor Jones reported that Councillor McIntyre has been granted an additional three months of leave from Southwold Township Council. He will continue to be represented by Councillor Jones during this time. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Items — None. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Jones Seconded by Councillor Wiehle THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. I We WAVA Moved by Councillor Ens Seconded by Councillor McWilliam THAT By -Law No. 14 -11 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the May 13, 2014 Meeting" be read a first, second and third time and finally passed. - Carried. 14 County Council ADJOURNMENT Moved by Councillor Jones Seconded by Councillor Mennill May 13, 2014 THAT we do now adjourn at 3:21 p.m. and meet again on May 27, 2014 at the County Administration Building Council Chambers at 9:00 a.m. Mark McDonald, Chief Administrative Officer. 15 - Carried. David Marr, Warden. El gill Progressive ky Nature 11111111,HN 11,1111ir r Gorpcl no:::it, e S."t ra t, el", '11, f 6 9.11 A s s e It' MC.111 n, cill, e alt e n t c[1111111II1111% FOLInty of Elgin 7 tiesday I",,,Ila,y '13, 20,14 16 NSU N Pre cill, tols 1111�111111���Ilu Legend Historic Project Experience Asset Management and Rdatecl Projects Nc�vlv, '00's a 1110111"'W, DIUJON CONS ULXING What is AOOVL ,VIdU,CI yVI l ►tV I< < DI LLON CONS „ LXINCB 0pANNtlw� 0 wwnuH � 11 a�uw iuuwuau m C2 m awwwuwa I , 'tigww��;�,m C��..m 'NUn�wu k!,` �u a .; nwwuVl�MhY awwmn.:: �wwwnw Excellen- c 0 Goon C 0 U 4, Fail C E 7 Poo M 0- Very Poo Faile Lifecvcle of an Asset 10 20 25 30 of Pavement DI LLON CONS ULXINCB Managing . . patches potholes on the Oregon Trail Highway DI MON CONS „ LXINCB tot E::11 } w� } .. . if « t» >1 r« lilwir DIMON a 1511 1 /1 i Ontario Government announced that as part of its 10 year infrastructure plan, it will make $90 million in funding available over a 3 year period for DI UJON CONS „ LXINCB IIII� IIP' IIIVUwimu IIIIII Ill ll1llIiimoomuu Ir ❑ Municipalities of: Southwest Middlesex North Middlesex Dutton- Dunwich Townships of: Southwold Lucan- Biddulph Towns of: ❑ Cities of: Belleville Quinte West Cornwall DI MON CONS AXINCB j � � % /, l • Main elements required in your AMP: - Executive summary - Introduction State of local infrastructure Desired levels of service DI MON CONS „ LXINCB VPpmu umi uuiW pu1�W IIIIIII!S �ulVll�� iiuWV ill f'Ek DI U-JON CONS „ LXINCB pgu �iu�u� W W i uu uplVp M&P. Mir IC An;, Road Network Condition DI MON CONS „ LXINCB \\ el, Cl f L 0 2014 Road Needs — Just over $7M 0 Distribution by Project Type 5#: CXX) S40111"),000 � IDILJJON CONSULXING 1u14puu u pIV I lu V V ° lnf�astructure 2014 Structure Needs — Just over $17.6 M Needs distribution DI MON CONS AXINCB Inh c1stro,:,"01 • Mandated Levels of Service - Minimum Maintenance Standards 1111111 - OSIM Structure Inspection LEVELS oSERVICE - Ontario Building Code - Provincial Fire Code CONS AXINCB • Community Objectives MANDATED OBJECTIVES 1 - Community Plan CONSULXING a Ke),11�0, Elen��-ientls ƒ >. Detemwblng \e \s r .2 <:: . <»< « Infraguide 2002 ci t is th I "100 8( .) 60 410 CL 20 N Windows oppoitt"111.1ty, DILLON CONSULXING /% \ \/ \ tc;"" \ \\ � /� \ Pr(,) a 7 : : \: T6o DIMON a Prc)c ill"P, MEMEM= , g Hir lwoq ANISMANOM AO,00 ANVOWWW, PIN M samwry I If" WN I ll%,j A,4 IMM"' ssets `77777,77— o", "e", ­f"* "', 't "o, "o, o, 0, �Vo ,,K, 41 DILLON CONSULXING IIIIIII1I IIEi n �:::i c"ll errient, Road Network m Lifec, �� de, of Road Assels DIMON CONSULXING 01' t jllll���111'11111 e-11, s Iss"I'll, Asset Management M Road Network — Maintain Level of Service County Road Network ENpvnditurc and PerWrinancv IDILJJON CONStAXING Assets + U WAK114 9.,6 NA (YM7AIw4�P SlIUMIAXI E M Bridges a ud 20116 .................. 2016 2017 2017 ------------ ---------- 2017 20 17 2019 - ---------------- 244 -2fl23 ......................................... 200,2023 2M9,2023 2441114 -2F121 21 li9,2CIa3 20 9 02 3 1: 20 9 -2 2`M Network Pm-oject 6d es Middlmnis! Hrrdge Rdiah I1/2 Middlew" Comity) Culverts Hnidlcy ( leek (Adven RQphicenum - FRigincering ......................... ........................................ . Vil I i (us plus, John Sc oub repairs Culverr's Culval Slip [Aninp C"I ver(s DWI I irw Slope Subdizahon l MkWdlliss (Allvcri) -------------------- OLIVOM, ------------------------------------------------------------------------------------------ (,'UIVQFt S1111 Lfiljllf,l� Brgdgc Brooks Bridge Repluumuent , FugmeerEng Cul vemrs linIkIlky Owk ("Ovo'l, RqA41•mwmi - pohn Sirvel - weld Elgin A yl um ................................................................................................................................................................................................................................................................ Hvidge Rroolts Bridgv. Repl'rcenwnt . ............ . ......................... . ................................. . .. . ...................................... . .......... ....... . ................................................... !C S NI il lion 1 Nkfl Projeel CuM Bollmull Hrid� ...................................................................... ('0111111 Elgin - S850,040 ulvQr(S Cul vvr( RvImbdiol mis ............................................................................................................................................................................................................................................................... Bridges Minor Relhabihikition ............................................. Bfidges .................................................................................................................................................................................................................. King6eurge Lill Brvdge SirUCRI10 RANAbilkW10,11 ("amal Elgkl lxWnsion -------------------------- Cl,dver(s -------------------------------------------------------------------------------------------------------------------------- Culvert Brudge , lmia BridgcRepkicumew ¢-md Road Realignmunt , FA 13ndges Kunble Brid c Replkwenwnl N,Wpcs M�,yloon Nidg�-, Rqthwonvnt -------------------- Brid,go ------------------------------------------------------------------------------------------ Viennn lindgQ Minor ROubiliuminn Brud&es I em�., Bridge Ruplucememit fIndges SparU Line Bridge Minur RulialbilliUition N idges Mug Bridge Replacamm Hhdgc Fdoi Bridtiv Slruenmfl Painlingr ............................................................................................................................................................................................................................................................... findges PlAmure Midge M-uulujal Runruipind Nnh? Deck Bm idges Port BuIvell Dee,, Mirlb, DvWp,v� k)mt lflridg� Rcpl�iwnww. cinJ Rawl R�alipnvvwvl DILLON CONSULXING Location Expenditure DtItturl/Duimi ch ------------- S200ADO ----------- Ayhuor $75,004) ......................... ........................................ . Vil I i (us .............................................................. $175,000 wn,/DiunwO I S, W0,040 ------------------------------ -------------------------- $200,000 ............................................................... Muhibidc S50,00) Ayfiner $70o,040 ...................................................................... MI J"Ihidv ...................................................................... - S500,000 .............................................................. weld Elgin S350ADO Vllrious $1.10010 .................................................................................................................................... Varimh, S27. ,4411'14 ...................................................................... ('0111111 Elgin - S850,040 ----------------------------------------- Vmlou, ----------------------------------- 5200,000 .................. ............................................... . DuRiwich .............................................................. $2500K) .................................................................. - - sx-55,mlo ("amal Elgkl SIOOOJAH) ------------------------------ Hayhuun -------------------------- $350,040 ................. .................................................... Soullmuld .............................................................. $200,0(N) Cenlral Elgin Haybnm ...................................................................... 13flyllimil .............................................................. S 1,000,000 IL,i),hawn S'750,040 Dium al $4j)OO,Mg) Geographic Information System (GIS) w DILLON CONSULXING ...... . ......... . cAx [P! le "Y" I w DILLON CONSULXING k 0 .71 ap lucll�" 31 Rud DILLON CONSULXING Create T�,U, 1 C2 L I Lo r r< rw yaw N.,tm CONS „ LXINCB Financh IV %.olLl CiLC;%Vy Brief overview Strategy described in details in the AMP Report DI MON CONS „ LXINCB Financh IV %.olLi CiLC;%Vy Yearly Budgeted Expenditure for Road Network IDILJJON CONSULXING Financing Sl, aLC7yy Funding Sources ❑ General Tax Revenue ❑ Federal Gas Tax ❑ Assessment Growth ❑ New Tax Base ❑ Debt Financing CONS AXINCB Financing Sl, aLUyy Road Network ❑ Proposed 10 year capital expenditure is adequate to maintain the level of service Bridges and Culverts ❑ Shortfall identified initially based on the bi- yearly OSIM condition survey will li es but DI LLON CONS AXINCB DI LLON CONS „ LXINCB nmnmym^�n.�nm�nm kT. THOMAS - ELGIN ONTARIO WORKS 423 Talbot Street St. Thomas Ontario REPORT TO ELGIN COUNTY COUNCIL FROM: Elizabeth Se n,AchngDirectnr St. Thomas-Elgin Ontario Works SUBJECT: 2014 Ontario Works Budj_131W3= THAT: Report [YW(02-14 of the Acting Director of 5t Thomas-Elgin Ontario Works be received for information. The Ontario Works Department delivers social services in three main areas: (l) income and employment assistance (known aS Ontario Works) (I) subsidized child care /3\ social and affordable housing As the provincially-designated Consolidated Municipal Service Manager for social services, the [bv of St. Thomas, through the Ontario Works Department, provides these services to low- income residents of both the City and the County. Tn follow up from the Acting Director's 2013 year-end review presented to County Council in March, this report provides highlights Vfthe 2Ol4 Ontario Works budget as approved by City Council nn March 31,2O14.A copy Of the Department's approved budget is attached. The County shares social services costs in accordance with a City/County cost-sharing agreement. The following chart compares the 20I3 and 2014 County share of social assistance costs. At this point in time, the figures reflect approved City budgets. That being said, the 3014 cost-sharing formula has been based on preliminary discussions between City and County administration related toa proposed revised cost-sharing agreement. The net reduction in the County share is $266,987 in lOI4aS compared to 20I3. Final approval of the new cost-sharing provisions is subject to City and County Council endorsement. $3,208,311 $2,941,324 The budgeted 2014 County share represents a decrease of 8.32% in County costs as compared to the 2013 budget. The decrease is due for the most part to the proposed change in the County cost- sharing formula and the provincial upload of direct benefit costs. Final year -end County costs are adjusted to reflect actual program costs; in 2013, the actual County cost was $3,089,425. Overall, the net 2014 Ontario Works Department budget is projected to decrease by about 3 %. The decrease represents the net bottom -line cost to the City compared to 2013 after provincial and County cost- sharing. 2014 Budget Review - Ontario Works: • Projected caseload numbers were unchanged from the past several years at 1,700 on average per month. The actual average monthly caseload in 2013 was 1,668 households. It is assumed this projected average will be sufficient to absorb an anticipated increase in the number of people who become eligible for assistance due to changes which took effect on September 1, 2013 when the personal asset limit increased from $606 to $2,500 for singles and from $1,043 for couples plus $500 for each dependent to $5,000 for couples plus $500 for each dependent. • The provincial upload of direct benefit costs continues until 2018. In 2014, the provincial share of direct benefits increased to 88.6% (85.8 °l in 2013). The upload results in net savings to the City of about $313,000 as compared to the 2013 cost sharing. The savings are passed on to the County by way of reduced program costs. • Negotiations continue with local funeral directors who have requested an increase over the $3,500 maximum rate approved by City Council in December 2012. Funeral costs for indigent residents of St. Thomas and Elgin County are paid through the Ontario Works program as "discretionary benefits ". • A gross amount of $80,000 was included in the Employment Related Expenses category for 47 Increase 1 2013 Budget 2014 Budget (Decrease) $1,097,193 $727,326 ($369,867) $109,719 $364,934 $255,215 $1,206,912 $1,092,260 ($114,652) $204,077 $137,865 ($66,212) $20,408 $107,899 $87,491 $224,485 $245,764 $21,279 $1,615,392 $1,375,469 ($239,923) $161,522 $227,831 $66,309 $1,776,914 $1,603,300 ($173,614) $3,208,311 $2,941,324 The budgeted 2014 County share represents a decrease of 8.32% in County costs as compared to the 2013 budget. The decrease is due for the most part to the proposed change in the County cost- sharing formula and the provincial upload of direct benefit costs. Final year -end County costs are adjusted to reflect actual program costs; in 2013, the actual County cost was $3,089,425. Overall, the net 2014 Ontario Works Department budget is projected to decrease by about 3 %. The decrease represents the net bottom -line cost to the City compared to 2013 after provincial and County cost- sharing. 2014 Budget Review - Ontario Works: • Projected caseload numbers were unchanged from the past several years at 1,700 on average per month. The actual average monthly caseload in 2013 was 1,668 households. It is assumed this projected average will be sufficient to absorb an anticipated increase in the number of people who become eligible for assistance due to changes which took effect on September 1, 2013 when the personal asset limit increased from $606 to $2,500 for singles and from $1,043 for couples plus $500 for each dependent to $5,000 for couples plus $500 for each dependent. • The provincial upload of direct benefit costs continues until 2018. In 2014, the provincial share of direct benefits increased to 88.6% (85.8 °l in 2013). The upload results in net savings to the City of about $313,000 as compared to the 2013 cost sharing. The savings are passed on to the County by way of reduced program costs. • Negotiations continue with local funeral directors who have requested an increase over the $3,500 maximum rate approved by City Council in December 2012. Funeral costs for indigent residents of St. Thomas and Elgin County are paid through the Ontario Works program as "discretionary benefits ". • A gross amount of $80,000 was included in the Employment Related Expenses category for 47 the Bridges Out 0fPoverty initiative. Bridges is strategy designed to improve the lives of people living in poverty, led by a coalition of community agencies. Ontario Works funding will help support two "Getting Ahead" workshops and two "Circles" programs in 2014 to help Ontario Works recipients move off assistance and into employment or further education. p Training continues for Ontario Works staff in the province's new social assistance technology system called "SAMS" (Social Assistance Management System). The province has provided $66,900 to the Ontario Works Department to help with training costs. It is anticipated the new system will "go Uve"this fall. � Staff is investigating the possibility of opening two satellite offices to serve clients in the east and west ends of the County. A recommendation will be submitted for City Council's approval later in the year if the proposal proves to be feasible. $6,000 has been included in the Office Space Rental line to cover anticipated costs, which are shared 50/50 with the Province. LNUM 0 A 5% increase in subsidy was approved for Elgin and St. Thomas Housing Corporation. The Housing Corporation is funded on the basis of a break-even budget approved by the corporation's Board of Directors. The City subsidy /[od-Shared with the County) makes up the shortfall between projected revenues (based ongeared-tn-incorne rents) and estimated expenses. Of total of 530 units of housing owned by the Housing Corporation, I25 units are located in the County (80 in Aylmer, 10 in Rodney, and 25 in West Lorne). m The 13 other private non-profit social housing providers in St. Thomas and Elgin County are funded under either a legislated funding formula using benchmarked costs and revenues or in accordance with the terms of an Operating Agreement. Overall, subsidy costs are expected 1Odecrease by1.5%|n 2U14 based on subsidy estimates. 0 Half of the salary and benefits costs for one Housing Program Coordinator and the full salary cost of the second Housing Program Coordinator are offset by administrative or program funding provided by the Province through the Community Homelessness Prevention Initiative /CHP|\or Investment in Affordable Housing (IAH)programs. 0 The cost of the Housing Development Consultant is fully funded using administrative dollars provided through the Canada-Ontario Investment in Affordable Housing Program. * $916,588 in provincial CHP| funding for the period April 1, 2014 to March 31, 2015 will be used, in part, to support agencies which provide services to prevent homelessness such as Inn Out Of The Cold homeless shelter, YWCA 5t. Thomas Elgin women's residence and transitional housing services for young nn8n and young women, Second Story on Talbot transitional housing for adult men, and Fresh Start Maternity Supports vvhich provides housing and support for women and their babies. ° About $43[\UOOin CHP| funds was invested into the Ontario Works HeLP program (Housing Links for People) to help low-income households with rent and hydro arrears. * A new delivery system for residential care homes was implemented on April 1, 2014; this service is now delivered by Canadian Mental Health Association Elgin Branch. [MHA Elgin oversees applications processing, applicant needs assessment, and placement ofresidents as well as ongoing monitoring of Standards of Care at residential care homes which provide board and lodging for individuals who require supervision of their daily living activities. 3 • The child care division enters the second year of the new provincial funding formula. Total funding from the Province of $4,932,563 is an increase of $318,474 over the 2013 allocation. The funds are used, for the most part, to provide general operating grants for child care providers in St. Thomas and Elgin County and to provide child care fee subsidies for qualifying families. • Service Managers may use up to 10% of the total allocation ($493,256) to pay for child care division administration costs such as salaries, benefits, consultants, office supplies and equipment. The City is required to cost-share the first $131,000 after which the balance is 100% provincially funded. To take advantage of the 100% provincial funding available, City Council approved the creation of a new "Children's Services Community Planner", a two- year contract position to focus on the development of a community plan for integrated children's services as required in the Ontario Early Years Policy Framework. The successful candidate, Lizz Ketchabaw, began work on May 26, 2014. Council's acceptance of this information report is respectfully requested. Submitted by Sebes n rectV.-I 4 2013 2013 2014 201312014 ACTUAL ANNUAL VARIANCE ANNUAL BUDGET CHANGE DESCRIPTION YTD BUDGET % BUDGET ($) REVENUE 05/15/14 12:25 PM Page: 77 67111 EXPENSES 61-1-01-0-0000-3010 Reg Full-time Wages $287,342 $277,777 3% $291,807 $14,030 5% 61-1-01-0-0000-3029 Salary Distributions (377,408) (366,566) 6% (374,643) (18,077) 5% 61-1-01-0-0000-3120 All Statutory Benefits 22,635 19,358 17% 20,081 723 4% 61-1-01-0-0000-3130 All Employer Benefits 37,309 30,336 23% 32,076 1,739 6% 61-1-01-0-0000-3135 OMERS 30,122 29,096 4% 30,679 1,583 5% 61-1-01-0-0001-4280 Staff Mileage 262 0% 0% 61-1-01-1-0000-4173 Office Equipment- Rental/Lease 5,021 10,500 -52% 10,000 (500) -5% 61-1-01-1-0000-4175 Office Equipment - Purchases 18,000 -100% 10,000 (8,000) -44% 61-1-01-1-0000-4249 Telephone Services 16,453 16,500 0% 18,000 1,500 9% 61-1-01 - 1- 0000.4257 Regular Postage /Courier 34,027 30,000 13% 40,000 10,000 33% 61-1-01-1-0000-4275 Photocopying Expense 8,717 6,000 45% 9,500 3,500 58% 61-1-01-1-0000 -7046 Administrative and Accommodation Allocation (413,875) -100% (380,625) 33,250 -8% 61-1-01-1-0001-3211 Clothing Aflowance 300 -100% 300 0% 61-1-01-1-0001-4023 Association Membership Fees 9,549 12,600 -24% 10,000 (2,600) -21% 61-1-01-1-0001-4051 Advertising and Marketing Soo -100% 500 0% 61-1-01-1-0001-4160 Office Equipment Maint/Repalr 1,200 -100% 1,200 0% 61-1-01-1-0001-5010 General Supplies 6,148 15,000 -59% 10,000 (5,000) -33% 61-1-01-1-0001-5011 Office Supplies 22,387 20,000 12% 36,000 16,000 80% 61-1-01-1-0001-5510 Books & Subscriptions 895 1,500 -40% 1,000 (500) -33% 61-1-01-1-0001-7046 Administrative Allocation (346,423) 0% 0% 61-1-01-1-0003-4035 Emergency Planning 12,500 -100% (12,500) -1()0% 61-1-01-1-0004-4169 information Systems/Technology 48,423 68,150 -29% 30,000 (38,150) -56% 61-1-01-1-0005-4280 Travel 1,658 3,000 -45% 3,000 0% 61-1-01-1-0005-4281 Training & Development 5,150 7,000 -26% 7,000 0% 61-1-01-1-0006-4025 Medical/Physical Fitness 125 -100% 125 0% 61-1-01-1-0006-4040 Legal Fees - Administration 6,379 5,000 28% 7,000 2,000 40% 61-1-01-8-0000-4120 Janitorial Cleaning 11,943 14,000 -15% 13,000 (1,000) -7% 61-1-01-8-00004171 Building Rent/Lease 94,311 95.000 -1% 95,000 0% 61-1-01-8-0000-4177 Building Operating Costs 72,937 72,000 1% 74,000 2,000 3% 61-1-01-8-0000-5012 Building MainVRepair Supply 433 3,000 -86% 3,000 0% 61-1-01-8-0000-5013 Janitorial Supplies 1,729 2,000 -14% 2,000 0% TOTAL EXPENSES (1) 1 -200% (1 (2 -200% TOTAL ADMINISTRATION (1) 1 -200*/* (1) (2) -200-A EMPLOYMENT AND INCOME SUPPORT REVENUE 61-2-01-0-0003-9040 MCSS - AdministratiordCOA 1,170,354 1,233,531 -5% 1,285,437 51,906 4% 61-2-01-1-0001-9515 Wage Recovery 2,438 0% 0% 61-2-01-2-0000-9040 MOH - Homemakers Funding 6,153 16,800 -63% 3,200 (13.600) -81% 61-2-01-3-0001-9040 MCSS - Domiciliary Hostels 106,500 -100% (106,500) -100% 61-2-01-3-0002-9040 MCSS - Energy Emergency Funding 14,590 8,390 74% 9,000 610 7% 61-2-01-4-0000-9040 MCSS - Assistance Subsidy (Form 3028) 10,766,785 12,252,412 -12% 12,655,633 403,221 3% 61-2-01-5-0000-9513 County of Elgin- Cost Share Subsidy 980,132 1,097,193 -11% 727,320 (369,867) -34% 61-2-01-5-0000-9520 County of Elgin - Admin Subsidy 98,013 109,719 -11% 364,934 255,215 233% 61-3-01-1-0000-9515 Misc. Recoveries 155 0% 36,600 36,600 0% 61-3-01-1-0003-9040 Outcome Based Funding 1,067,064 1,090,225 -2% 1,095,982 5,757 1% 61-3-01-1-0009-9040 MCSS - LEAP Incentives Subsidy 0% 1,000 1,000 0% TOTAL REVENUE 14,105,684 15,914,770 -11% 16,179,112 264,342 2% EXPENSES 61-2-01-0-0000-4035 Emergency Planning 10,229 0% 7,500 7,500 0% 61-2-01-0-0000-5011 Office Supplies 10,124 16,000 -37% (16,000) -100% 61-2-01-0-0001-4169 Administrative and Accommodation Allocation 297,924 355,933 -16% 327,338 (28,595) -8% 61-2-01-1-0000-3010 Reg Full-time Wages 1,641,065 1,808,297 -9% 1,824,376 16,079 1% 61-2-01-1-0000-3011 Reg Part-time Wages 192,939 200,000 -4% 200,000 0% 61-2-01-1-0000 -3090 Ofr 329 0% 0% 61-2-01-1-0000-3120 All Statutory Benefits 149,752 145,127 3% 161,689 16,562 11% 61-2-01-1-0000-3130 All Employer Benefits 223,858 211.306 6% 231,551 20,245 10% 05/15/14 12:25 PM Page: 77 67111 05/15/14 12:25 PM Page: 78 51 2013 2013 2014 201312014 ACTUAL ANNUAL VARIANCE ANNUAL BUDGET CHANGE DESCRIPTION YTD BUDGET % BUDGET ($) _f1j.- 61-2-01-1-0000-3135 Omers $172,356 $174,869 _1% $189,707 $14,838 8% 61-2-01-1-0000A025 Medical/Physical Fitness 450 -100% 450 0% 61-2-01-1-0000A059 Contracted Employee 10,358 20,000 A8% 20,000 0% 61-2-01-1-0000-4280 Staff Mileage 1,976 4,000 -51% 4,000 0% 61- 2 -01 -1- 0000-4281 Staff Training & Development 23,937 27,000 -11% 27,000 0% 61-2-01-1-0001-3211 ClothinglUniform Allowance 300 -100% 300 0% 61-2-01-1-0001A023 Association Membership Fees 75 250 -70% 250 0% 61-2-01-1-0001-4040 EIS Legal Expenses 1,182 2,500 -53% 2,600 0% 61-2-01-1-0002-3029 Salary Distributions - Administration 323,850 306,647 6% 322,193 15,546 6% 61-2-01-1-0003-1075 Contracted Services 0% 6,000 6,000 0% 61-2-01-1-0003-4280 Accerta Costs 12,600 11,000 15% 13,500 2,500 23% 61-2-01-2-0000 A340 OW Income Mica Homemakers (80% AND 100 8,725 21,000 -58% 4,000 (17,000) -81% 61-2-01-3-0001-4370 Domicibary Hostel 136,500 -100% (136,500) -100% 61-2-01-3-0002A311 Energy Emergency Expenses 14,590 8,390 74% 9,000 610 7% 61-2-01-4-0000A311 O.W. Allowances 12,282,852 13,522,500 _9% 13,522,500 0% 61-2-01-4-0000-4313 Reimbursements (306,145) 0% 0% 61-2-01-4-0000A314 Family Resp Centre Recoveries (158,509) 0% 0% 61-2-01-4-0000A370 Personal Needs Subsidy 2,000 -100% 2,000 0% 61- 2- 01-4- 0000-4380 Transition Child Benefits 105,172 140,000 -25% 105,000 (35,000) -25% 61- 2- 01-4 - 0002-4333 Prosthetic Appliances 27,882 30,000 -7% 30,000 0% 61-2-01-4-0002A336 Dental Services 150,394 80,000 88% 150,000 70,000 88% 61-2-01A-0002A339 Funeral 138,053 190,000 -27% 190,000 0% 61- 2 -01-4- 0002-4370 Other- Health/Non Health related 125,662 160,000 -21% 160,000 0% 61-2-01-4-0003A333 Prosthetic Appliances for Dep Children 8,479 5,500 54% 9,000 3,500 64% 61-2-01-4-0003A336 Dental Services for Dependent Children 92,434 120,000 -23% 95,000 (25,000) -21% 61-2-01-4-0003-4351 Diabetic Supplies 1,485 2,200 -33% 2,000 (200) _9% 61-2-01-40003-4352 Medical Transportation 97,730 80,000 22% 100,000 20,000 25% 61-2-01A-0003A370 Other- Full Time Employment 14,989 24,000 -38% 20,000 (4,000) -17% 61-2-01-8-0000-7045 City O/H Allocation 230,044 230,044 0% 234,645 4,601 2% 61-3-01-1-0003A375 ERE - Addiction 1,500 -100% 1,500 0% 61-3-01-1-0005-4352 CPE Transportation 8,672 7,500 16% 9,000 1,500 20% 61-3-01-1-0006-4352 ERE - Transportation 90,469 120,000 -25% 95,000 (25,000) -21% 61-3-01-1-0006-4372 ERE - Supplies & Services 180,031 68,000 165% 150,000 82,000 121% 61-3-01-1-0007A385 ERE - Employment Placement Incentives 3,515 10,000 -65% 5,000 (5,000) -50% 61-3-01-1-0007A387 ERE - Self Employment Fee 6,295 12,000 -48% 7,000 (5,000) A2% 61-3-01-1-0009A382 ERE - Leap Supports 1,925 4,000 -52% 2,000 (2,000) -50% 61-3-01-1-0009-4389 Leap incentives 745 1,000 -26% 1,000 0% 61-3-01-2-0001-4390 Goods & Services Sponsor Community Particip 232 0% 0% TOTAL EXPENSES 16,198,275 18,259,813 -11% 18,241,999 (17,814 0% TOTACNEMPLOYMENT AND INCOME 61UP 2,092,591 2,345;043 -11% 2,062,887 (282,166) 4 r1a CHILD CARE REVENUE 61-4-01-1-0000-9040 MCYS - Childcare Administration 131,401 131,401 0% 131,401 0% 61-4-01-1-0000-9515 Misc. Recoveries - Administration 48,026 0% 0% 61A-01-1-0001-9515 Wage Recovery 129 0% 0% 61A-01-2-0002-9040 EDU 80/20 Funding 2,262,602 2,296,989 _1% 2,296,989 0% 61A-01-3-0010-9040 MCYS - Best Start - Planning Funding 23,900 23,900 0% (23,900) -100% 61-4-01-3-0012-9040 A665 - MEDU Stablization 100% Prov Revenue 680,300 -100% (680,300) -100% 61A-01A-0000-9040 EDU 100% Funding 2,089,873 1,438,167 45% 2.475,902 1,037,735 72% 61A-01-4-0010-9040 Capital Retrofit 67,232 67,232 0% 52,171 (15,061) -22% 514-01-5-0000-9513 County of Elgin - Cost Share Subsidy 196,927 204,077 4% 137,865 (66,212) -32% 61-4-01-5-0000-9520 County of Elgin - Admin Subsidy 19,693 20,408 4% 107,899 87,491 429% TOTAL REVENUE 4,839,783 4,862,474 0% 5,202,227 339,753 7% EXPENSES 614-01-0-0000 -4051 Advertising, Marketing & Prom. 25 -100% 25 0% 614-01-0-00014051 Administrative and Accommodation Allocation 24,250 28,971 -16% 26,644 (2,327) _8% 614-01-0-0006-4025 Professional Fees Allocation 2,931 0% 0% 614-01-1-0000-3010 Reg Full-time Wages 130,417 180,079 -28% 188,630 8,551 5% 61-4-01-1-0000-3011 Reg Part-time Wages 60,820 0% 0% 61-4-01-1-0000-3120 All Statutory Benefits 14,800 14,035 5% 14,489 454 3% 614-01-1-0000-3130 All Employer Benefits 20,660 21,588 -4% 21,776 188 1% 614-01-1-0000-3135 Omers 14,852 17,851 -17% 14,577 (3,274) -18% 61-4-01-1-00004025 Medical/Physical Fitness 125 -100% 125 0% 614-01-1-00004280 Staff Mileage 1,596 1,800 -11% 1,800 0% 614-01-1-0000-4281 Staff Training & Development 2,042 2,000 2% 2,000 0% 614-01-1-0001-3211 Clothing Allowance 150 -100% 150 0% 61-4-01-1-0001-4040 Childcare Legal Fees 1,342 1,000 34% 1,000 0% 61-4-01-1-0002-3029 Salary Distributions- Administration 26,779 24,960 7% 26,225 1,265 5% 05/15/14 12:25 PM Page: 78 51 05115/14 12:25 PM Page: 79 61 2013 2013 2014 201312014 ACTUAL ANNUAL VARIANCE ANNUAL BUDGET CHANGE DESCRIPTION YTD BUDGET % BUDGET -An.- 61-4-01-2-0001-4340 Special Needs Costs $471,039 $471,000 0% $471,000 0% 61-4-01-2-0001-4341 General Operating Grant Costs 2,250,970 1,895,005 19% 2,471,914 576,909 30% 61-4-01-2-0002-4340 DNA Fee Subsidy 1,686,493 2,100,000 -20% 1,700,000 (400,000) -19% 61-4-01-2-0003-4344 Ontario Works Childcare Formal 267,671 325,000 -18% 270,000 (55,000) -17% 61-4-01-2-0003-4345 Ontario Works Childcare informal 1,531 5,000 -69% 5,000 0% 61-4-01-2-0004-4346 Resource Centre Funding - EACL 31,801 31,982 _1% 31,982 0% 61-4-01-20006-4390 Pay Equity Childcare Centres 55,346 -100% (55,340) -100% 61-4-01-2-0007-4341 Capacity Building Expense 38,233 0% 40,554 40,554 0% 61-4-01-3-0010-4340 Best Start - Planning Implementation Expenses 23,900 23,900 0% 23,900 0% 61-4-,01-3-0011-4340 Extended Day Fee Subsidy 187,989 87,000 116% 275,000 188,000 216% 61-4-01-4-0010-4340 Capital Retrofit Expense 54,016 67,232 -20% 52,171 (15,061) -22% 61-4-01-8-0000-7045 City O/H Allocation 23,004 23,004 0% 23,464 460 2% TOTAL EXPENSES 5,337,136 6,377,053 _11% 5,662,426 286,373 5% TOTAL CHILD CARE 497,353 614,579 -3% 460,199 (54,*0-) -11% SOCIAL HOUSING REVENUE 61-5-01-0-0001-9040 AHP Admin Funding 36,017 129,785 -72% 70,800 (58,985) -45% 61-5-01-0-0005-9515 AHP Home Ownership Recoveries 20,000 -100% (20,000) -100% 61-5-01-0-0015-9040 AHP Rental Unit Construction Funding 880,000 1,165,000 -24% 180,000 (985,000) -85% 61-6-01-0-0020-9040 Provincial Affordability Payment funding 241,656 241,656 0% 241,656 0% 61-5-01-0-0030-9040 Debenture Funding 514,190 -100% 495,305 (18,885) -4% 61-5-01-1-0001-9075 Federal Non-Specific Grant 933,000 933,001 0% 918,294 (14,707) -2% 61-5-01-1-0003-9040 SCRSP - Strong Communities Rent Supplernen 203,734 203,734 0% 203,734 0% 61-5-01-1-0004 -9040 Rent Bank Subsidy 9,228 -100% (9,228) -100% 61-5-01-1-0005-9040 Housing Allowance Subsidy 54,295 47,643 14% 34,290 (13,353) -28% 61-5-01-1-0008-9040 Housing November event - revenue Soo 0% 0% 61-5-01-1-0009-9040 CHPI Funding 1,058,910 1,078,903 -2% 906,410 (172,493) -16% 61-5-01-5-0000-9513 County of Elgin - Cost Share Subsidy 1,631,509 1,615,392 1% 1,375,469 (239,923) -15% 61-5-01-5-0000-9520 County of Elgin - Admin Subsidy 163,151 161,522 1% 227,831 66,309 41% 61-5-01-1-0000-7029 Transfer from Working Reserve 14,000 -100% (14,000) -100% TOTAL REVENUE 5,202,772 6,134,054 -15% 4,653,789 (1,480,266) -24% EXPENSES 61 -5-01- 0-0000 -3010 Reg Full-time Wages 125,867 118,626 6% 212,840 94,214 79% 61-5-01-0-0000-3120 All Statutory Benefits 7,741 7,749 0% 14,653 6,904 89% 61-5-01-0-0000-3130 All Employer Benefits 11,916 12,172 -2% 31,265 19,093 157% 61-5-01-0-0000-3135 Omers 13,566 12,845 6% 23,313 10,468 81% 61-5-01-0-0000-4023 Association Membership Fees 860 800 8% 850 50 6% 61-5-01-0-0000 -4026 Medical/Physical Fitness 125 -100% 125 0% 61-5-01-0-0000-4075 Development Consultant 23,977 34,800 -31% 34,800 0% 61-5-01-0-0000-4077 AHP Program Delivery Expenses 1,000 -100% 1,000 0% 61-5-01-0-0000-4179 Contracted Services 68,302 50,951 34% 5,600 (45,351) -89% 61-5-01-0-0000-4280 Travel 496 3,000 -83% 3,000 0% 61-5-01-0-0000-4281 Staff Training & Development 2,109 3,000 -30% 3,000 0% 61-5-01-0-0000-5010 Goods & Services 8,381 1,500 459% 1,000 (500) -33% 61-5-01-0-0001-4051 Administrative and Accommodation Allocation 24.250 28,971 -16% 26.644 (2,327) -8% 61-5-01-0-0001-7015 Transfer from Reserve (8,268) 0% 0% 61-5-01-0-0002-3029 Salary Distributions - Administration 26,779 24,960 7% 26,225 1,265 5% 61-5-01-0-0003-7015 Rent Bank Reserve Trfr from Reserve (9,268) 0% 0% 61-5-01-0-0005-4075 AHP Home Ownership Program 10,000 20,000 -60% 10,000 (10,000) -50% 61-5-01-0-0005-7011 AHP Home Ownership Trfr to Reserve 240 0% 0% 61-5-01-0-0005-7015 AHP Home Ownership Trfr from Reserve (10,000) 0% (10,000) (10,000) 0% 61-5-01-0-0005-7411 AHP Home Ownership Interest (240) 0% 0% 61-5-01-0-0010-3025 Home Repair Admin Expenses 15,434 -100% (15,434) -100% 61-5-01-0-0010-3029 Salary Distributions - Home Repair (15,434) -100% 15,434 -100% 61-5-01-0-0010-4075 Home Repair Expenses 60,971 33,000 85% 22,118 (10,882) -33% 61-5-01-0-0010-7015 Transfer from Reserves (60,971) 0% (22,118) (22,118) 0% 61-5-01-0-0015-4075 AHP Rental Unit Construction 823,000 1,166,000 -29% 342,000 (823,000) -71% 61-5-01-0-0015-7011 AHP Rental Unit Construction Trfr to Reserve 57,000 0% (162,000) (162,000) 0% 61-5-01-0-0020-4075 Provincial Affordability Payment 261,794 241,656 8% 241,656 0% 61-5-01-0-0030-4301 Debenture Expense 514,190 -100% 495,305 (18,885) -4% 61-5-01-1-0000-4301 Service Manager Subsidy - Non Profit Providers 3,248,350 3,321,972 -2% 3,270,974 (50,998) -2% 61-5-01-1-0001-4301 Service Manager Subsidy - Federal Providers 94,324 94,324 0% 88,004 (6,320) -7% 61-5-01-1-0002-4301 ESHC Subsidy 1,461,824 1,383,934 6% 1,450,007 66,073 5% 61-5-01-1-0003-4301 OCHAP CHSP Rent Supplement 61,893 60,000 3% 65,000 5,000 8% 61-5-01-1-0003-4303 Provincial Rent Supplement 216,665 219,000 _1% 215,000 (4,000) -2% 61-5-01-1-0004-4050 Help program expenses 110,329 0% 400,000 400,000 0% 61-5-01-1-0004-4303 Rent Bank Initiative 9,228 9,228 0% (9,228) -100% 61-5-01-1-0005-4303 Housing Allowance Program Expenses 54,295 47,643 14% 34,290 (13,353) -28% 05115/14 12:25 PM Page: 79 61 61-5-01-1-0009-3025 CHPI Admin Expenses 61-5-01-1-0009-3029 Salary Distributions - CHPI 61-5-01-1-0009-4311 CHPI Expenses 61-5-01-1-0009-7015 CHPI Transfer from Reserve 61-5-01-8-0000-7045 City 0/1-1 Allocation TOTAL EXPENSES TOTAL SOCIAL HOUSING aww ,, �*� UMMA 61-6-01-0-0000-9010 ESHC Non-Specific Grant CMSM 61-6-01-0-0000-9340 ESHC Rental Revenue 61-6-01-0-0000-9514 Tenant Recoveries 61-6-01-0-0000-9516 Sundry Revenue 61-6-01-0-0000-7411 investment Income 61-6-01-0-0000-7991 Bad Debts 61-6-01-0-0030-9010 Debenture TOTAL REVENUE 61-6-01-0-0000-4065 Sundry Services 61-6-01-0-0001-4042 Auditing & Accounting 61-6-01-0-0001-4043 Consultants - Legal 61-6-01-0-0001-4051 Advertising 61-6-01-0-0001-4160 Equipment Rental - Non Owned 61-6-01-0-0001-4171 Building Rental 61-6-01-0-0001-4174 Computer Lease 61-6-01-0-0001-4247 Postage /Courier 61-45-01-0-0001-4249 Telephone 61-6-01-0-0001-5011 Office Supplies 61-6-01-0-0001-6810 Office Furniture Purchases 61-6-01-0-0001-7490 Bank Charges 61-6-01-0-0001-7910 Administration Expense 61-6-01-0-0010-7310 Debenture Expense 61-6-01-1-0000-3010 Reg Full-time Wages 61-6-01-1-0000-3120 All Statutory Benefits 61-6-01-1-0000 -3310 From Workers Compensation 61-6-01-1-0000-4280 Staff Mileage 51-6-01-1-0000-4281 Staff Training & Development 61-6 -01-2-0010-4141 Building Maintenance/Repair 61-6-01-2-0010-4190 City Own Property Taxes 61-6-01-2-0010-4212 Liability Insc. Premiums 61-6-01-2-0010-5410 Electricity (Hydra) 61-6-01-2-0010-6415 Water 61-6-01-2-0010-5421 Natural gas - heating 61-6-01-2-0010-6025 Capital Asset Repairs TOTAL EXPENSES TOTAL S.S. - ONTARIO WORKS 2013 2013 6% 2014 201312014 ACTUAL ANNUAL VARIANCE ANNUAL BUIDGETCHANGE YTD BUDGET % BUDGET ($) -f�L $61,678 $43,545 42% $58,406 $14,861 34% (91,838) (43,545) 111% (128,406) (84,861) 195% 886,904 1,035,358 -14% 620,457 (514,901) -50% 24,000 -46% 0% (130,860) (130,860) 0% 15,162 15,162 0% 15,465 303 2% 7,667,316 8,460,966 -11% 7,169,613 IIL301,363 j -16% 2,36*,-S" 2,326,912 2% 2,606,824 178,912 8% 1,461,824 1,383,934 6% 1,450,007 66,073 5% 1,823,267 1,781,563 2% 1,775,579 (5,984) 0% 24,000 -100% 29,250 5,250 22% 39,614 -100% 37,278 (2,336) -6% 6,655 3,650 82% 2,350 (1,300) -36% (40,477) (52,600) -23% (28,600) 24,000 -46% 514,188 514,190 0%, 495,305 (18,885 -4% 3,765,457 3,694,361 2% 3,761,169 66,818 20/0 750 -100% 750 0% 24,038 -100% 9,000 (15,038) -63% 23,164 6,500 256% 10,000 3,500 54% 660 400 66% 700 300 75% 35,158 7,650 360% 6,830 (820) -11% 51,991 60,500 -14% 60,970 470 1% 33,726 -100% 34,850 1,124 3% 4,100 -100% 4,700 600 15% 18,805 19,350 -3% 14,950 (4,400) -23% 17,553 6,200 183% 6,200 0% 443 0% 0% 4,408 4,750 -7% 4,800 50 1% 8,700 -100% 8,700 0% 514,188 514,190 0% 495,305 (18,885) -4% 680,900 499,590 36% 630,093 30,503 6% 159,517 -100% 188,878 29,361 18% 15,038 -100% 15,981 943 6% 7,061 7,000 1 % 7,500 500 7% 4,693 6,000 -22% 5,250 (750) -13% 690,873 632,820 9% 637,010 4,190 1% 741,398 740,774 0% 741,075 301 0% 75,927 74,623 2% 75,927 1,304 2% 336,819 300,144 12% 345,000 44,856 15% 89,049 97,001 -8% 95,000 (2,001) -2% 53,769 54,850 -2% 56,0()0 1,150 2% 418,598 416,140, 1% 405,700 (10,44 -3% 3,765,457 3,694,351 2% 3,761,169 66,818 2% 4,964,_487 -3% 6V 05/16/14 12:25 PM Page: 80 450 Sunset Drive, Suite 228, St. Thomas, ON N5R 5V1 Tel: 519- 633 -0114 Fax: 519- 633 -6082 President: Fons Vandenbroek fonsheathera( .hotmail.com Secretary- Administrator Roberta Gillard office( a�elainfarmers. ca May 22, 2014 Mark McDonald County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mr. McDonald, The Elgin Federation of Agriculture (EFA) is the largest organization for Elgin County farmers, representing over 1100 family farms as a voice to government at all levels. As part of our role in supporting the policies put forward by the Ontario Federation of Agriculture (OFA) we take an interest in the preservation of agriculturally zoned land. As such we are taking a renewed interest in the land division process in our County. As a number of Federations of Agriculture do, the EFA is now receiving correspondence from the Land Division Committee to review requests so we may comment if any conflicts appear in relation to the future use agricultural land. The EFA appreciates and supports the Land Division Committee and its process. The members are fully educated and trained as to the County Official Plan and to the priorities laid out in the Provincial Policy Statement. The members make their recommendation in a non - political environment as they are not current elected councilors. We would like to request an opportunity to address County Council during its meeting on Tuesday, May 27th, on the discussion around changes to the Land Division process. Our president, Fons Vandenbroek, and Vice President, Donna Lunn would appreciate the opportunity to speak during this discussion. We support Elgin County's Land Division committee to oversee land division requests from all townships. Respectfully signed, Elgin Federation of Agriculture President — Fons Vandenbroek FV:JL Farmers Working for Farmers 54 REPORTS OF COUNCIL AND STAFF May 27, 2014 Staff Reports —(ATTACHED) Deputy Director of Engineering Services — Asset Management Plan Deputy Director of Engineering Services — Award of Quotation — Chatham Street (CR #39) Slope Drainage Deputy Director of Engineering Services — Award of Tender — Administration Building Parking Lot — Storm and Sanitary Sewer Replacement Chief Administrative Officer — Land Division Committee — Responses from Elgin Municipalities Chief Administrative Officer— Restricted Acts after Nomination Day (September 12, 2014) (Lame Duck) Manager of Planning — 2014 Provincial Policy Statement Manager of Planning —Approval for Official Plan Amendment No. 3, Part of Lot 14, Concession 9, 9823 Yarmouth Centre Road, Municipality of Central Elgin, File No.: CE- OPA3 -14, Owner: Stephen Michael Pineo Manager of Planning —Approval for Official Plan Amendment No. 12, West Part Lot 5, Registered Plan 164, 37 Water Street, Town of Aylmer, Ministry File No.: 34 -OP- 12000 -012, Owner: Rob and Rose Ann Kuiper Manager of Planning —Approval for Official Plan Amendment No. 13, Lots 9, 10, 21 and 22, Registered Plan 164, 344 Talbot Street East, 249 and 253 Sydenham Street, Town of Aylmer, File No.: AY- OPA13 -14, Owner: Aylmer Full Gospel Church Accessibility Coordinator — Accessibility Coordinator Training Services Accessibility Coordinator — Accessibility Plan — Annual Status Report Director of Homes and Seniors Services — Southwest Local Health Integration Network/Adult Day Program Re- design New Fee Structure Director of Community and Cultural Services — Laserfiche Run Smarter Award Director of Community and Cultural Services — Renovations to the John Kenneth Galbraith Reference Library, Dutton Director of Community and Cultural Services — Completion of Renovations to Port Stanley Library Director of Financial Services — Capping and Clawback Director of Financial Services — April YTD Budget Performance 55 , / N REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services DATE: May 15, 2014 SUBJECT: Asset Management Plan INTRODUCTION: The Ministry of Infrastructure has provided funding to municipalities to create a comprehensive Asset Management Plan (AMP). Future provincial capital funding is conditional on municipalities ensuring their AMP's contain specific data and strategies defined in the Province's "Building Together: Guide for Municipal Asset Management Plans ". In 2013, the County retained Dillon Consulting Limited through a Request for Proposal (RFP) process to develop the County's AMP with asset data already maintained by the County in order to meet the province's mandate. The County's AMP is complete and is presented to Council for adoption. DISCUSSION: Staff has been collecting asset information for many years in order to recommend the best infrastructure investment decisions to Council. The Ministry of Infrastructure has prescribed specific information to be included in a municipality's AMP in order to be eligible for future capital funding programs. Staff has been working with Dillon Consulting to develop an Elgin County Asset Management Plan that meets the province's requirements. Dillon Consulting Limited has collected the County's asset information for roads, bridges and large culverts. Detailed inventory data, condition ratings and financial investment strategies previously approved by Council were compiled into one comprehensive plan. A working software database and basic geographical information system (GIS) also forms part of the plan and can be built upon to provide additional functionality in the future. The consultant has valued existing county road assets at $350 million and bridge and large culvert assets at $170 million thereby totaling the value of existing transportation assets at over a half a billion dollars. These values are consistent with previous reports and studies. Investment scenarios were calculated using the 10 -year business plan adopted by Council, which increases capital spending for roads and bridges by $400,000 per year until 2020 plus 2% inflation annually. The plan has verified that this financial strategy will maintain the County's transportation assets in their current condition into the future. The financial strategy is based upon current identified needs and does not accommodate future growth (i.e. traffic signals), additional assets (bicycle lanes), and unforeseen investment requirements (i.e. road slope failures). 56 The consultant has confirmed that existing investment priorities and proposed methods of renewal will extend lifecycles in the most cost effective manner (i.e. preventative maintenance). To achieve these goals, the correct action must be made to the proper candidate road at the most appropriate time in order to maximize the asset's lifecycle at the lowest cost. The county continues to employ methods such as: crack sealing, microsurfacing, asphalt recycling, slip lining of culverts, etc., to achieve these goals. The 10 -year business plan adopted by Council prioritizes investments in road infrastructure during the first 10 years of the plan with some investment in bridges. In future years and as road needs are addressed, spending on bridges will increase. The rationale for this approach considers the current condition of bridges, the longer Iifecycle of bridges and the fact that the cost of bridge work today is higher than normal due to significant provincial investment in bridges at this time, keeping bridge contractors busy. The County's Asset Management Plan will be made available on the County's website and a paper copy can be reviewed in the Engineering Services Department. CONCLUSION: The province has prescribed specific information to be included in municipality's asset management plans in order to be eligible for future capital funding programs. The county retained Dillon Consulting Limited to compile and present the county's asset management data in a format that satisfies the province's requirements. The completed plan has confirmed that existing priorities, renewal methods and financial strategies previously adopted by Council should maintain the county's transportation assets in their current condition over the long term. Staff recommends to revisit and update the County's Asset Management plan in five year's time. RECOMMENDATION: THAT the County of Elgin Asset Management Plan be adopted. All of which is Respectfully Submitted, Peter Dutchak Deputy Director of Engineering Services Clayton Watters Director of Engineering Services 57 Approved for Submission, Mark G. McDonald Chief Administrative Officer I�� REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services Mike Hoogstra, Purchasing Coordinator DATE: May 9, 2014 SUBJECT: Award of Quotation — Chatham Street (CR #39) Slope Drainage INTRODUCTION: As part of the approved 2014 Capital Budget, a Request for Quotation was issued to three bidders as per the County's Procurement Policy for the Chatham Street (County Road #39) Slope Drainage project, Contract No. 6090- 14 -01. The bids received were over the allocated budget for this project and Council approval is required in order to proceed with the contract award. DISCUSSION: Three Bidders were invited to submit a bid for this project in the Municipality of Bayham (Community of Port Burwell). All three (3) invited companies submitted bids for this Request for Quotation which closed on May 8, 2014. Bids were received as follows: Company Bid Price (exclusive of taxes) Birnam Excavating Ltd. $85,643.37 Gary D. Robinson Contracting Ltd. $88,075.00 Dufferin Construction Company $154,500.00 Birnam Excavating submitted the lowest compliant bid for the project at a total price of $85,643.37, inclusive of a $2,500 contingency allowance and exclusive of HST for the supply of labour, equipment and materials to install a storm sewer drainage system along Chatham Street. The lowest submitted bid is not within budget estimates. The total amount allocated for this project was $65,000.00 resulting in a shortfall. A summary of the costs are outlined below: Description Amount Construction $85,643 37' HST Payable $1,508.00 Engineering $10,000.00 Total Project Amount: x`,11 Approved Budget $65,000.00 Additional Funding Required $32,151 ., W The increase in project costs are attributable to an increased scope of work that was identified after detailed engineering and bore holes were completed. Additional length of storm sewer to be replaced, the addition of a culvert to be rehabilitated and an increased depth to which the system must be installed contributed to the increase in cost for the project. Staff are recommending that the additional funding required for this project in the amount of $32,151 ., be re- allocated from the Eden Line Rehabilitation Project (6200- 14 -01). There is sufficient funding available in the Eden Line project to fund the shortfall. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10 %, and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10 %, the Director will prepare a further report to Council outlining the expenditures. RECOMMENDATION: THAT Birnam Excavating Ltd. be selected for the Chatham Street (CR #39) Slope Drainage, Contract No. 6090 -14 -01 at a total price of $$85,643 3. ,, inclusive of a $2,500 contingency allowance and exclusive of H.S.T; and, THAT additional funding required in the amount of $32,151 ., be re- allocated from the anticipated surplus from the Eden Line Rehabilitation Project, Contract No. 6200 -14 -01 to Contract No. 6090- 14 -01; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contracts. All of which is Respectfully Submitted Peter Dutchak Deputy Director of Engineering Services Mike Hoogstra Purchasing Coordinator Clayton Watters Director of Engineering Services 59 Approved for Submission Mark G. McDonald Chief Administrative Officer Ire' REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services Mike Hoogstra, Purchasing Coordinator DATE: May 2, 2014 SUBJECT: Award of Tender —Administration Building Parking Lot —Storm and Sanitary Sewer Replacement INTRODUCTION: As part of the approved 2014 Capital Budget, a tender was advertised and issued as per the County's Procurement Policy for the Administration Building Parking Lot — Storm and Sanitary Sewer Replacement, Contract No. 2660- 13 -06. DISCUSSION: A total of twenty one (21) companies downloaded / picked up documents for this project. Four (4) companies submitted bids for this Tender which closed on April 23, 2014. Bids were received as follows: Company Bid Price exclusive of taxes Greenfield Contracting $192,520.00 AAR -Con Excavating $212,920.35 Birnam Excavating $218,015.54* All Season Excavating $249,745.00 * Corrected Bid Price Greenfield Contracting submitted the lowest compliant bid for the project at a total price of $192,520.00, inclusive of a $15,000 contingency allowance and exclusive of HST for the supply of labour, equipment and materials to replace the existing storm and sanitary sewers located in the rear parking lot at the County Administration Building. The lowest submitted bid is within budget estimates. This project has been scheduled to be completed when the POA Court is not in session to minimize disruption of services. The work will be completed in two stages to minimize the construction area and limit the number of parking spaces occupied by the work. Staff has devised a plan to ensure sufficient parking spaces will remain for Administration Building staff, tenants and visitors with this proposed staging. Notices and specific directions will be circulated to staff and tenants prior to construction. Once this project is completed, the entire parking lot will be paved under the Hot Mix Asphalt Paving contract previously approved by Council. .E As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10 %, and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10 %, the Director will prepare a further report to Council outlining the expenditures. RECOMMENDATION: THAT Greenfield Contracting be selected for the Administration Building Parking Lot — Storm and Sanitary Sewer Replacement Tender, Contract No. 2660 -13 -06 at a total price of $192,520.00, inclusive of a $15,000 contingency allowance and exclusive of H.S.T; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. All of which is Respectfully Submitted Peter Dutchak Deputy Director of Engineering Services Mike Hoogstra Purchasing Coordinator Clayton Watters Director of Engineering Services 61 Approved for Submission Mark G. McDonald Chief Administrative Officer E�, REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald, Chief Administrative Officer DATE: April 15, 2014 SUBJECT: Land Division Committee — Responses from Elgin Municipalities INTRODUCTION: At its February 2014 meeting, County Council directed that a letter and staff report be sent to each municipal partner to determine each Council's preference for the operation of the Land Division Committee. The attached staff report described the various options available through legislation and the letter requested a response by no later than April 15, 2014. Those responses are attached for council's consideration. DISCUSSION: The approval of the County's first ever Official Plan and the establishment of a county planning function a few months ago has necessitated a review of the operation of the Land Division function. That review included a survey of municipal preferences against the available options. CONCLUSION: The municipalities have provided commentary and a preferred option as detailed in the attached responses. County Council has an opportunity to respond to this feedback in light of the options permitted through legislation. RECOMMENDATION: As directed by Council. All of which is Respectfully Submitted, Mark G. McDonald Chief Administrative Officer W Section 56 (1) of the Planning Act gives upper -tier municipalities the authority to appoint, by by -law, a Land Division Committee consisting of no less than 3 members. Section 54 (1) gives the upper tier Council the authority to delegate consent - granting authority to lower tier municipalities. The by -laws to delegate such authority may include conditions such as — local municipality shall have an official plan and zoning by- law and the ability to undertake such responsibilities. Section 69 (1) of the Planning Act allows municipal Councils to establish a tariff of fees for the processing of applications made in respect of planning matters, which tariff shall be designed to meet only the anticipated cost to the municipality or to the committee of adjustment or land division committee constituted by the council of the municipality.. Chatham -Kent, Norfolk and Oxford Counties have Land Division Committees. Chatham -Kent and Norfolk are single tiers and Oxford is a restructured County with authority over infrastructure and all have centralized planning functions. These Counties are probably not good comparators for Elgin. Middlesex is a two -tier County and does not have a Land Division Committee. Consent - granting authority was delegated to each local lower tier municipality in the early 1980's 63 after the local municipalities had their official plans approved by the Province. Every local municipality in Middlesex County maintains a Committee of Adjustment and administers the consent - granting authority in compliance with Planning Act legislation and accompanying regulations. Lambton County, a two tier system, maintains a Land Division Committee but this committee only has consent - granting authority for two rural municipalities. The remaining lower tiers have been delegated such authority over a number of years. i .' - • on 101 Uri 61 • r • Centralized administration • Cost effective • Arms length review of applications • Revenue (as set by tariff of fees) to County Advantages of delegating - 3 !A to Lower Tier • Local knowledge • Revenue (as set by tariff of fees) to local municipality • Existing Committees already established to process Minor Variances • Professional planning advice available Disadvantages ® Local knowledge may be lacking in some cases Disadvantages ® Application costs may increase depending on local volumes • Local decision - making may come under greater scrutiny • May require hiring additional staff Maintain the Land Division Committee Delegate authority to a committee of Council Delegate authority to a County officer Delegate authority to local municipal Councils Delegating authority to local municipalities gives local Councils the authority to further delegate to a Committee of Adjustment or to an appointed officer. Issues to Consider for Lower Tier Municipalities While a number of local municipalities have the staff and the capabilities to take on delegated authority the costs of additional responsibilities may be prohibitive unless a certain volume of consent applications is maintained. For the more rural municipalities where the number of applications may be lower, the costs could be higher and reflected in higher application fees. This could result in non- standard fees across the County. The question that must be answered is: What would County Council do if it was asked to delegate consent - granting authority to any one of Elgin's seven lower tier municipalities? Would Council delegate to only those municipalities that request or would they divest themselves of the Land Division Committee and delegate authority to all local municipalities? •* Would Council decide to maintain a centralized Land Division Committee? If County Council decides to divest itself of the Land Division Committee and delegate consent - granting authority to the lower tier municipalities there are a number of items that need to be considered: ® Cost/benefit to decentralizing consent - granting authority ® Capacity of local municipalities to take on additional responsibilities ® The County will continue to be a commenting agency for all local applications, and will need to provide input on County Road matters and on the new County Official Plan It is recommended that County Council maintain the Land Division Committee for the following reasons: • A centralized committee is more cost effective than seven local committees of adjustment. • Local municipalities may not have the capacity to take on such additional responsibilities • The County of Elgin will have a full -time planner on staff by 2012 that will be required to provide planning advice to the Land Division Committee. • The County of Elgin has an experienced Secretary- Treasurer who would continue to administer the application process. All of which is Respectfully Submitted Steve Evans Manager of Planning 65 Approved for Submission Mark G. McDonald Chief Administrative Officer 450 Sunset Drive, l st Floor, St.Thomas, Ontario N5R 5V1 P:519.631.4860 F: 519.631.4036 April 29th, 2014 Mark G. McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mr. McDonald: Re: Land Division Committee - Future Plans Please be advised that Council discussed your correspondence respecting the above noted matter at their meeting dated Monday, April 28th, 2014 and the following resolution was passed: THAT: The Council of the Corporation of the Municipality of Central Elgin supports maintaining the current Land Division Committee, as per correspondence received from the County of Elgin dated February 19th, 2014. Please feel free to contact me at the municipal office should you have any questions Yours truly, e Dianne Wilson Deputy Clerk i In `�fl \ 4 F 1NP Ur,F CC Q < $ A vx m n 998 March 14, 2014 County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Attn: Mark McDonald Dear Sir: 1.1.1 , V'1:9 RE: LAND DIVISION COMMITTEE __ ir:ltils�kc Please be advised that your report regarding future consideration for the Land Division Committee was reviewed by Council at their meeting held on March 13, 2014. Council supports status quo for the Land Division Committee. Should you have any questions please contact the undersigned. Yours truly, J A6 Norma I. Bryant, HonBA, AMCT Clerk 22413 Hoskins Line, Box 490, Rodney, Ontario NOOCO TeL (519) 785 -0560 Fox: (519) 785 -0644 From: Nancie Irving [nirving @town.aylmer.on.ca] Sent: March 11, 2014 11:49 AM To: Danial Dale; Steve Evans Cc: jreynaert @town.aylmer.on.ca Subject: Land Division Committee At the Town Council meeting held on March 10, 2014, Council received the attached communication, and resolved: The motion is Carried. Nancie J. Irving, CMO Clerk/Lottery Licensing Officer Town of Aylmer 46 Talbot Street West Aylmer ON N51-1 1J7 Ph 519- 773 -3164 Fax 519 -765 -1446 Email nirvincI6�town.aylmer.on.ca www.avlmer.ca .: 49r.4 IMIAD DATE: liar°ch 11, 2014 REPC12'i'o 0514 TO: Council C. Jen eynaert, Administrator . P PA _ . YY: ._il R..Vale hector of Pjannin and,Municipal a ices SUBJECT: .lama ivI ion Committee APPROVED., YES--w O -.® O ER At its March 101" meeting council received a report form the County of Elgin with respect to the future of Land Division Committee. For Council's information land severances were managed by the lower tier municipalities up until the early to mid 80's. There were a range of reasons for the shift to the upper tier but primarily it was seen as a means to bring a consistent, fair and impartial process to bear on all consents across the county. This current Land Division Committee structure has been the means by which all consents within the county are reviewed, debated and ultimately either approved or denied depending on the application, meeting the local requirements, having regard for Provincial Policy Statements on Planning and of course now ensuring compliance with the County Official Plan as it relates to severances. .• The committee is made up of representation from across the county with each member being assigned a specific region within the county for which they would review applications, visit the specific property In question and provide comment to the committee as a whole This approach is intended to provide an arms length and unbiased approach to the granting of consents. Within the report to County Council authored by Steve Evans, Manager of Planning, he sets out a number of pros and cons with each of the suggested options and for the most part staff concurs with Mr. Evans perspective on each of the suggestions. The one particular disadvantage noted in the report is one that for Aylmer is very real and that is the issue of staff resources. Currently staff field Initial calls and inquiries around severances and provide direction to the applicant. Staff also prepares a report to council with a recommendation on each application and on occasion if the situation demands, attends the Land Division hearing to speak to an application. This level of involvement alone represents a significant time consideration, by the Director of Planning, the Clerk as well as support staff, who are all currently dealing with relatively full slates. To assume responsibility for the management and delivery of the entire service would with all certainty require serious considerations around the issue of , additional staff support, and It is staff s opinion that the revenue potential based on historical data on the numbers of consent applications in Aylmer in any given year, would not In Itself fairly subsidize or even come close to supporting such a step. Accordingly, staff is recommending to council that based on the recommendation in the County Planning Report prepared by Steve Evans, and the four supporting reasons contained therein (copy attached) that in the matter of future considerations regarding Land Division Committee, that council advises the council of the County of Elgin that it wishes to maintain the status quo with regards to the provision of severances within the Town of Aylmer and throughout the county. 70 Excerpt from MINUTES OF REGULAR COUNCIL MEETING Monday, April 14, 2014 THAT Council for the Township of Southwold hereby advises Elgin County of their intention to continue with the Land Division Committee with the following considerations: a) THAT the County continue to have the County's Planner providing planning advice for applications at the Land Division hearings; b) THAT applicants continue to be required to meet with Township staff prior to submission of their Application to Land Division; C) THAT in one year's time, there will be a review of the process. 71 s �ti ' fi A COUNCIL T,I dnesday April 9"', 2014 7-710- J THAT the Council of the Municipality of Dutton /Dunwich recommends that the County of Elgin maintain the Land Division Committee; AND THAT there be equal representation on the Land Division Committee from each lower tier municipality within the County. Recorded Vote Yeas Nays I.Fleck _ D. McKillop D. Page B. Purcell _ C. McWilliam - Mayor Carried: Mayor Defeated: Mayor 72 March 24, 2014 Municipality of Ba ham P.O. Box 160, 9344 Plank Road, Straffordville, Ontario NOJ IY0 Tel: (519) 866 -5521 ® Fax: (519) 866 -3884 email: bayham @bayham.on.ca Mark Mc Donald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas ON N5R 511 Dear Mr. McDonald 17m Re: Land Division Committee Future Considerations L C..'6 This is further to your letter of February 19, 2014 regarding the future of the Land Division Committee function in the County of Elgin. Please be advised the Council for the Municipality at their meeting held March 20, 2014 passed the following resolution: "THAT Staff Report D2014 ®03 regarding the Elgin County band Division Committee be received; AND THAT the Council of the Municipality of Bayham supports the option as recommended in the County Staff Report dated March 31, 2011 updated February 11, 2014 that the County maintains the Land Division Committee." Council would be interested in revisiting this issue at the time of the next County Official Plan Review. Trusting this is all that you require for presentation at the April 22, 2014 meeting. Yours truly I Yargaret Underhill Planning Coordinator /Deputy Clerk File: D10.GEN 73 87 John Street South Aylmer ON N51-1 20 Telephone: 519- 773 -5344 Fax: 519- 773 -5334 www.malahide.ca March 24, 2014 County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Attention: Mark McDonald A proud tradition, a brightfuture. At its regular meeting held on March 20, 2014, the Malahide Township Council considered your correspondence, dated February 19, 2014, regarding the future of the Land Division Committee. We wish to advise that the Malahide Township Council recommends that the consent granting powers under The Planning Act relating to severances be delegated to the lower tier municipalities. Please submit this information to the County Council for review and consideration at it upcoming meeting to be held on April 22, 2014. If you require any further information in the interim, please contact me directly. Yours very truly, TOWNSHIP OF MALAHIDE ax M. CASAVECCHIA- SOMERS, D.P.A., C.M.O., CMM III Chief Administrative Officer /Clerk <J: p ) A'; ' 1 i 1' ! ' i k. i DLO l`i 74 � , REPORT TO COUNTY COUNCIL ., FROM: Mark G. McDonald, Chief Administrative Officer DATE: May 9, 2014 SUBJECT: Restricted Acts after Nomination Day (September 12, 2014) (Lame Duck) INTRODUCTION: Section 275 of the Municipal Act, as amended, provides that actions of councils shall be restricted after the first day of the election period that the new council will include less than three quarters of the members of the outgoing council. September 12, 2014 at 2:00 p.m. is Nomination Day. These restricted acts involve being unable to: employ, dismiss or suspend any employee of the corporation; dispose of any real or personal property of the municipality which has a value exceeding $50,000; and, make any expenditure exceeding $50,000 that was not already included in the 2014 budget. DISCUSSION: It should be noted that this Section of the Municipal Act is designed to "moderate" the behaviour of outgoing councils by ensuring that certain acts are not permitted just prior to leaving office. It also prevents an outgoing council from committing anew council to major or significant projects, presumably with a large price tag, and then vacating office and responsibility for such actions. Section 275 (6) of the Municipal Act, as amended, does however permit councils to delegate the authority for these acts to persons prior to nomination day. At present, there are races for county seats in many municipalities and perhaps retirements. Therefore, it is very likely that County Council will be "Lame Duck" on the first day of the election period. It would be prudent to delegate these otherwise restricted acts for business continuity to persons within the corporation at this time. A by -law outlining this delegated authority is attached to the agenda package. This delegated authority was also done in 2010 prior to that municipal election. RECOMMENDATION: THAT the necessary by -law be prepared delegating authority to municipal officials in the event that council's actions become restricted under Section 275 of the Municipal Act, as amended. All of which is Respectfully Submitted, Mark G. McDonald Chief Administrative Officer 75 m/ 1"' , . �%4 REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: May 13, 2014 SUBJECT: 2014 Provincial Policy Statement INTRODUCTION: The 2014 Provincial Policy Statement (PPS) came into effect on April 30, 2014 and replaces the PPS issued on March 1, 2005. The 2014 PPS is the culmination of a comprehensive, 5 year review of the former, 2005 Provincial Policy Statement. Elgin County Council made its first submission on the PPS five -year review to the Ministry of Municipal Affairs and Housing in October 2010 and a second submission in November 2012. The Ministry established two working groups to review and refine the new PPS. The Manager of Planning participated in the General Working Group and others took part in the Northern and Rural Working Group. Over the last year the MMAH combined the groups into a larger unit which provided input at meetings in Toronto and by teleconference. On February 28, 2014 the Warden was circulated a copy of the 2014 PPS along with complementary draft documents that affect planning in Northern Ontario and rural Ontario. BACKGROUND: The Provincial Policy Statement is issued under section 3 of the Planning Act and it provides policy direction on matters of provincial interest related to land use planning and development. A provincially -led planning system in Ontario requires that municipal Councils in exercising any authority that affects a planning matter "shall be consistent with" the 2014 PPS. The new Elgin County Official Plan acknowledges this legislative authority and implements the PPS at the County level. DISCUSSION: The 2014 PPS does not constitute a complete re -write of the 2005 PPS and many of the policies have not changed. However, there a several areas of the 2014 PPS that are of importance to Elgin County and warrant some discussion. The 2014 PPS makes a distinction between "rural areas" and "rural lands ". Rural areas now include rural settlement areas, rural lands, prime agricultural areas, natural heritage features and areas and resource areas. This change provides more flexibility to lands in southwestern Ontario that were classified only as prime agricultural areas in the previous 2005 PPS. 2. Elgin recommended that the province remove the five lot rule for new development in unserviced settlement areas. This change has been made and Policy 1.6.6.6 states: subject to the hierarchy of services provided in policies 1.6.6.2, 1.6.6.3, 1.6.6.4 and 76 1. 6.6.5 planning authorities may allow lot creation only if there is confirmation of sufficient reserve sewage system capacity and reserve water system capacity within municipal sewage services and municipal water services or private communal sewage services and private communal water services. The determination of sufficient reserve sewage system capacity shall include treatment capacity for hauled sewage from private communal sewage services and individual on -site sewage services. This means that limited development (no five lot limit) will be permitted in rural settlement areas where full municipal servicing is not available provided that there is confirmation of sufficient reserve capacities for the systems that are being proposed. Where there are no services within a settlement area, new development may be permitted through infilling and rounding out of existing development. This policy will apply to lots created by consent and it is suggested that conditions requiring such confirmation be included in Land Division Committee decisions. 3. Policy 2.3 — Agriculture replaces "secondary uses" with "on -farm diversified uses ". The new definition provides more flexibility and includes agri- tourism uses and does not restrict value -added agricultural products to the farm operation on the property. 4. There are no appreciable changes to the policy about a residence surplus to a farming operation except for Policy 2.3.4 c) 1. — which now states that a new surplus residence lot will be limited to a minimum size needed to accommodate the use and appropriate sewage and water services. GENERAL OBSERVATIONS: Part III of the 2014 PPS under the heading Geographic Scale of Policies states that the PPS recognizes the diversity of Ontario and that local context is important. The Province is providing some flexibility in this respect and suggests that not all policies will be applicable to every site, feature or area. Policy 1.2 Coordination has added policies encouraging coordination with Aboriginal communities as well as emergency management and other economic and social planning considerations to support efficient and resilient communities. The 2014 PPS supports the promotion of local food, energy conservation, the minimization of negative impacts from climate change and active transportation. The 2014 PPS also suggests that planning authorities should consider and promote archaeological management plans and cultural plans and should also consider the interests of Aboriginal communities in conserving cultural heritage and archaeological resources. Policy 2.3.2 now requires planning authorities to designate prime agricultural areas in planning documents. 77 Policy 2.1 requires the identification of Natural Heritage Systems on southern Ontario. (The Elgin County Official Plan states in Section D1.2 "It is a policy of this Plan that the establishment of natural heritage system be considered at the time of the next Official Plan Review'). The definitions section has been revised to include new definitions for Agri- tourism, Green Infrastructure, Habitat of endangered species and threatened species, On -farm diversified uses (formerly Secondary Uses) and Comprehensive Review which allows for less complex proposals for rural settlement area boundary expansions compared to urban settlement areas. The above constitutes the highlights of the changes that may have a direct impact in Elgin County. There are many other changes but many are of a technical nature. The policies of the 2014 PPS have been crafted carefully and as mentioned previously this document is not a complete re -write of the former 2005 PPS. It will take some time to become familiar with the changes and the various interpretations that go with any policy document. Overall, the new PPS is an improvement over the 2005 version as it provides more clarity in its policies and recognizes the complex inter - relationships in land use planning in a diverse province. CONCLUSION: The overall intent and purpose of the 2014 Provincial Policy Statement has not been dramatically changed from its predecessor. However the 2014 PPS reflects a more flexible approach and provides more clarity in its policy directions for planning authorities. RECOMMENDATION: THAT the report titled "2014 Provincial Policy Statement " dated May 13, 2014 from the Manager of Planning be received and filed. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer W , / N REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: May 15, 2014 SUBJECT: Approval for Official Plan Amendment No. 3 Part of Lot 14, Concession 9 9823 Yarmouth Centre Road Municipality of Central Elgin File No.: CE- OPA3 -14 Owner: Stephen Michael Pineo INTRODUCTION: This report will provide County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. County Council was assigned "Approval Authority" when the Elgin County Official Plan was approved by the Province on November 5, 2013. In accordance with Section 17 of the Planning Act the "Approval Authority" is required to make a decision in which it may approve, modify and approve as modified or refuse to approve part or parts of the plan. DISCUSSION: The lands that are the subject of this application for Official Plan Amendment approval are located at 9823 Yarmouth Centre Road in the Municipality of Central Elgin. The purpose of the Official Plan Amendment is to permit an exception to the "Major Industrial' policies of the Central Elgin Official Plan to allow a rural residential property containing two dwellings to be severed into two separate residential parcels. The subject lands are currently designated as "Major Industrial' which permits a full range of manufacturing, processing, warehousing etc. It is recommended by the Central Elgin Planning Office that this amendment take the form of an exception since the existing residential uses on the property pre -dates the Central Elgin Official Plan. The existing zoning on this property is Industrial (C1 -15) which permits a log accumulation yard and recognizes two existing detached dwellings. The log accumulation yard has ceased operation and the property is being used for residential use only. The owner resides in one of the two detached dwelling and other dwelling is rented out. The Elgin County Official Plan delineates the area within which the subject lands are situated as a site specific policy area that supports the Employment Area Designations of the Central Elgin Official Plan. A public meeting concerning this Official Plan Amendment was held on March 17, 2014 No members of the public attended and there were no written submissions received by the Clerk other than a planning report from he Central Elgin Planning Office that recommended an amendment providing an exception to the "Major Industrial' policies of the Central Elgin Official Plan. CONCLUSION: The Manager of Planning has reviewed File No.CE- OPA3 -14, along with the background material that was submitted by the Municipality. The residential uses on the subject lands are non - conforming uses that pre -date the Central Elgin Official Plan. An exception to the "Major Industrial' policies of the Central Elgin Official Plan as recommended by the Central Elgin Planning Office is appropriate under the circumstances. The Council of the Municipality of Central Elgin supports the recommendation and adopted this Amendment by By -Law No. 1702. There were no concerns raised from the public or from any Ministry or Agency. It is noted that Trillium Railway operates the rail line located adjacent to the subject lands and we understand that the line is used occasionally. It is not expected that this Official Plan Amendment and the resultant severance will have any impact on the rail line or conversely that the rail line will have any impact on the existing residential uses as the owner has no plans on making any changes to these residential uses. Based on the site - specific nature of this Official Plan Amendment the Manager of Planning has determined that a full circulation to ministries and agencies is not warranted. The Manager of Planning is satisfied that this Official Plan Amendment is consistent with the Provincial Policy Statement and conforms to both the County of Elgin and Municipality of Central Elgin Official Plans. RECOMMENDATIONS: THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No. 3 to the Municipality of Central Elgin Official Plan, File No.CE- OPA3-14 (Stephen Michael Pineo, 9823 Yarmouth Centre Rd.) and that staff be directed to provide notice of this decision in accordance with the Planning Act. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer :N MUNICIPALITY OF CENTRAL ELGIN OFFICIAL PLAN OWGINAL: i i i E CENTRAL ELGIN ANNI OFFICE a THE MUNICIPALITY OF CENTRAL ELGIN BY -LAW NO. 1702 Council of the Corporation of the Municipality of Central Elgin, pursuant to Section 17(22) of Planning Act, R.S.O. 1990, as amended, hereby enacts as follows: 1. That Amendment No. 3 to the Municipality of Central Elgin Official Plane consisting of the attached Schedules and Explanatory Text, is hereby adopted. 2. This By -law shall come into force and take effect on the day of the final passing thereof. cted and passed this 24th day of March, 2014. William Walters 'N.- Leitch lerk I v EM TABLE OF CONTENTS STATEMENT OF COMPONENTS PART A - PREAMBLE TO AMENDMENT NO. 3 1. Location 2. Purpose 3. Basis PART B - THE AMENDMENT 1. Introductory Statement 2. Details of the Amendment 3. Implementation and Interpretation PART C - THE APPENDICES Appendix I: Appendix II: Appendix III: Appendix IV: Appendix V: Appendix VI: Location Plan Notice of Public Meeting Minutes of Public Meeting Planning Report Zoning By -law Amendment Proposed Severance t !Linicipiilil�r of Central Elgin Ad Wled By Council — March 24, 2014 Armendrrierd No_ 3 to the 6y -? ww No_ 1702 tatunicf{ral�,,y of Central Elgin Cfficia[ Man P[neo — 9823'Yarntiourth Centre Road EW STATEMENT OF COMPONENTS PART A - THE PREAMBLE - does not constitute .part. of this Amendment. PART B - THE AMENDMENT - consisting of the following text and schedules, designated Schedule "I" and Schedule "il ", constitute Amendment No. 3 to the Municipality of Central Elgin Official Plan. PART C - THE APPENDICES - do not constitute part of this Amendment. The appendices (I to VII) contain the background data, technical justification and public involvement associated with this Amendment. I, Donald N. Leitch, Chief Administrative Officer /Clerk of the Municipality of Central Elgin, do hereby certify that the following (Part B) is a true copy of Amendment No_ 3 to the Municipality of Centro, t1gin Official Plan, s adopted by the Council of the Corporation of the Municipality of Centr Elgin (By -law No./1702). Chief Administrative Officer /Clerk Mur 6paUity of Ce,-rAral EJgen Amendment No, 3 to the rutunisrd atity of Central Elgrn Offta;a'I star Adopted By Council — March 24, 2014 6y -lam No. 17112 Pinneo — °823 Yarmouth Centre Road :' PART A - PREAMBLE 1. LOCATION The property affected by this Amendment is approximately 22,795.4m2 (5.6 acres) in lot area and is located on the west side of Yarmouth Centre Road, just north of the Trillium Railway tracks. The subject property is known municipally as 9823 Yarmouth Centre Road, and may be legally described as Part of Lot 14, Concession 9, geographic Township of Yarmouth, now Municipality of Central Elgin. The location of the subject lands is shown in heavy solid lines on the Location Plan found in Appendix I to this Amendment. 2. PURPOSE The purpose of this Amendment is to permit an exception to the Major Industrial policies of the Official Plan in order to support a proposed severance to create two rural- residential lots, each containing one of two existing dwellings located on the subject lands. The amendment will permit the creation of the two proposed lots for continued residential use, notwithstanding the permitted uses of the Industrial designation. 3. BASIS The basis of this amendment is as follows: The applicant is proposing to file an application with the Elgin County Land Division Committee (LDC) to sever the subject lands into two rural - residential lots. Each lot is proposed to contain one of two existing dwellings currently located on the subject lands. It is proposed that the lots and dwellings will continue to be used for residential purposes. The subject lands are located within the "Major Industrial" designation in accordance with Schedule °K" — Employment Areas Land Use Plan, to the Municipality of Central Elgin Official Plan. The Major Industrial Policies of the Plan permit a full range of manufacturing, processing, assembling, storage and warehouselbulk storage of goods and materials, repair and service operations, intermodal trans - shipment facilities, municipal works yards and accessory uses. An amendment to the Official Plan is required to support the proposed severance of the subject lands. This amendment is for an exception to the Major Industrial policies to recognize the existing non- conforming uses and support the proposed severance. The lands are not proposed to be re- designated. - Surrounding land uses are predominantly agricultural to the north, east and west, with the Trillium Railway abutting the subject lands to the south. There is a Rural Municipality of Genfrai Eiger ATiendmp -Tit No, 3 to the f. funwJpahty of Ge nira{ Efg n official Man Adopted By Council - rich 24, 2014 By -law No. 1702 Pineo - 9823 Yarmouth Centfe Road Development Area enclave consisting of predominantly residential uses located to the south along Yarmouth Centre Road and along Tower Road to the southeast. A Location Plan showing the location of the subject property in relation to these surrounding uses is found in Appendix I, attached. The County of Elgin is the Approval Authority on matters of local Official Plan amendments and the proposed amendment must comply with the County Official Plan. The subject lands are located within the "Agricultural Area" in accordance with Schedule °A" - Land Use, to the County of Elgin Official Plan. The lands are also within the "Sine Specific Policy Area — Central Elgin Employment Area" in accordance with Figure 1 to the County Plan. The Site Specific Policy Area recognizes the underlying lower tier official plan designation and supports uses in accordance with the associated land use designations. The subject lands are located within the Industrial Zone 1 (C1 -15) of the Township of Yarmouth Zoning By -law No. 1998, as amended. The C1 -15 zone permits residential use, a log accumulation yard, office use in connection with the log accumulation yard, and accessory uses as the only permitted uses, and recognizes the two existing detached dwellings as being permitted. The applicant advises that the log accumulation yard has ceased operation. A zoning by -law amendment (see Appendix V) was approved by Council concurrent with this amendment in order to implement the proposed Official Plan amendment and severance, to recognize the existing dwellings on the proposed lots and establish site specific regulations governing use, lot size, frontage and building locations. A public meeting was held on the application on March 17r°, 2014 (see Notice of Public Meeting in Appendix II ). No correspondence was received and no one appeared to speak to the application (see Minutes of Public Meeting in Appendix III). Mu nicipa�iKiy of Ceatrat Elgin Arnem —iment No. 3 to the Municipality of Centrai Elain Ofif bal Plan Adopted By Cou,nbl —March 24, 2094 By -law No. 1702 Pineo — 9323 Ya rttoAth Centre Read E.Q. PART B — THE AMENDMENT INTRODUCTORY STATEMENT All of this part of the document entitled "Part B- the Amendment" consisting of the following text and Schedules constitutes Amendment No. 3 to the Municipality of Central Elgin Official Plan. DETAILS OF THE AMENDMENT 4.4.1.1 - (Exception — 9823 Yarmouth Centre Road) Notwithstanding the policies of Subsection 4.4.1, the lands numbered "3" and shown enclosed in heavy solid lines on Schedule "I" to this Amendment may be used for residential use. The use of these lands is subject to the following policies: (i) The lands be re -zoned to permit the use. (ii) The lands may be severed into two lots, each containing one of the two existing residential dwelling units, pursuant to Section 53 of the Planning Act, R.S.O., 1990, as amended." IMPLEMENTATION AND INTERPRETATION The implementation and interpretation of this Amendment shall be in accordance with the respective policies of the Municipality of Central Elgin Official Plan. Muni cicakt� of Cer..tral Elgin Amendment No, s to the Mani6palit ^y of Central Elgin Official Plan Adopted By Council — March 24, 20 -14 By -lave No_ 1702 P'fheo — 5823 Yarmopd lh Centre Road Schedule To The Official 'Plan of The Municipality of Central Elgin Employment Areas LAND, USE PLAN and Ufte Designation Major �a9 Cammer6al - �ndustri�,N flavuiol �ientage MENatuvat tl fi,,azand F,Lgr,Jl $eltlernent A^ -ea. NOTE: tlodffixation Fic,, 31 un,d er Sect o n 1 7� 34) of die Pfarmfog Act mpIR Legend MUMidpF.,3t BI CV irldaTv W•ter-courses Vvaterbod�es Provknicial Hjighwav; 3 �NEW) 4 1 N w A ?a 0 175 3 -5,0 Metres An 4'."1 m, F., 1 PART C - THE APPENDICES Appendix I: Appendix II: Appendix III: Appendix IV: Appendix V: Appendix VI: Municipafi)r of Central Elgm Amendment ado. 3 to the MUn�L, jpai'it�r of Cerjtral Elgin Official Plan Location Plan Notice of Public Meeting Minutes of Public Meeting Planning Report Zoning By -law Amendment Proposed Severance Adopted By Council —March 24, 2014 By -lawn No_ 1702 Pineo — 9823 Yarmo -jth Centre Road :• Quag ►l��r:�I LOCATION PLAN 8$munrc�pality al Central Elgin RmendrneM o_ 3 to the lumci- parity of Central Elgm Gfficial! Plan Adopted By Cound — March 24, 2o-i 4 By -law No. 1702 Pir o — 9823 Yarmouth Centre Road .l APPENDIXI 'TO THP OFMCM PLAN AMMMEN I TO THE MI INIMPALMY OT cmmm OW QM 0" PAN LOCATION PLAN 91 LEGEND: =1 Subject Lands mo 50 0 50 IM) 150 Mom APPENDIX II NOTICE OF PUBLIC MEETING Municipa y of Central Elgin Amendment No. 3 to the Municipality oI Central Eig'.n Official Plan Adopted ByC�ouncil— March 24, 2014 By-law No. 1702 Pineo, -9823 Yarmouth CenUe Road 92 AWNICIPALTTY OF CetiTRAL ELGIN PUBLIC IV TLYG CDNCIT G PROPOSED OMCIAL PLAN FEB 2 6 20 AND ZONLNG BY -LATE' _kNIENDIVIENTS 9823 Yarmouth Centre Road, Municipality of Central Elgin. TAKE NC TICE that pursuant to Subsection 17(15) and 34(12) of the Pla ?o ' :pct, R.S.O. 19 "9"C as amended the >� s r Cohn" l of the Corpo='Glt Of the Munic.P y oi` Qmtr i l ,ice will hold a Public Mead ng on the 17"' day of March 21114, ai ;":#5 P.M. in the Cijanneil01arnbers offtlrc County a +mdramiixresr =awa: n Baildirg,,1,=ted at 450 S=a Drive, St. Thomas to consider an arnendmerat to the Mnaicipal.nty, of C�ntral Elgin Official flan and the'l'ovra�sbi of Yarmouth By -Lang 1998. The purpose ofthe Public Meeting is to &Ebrd any perm ;hat attends an opportvn ity to make repTesentati m smith respw to the proposed amendrnertt . The subject lauds, which are located on the -,xest side of'Yannouth Centre Read_ north of Me Ttil.lipa ry, Ra µlsava, "r tracks, have approacurnateiy 213.64 rite s of Ewa tage on Ya rmicuth Centre Road and are approximately 22,795.41le (5.6 acres) in lo'k area (see Kglr Map below), d"tw?lrunkipally lmovm as 9823 Yarmouth Centm Raaa A they maybe legally des mriltnecl as being fart of 1�od 14, Concession 9, geographic Towio°tmshap of Yarmouth, also describe d, as Part 1 on Re:ferawe plan l IR -6976, Municipality of Central Elgin 1 - The subj ec� l Inds co=6n tw"r o ex,:&ing dwelling, mattsr ""rue of iaanhirw i u 5 occupied by'ihe aXilicsm and the other has bow icated cavt. The appliz anYt i s pMpcsing to ,cle acne appllcalian wlth the Elgin Count -y Land DN ,ion Comanimee to sn,cr the s bject lands into two lots, each containing one. of the existing dwelling& The subj ec �, lands are designated for ` : :or Indiug iaa' use in t "ae Mut aicipality of Cxmtral E"lp h d ili cl it plot aanil the existing re rdcnlial uses are ca.,*iiidered tDi be legal nrnt,..ccaerr ing The pioposal severance ^.wa n i1 etttstte two ruradl re,.sidetrtita,l lots, each containinl, one ofdh e twig riaYwan°eibngs. Since r"esid>ntip–T use is not pent fitted In the li"Iajor IndusUial desiguatiort an amendment to tthe Ofhriam,l Plan is required to support the proposed severance. It is recommended by s >lafl' that the amer'ndr^tierul take 6z form of aa e:vzxption to the polcr„ es of C e OlTicial Plan and not a change in tf'esignaficn, since the proposed rranidetnlial use of she existing daaaelltnng•, pre -dates the P yan. The su *cc' lands are lccA,, ed within the Indusui ;al Zone 1 (C1 -15) -of the Toix-mshir, of Yaa nmi ath Zo auntyµ By =l,a, w No. 19'98, as tanended. `Tbe C° 1 -15 z®, V r pJctrttpts rt s denta d use, a log au tmnratlat.aos� raxil, oP"e° use in comnet l earl % tit kf;.'ie lo; acrrurru,ration yard, and accimsairyp" w;es as the onlyp+ermitted uses, and rerognizes tVne two e sting detaaahed dv el ngs a,; being permitted. The l o accumulation yard has c4nsed op,=taom A zoning by- la",;, amc^nt3=nt is required 4%t order to implement thepropnssHtd Official plan araen.dmcnl b,° t�ecognizing Lite °Ming, rrxcllings on the proposed l is and e=bbs &°ling site spozitac regulations governing use, lot sane, frontage and biui ldi ;t?g locations. ANY iPER'SON OR PUBLIC BODY may afteD, d the Public tw wring and" "or randke vuitten or verbal represwu4_tumpnn either in suppon of, or in opposition to the proposed Official Ilan Amendment and Zoning; By-law Ar;;menca n:renL V a persc,6,1 or public body does not nAe oral submissions at a public meeting or make written sul'jniissans to the Munkipl tnly of Central Elgin before theprcposed Off cial Plat amendment is adopted or the, prep rased Zoning lay -lair is passed, the person or public body is not Ldtledl to appeal the decision, ofthe Council of the Municipal'rtyr alt" Centrral Egin to the Ontako Iv unicipal Board. If a person cis publio body dci root make os4l at a public ilia -Wong or a-lde written submissions to the lwrl ;uuiaicipali y, of Cc-.rtnl Ell gin bcliam thopmpoDed 011;cial Pl,_wi ii_rrta":.trtLment is adtipt,ed 0r tl e pmpuscd Zoning By lave is passed,, Uct'person cr pa"ti i he body may rs at be r4a, -Wed as a party to LLc hearing of arc appeal before the Gina­ Q i°alun cipal Board d nnac a ia the gpin;i „aft of the Boca rid, there are reasonable grounds to tuldl the person n or public body as a party. ADDII�O AL INFORMATION relating to the o mpo sod Official Plan a news nu-nL and, Zoniag By -law mneadme.tnt is avcil l le dr inspection daily' fnmtm Mortralay to Frid ,n,,,, bt:lsv= 9.00 All L and 4 :00 P.M. at the Planmii;ixg Of te. 9 Mondla min Stree4. St, `b`h mas. DATED M;','he Municipalit y of Central Elgiru, r=ocs 22`a day offebw -,Ty, 2014. Key Map (not to scale): Dinwmtne WEson, Lte ut:n Clcn�l's ; Municipality ofCent Ligin 450 Srtrir> , Drive, a Floor S”. T'hotrms„ D ahci s�i, 1�95IC 5T'` n SUBJECT 6 Tel: (519) 631X60, Ext. 286+ a -e 93 APPENDIX III MINUTES OF PUBLIC MEETING Mumciplity Of cervtraq Elgin ArneridnTent No- 3 to Me Munjc;Pality of Central Elgin Official Plan Adopted By Coun6l — March 24, 2014 By4aw No- 1702 Pineo — 9823 Yarmouth Centre Road M, Minutes of a Public Meeting for Proposed Official Plan and Zoning By -law Amendment with respect to property owned by Stephen Pineo, 9823 Yarmouth Centre Road held on Monday, March 17� 2014 at 7:15 p.m. in the Council Chambers. Present: Mayor B. Walters Deputy Mayor D. Marc Councillor S. Carr Councillor S. Marlyn Councillor R. Matthews Councillor R. McFarlan Councillor D. McNeil Staff: D. Leitch, CAOICIerk L. Perrin, Director of Physical Services K. DePrest, director of Financef-I reasurer J. MGCoomb, Planner, CEPO C. Dougall, Policy & Communication Analyst D. Wilson, Deputy Clerk Call to Order Mayor Walters took the chair and called the meeting to order at 7 :15 p.m. He indicated that this was a public meeting as required by the Planning Act to afford any person an opportunity to make representation with respect to a proposed Official Plan and Zoning By -law Amendment respecting 9823 Yarmouth Centre Road. An amendment to the Officlal Plan is necessary in order to support a proposed severance and a Zoning By -few Amendment is required in order to implement the proposed Official Plan Amendment by recognizing the existing dwellings on the proposed tots and establishing site specific regulations governing use, tot sze, frontage and building locations. 2. Disclosure of Pecuniary Interest or the General Nature Thereof Mayor Walters asked if any member of Council had a Disclosure of Pecuniary Interest conceming this proposal? None was declared. 3. Method of Notice Mayor Walters asked the Deputy Clerk what method of notice, and when was the notice given to the public for this meeting? D. Wilson, Ccrnmiitee Secretary, indicated that as per Regulations of the Planning Act, notice was mailed by Regular Post to every owner of land within 120 metres of the subject land on Friday, February 22nd, 2014; notice was physically posted to the property by municipal staff an that day as well as the municipal website. Notice was also published in the weekly CE Buzz advertisements. 4_ Presentation Mayor Wafters introduced J. McCoomb, Planner, CERO, to review the draft by -law. Jl MCC, oomb came forward to present the draft by -law. He advised that the subject lands contain hvo existing dwelling units, one of which is cccup�ed by the applicant and the other has been rented out He further noted that the applicant is proposing to fire an application with the Elgin County Land Division Committee to sever the subject lands into two lots, each containing one of the existing dwellings- J. McCoomb advised that the lands are designated for Industrial use and the existing residential uses are considered to be legal non - conforming. The applicant is seeking an exception to the policies of the Official Plan to support the proposed severance and also an amendment to the zoning by-law to recognize and permit the continued rural residential use of the existing dwellings. i Stephen Pineo, 9823 Yamiauth Centre Road —IDPr M— March 170i. 2014 95 5. Correspondence Mayor Wafters asked if any written submissions were received respecting the proposal. Q. Wilson advised that no correspondence has been received. 6. Questlons Mayor Walters asked if Council or staff had any questions with respect to the Official Plan and Zoning By -law Amendment? No questions were asked at this time. 7. Discussion Mayor Wafters advised that prior to opening the fioo.r to questions from the public he would ask that any person from the public who wishes further information on the actions of Council regarding the passing of the by-law on the proposed Official Plan and Zoning By-law Amendment, to sign their name, indicating their adds and postal code, on the attendance sheet located on the podium at the rear of the room prior to leaving the meeting_ Mayor Walters opened the floor to questions. No comments or questions came forward, He stated `Everyone has been given a fair opportunity to be heard, if there are no further questions, please be advised that any person wishing further information on the actfons of Council regarding the passing of a by-law on the proposed amendment, should leave a written request, including their name, address and postal code, with the Clerk prior to leaving the meeting. Adjoumment MayorWalters advised that the public meeting was concluded and Council will defer Gonslderatlon of the by -law until a subsequent meeting of Council. The meeting was adjourned at 7:20 p.m. 2 Stephen Pineo, 9823 Yanmuth Centre Road — Rr rZBA — March 17°, 2014 M APPENDIX IV PLANNING REPORT M u aicipality of Centrali Ek.p n Amendment No. 3 to the Municipafity of CentfaJ Og�ru 011ficpal Plan Adopted By Gound'I — March 24, 2014 By-law No. 1702 Pmeo — 9823 YaTrnoulh Centre Road 97 6 DATE: February 11' , 2014 PTO: His Worship the Mayor and Council PREPARED BY: Jim McCoomb, Planner Central Elgin Planning Department REPORT: CEP.14.14 CEPO FILE: Y2-03-14-,3-01-14 RJECT: Application to Amend the Municipality of Central Elgin Official Plan and the To:wnship of Yarmo-_it ~ By-law 1998 — Stephen Pineo, 9823 Yarmouth Centre Road ATTACHMENTS: Site Plan TO COUNCIL: February 18th, 2014 RECOMMENDATION: THAT Report CEP.14.14 be received,- AND THAT Council, pursuant to Seotions 22(6.1) and 34(10.4) of the Planning Act, R.S.O., 1990 as amended. directs the Clerk to notify the applicant (Stephen Pineo) that the information and material required under Subsections 22(4) an- (5) and 34(10,1) and (10.2) of the Act has Been provided and the application is thereby considered complete; AND THAT direction be given by Couricil to prepare site-specrlic draft amendments to the Official Plan and Zoning By-law 1998 , to support severance of two e)dsting dwellings and permit, continued rural residential use on lands located at 9823 Yarm, ouch Centre Road, which may be legally described as Part of Lot 14, Concession 9, geographic To,rMship of Yarmouth, now Municipality of Central Elgin; AND FURTHER THAT a date for a public meeting be established in accordance with Ontario Regulations 543106 and 545108 as amended. (Reco,171177 ended Date: M, arch 17th., 20'14 @ 7:15 P.M.) ANALYSIS: 1) Location: The subject lands, which are located on the west side of Yarmouth Centre Road, north of the TrWiLffn Railway tracks-, have approxiinately 213.64 metres of frontage on Yarmouth Centre 0-s- rtt ra I E19 in P �a n n 41@ Officee -I- Reg poff No,: CEP-14-14 •E.* Road and are approximately 22,795.4m2 (5.6 acres) in lot area (see Location Plan). Municipally known as 9823 Yarmouth Centre Road, they may be legally described as being Part of Lot 141 Concession 9, geographic Township of Yarmouth, also described as Part 1 on Reference Plan 11R -6976, Municipality of Central Elgin. 2) Proposal: The subject lands contain two existing dwelling units, one of which is occupied by the applicant and the other has been rented out. The applicant is proposing to file an application with the Elgin County Land Division Committee to sever the subject lands into two lots, each containing one of the existing dwellings. The lands are designated for Industrial use in the Municipality of Central Elgin Official Plan and the existing residential uses are considered to be legal non- conforming. The applicant is seeking an exception to the policies of the Official Plan to support the proposed severance and also an amendment to the zoning by-law to recognize and permit the continued rural residential use of the existing dwellings. 3) Existing Policies: Location Plan: a) Official Pian Policies: The subject lands are located within the Major Industrial designation in accordance with Schedule W' — Employment Areas Land Use Plan, to the Municipality of Central Elgin Official Plan. The Major Industrial Policies of the Plan permit a full range of manufacturing, processing, assembling, storage and warehousing /bulk storage of goods and materials, repair and service operations, intermodal trans - shipment facilities, municipal worms yards and accessory uses. The proposed severance will create two rural residential lots, each containing one of the existing dwellings. Since residential use is not permitted in the Major Industrial designation, an amendment to the Official Plan is required to support the proposed severance. It is recommended by staff that the amendment take the form of an exception to the policies of the Official Plan and not a change in designation, since the proposed residential use of the existing dwellings pre -dates the Plan. b) Zoning By -law No. 1998: The subject lands are located within the Industrial Zone 1 (C1 -15) of the Township of Yarmouth Zoning BY -law No. 1998, as amended_ The C1 -15 zone permits residential use, a log accumulation yard, office use in connection with the log accumulation yard, and accessory uses as the only permitted uses, and recognizes the two existing detached dwellings as being permitted. The applicant advises that the log accumulation yard has ceased operation. A zoning by -law amendment is required in order to implement the proposed Official Plan amendment and severance, to recognize the existing dwellings on the proposed lots and establish site specific regulations governing use, lot size, frontage and building locations. Central Elgin, Planning Ofriic—_ -2- Report ado.: CEP -14-14 9 • c) County of Elgin Official Plan: The subject lands are located within the "Agricultural Area' designation in accordance with Schedule "A" - Land Use, to the County of Elgin Official Plan. Notwithstanding, the lands are also within the "Site Specific Policy Area — Central Elgin Employment Area" in accordance with Figure 1 to the County Plan. The Site Specific Policy Area recognizes the underlying lower tier official plan designation and supports uses in accordance with the associated land use designations. The County is the Approval Authority on matters of local Official Plan amendments and as such will be circulated the proposed amendment to ensure compliance with the County Plan. Respectfully submitted: �Onner cGoom Central Elgin Planning Office 7 Approved for submission: Donald N. Leitch CAOIClerk Rep No.: CEP -14-14 100 L-E &E N b W Wf+1wf crm seek; C- 5 Shed - 3 S3owr•, ® SOO tte &It 10 be severed 'T-c la e r, i-o, i n 2 J ' � OC'i irlalf� J�Q }c,�'ncd Cacti Ir(.. AC-/�Z1CvL-TUXe Sl,'7 , i�el�h4= 4� a 'S14 SM` 17.7 r, ` 143 34m i aQm Yar rooull-A CeAlf e Road A C-R IC u L W �Q 101 \ x \ / \ / \ ax�.2 mb 63' %M $'o . 3 b O170� e 0 0 +7 O 0 b 0 8 0 0 0 APPENDIX V ZONING BY-LAW AMENDMENT Municipality of Central E1gin Amendment No. 3 to the Uunjcipaljhy of Central Eigin Official Plan Adopted By Councit — Ma rdh 24, 2014 By-law No. 1702 Pirieo — 9,823 Yafmcuth Centre Road 102 MUNICIPALITY OF CENTRAL ELGIN BY-LAW NO. 1703 A By-law to amend Toivmskp of Yarmoath Zoning By-law No. 1998 THE COUNCEI, OF THE CORPORATION OF THE 77VTUMCIPALM OF CENTRAL ELGIN ENIACTS AS FOLLOWS: 1. Towmsbip of Yamouth By-law No 74 is hereby reveale& 2. Township of YarmoWh By-law No. 1998 as amended is farthcr =ended byadding to Section 3, wbich Section Includes the Zoning Maps and Schedules, Schedule "A" to this By-law, wMch Scbedmle is attached to and foams part of this By-law, and such Schedule SJ11[l form part of By-law No. 1998 asamuded, and shall be known as '?&p Part I 5(as)' to B. IV-law No, 1998 as amended- 3. Township of Yannowh By4wv No. 1998 as amended is further mcrLd-,d by adding to Section 3, which Section includes the Zoning l4aps arad Sol ahhles, Schcdw e "B' to this By-law, which Schedule is attached to and forms pan of this By-law, mwd such Schedule shall foam part of By-law No. 1999 as amended., and FhA, be known as 'Map ?art 56(c)' to By-law No. 1998 as amended. 4. Township of YarinotlbL Zoning By -lava No. 1999 as am unded is further amended by designs ng ffie laads outlined in hnavysol. id hn-,,s on Schedules "A" and "B" hereto as "OS 1 -145 ", aid ffieprovisions of subsection 82.1 o"By-lavi No. 1999 as amended, shah apply to such lands, subject to the provisiors of Suction 5 of this By-law. 5. Township of Yarmouth By-lawl\o. -, 992 as amended is further amended by adding thereto, after subsection 822.144 and before Section 8 3 the follomimg new s0suction: "8.22.145 8.22.1451 Defmed _kre 8.2.21452 Only Pe Permitted Use: 8.2.2.145.3 Only Permitted Buildings and Structure`.: 82.2.145.4 Front Yard:- 9-2.2.1455 a-ceptkns- OS 1 -145, as shown on Zvilng Map, Parts 15(as) and 56(c). (a) R= al-Tasidential use. (b) Acces-sary usa& (a) One singe detached &fvelling cx isz?ug at the Lie of passing of this by-lavv, (b) Accessory buildiiV and structure& 15 Me�s. The provisiotis of subsections 8.2..1..1, 8'.,1.2, and 8.2.1,"1'.1 shall not apply to the area dew d by slabsection 8.2.2.145.1." 103 6. (a) If no notice of objection to this By-law is filed vvi h Cite Clerk of the Corporrtion of the Municipality of Cennal SI_gLn AviI in the time prescribed by' thw regtAafions, this B)-la,.v shaLl dmwcupon come into effect (b) If notioe of objection to this By-law is filed with the Clerk of the Corporation of the Municlm,, lit of Central Elg , �uii vqi thin th e, t! me prescribed teat Iffie ragula±i c ris, the By- law sW Llze submitted to the 0rAarioN4=*cipvA Board and the By-lawdoes not come into effect uatil approved by the Ontmio Munictal Board. R TL'NvTIFS Y PASSIED, this 74th day of I%Urch,;"4. E- eik ui� h eReilli 4z%en Clerk ma)mr 44 Iv No 104 TOWNS141P OF YARMOUTH BY-LAW No.1998 ZONING MAP AND SCHEDULES ION 3 MAP PART 15(as) k W_V�_VA rl E Ivi 441 ci > Z� 0, 0 -1 C, 0 1 °- -- ---- -- -_ --- - It tZ LL 6: u (3 co / rIS SCH ULE "A" TO BY-LAW No. 1703 ScED &, 4th AY OF 2M, CH, 2 T IT y, Donald N. Leitclyl Clerk R.Wifflaffi, Walters /Mayor 0 Z MM"I'll, I., 0 W C) O w C) Z IL 0 zr_j ¢ti j LL w = _J U) FL -,- OF 3;� TOWNSHIP OFYARUDUTH BY-LAW No. 1998 ZONING MAP AND SCHEDULES 3 MAP PART 5 ; _ _.__x f} dx LU . ) »r�� } d P ( (§ � \ ... d f . \ \ 0 ® ƒ \ k \ § \ � ` § \ < & \ / « a o , f 2 \ ( { 2 � � O � 3 k0% !Dbannalldl ' IS SCHE E" ®TO BY -LAW No. 1703 E THE 4 E Y OF MA H, 201 z \ �> � K� i`zcw� - R. William Walters /Mayor / X d 3 \ \\ �g y\ jC) m %\ \/ L-E&E N L % s r well ter+ ¢�, ; C, st%¢d r3 50j. �i C 1� 1 C v L 7-a moo tie die lFn be seve re d 1-0 be rt+-C,in2d L.wg / A 7 r" 5'0.3 a 34�.1�IM NI- r06�7M �B4].p�M11 c oOOV ll 6 a 0 0 a v 4 }4 37.a af5%7M2- o kff �j hvigit+ - ........... 3 .. 020• -, (��) yGtr'm�u� C'�nft� �oao� r 107 , / N REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: May 15, 2014 SUBJECT: Approval for Official Plan Amendment No. 12 West Part Lot 5, Registered Plan 164 37 Water Street Town of Aylmer Ministry File No.: 34 -OP- 12000 -012 Owner: Rob and Rose Ann Kuiper INTRODUCTION: This report will provide County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. County Council was assigned "Approval Authority" when the Elgin County Official Plan was approved by the Province on November 5, 2013. In accordance with Section 17 of the Planning Act the "Approval Authority" is required to make a decision in which it may approve, modify and approve as modified or refuse to approve part or parts of the plan. DISCUSSION: The lands that are the subject of this application for Official Plan Amendment approval are located at 37 Water Street in Aylmer. An existing, converted dwelling is located on the property. The owner wishes to demolish the existing structure and replace it with a new quadraplex (containing four dwelling units.) The subject lands are currently designated as "Low Density Residential' which would not permit a new quadraplex. The purpose of this Amendment is to re- designate the property to "Medium Density Residential" which will permit higher density residential uses including triplex and townhouse dwellings. The Town of Aylmer held a public meeting to consider this Official Plan Amendment on September 4, 2012 where a neighbour questioned the accuracy of the existing lot width as submitted in the application. As a result the Municipality only gave two readings to the adopting by -law and requested the applicant to provide an accurate survey of the property. In August 2013, a survey was provided to the Municipality and third reading was given to the adopting by -law 56 -12. A zoning by -law amendment to implement the Official Plan Amendment No. 12 was also passed at the same time. These by -laws were passed on August 19, 2013. The decision by the Municipal Council to adopt Official Plan Amendment 12 and pass a supporting zoning by -law amendment was appealed to the Ontario Municipal Board by a neighbouring property owner. The appeal is to the zoning by -law amendment which cannot be heard by the OMB until a decision is given by the County on Official Plan Amendment No. 12. 108 A number of neighbours made oral submissions at the public meeting and one person lodged an appeal to the OMB. The only written submission was received from the Ministry of the Environment which required that the Town affirm the availability of capacity at the municipal sewage treatment facility and that refuse from the demolition be disposed of at an approved facility. This Official Plan Amendment was submitted to the Ministry of Municipal Affairs and Housing on September 20, 2013 and during the course of processing this amendment, approval authority was transferred to Elgin County. The transfer has caused a delay and the Manager of Planning is now trying to expedite the approval process so that the appeal can proceed to the OMB. CONCLUSION: The Town of Aylmer is designated as a Tier 1 Settlement Area in the Elgin County Official Plan with full municipal services. These settlement areas are the preferred location for new development. The County's housing policies support residential intensification and affordable housing. As well it encourages the redevelopment of lands in settlement areas at higher densities to maximize the use of existing infrastructure. The Council of the Town of Aylmer supports this Amendment and there were no concerns raised from any Ministry or Agency. However, an appeal was lodged by a neighbour to the implementing zoning by -law amendment. The Manager of Planning has reviewed File No.34 -OP- 12000 -12, along with the background material that was originally provided to the Ministry as well as the materials that were lodged with the OMB. Based on the above the Manager of Planning is satisfied that this Official Plan Amendment is consistent with the Provincial Policy Statement and conforms to both the County of Elgin and Town of Aylmer Official Plans. A new quadraplex residential structure is considered to be appropriate redevelopment on this site provided a site plan agreement is entered into with the Municipality. RECOMMENDATIONS: THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No. 12 to the Town of Aylmer Official Plan, File No. 34 -OP- 12000 -12 (Rob and Rose Ann Kuiper, 37 Water St.) and that staff be directed to provide notice of this decision in accordance with the Planning Act. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer 109 1 D► 1 U ngrome TO THE OFFICIAL, PLAN FOR THE CORPORATION OF THE TOWN OF AYLMER 110 THE APPROVAL PAGE This Amendment to the Official Plan for the Town of Aylmer which has been adopted by the Council of the Corporation of the Town of Aylmer, is hereby approved in accordance with Section 17 of the Planning Act, R.S.O.1990 c. P. 13, as Amendment No. 12 to the Official Plan for the Town of Aylmer. Date 111 Approval Authority AMENDMENT NO. 12 TO THE OFFICIAL PLAN FOR THE CORPORATION OF THE TOWN OF AYLMER Page BY -LAW NO. 56 -12: ADOPTION BY -LAW FOR OFFICIAL PLAN AMENDMENT NO. 12 ii CERTIFICATION THAT DOCUMENT IS A TRUE COPY CERTIFICATION OF COMPLIANCE WITH PUBLIC INVOLVEMENT AND NOTICE REQUIREMENTS THE CONSTITUTIONAL STATEMENT iv PART A - THE PREAMBLE 1.0 PURPOSE 2.0 LOCATION 3.0 BASIS PART B - THE AMENDMENT 1.0 DETAILS OF THE AMENDMENT 2.0 INTERPRETATION 3.0 IMPLEMENTATION 112 1 1 1 3 3 3 i ADOPTION BY -LAW FOR OFFICIAL PLAN AMENDMENT NO. 12 CORPORATION OF THE TOWN OF AYLMER BY -LAW NUMBER 56 -12 The Council of the Corporation of the Town of Aylmer, under Sections 17 and 21 of the Planning Act, hereby ENACTS as follows: 1. The Official Plan Amendment No. 12 for the Town of Aylmer is hereby adopted. 2. The Clerk is hereby authorized and directed to make application to the Minister of Municipal Affairs and Housing for approval of the Official Plan Amendment No. 12 for the Town of Aylmer. 3. This By -Law shall come into force and take effect on the day of the final passing thereof. ENACTED AND PASSED THIS 19th DAY OF AUGUST, 2013. A (Corporate Seal) Clerk — Certified that the above is a TRUE COPY of By -Law No. 56 -12 enacted and passed by the Council of the Town of Aylmer on the 19th day of August, 2013. Clerk 113 rr CERTIFICATION THAT DOCUMENT IS A TRUE COPY I hereby CERTIFY that the enclosed document is a TRUE COPY of the Official Plan Amendment No. 12 for the Town of Aylmer as approved by the Minister of Municipal Affairs and Housing on the day of , 2013. // (Corporate) (Seal) Clerk CERTIFICATION OF COMPLIANCE WITH PUBLIC INVOLVEMENT AND NOTICE REQUIREMENTS I, NANCIE IRVING, Clerk of the Town of Aylmer, hereby CERTIFY that the requirements for the giving of notice, and the holding of at least one public meeting as set out in Subsection 17(9) of the Planning Act, R.S.O. 1990 c. P. 13, and the giving of notice as set out in Subsection 17(17) of the Planning Act, R.S.O. 1990 c. P. 13, have been complied with. (Corporate (Seal) Clerk iii 114 PART A - THE PREAMBLE does not constitute part of this Amendment PART B - THE AMENDMENT consisting of the following text and map (Schedule "A -1") constitutes Amendment No. 12 to the Official Plan for the Town of Aylmer. IV 115 -1 1.0 PURPOSE The purpose of this Amendment is to create a special policy area on lands located at 37 Water Street (W Pt. Lot 5, Plan 164). The lands are currently designated "Low Density Residential" in the Official Plan. The Amendment creates a special policy area in the Official Plan to permit on a site specific basis a quadruplex (containing four dwelling units). Applications for an Official Plan Amendment and a Zoning By -law Amendment have been received for a property located at 37 Water Street. The applications propose to permit a quadruplex (contain four dwelling units) on an existing lot with frontage of approximately 18.8 metres and lot area of approximately 760 square metres. THE PROPOSED AMENDMENT TO THE OFFICIAL PLAN will create a special policy area in the Official Plan to permit on a site specific basis a quadruplex dwelling on the existing lot at 37 Water Street, also known as W Pt. Lot 5, Plan 164. The proposed development will be subject to Site Plan Control 2.0 LOCATION The subject lands are located along the north side of Water Street between Queen Street and Linden Street in the Town of Aylmer, known locally as 37 Water Street (W Pt. Lot 5, Plan 164). 3.0 BASIS Existing Use The subject lands currently contain a converted dwelling containing three dwelling units on a lot with approximately 18.8 metres of frontage along Water Street and a lot area of approximately 760 square metres. Proposed Use The applicant is proposing to demolish the dwelling and construct a new quadruplex (containing four dwelling units). A special policy area within the Official Plan is being created to permit the proposed development on the existing lot. 116 -2- Town of Aylmer Official Plan The creation of a special policy area for the subject lands recognizes will permit the proposed quadruplex (containing four dwelling units) on the existing lot located at 37 Water Street (W Pt. Lot 5, Plan 164) in the Town of Aylmer. The Provincial Policy Statement (PPS) promotes the efficient use of land and promotion of intensification and redevelopment to accommodate a range and mix of housing (where appropriate). The subject lands are sufficiently sized to accommodate the proposed use along with required parking, landscaped open space and setbacks from lot lines. A Zoning By -Law Amendment is also proposed to place the lands into a zone that permits the use and site specifically addresses the under -sized lot frontage and lot area requirement associated with the zone for a quadnlplex. 117 -3- • e All of this part of the document entitled Part B - The Amendment, consisting of the following text and map (Schedule "A -1 ") constitutes Amendment No. 12 to the Official Plan for the Town of Aylmer. 1.0 DETAILS OF THE AMENDMENT The Official Plan of the Town of Aylmer is hereby amended as follows: Schedule "A" to the Official Plan of the Town of Aylmer is hereby amended by delineating those lands described on Schedule "A -1" attached hereto as a "Special Policy Area MDR- 2 "; 2. Section 4.2.3 Residential Land Use Designations is hereby amended by adding anew policy (c) to Subsection (6) Special Policy Areas to Residential Areas to read as follows: "(b) On lands located along the north side of Water Street between Queen Street and Linden Street in Town of Aylmer, known locally as 37 Water Street (W Pt. Lot 5, Plan 164) consisting of approximately 760 square metres of land area and identified on Schedule `A' as "Special Policy Area MDR -2" the following special provisions shall apply: (i) A quadruplex (containing four dwelling units) will be permitted; and (ii) Development will be subject to site plan control." 2.0 INTERPRETATION The interpretation of this Amendment shall be in accordance with the respective policies of the Town of Aylmer Official Plan. 3.0 IMPLEMENTATION The implementation of this Amendment shall be in accordance with amendments to the Zoning By -Law, as provided for in Section 6 of the Official Plan of the Corporation of the Town of Aylmer. 118 t , i ■ i Eft ZD ' A� NORTH STREET w VdARREN 'STREET LSATER STREET ' CERAQ) ST Lt �w I m �m V STREET l 'a� p� ' lll F- ^- > PINE STREET _ I LEGEND LOW DENSITY RESMENMA L MEDIUMDENStfYRESIDENTIAL N.T.S. HIGH DENSITYRESICENTINL COP.ECOMMERCIAL ARTMALCOMAERCIAL AREA AFFECTED BY AMENDMENT No. 12 NEIGH80URHCW COMMERCIAL BUSINESS PARK COMMERCLAL oFFicERESCENNZViL ADD SPECIAL POLICY AREA MDR -2 ��� °: rmusrnvi, PARKSAND OPEN SPACE MUWFAL9CUNDARY "-' FLOOD LnE •�-�- CCCA REGULATPON LNdR WATER 119 , / N REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: May 15, 2014 SUBJECT: Approval for Official Plan Amendment No. 13 Lots 9, 10, 21 and 22, Registered Plan 164 344 Talbot St East, 249 and 253 Sydenham Street Town of Aylmer File No.: AY- OPA13 -14 Owner: Aylmer Full Gospel Church INTRODUCTION: This report will provide County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. County Council was assigned "Approval Authority" when the Elgin County Official Plan was approved by the Province on November 5, 2013. In accordance with Section 17 of the Planning Act the "Approval Authority" is required to make a decision in which it may approve, modify and approve as modified or refuse to approve part or parts of the plan. DISCUSSION: The lands that are the subject of this application for Official Plan Amendment approval are located at 344 Talbot Street East, 249 and 253 Sydenham Street in Aylmer. An existing church (Aylmer Full Gospel Church) is located on Lots 9 and 10 on Talbot Street and two single detached dwellings are located on Lots 21 and 22 on Sydenham Street to the south of the church. The owner is currently renting the dwellings but plans on demolishing the structures to make way for an addition to the church and a parking area. The subject lands are currently designated as "Office Residential' (current church location) and "Low Density Residential' (currently used for single detached dwellings). The purpose of this Amendment is to re- designate the entire property which has now merged under the ownership of the Aylmer Full Gospel Church to "Institutional' which will permit places of worship. The Town of Aylmer held a public meeting to consider this Official Plan Amendment on March 10, 2014 and there were no persons or public bodies present. Town staff provided a report which recommended the approval of the applications for both Official Plan and Zoning by -Law Amendment. Following the public meeting the Council of the Town of Aylmer passed By -Law 10 -14 adopting Official Plan Amendment 13 and the Clerk was authorized to make application to the County of Elgin for approval. 120 The only written submission was received from the Catfish Creek Conservation Authority which offered no objections to the approval of the Official Plan Amendment. CONCLUSION: The Manager of Planning has reviewed File No.AY- OPA13 -14, along with the background material that was submitted by the Town of Aylmer. The Council of the Town of Aylmer supports this Amendment and there were no concerns raised from any Ministry or Agency. Based on the site - specific nature of this Official Plan Amendment the Manager of Planning has determined that a full circulation to ministries and agencies is not warranted. The Manager of Planning is satisfied that this Official Plan Amendment is consistent with the Provincial Policy Statement and conforms to both the County of Elgin and Town of Aylmer Official Plans. An expanded church facility is considered to be appropriate development on this site which is located on Talbot Street and it will be subject to a site plan agreement with the Municipality which will ensure proper site development. RECOMMENDATIONS: THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No. 13 to the Town of Aylmer Official Plan, File No. AY- OPA13 -14 (Aylmer Full Gospel Church, 344 Talbot St. East) and that staff be directed to provide notice of this decision in accordance with the Planning Act. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer 121 tvurlmapg�- KNIM, • CORPORATION OF THE TOWN OF AYLMER 122 T14E APPROVAL PAGE This Amendment to the Official Plan for the Town of Aylmer which has been adopted by the Council of the Corporation of the Town of Aylmer, is hereby approved in accordance with Section 1.7 of the Planning Act, R.S.O. 19,90 c, P. 1.3, as Amendment No. 13 to the Official Plan for the Town of Aylmer. RM 123 Approval Authority AMENDMENT NO. 13 TO THE OFFICIAL PLAN FOR THE CORPORATION OF THE TOWN OF AYLMER Page ICY -LAWNO.48'-06: ADOPTIONBY-LAW FOR OFFUCIAL PLAN AMENDME NT NO. 13 ii CER TIFICA TION THA T D 0 C UME NT IS A 7R UE COPY iii CE, R TIFICA TIC N OF COMPLIA NC WIT II PUBLIC' I. VEME NT ..ND NO 77CE REQUIREMENTS TI-1ECONS77TUTIONAL STATEMENT iv 0 124 22MR29REN am M���Iwam BY-LAW NUMBER l0 -1.4 The Council of the Corporation of the Town of Aylmer, under Sections, 17 and 21 of the Planning Act, hereby ENACTS as follows: 1, he Official Plan Amendment No. L3 for the Town of Aylmer is hereby adopted, 2. The Clerk is hereby authorized and directed to, make application to the County of Elgin for approval of the Official Plan Amendment No. 13 for the Town of Aylrner. 3, This By-L,aw shall come into force and take effect on the day of the final passing thereof. ENACTED AND PASSED THIS l7th DAY OF March, 2014. C017porate _Seal) Clerk, N�ancie J. ing ' Certified that the above is a TRUE COPY of By-Law No. 10-14 enacted and passed by the Council of the Town of Aylmer on the l7th day of March, 2014. 'KLVut"�- �JZIZVL'14- Clerk.61/11 - ii 125 CERTIFICATION THAT DOCUMENT IS A TRUE COPY I hereby CERTIFY that the enclosed document is a TRUE COPY of the Official Plan Amendment No. 13 for the Town of Aylmer as approved by the County of Elgin on the day of , 2014 ate) (C Mera Clerk, �NancieJl In � PUBLIC INVOLVEMENT AND NOTICE REQUIREMENTS 1, NANCIE IRVING, Clerk of the Town of Aylmer, hereby CERTIFY that the requirements for the giving of mice, and the holding of at least one public meeting as set o,ut in Subsection 17(9) of the Planning Act, R.S.O. 1.996 c. P. 13, and the giving of notice as set out in Subsection 17(17) of the Planning Act, R.SO, 199'8 c. P. 13, have been complied with. -'oa e ��eal, Clerk� a 126 PART A - THE PREAMBLE does not constitute part of this Amendment PARTB - THE, AMENDMENTconsisting of the following text and map (Schedule "A-I") C constitutes Amendment No. 13 to the Official Plan for the Town of Aylmer. a 127 - 1 - PART A - THE PIZEAMBLE 1.0 PURPOSE The purpose of this Amendment is to permit institutional uses on all of the subject lands. The subject lands are currently designated "Office Residential" and "Low Density Residential", MMMM"�_ W-0 The subject lands are located between Talbot Street East and Sydenharn Street west of Albert Street and known municipally as 253 and 249 Sydenham Street and 344 Talbot Street East. Existing Use The subject lands are occLipied by an existing place of worship (Aylmer Full Gospel Church) at 344 Talbot Street East and by two single detached residential, dwellings located to the south of the existing place of worship at 253 and 249 Sydenham Street, Pro used. Use The applicant is proposing to expand the existing place of worship to the south, of the existing church building to provide classroom/niecting spaces and to provide additional on-site parking. The existing two single detached residential dwellings are proposed to be demolished to provide land for the expansion and parking, Town of Avlmer Official Plan The Official Plan allows for institutional uses such as a places of worship within existing designations of "Office Residential" [Section 4.3.4 (2) (b) of the Official Plan] and "Low Density Residential"' [Section 4.2.2 (9) of the Official Plan], it is the intent of the Official Plan to place larger or major institutional uses into an "Institutional" designation [Section 3.1.17 of the Official Plan]. As such, with the proposed expansion of the existing institutional use, the amendment to the Official Plan is being made. The expansion of the existing place of worship is a logical expansion onto abtating, C� lands located immediately 128 MMM to the south, the expansion is compatible with surrounding land uses, will be on full municipal services, and is needed to provide space for the place of worship to provide needed classroorn/meeting spaces and additional on-site parking, Site Plan Control will be implemented to appropriately address, the expansion including building location, parking and vehicular access and landscaping. 129 PART B - THE AMENDMENT All of this part of the document entitled Part B - The Amendment, consisting of the following t, text and map (Schedule "A- V) constitutes Amendment No. 13 to the Official Plan for the Town of Aylmer. 1.0 DETAILS OF THE AMENDMENT Tile Official Plan of tile Town of Aylmer is hereby amended as follows* 1. Schedule "A" to the Official Plan of the Town of Aylmer is hereby amended by delineating those lands described on Schedule "A- I " attached hereto as " "Institutional " ", 2.0 INTERPRETATION The interpretation of this Amendment shall be in accordance with the respective Policies of the Town of Aylmer Official Plan. 10 IMPLEMENTATION The implernentation of this Amendment , shall be in accordance with amendments to the Zoning By-Law, as provided for in Section 6 of the Official Plan of the Corporation of the Town of Aylmer. 130 LAND USE PLAN SCHEDULE "A-1" II I j jjj� Designate to "Institutional" 131 r�y m urrn lef, I" I � � REPORT TO COUNTY COUNCIL FROM: Jennifer Cowan, Accessibility Coordinator Rob Bryce, Director of Human Resources DATE: May 8, 2014 SUBJECT: Accessibility Coordinator Training Services INTRODUCTION: Beginning in late 2013, the County's Accessibility Coordinator received requests from municipalities outside of Elgin County to provide staff training on creating accessible documents. Under the Integrated Accessibility Standards Regulation municipalities are required to ensure that its websites and web content (including documents) are accessible to people with disabilities. This task can be daunting for municipalities with hundreds of PDF files on their websites. The purpose of this report is to inform Council of the additional training activities undertaken by the Accessibility Coordinator. Such activities are performed on a cost recovery basis and forge partnerships with nearby communities enhancing the County's reputation as innovative and collaborative. DISCUSSION: The City of Cambridge, the County of Bruce, and the City of London have requested training sessions from the County's Accessibility Coordinator to date. Each municipality is billed appropriately for the requested dates at a rate of $54.00 per hour plus mileage, consistent with the rate that is charged to Middlesex County. The Accessibility Coordinator has trained, or been requested to train, on the following dates: County of Bruce — October 29, 2013 and May 6, 2014 City of Cambridge — March 6, 2014 and possible future dates City of London — April 23 and 24, 2014; May 8 and 13, 2014; June 10 and 11, 2014; and June 24 and 26, 2014 (tentative) Accessible electronic documents mostly impact individuals who are blind and use screen reading technology. An accessible document allows the screen reader to interact with the document appropriately and ensures that the individual is able to receive the same information that a sighted individual would by looking at the document. A training session takes approximately two hours and involves a range of topics including: Web Content Accessibility Guidelines (WCAG) technical requirements and how to apply techniques to electronic documents, defining accessible web content, legislation, best practices, and techniques T66cific to the Microsoft Office suite. Participants gain an understanding of the legislated requirements and how to apply the techniques to the documents that they create. In addition, the Accessibility Coordinator trained 28 Elgin County staff in 2013 and is currently working with partner municipalities to organize training dates throughout the remainder of 2014. Also, in keeping with the agreement with Middlesex County, the Accessibility Coordinator has also been training Middlesex County staff and has plans to continue training that organization later this year. CONCLUSION: Through an assortment of courses, webinars and online resources, the County's Accessibility Coordinator has learned how to make electronic documents accessible, and as a result, has been asked by municipalities outside of Elgin County to provide training to their staff. Supporting nearby communities in a fiscally responsible and collaborative manner will help the County in building strong partnerships with these same communities. RECOMMENDATION: THAT the report titled "Accessibility Coordinator Training Services" be received and filed. All of which is Respectfully Submitted Jennifer Cowan Accessibility Coordinator Rob Bryce Director of Human Resources 133 Approved for Submission Mark G. McDonald Chief Administrative Officer r�y m urrn lef, I" I � � REPORT TO COUNTY COUNCIL FROM: Jennifer Cowan, Accessibility Coordinator Rob Bryce, Director of Human Resources DATE: May 8, 2014 SUBJECT: Accessibility Plan -Annual Status Report INTRODUCTION: The County of Elgin is required to prepare an annual status report on the progress of measures taken to implement the strategies outlined in the multi -year accessibility plan. DISCUSSION: The County's multi -year accessibility plan was adopted by County Council in March, 2013 and this report will outline the measures taken to ensure compliance with the Integrated Accessibility Standard. Highlights of the status report include: • Continued staff training on accessibility, including, new staff training on the Customer Service Standard, IASR requirements and the Ontario Human Rights Code. • Training for staff on how to create accessible web documents. • County Council approved an updated Accommodations policy (HR # 2.80.2) • County Council approved the Emergency Workplace policy (HR# 2.130.1) • Candidates applying for jobs are being notified that accommodations are available throughout the recruitment process. CONCLUSION: As outlined in the attached status report, the County will continue to remove barriers to people with disabilities. These efforts will be communicated to County Council through the development of a multi -year accessibility plan, and annual status reports. RECOMMENDATION: THAT the report titled "Accessibility Plan — Annual Status Report" be received and filed. All of which is Respectfully Submitted Jennifer Cowan Accessibility Coordinator Rob Bryce Director of Human Resources 134 Approved for Submission Mark G. McDonald Chief Administrative Officer Elg r �nNrcW ,, Progftvssive 4y NatUre, Annual Accessibility Status Report A SUMMARY OF ELGIN COUNTY'S ACCOMPLISHMENTS TOWARDS INCLUSION IN 2013 135 Objectives and Purpose This is the first Annual Accessibility Report Status update of Elgin County's Multi -Year Accessibility Plan. In 2013, Elgin County released its first Multi -Year Accessibility Plan, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Integrated Accessibility Standards Regulation (Ontario Regulation 191/11). The plan outlined the County's strategy to prevent and remove barriers to accessibility, which included how phased in requirements under the AODA will be met. This Status Report includes the accessibility initiatives that were completed in 2013 to implement the strategies outlined in the Multi -Year Accessibility Plan. The purpose of this Status Report is to make the public aware of Elgin County's progress with regards to the 2013 -2015 Multi -Year Accessibility Plan to prevent and remove barriers and meet requirements under the AODA. Compliance Reporting Elgin County filed its second Accessibility Compliance Report in December 2013 with the Accessibility Directorate of Ontario under the Ministry of Economic Development Trade and Employment Services. Elgin County's Commitment Statement Elgin County's statement of commitment establishes the vision and goals for the County to meet the legislated accessibility requirements. The County's statement of commitment is publicly available on the County website. The County of Elgin is committed to being responsive to the needs of all its residents and employees. In order to meet the needs of people with disabilities the County of Elgin will: • Ensure policies, practices and procedures address dignity, independence, integration and provide for equal opportunity for people with disabilities. • Allow people with disabilities to use their own personal assistive devices to obtain, use or benefit from the services offered by the County. • Strive to meet the needs of people with disabilities in a timely manner, at a cost no greater than that for people without disabilities. • Accommodate the accessibility needs of people with disabilities to ensure they can obtain, use or benefit from the County's goods, services, programs and facilities. The County will promote accessibility by ensuring that compliance is met for all regulations made under the Accessibility for Ontarians with Disabilities Act, 2005. Timelines for compliance 136 vary. In order to ensure that timelines are met, the County will establish, implement and maintain a multi -year accessibility plan. The plan will outline the County's strategy to prevent and remove barriers to people with disabilities. Continuous Achievements in Accessibility • The County focuses on removing barriers which may exist in County buildings and facilities, while ensuring that new buildings, leases, and renovations do not create any new barriers. • Elgin County adopted an Accessibility Policy which outlines what the County will do to comply with the Regulations and what customers and employees can expect. • Elgin County /Central Elgin Joint Accessibility Advisory Committee continues to meet and review accessibility initiatives. • The County continues to comply with the requirements of the Customer Service Standards including continuing to train staff, volunteers and third parties who interact on behalf of the County on an ongoing basis. • The Joint Accessibility Advisory Committee is consulted on matters of accessibility for municipal site plans and legislated areas under the AODA. • All library branches continue to provide accessible materials and communication supports upon request. In addition the library has several accessible materials and resources available including but not limited to: large print books, audio books, CNIB Library loan access, electronic materials with zoom features as well as ZoomText with large print keyboards in every library branch. • Notifying the public of accommodations for applicants with disabilities in its recruitment process. • Continue to review customer feedback and take appropriate action. 137 Highlights of 2013 ccessUIUsllle Custoi °veor Service • Approximately 44 staff completed AODA Customer Service training in 2013. • County strives to meet ongoing compliance with the Customer Service Standard Gear °ieoralll f equirei °veiits • Elgin County has incorporated accessibility features into its procurement or acquisition of goods, services or facilities. for °ifoori °vatioii acid Coi °vi °vuificatioiis • Elgin County launched anew website in 2013 which meets WCAG 2.0 level AA. • Elgin County Public Library posted notice of accessible materials, accessible formats and communication supports, available upon request. • 29 staff received training on creating accessible documents in 2013. Ei °vpsloyi °veiit • Accessibility accommodations are available throughout the recruitment process and employment life cycle. • Elgin County implemented a policy on Emergency Procedures for Persons with Disabilities. • The County's Accommodations policy has been updated to include accessibility requirements as outlined in the IASR. 3 138 Availability of the Plan and Status Report The Multi -Year Accessibility Plan and Annual Accessibility Status Reports can be accessed through Elgin County's website: http: / /www.elincount�.ca� main- menu /count�- council /accessibility Contact Information For more information contact — Elgin County's Accessibility Coordinator: Phone 519 - 631 -1460 ext. 167 Fax 519 - 633 -7785 Email icowanelgin- county.on.ca Mail Accessibility Coordinator County of Elgin, Human Resources Dept. 450 Sunset Drive, St. Thomas, ON N5R 5X7 Accessible formats and communication supports available upon request. 0 139 r�y m urrn lef, I"�� REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy, Director of Homes and Seniors Services DATE: May 27, 2014 SUBJECT: Southwest Local Health Integration Network /Adult Day Program re- design new fee structure INTRODUCTION: The Adult Day Program (ADP) re- design by the South West Local Health Integration Network (SWLHIN) purpose was to provide fair and equitable access to everyone within the community. In order to ensure equitable access, services were evaluated and a new fee structure has been established. DISCUSSION: As a result of the ADP re- design there will be changes to the delivery of the ADP services. These changes include the clear definition of SWLHIN services provided by the ADP program which include; social outing, a meal and minor health monitoring. The fee for this service is $10.00 per day. Ancillary services include; transportation - $10.00 per round trip and bathing- $30.00 per occurrence. Previous to this change, fees were as follows: Activity and Meal $13.00 Activity, Meal and Transportation $16.00 Activity, Meal Transportation and Bath $18.00 Activity, Meal and Hand Waxing $20.00 The SWLHIN has developed a cost recovery model ensuring that program occupancy/ usage is maintained at 90% capacity. In order to implement this model a standard fee of $10.00 per ADP program day will be charged for non - attendance with some exceptions. A SWLHIN /ADP letter will be sent to all current ADP clients. The effective date for the new pricing will be July 1, 2014. CONCLUSION: The ADP re- design is to ensure consistency between programs across the SWLHIN. With this new structure individuals can be assure of fair and equitable access and services. 140 RECOMMENDATION: THAT the report titled "Southwest Local Health Integration Network /Adult Day Program re- design new fee structure" dated May 27, 2014 be received and filed. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer 141 r�y m urrn lef, I" I � � REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: May 5, 2014 SUBJECT: Laserfiche Run Smarter Award INTRODUCTION: This report informs Council that the County of Elgin was the recipient of a 2013 "Run Smarter" award from Laserfiche, the County's document management software. DISCUSSION: In January 2014, the County of Elgin was awarded a 2013 "Run Smarter" award by Laserfiche at the company's annual user conference in Anaheim, California in recognition of the County's innovative use of the software. In particular, the County was recognized for automating accounts payable through an electronic workflow that has resulted in considerable savings of staff hours and time required to process cheques. Laserfiche is the leading document management product within the municipal marketplace and is used by approximately 34,000 organizations worldwide, including by thousands of municipalities around the world. The County of Elgin was one of four municipalities so recognized from around the world and the only municipality in Canada. The County has long been viewed as a leader in terms of use of the software and has provided guidance to several other municipalities in the region. Approximately 800,000 County documents are stored and searched through the system. CONCLUSION: Staff wish to acknowledge the support of MC Imaging Technologies which submitted the nomination on the County's behalf and accepted the award in Anaheim. The work of Financial Services and Information Technology staff are to be particularly commended for their effective use of the software which ultimately led to this award. RECOMMENDATION: THAT the report titled "2013 Laserfiche Run Smarter Award" dated May 5, 2014 be received and filed. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services 142 Approved for Submission Mark G. McDonald Chief Administrative Officer 143 r�y m urrn lef, I" I � � REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: May 5, 2014 SUBJECT: Renovations to the John Kenneth Galbraith Reference Library, Dutton INTRODUCTION: This report informs Council that renovations to the John Kenneth Galbraith Reference Library, Dutton (Dutton Library) will be taking place during the first two weeks of June 2014. DISCUSSION: The Municipality of Dutton /Dunwich has facilitated regular improvements to the Dutton Library over the years in partnership with the County. The Dutton Library is the largest branch in the County system, comprising 5,000 square feet and was built in 1993. In 2008, a major upgrade was completed that resulted in accessibility improvements to the circulation desk, reference area, portions of shelving and public computer areas, along with several other aesthetic improvements. In late 2013 and early 2014, carpet and paint were replaced in the staff and children's area. Dutton /Dunwich is now planning further improvements which are scheduled for the first two weeks of June 2014 that will include the following scope of work: Ramp repairs at the front entrance of the building to correct a grade separation; Installation of door - assist hardware on the public bathrooms; Carpet replacement and painting of the main collection areas of the library. It should be noted that the Municipality received approximately $6,600 from the Government of Canada's Enabling Accessibility Fund to assist with the ramp repairs and door - assist hardware. The library will also use this opportunity to make further accessibility and furniture upgrades. Council approved $10,000 in the library's 2014 capital budget for this purpose. Staff are anticipating that the Dutton Library will be closed three to four days during the first week of June while these renovations proceed. Public notices to this effect have been well advertised. CONCLUSION: The Municipality of Dutton /Dunwich continues to do an excellent job in maintaining and improving the Dutton Library so that the facility can provide effective and accessible service to the community. Dutton Library is an excellent example of how the County's lease agreements with municipal partners can benefit both parties to provide a quality 144 building in which excellent service can be provided that meets the evolving needs of County residents. RECOMMENDATION: THAT the report titled "Renovatons to the John Kenneth Galbraith Reference Library, Dutton" dated May 5, 2014 be received and filed. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services 145 Approved for Submission Mark G. McDonald Chief Administrative Officer r�y m urrn lef, I" I � � REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: May 5, 2014 SUBJECT: Completion of Renovations to Port Stanley Library INTRODUCTION: This report informs Council that the extensive renovations to Port Stanley Library are complete and the library has now re- opened in its regular location. DISCUSSION: Renovations to the Port Stanley Library, which is leased from the Port Stanley Festival Theatre (PSFT), began in October 2013. These renovations required the library to operate from temporary space elsewhere in the building. The project was spurred by the need to provide additional load- bearing support within the library space in order to accommodate capital improvements taking place throughout the theatre's building as part of a multi -year plan. PSFT used this opportunity to also make significant improvements to the library's space in a manner that minimizes future impact to the library as other phases of the project unfold. Staff are pleased to announce that these renovations are now complete and the library resumed regular operations on May 15, 2014. Renovations funded and facilitated by PSFT included the following: • Installation of receiving doors and an interior corridor to facilitate delivery of library materials. This is a major improvement given previous challenges with parking in front of the building, especially during the peak tourism season; • Erection of walls for a staff work area with a kitchenette and staff bathroom in accordance with accessibility requirements; • New windows along the south side of the building, including a second harbourview window; • Painting and installation of new flooring throughout, including tile in high traffic areas in the centre corridor; • Installation of floor plugs for laptops and enhanced data cabling. County Council also contributed a total of $50,000 towards this project through the 2013 and 2014 capital budgets for the following improvements: Installation of a new circulation desk at a new location along the north wall of the building adjacent to the main entrance. It should be noted that this desk was custom designed and produced by Braam's Custom Cabinets which is locally owned. The front portion of the desk is comprised of recycled books. The library contributed $2,000 towards this desk, with the rest donated by the company. 146 The desk is valued at $6,500. Staff recommend that the Warden issue a letter of appreciation for this donation. • Technology upgrades, including new tablets to promote early literacy; • Shelving modifications throughout to lower shelving for accessibility purposes and to improve display of collections. This includes mobile shelving in the children's area which can be easily moved to accommodate large community events; • Additional lounge seating for use of laptops, reading of magazines and relaxation; • Customized decorations, including a reading tree; • Office furniture and shelving to facilitate preparation of programs. The end - result of this project is a vastly improved library space that is more accessible and visually appealing, while also providing better functional space to support staff activities. These improvements, along with the enhanced view of Port Stanley Harbour, are sure to be well received by library patrons. CONCLUSION Staff wish to thank library patrons for persevering through these renovations and the temporary location that was required while they unfolded. Staff also wish to acknowledge the excellent partnership and strong working relationship with PSFT that was further solidified through this project. PSFT's role as a central player in the cultural life of Port Stanley and the entire County will only be enhanced once the full scope of their renovation plans are realized. The location of a modern, dynamic library as part of this cultural hub holds exciting possibilities for the future. To acknowledge this successful project, staff wish to inform Council and the public that a grand re- opening celebration will be taking place on Tuesday, June 24, 2014 at 2:00 pm. RECOMMENDATION: THAT the Warden on behalf of County Council issue letters of appreciation to Braam's Custom Cabinets and the Board of Directors of the Port Stanley Festival Theatre to acknowledge their respective contributions to renovations of the Port Stanley Library; and, THAT the report titled "Completion of Renovations to Port Stanley Library" dated May 5, 2014 be received and filed. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services 147 Approved for Submission Mark G. McDonald Chief Administrative Officer r�y m urrn lef, I" I REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh — Director of Financial Services DATE: May 13, 2014 SUBJECT: Capping and Claw -back INTRODUCTION: Each year Council has the opportunity to review its current tax policy. The current policy includes a Current Value Assessment (CVA) threshold for protected (increasing) properties at $250, but the corresponding threshold for decreasing properties was not selected. By introducing a $250 threshold for decreasing properties, the number of properties in a claw -back position would be reduced from 590 properties down to 111. DISCUSSION: When CVA assessment was introduced in 1998, the goal was to have fair taxation in which properties of equal value would pay equal taxes. This new system created an outcry amongst property owners that had previously enjoyed relatively lower taxes in comparison to their neighbours. Despite the fact that this new system was ultimately fairer than the prior system, the significant increase in taxes for some properties caused by the transition was a concern. As a result, the province introduced a capping /claw- back program to soften the blow. Under the capping program, properties that previously were paying taxes lower than their CVA taxes had their tax increases capped to a manageable increase. Since the capping /claw -back program is revenue neutral, those properties that had been paying taxes below their CVA tax level bear the cost of the capping program through claw- backs. These properties are enjoying reductions in their taxes, but not to the full extent due to this claw -back feature of the program. Fifteen years later, the program is still causing significant workload issues for the local treasurers every year. The province introduced some optional mechanisms into the program to help reduce the workload. The county has implemented the optional tools that exclude properties from the program if they crossed over from capped to clawed back, or vice versa. Also, once a property is at CVA tax, they will stay at CVA tax. The county also selected the option that would exclude properties from the capping program if the amount of the cap was below $250. One further option remains, which the county has yet to implement, exclude properties from the program if their claw -back is below $250. Selecting the $250 threshold for increasing (capped) properties had two advantages: it reduced the number of properties in the program from approximately 250 down to below 50; and, it reduced the amount of money that had to be clawed back from decreasing properties. By not selecting a $250 threshold for decreasing (claw -back) properties, the $135,000 cost of the capped program was spread out over more clawed -back properties, thereby allowing the properties in a claw -back position to retain a greater portion of the difference between their prior taxes and the CVA -based calculated taxes. 148 As a consequence, there were 590 properties experiencing claw -backs in 2013, in contrast to the 111 properties that would have experienced claw -backs if the $250 decreasing threshold was in place. In 2013, due to the claw -back, 497 commercial properties paid taxes above their CVA tax amount. These properties were able to retain 79% of the savings between their prior taxes and their CVA -based taxes. The 93 industrial properties were able to retain 59% of their potential decrease. If however, a $250 threshold was set for decreasing properties, the above data would look significant different. There are 428 commercial properties that were within $250 of their CVA tax, meaning that they would have been excluded from the capping /claw -back program and would have had their taxes lowered to their CVA level. This would have represented a $19,000 savings for these 428 properties. The 69 commercial properties remaining in the claw -back program would absorb the $19,000 through an increase in their claw -back, thereby changing their retained decrease from 79% to 63 %. Despite the increase in the claw -back, these properties would have still seen a decrease in their taxes in comparison to 2012 of $43,000. Similarly, 51 industrial properties would have been excluded from the program thereby reducing their taxes by $5,000. The remaining 42 industrial properties in the claw -back program would have still enjoyed a $92,000 reduction in their taxes from 2012 levels despite the fact that their retained decrease would have been reduced from 59% to 57 %. The implication of implementing the $250 decreasing threshold option is obviously greater for those properties whose taxes are furthest from their CVA level with the below table showing three examples of such properties: Council will need to make a decision as to whether to implement the $250 decrease threshold for the 2014 taxation year. The actual impact of the potential change for 2014 will not be know until all municipalities set their tax rates; however, the 2013 data above is considered representative of the impact of the change if it is implemented in 2014. The local treasurers were polled regarding the capping options and all agree that the $250 decreasing threshold should be implemented, resulting in the following options: a) Set the annualized tax limit increase to a maximum of 10 %; and b) Set an upper limit on annual increases at the greater of the amount calculated under a) and up to 5% of the previous year's annualized CVA tax; and c) Establish a capping adjustment threshold of up to $250 for increasing properties, decreasing properties or both, whereby no capping /claw -back adjustments less than the threshold amount would be applied; and 149 2012 Taxes 2013 Taxes w/o threshold w/ threshold Property A $925,576 $880,124 $882,777 Property B 36,287 27,342 29,389 Property C 7,279 3,729 4,495 Council will need to make a decision as to whether to implement the $250 decrease threshold for the 2014 taxation year. The actual impact of the potential change for 2014 will not be know until all municipalities set their tax rates; however, the 2013 data above is considered representative of the impact of the change if it is implemented in 2014. The local treasurers were polled regarding the capping options and all agree that the $250 decreasing threshold should be implemented, resulting in the following options: a) Set the annualized tax limit increase to a maximum of 10 %; and b) Set an upper limit on annual increases at the greater of the amount calculated under a) and up to 5% of the previous year's annualized CVA tax; and c) Establish a capping adjustment threshold of up to $250 for increasing properties, decreasing properties or both, whereby no capping /claw -back adjustments less than the threshold amount would be applied; and 149 d) Exclude properties that were at CVA tax in the previous year from the capping and claw -back calculation in the current year; and e) Exclude properties that would move from being capped in the previous year to be clawed back in the current year or from being clawed back in the previous year to be capped in the current year as a result of the changes to the CVA tax. CONCLUSION: The addition of the CVA threshold for clawed -back (decreasing) properties being set at $250 is recommended for the 2014 taxation year by the local treasurers in order to substantially reduce the number of clawed back properties. Using 2013 as an example, 479 properties would have been removed from the claw -back program, thereby enjoying a larger reduction in taxes. The savings enjoyed by these 479 properties would have been offset by a decrease in the savings for the 111 properties remaining in the claw - back program. RECOMMENDATION: THAT County tax policy set the annualized tax limit increase at 10 %; the prior years current value assessment (CVA) tax limit increase at 5 %; the CVA threshold for protected (increasing) properties at $250; the CVA threshold for clawed -back (decreasing) properties at $250; exclude properties that were at CVA tax in the previous year from the capping and claw -back calculation in the current year; and exclude properties that would move from being capped in the previous year to be clawed back in the current year or from being clawed back in the previous year to be capped in the current year as a result of the changes to the CVA tax; and, THAT the necessary by -laws be adopted once all municipalities have set their tax rates. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 150 m urrn lef, , I g r ,, r ?` i P1 ,1, *M.,0 �Y, xy;,tiR REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh — Director of Financial Services DATE: May 20, 2014 SUBJECT: April YTD Budget Performance INTRODUCTION: An adjustment to last month's March budget performance was made to more accurately predict expenditures later in the year, resulting in a $55 thousand transfer or difference. Nevertheless, the year to date performance to April 30th, 2014 remains strong at $123 thousand. DISCUSSION: Highlights of the April YTD budget performance as shown on Attachment I are as follows: Line 18 — Homes: $34 thousand favourable performance. Revenue is favourable by $12,000 due to a better than expected mix. Wages performance is a favourable $56,000. These favourable performance factors are offset by approximately half due to unfavourable winter weather costs. RECOMMENDATION: THAT the report titled "April YTD Budget Performance" dated May 20, 2014 be received and filed. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 151 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 County of Elgin FULL YEAR YTD Current Month Budget Budget Actual Perform. Budget Actual Perform. Budget Comparison As of April 30, 2014 Net Net Net Net % Of Budget Net Net Net TAXES (27,164,814) (6,722,110) (6,722,111) 1 25% - - - INTEREST CHARGES & INCOME (81,080) (18,413) (18,412) (1) 23% (2,505) (2,505) 0 SOCIAL SERVICES - ST. THOMAS 2,842,400 - - - 0% - - - HEALTH UNIT 940,395 313,465 313,465 - 33% 78,366 78,366 - GRANTS 318,576 300,509 300,509 - 94% - - - RENTAL INCOME (52,050) (62,754) (78,387) 15,633 151% (15,689) (19,597) 3,908 PROPERTYASSESSMENT 723,033 361,517 361,517 (0) 50% 180,758 180,758 (0) ONTARIO MUNICIPAL PARTNERSHIP FU (1,505,900) (752,650) (752,650) - 50% (376,325) (376,325) - PROJECTS (125,695) 150,966 150,966 (1) -120% 25,603 25,603 (0) - - - 0 0% - - 0 Total Corporate (24,105,135) (6,429,471) (6,445,103)1 15,632 1 27% (109,791) (113,699) 3,908 WARDEN AND COUNCIL 358,463 121,020 112,726 8,294 31% 30,663 29,360 1,303 ADMINISTRATIVE SERVICES 472,454 160,835 151,558 9,277 32% 56,400 53,359 3,041 FINANCIAL SERVICES 557,563 183,649 178,454 5,195 32% 64,584 61,636 2,948 HUMAN RESOURCES 522,560 168,452 163,699 4,753 31% 62,268 62,332 (64) ADMINISTRATION BUILDING 464,962 167,999 150,741 17,258 32% 43,861 41,493 2,368 CORPORATE SERVICES 826,758 485,790 481,917 3,873 58% 28,642 28,712 (70) ENGINEERING SERVICES 11,277,855 699,166 703,399 (4,233) 6% 329,054 332,245 (3,192) HOMES FOR SENIORS SERVICES 4,625,809 941,431 907,531 33,900 20% 807,050 836,111 (29,061) MUSEUM /ARCHIVES 418,414 154,622 153,973 649 37% 43,598 43,319 280 LIBRARY SERVICES 2,451,806 731,243 723,801 7,442 30% 214,492 212,663 11829 INFORMATION TECHNOLOGIES 863,676 215,143 211,461 3,683 24% 60,857 59,903 954 PROVINCIAL OFFENSES (63,250) (289,670) (285,350) (4,319) 451% (274,305) (274,305) - COLLECTIONS - POA (21,263) (59,193) (59,834) 641 281% (53,427) (53,427) - AMBULANCE & EMERGENCY SERVICES 2,804,747 881,096 881,755 (659) 31% 180,010 179,975 35 ECONOMIC DEVELOPMENT & TOURISM 1,232,076 401,782 380,176 21,606 31% 282,538 267,142 15,395 Total Departmental 26,792,628 4,963,365 4,856,004 1 107,361 18% 1,876,284 1,880,518 (4,233) Total 2,687,493 (1,466,106) (1,589,098) 122,993 -59% 1,766,494 1,766,819 (326) J: \Common \Finance \Monthly Performance \Financial Services \Summary Report 1114% 20/05/2014 2:16 PM CORRESPONDENCE — May 27, 2014 Items for Consideration — (Attached) J.W. Tiernay, Executive Director, Ontario Good Roads Association (OGRA) informing the County of $2,253.25 refund from OGRA's litigation fund and requesting Council consider leaving the refund in OGRA's MMS Litigation Reserve. 2. Pat Vanini, Executive Director, Association of Municipalities Ontario (AMO) requesting consent from Ontario municipalities in order for AMO to send commercial electronic messages (CEMs) which will comply with the recently passed Canadian Anti -Spam Legislation (CASL). 3. Mayor Ron Eddy, County of Brant, with a resolution regarding review of the Emergency Detour Routes for the 400 - Series Highways. 153 April 30, 2014 County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Attention: David Marr, Warden Dear Warden Marr: 1 525 E;ORNWALL ROAD, UNIT 2 0AI"'tiLLE -, ONTPM IO 1..6J OR2 i Ed I= P1-fONF 28 9-1 _611,72 FAX 289-291 (3477 www.ogra.arg All In 2010 an application was filed with the Superior Court of Justice to have the Minimum Maintenance Standards (MMS) declared null and void. In June, 2010 the Ontario Good Roads Association appealed to our members for a contribution to a litigation fund so that OGRA could hire counsel and seek intervener status in the suit. As reported earlier this year, we were successful and the action was dismissed. OGRA once again wishes to thank those municipal and corporate members who contributed to the fund. In the original appeal we stated that "any funds not used will be refunded back to contributing municipalities on a pro -rated basis': Of the $455,000 raised almost 50% was expended in successfully defending the MMS, with approximately $228,000 remaining in the fund. OGRA wishes to make good on its promise and is offering to refund back to each contributing organization a share equal to 50.1 % of the amount contributed. Based on your original contribution of $4,497.50, your share of the fund will be $2,253.25. While we are pleased to honour this refund we would also ask that you seriously consider leaving your funds in the reserve. Our past success does not mean that the MMS will not be challenged in the future, and in fact many experts suggest that it is not a matter of "if' another challenge is launched, but "when ". If you would prefer to forgo your refund, OGRA will commit to retain all funds in our MMS Litigation Reserve and use those funds solely for the purpose of defending future actions against the MMS. Please let me know how you wish for us to handle your share of the fund. In order for OGRA to resolve this matter expeditiously, I would ask that you advise me of your decision within 90 days or by no later than August 1, 2014. If we do not hear from you by this date we will assume that you do not wish to receive a refund and that OGRA can retain the funds in the reserve; we thank you in advance for your gracious support. 154 Regardless of your decision with respect to the fund, be assured that OGRA is committed to defending the protection that the Minimum Maintenance Standards afford our members. Executive Director 155 w u.s �'�� Ah'r'r ,. 4 Municipalihes Ontario David Marr Warden County of Elgin 450 Sunset Drive, St. Thomas, ON N5R 5V1 May 12th, 2014 Dear Warden Marr: Re: Canadian Anti -Spam Legislation The Federal law, Canadian Anti -Spam Legislation (CASE), was passed in November 2013, and will regulate commercial electronic messages (CEMs) sent by all organizations. It has broad applicability because it requires obtaining consent to send a CEM. Organizations have been given until July 1, 2014 to make sure they are in compliance. Unless we receive the appropriate consent, it will be difficult, and in some cases impossible to electronically communicate with Ontario municipalities on timely information, programs, and education /training. Today, we are asking for your express consent. Consent can take two forms, ccxix. Express consent - A municipality, either the Head of Council or the CAO, can give written permission for this organization to send the municipality CEMs. CASL recognizes that this blanket express consent would apply to all who work within that municipality; however individuals within the municipality would still have the right to opt out receiving specific CEMs. This type of consent does not have an expiry date. ccxx. Implied consent - This is when there is already an on -going business relationship. This type of consent has a two year timeline, i.e. if a municipality does not pay its membership invoice two years in a row then as of the third year we would be unable to send any CEMs on programs, education /training, or membership to that municipality. With implied consent, if a municipality is active in one of LAS's programs but none of the other programs, then the only information that can be electronically sent to the municipality is on the program the municipality is enrolled in. Keeping compliant using implied consent could become an administrative challenge. We want to make this as easy for you as possible, for us to be able to comply with the law, and to ensure we can continue to e- communicate with you. Please complete the attached form now and email it back to cast amo.on.ca. 200 University Ave. Suite 801 TO 11.16, 971 09,56 Pill In'(' in Ontario Toronto, 01,1, IVl.,N '1C()' arno ano.on.ca Pax '416. X371.6191 8 7 / A 2 y,61i27 156 2 Finally, you may also receive similar requests from other groups and organizations, and you may find that your municipality needs to look at its own e- communication in terms of commercial activity. If you want more information, please go to www.rrtc. c.ca. If you have any questions on CASL and how it relates to the four associations please contact Nancy Plumridge, Director of Administration and Business Development at Dpiurgrid _ e warno.on.ca or 416- 971 -9856 ext 324, toll free 1- 877 -426 -6527. Thank you for your prompt attention. Sincerely ja VV Executive Director cc: Mark McDonald, CAO 157 � f I certify in my role with Name f Municipality I have the ability to bind the corporation and hereby give its express consent for the Municipality to receive commercial electronic messages (CEMs), as defined under the Canadian Anti -Spam Legislation (CASE), from the Association of Municipalities (AMO), Local Authority Services (LAS), the Municipal Pension Centre of Ontario (MEPCO), and the Rural Ontario Municipal Association (ROMA). The CEMs include information on membership, programs, education and training, news and publications. It is understood CASL recognizes that this blanket express consent would apply to all who work within that municipality; however individuals within the municipality will still have the right to opt out receiving specific CEMs in the future. Name Title Signature Date A� t (am ��iori Q i n 200 University Avenue, Suit MEPCO b a i"A"WPIrl Eli Pm kii" mlnurvii 801, Toronto, ON., M5H XG 1 410.971.9850 158 County or Brant R.E.F. (Ron) Eddy, Mayor Paul Emerson, Chief Administrative Officer (519) 449 -2451 (5 19) 449 -2454 (FAX) e -mail hrar)t_, ??brag.ca Web Site httP_,/ /www. t.anLc Honourable Glen Murray Minister of Transportation 3rd Floor, Ferguson Block 77 Wellesley Street West Toronto, ON M7A 1Z8 SITIVE J.V.N. Hawkes, Commissioner Ontario Provincial Police General Headquarters Lincoln M. Alexander Building 777 Memorial Avenue Orill'ia, ON L3V 7V3 COUNTY OF Simply Grand y Re: Review of Emergency Detour Routes for 400 - Series Highways County Administrative Building 26 Park Avenue Burford Mailing Address: P.O. Box 160 Burford, Ontario NOE IAO Brant County Council approved the following resolution at its April 29, 2014 meeting: "Whereas several municipalities adjacent to Provincial highways have agreed to post municipal roads as "Emergency Detour Routes" (EDRs) to be used for rerouting traffic from Provincial highways on occasions when the Provincial highways are closed by the Ontario Provincial Police for emergency reasons; And Whereas these EDRs are critical in providing for the continued flow of traffic normally transported on Provincial highways; And Whereas municipalities generally recognize the advantage of providing safe and convenient alternate routes for Provincial highway traffic in emergency situations; And Whereas many EDR routes are not designed and constructed to carry the volume of traffic diverted onto the EDRs, resulting in accelerated deterioration of these municipal assets; And Whereas municipalities may be required to perform additional maintenance activities to accommodate the emergency situations; And Whereas traffic detoured from Provincial highways onto municipal roads places additional liability risks on municipalities; 159 That the Council of the County of Brant requests the Ministry of Transportation Ontario and the Ontario Provincial Police undertake a review of the use of EDRs to ensure that municipalities are immediately informed when emergency situations on Provincial highways require traffic to be diverted; And that the Province be requested to establish a program to compensate municipalities for the accelerated deterioration of EDR routes, and for the additional maintenance efforts required of municipalities to ensure that these roads are as safe as possible while accommodating Provincial highway traffic; And that this resolution be forwarded to the Association of Municipalities Ontario and other municipalities with EDRs to request their support of this resolution ". I would be pleased to further discuss the resolution and /or answer any questions you may have and can be contacted either by phone (519 -442 -2040) or e-mail (ran eddyr c(�brant.ca) or through the County of Brant Clerk's Office at 519 -449 -2451. cc: Dave Levac, M.P.P. — Brant David Durant, Detachment Commander — Brant County O.P.P. Association of Municipalities of Ontario Ontario Good Roads Association Municipalities with existing Emergency Detour Routes 7 160 i CORRESPONDENCE — May 27, 2014 Items for Information (Consent Agenda) — (Attached) 1. Mayor Dan Mathieson, City of Stratford with invitation to Civic Night at the Festival Theatre on June 25, 2014. 2. Hon. Bob Chiarelli, Minister of Energy with an update on the Provincial Government's initiatives re: local energy planning. 3. Mayor Heather Jackson, City of St. Thomas thanking Council for support of 4t" Annual Mayors' Charity Hockey Game. 4. Anne Ashfield, Interim Manager, The Caring Cupboard Food Bank of St. Thomas thanking Council for the monetary and food donations made during the Mayor's Charity Hockey Game. 5. St. Thomas Elgin General Hospital with information package on the hospital's Great Expansion project. 6. Julie Simpson, Fund Development Coordinator, VON Middlesex -Elgin inviting Council and staff to join them in the VON Great Community Run, Walk `n' Roll event at Lions Park in Mt. Brydges on June 22, 2014. 7. AMO Communications requesting nominations for the 2014 - 2016 AMO Board of Directors. 8. Western Ontario Wardens' Caucus (WOWC) newsletter. 9. Premier Kathleen Wynne, responding to the County of Elgin's resolutions regarding: a) Energy rates b) Funding for small town Ontario schools. 161 in co- operation with the are pleased to invite you to join us for C , ivic Night Wednesday, June 25th, 2014 "rz r " Festival Theatre 55 Queen Street, Stratford Performance: 8:00 p.m. Please join LIS LLeOr tO the performance In the Paul 0, Fleck Marquee for a Reception beginning at 6.30 Stratford Festival is providing a generous ticket discount and is offering A+ Seating at $70 plus HST, A Seating at $60 plus HST and B Seating at $50 plus HST and service charges. If you would like to attend Civic Night, please reserve your tickets directly with the Festival by contacting the Box Office at 1- 800 - 567 -1600 and provide the representative with the Promotion Code 53438. Your ticket request will be processed and mailed directly to you or held at the Box Office to be picked up within 30 days of the performance. Additional information on the production and cast is available through the Stratford Festival's website at www.stratfordfestival.ca. For more information on accommodations, restaurants and shopping, please visit our website at yjww.stratfordconca do. ca. If you should have any questions or require additional information, please do not hesitate to contact Pat Shantz, Administrative Assistant to the Mayor at 519- 271 -0250, ext. 236 or by email pshantz stratfordcanada.ca. We look forward to seeing you on June 25th! Dan Mathieson, Mayor Ministry of Energy Ministere de I'Lnergie Office of the Minister Bureau du rninistre 41h Floor, Hearst Block 4eetage, edifice Hearst 900Bay Street 900, rue Bay Toronto ON M7A 2E1 Toronto ON M7A 2E1 Ontario Tel.: 416 - 327 -6758 Tel.: 416 327 -6758 Fax:416- 327 -6754 Te16c.: 416 327 -6754 APR 14 7014 MC- 2014 -876 I Al fr I �� tt Mr. David Marr Warden County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 Dear warden Marr: The collective success of Ontario's municipalities is critical to the success of the province of Ontario. However, such successes can only be realized when communities and governments are pulling in the same direction. I thought it would be beneficial to provide you with an update on the initiatives Ontario's government is undertaking today to give municipalities more information and control so they can increase their effectiveness ® and take advantage of new opportunities ® around local energy planning. Large Renewable Procurement Process Clean energy is one such opportunity. Building clean, reliable and affordable energy in a way that respects communities is our top priority. Since launching the Feed -in Tariff (FIT) program in 2009, Ontario has firmly established itself as a North American leader in renewable energy. This is remarkable progress and Ontario is proud of the role renewable energy is playing in the supply mix. As a result, on June 12, 2013, 1 directed the Ontario Power Authority (OPA) to end the procurement of large renewable energy projects through the FIT program and to develop a new competitive procurement process to allow for the consideration of future contract awards for cost - efficient and well - supported projects. I asked the OPA to engage with municipalities to help inform the identification of appropriate locations and siting requirements for future renewable energy projects. Building on what we've learned through the success of the FIT program, the new Large Renewable Procurement (LRP) process will provide municipalities with a stronger voice going forward and additional opportunities to participate in the development of renewable energy projects. It will include an initial Request for Qualifications (RFQ) process to qualify applicants, followed by a Request for Proposals (RFP) process to evaluate projects, which can only be proposed by qualified applicants. The RFQ process will include robust qualification criteria that contain a requirement to demonstrate previous community engagement experience. After developers are qualified at the RFQ stage they will be required to work directly with municipalities and Aboriginal communities to satisfy a high bar of community engagement and local support before a contract is awarded. ...Icont'd 163 M Two procurements are proposed, commencing in 2014, with the possibility of a third procurement in 2016, should any procurement capacity remain. The procurement targets include up to 300 megawatts (MW) of wind, 140 MW of solar, 50 MW of bioenergy and 50 MW of hydroelectric capacity in 2014. In 2015, the targets would include up to 300 MW of wind, 140 MW of solar, 50 MW of bioenergy and 45 MW of hydroelectricity. Each procurement is expected to take between 12 and 16 months to complete. As part of the OPA's extensive outreach activities to inform the development of the LRP, the OPA developed preliminary sets of RFQ stage evaluation criteria and possible RFP stage components. These and other related materials were discussed with a wide variety of stakeholders and communities between December 2013 and February 2014. As part of these events, the OPA held four regional community meetings ® in Chatham -Kent, Sudbury, Orillia and Napanee ® for municipalities, local distribution companies (LDCs) and the general public. More than 850 groups and individuals participated in these activities and more than 65 made written submissions. The OPA and ministry staff also met with representatives from the Association of Municipalities of Ontario (AMO) task forces (Planning, Energy and Economic Development). I and some of my senior officials also met directly with AMO's MOU table. After considering the feedback received, and building on previous energy procurement experience, the OPA submitted the Final Recommendations Report for the Development of a New Large Renewable Procurement Process on February 28, 2014, which is available online at www.powerauthority.on.ca/ sites /default/files /page /LRP - Final® Recommendations - Report- 20140228.pdf. The OPA posted the draft RFQ on April 8 for public comment until May 2. The RFQ is anticipated to run from June to September. The OPA will continue to develop draft RFP rated criteria in consultation with the Ministry of Energy, municipalities and stakeholders with the intention to post the draft RFP later this year. In preparation for the RFP, the OPA plans to post an LRP - specific transmission availability table to identify specific circuits and transmission stations in the province where capacity for potential LRP projects may be available. I encourage you to provide feedback and /or questions on the LRP at any time to LRP @powerauthority.on.ca. Regional Planning Process Update Regional electricity planning and siting is another matter I wish to bring to your attention. On October 8, 2013, Premier Wynne accepted the 18 recommendations made by the OPA and the Independent Electricity System Operator (IESO) to enhance the current processes for planning and siting moving forward. The cornerstone of regional electricity planning is an open exchange of information and engagement with municipalities, Aboriginal communities, stakeholders and members of the general public. In Ontario, this will include better community outreach, early and often, while providing local governments and communities a greater voice in the planning and siting of energy infrastructure. ... /cont'd 164 M To make sure their voices are heard, municipalities will need to actively participate in electricity planning and siting activities. The OPA has started the regional planning process in eight of the province's 21 regions, and will begin work in the remaining regions in the near future. This is your opportunity to work directly with the OPA, key electricity stakeholders and the public to contribute to planning and identify the right solutions for your communities. I encourage you to visit the OPA website at www.powerauthority.on.ca /power - planning /regional - planning to learn more about current and upcoming regional planning processes. Municipal Energy Plans When it comes to planning, some municipalities may appreciate having more tools at their disposal. Community energy planning supports the sustainability and long-term economic prosperity of Ontario's municipalities. The 2014E Provincial Policy Statement (PPS) includes enhanced policies for promoting energy conservation and efficiency and providing opportunities for the development of renewable energy and alternative energy systems, including district energy. It promotes land -use and development patterns, which maximizes energy efficiency and encourages the long-term consideration of electricity generation facilities and transmission systems. It also promotes healthy liveable communities, wise use of land, compact development, transit and active transportation, economic development and investment readiness, all of which are supported by comprehensive energy planning. I would like to encourage all municipalities to apply to the province's Municipal Energy Plan (MEP) Program, which provides up to $90,000 to help Ontario municipalities understand their energy use through a community energy planning process. A MEP aligns energy, the built environment and land use planning. It identifies community -wide energy efficiency and green energy options and supports economic development opportunities. A MEP also supports local conservation, renewable energy, regional energy planning and Ontario's Conservation First policy, Long -Term Energy Plan (LTEP) and PPS. As well, a MEP will help identify future local generation and /or distribution issues. The ministry will be receiving new applications for the MEP program starting in early May and intake and review will be ongoing. Applications and more information will be available in early May at www. energy .gov.on.ca /en /municipal - energy. These new processes and initiatives — large renewable procurement, regional electricity planning and the Municipal Energy Plan program — are all part of the government's efforts to change and improve how we work together with municipalities on energy issues. ... /cont'd 165 M Significant progress is being made and I fully expect that as we continue with implementation of the LTEP, municipalities will play a crucial role in energy planning and siting. This is the time to step forward in partnership to make sure local voices are heard so we can all work together on building a clean, reliable and affordable energy system. Sincerely, Bob Chiarelli Minister 166 545 Talbot Street © P.O. Box 520 City Hall a St. Thomas, Ontario N5P 3V7 _ Tel: 519- 631 -1680 or Fax: 519 - 633 -9019 W i `j - e3 i iV[VE SER DES April 22, 2014 Warden David Marr County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear David, would like to take this opportunity to thank you for your generous support of the 4t" Annual Mayor's Charity Hockey Game, would like to thank the County for their donation of $1000 towards our fundraising efforts for the Caring Cupboard Food Bank. We raised just over $2500 for the Caring Cupboard through the Mayor's Charity Game. In addition we also collected a large box of non - perishable items at the gate. Congratulations on your win! I look forward to the challenge next year and the City bringing the cup home! Sincerely, 167 The. MR., Canhg Cupboard FOOD BANK OF ST. THOMAS WNW" gaff -0 .1mr9m7p 450 Sunset Drive St. Thomas, ON. N5R5V1 Phone: 519-633-5308 / Fax: 519-633-5984 Dear Warden Marr: r1ft WED 14 A Y 1� 2 ? 01 It Lc A[DiVaNNI,ci I wanted to write to thank you for the monetary and food donations made during the April Mayor's Hockey game for charity. The Caring Cupboard serves approximately 330 families and individuals monthly, who, for one reason or another, need to access the services of the local food bank. With the help and generosity of individuals and organizations, we are trying to win the war against poverty. Thank you again for taking part in this venture. Yours truly, Anne Ashfield Interim Manager FYI: We now have a new manager and her name is Karen McDade P.O. Box 20025, St. Thl§fias, Ontario NSP 4H4 The Great Expansion of St. Thomas Elgin General is the single largest investment in our award - winning Hospital since it was built six decades ago. On the northwest corner of our current location we are building a three story tower to house a new Emergency Department, Surgical Suite, Sterile Processing Department, as well as a permanent home for our Mental Health and Addiction Services. Lower operating costs • Reduced wait times A design that anticipates the future health care needs of our community 169 The Great Expansion will... • Help us deliver the healthcare that our families and friends deserve during each visit, at every stage of life, and as close to home as possible • Empower us to continue to attract top notch medical professionals like the ones already delivering our community's healthcare • Equip our expanded Hospital with the advanced medical equipment and design innovation of 21st century care St.Thomas Elgin General Hospital St. Thomas Elgin General Hospital (STEGH) has sustained some of the lowest ER wait times in the province, with exemplary patient care. Although the demand for emergency services continues to rise, the hospital continues to reduce wait times and focus on Our current facility is aging and at the end of its lifecycle. Built for just 20,000 annual patient visits, STEGH now sees nearly 45,000 a year. Our ER will be transformed by a larger space, better technology, and improved patient flow. • Double the size of the current Emergency Department • 15 modern exams rooms plus two trauma rooms • Private triage and patient registration areas • Separation of critical trauma from those with minor ailments • Wide corridors for safe and efficient patient transport and staff movement • Enclosed ambulance garage separate from public walk in entrance Fast facts • STEGH received more than 44,500 Emergency Department visits last year • ED visits have increased by 12% over the last three years • There is a waiting list for ER physicians wanting to work at our Hospital The role of the Sterile Processing Department (SPD) is to decontaminate, inspect, maintain, and sterilize medical devices. The SPD has distinct and separate work areas based on the services provided. This includes areas for receiving contaminated devices, decontamination of medical devices, preparation and packaging, sterilization and storage. SPD provides these services to all areas within the hospital but has a particular focus on the Surgical Suite, Emergency Department, and Women's & Children's. • Closely located to key services to improve efficiencies • Centralized traffic flow and design for containment of contaminants generated during reprocessing • Separate elevators for transporting soiled and clean items • Restricted access and one -way workflow Fast facts • SPD operates 18 hours a day, five days /week, and eight hours /day on weekends • Provides service for approximately 9,000 surgical cases annually • Approximately 5,700 surgical case carts are assembled, dispatched and retrieved per year 170 In 2014, for the first time ever, an interim Mental Health Care Unit opened at the St. Thomas Elgin General Hospital. This new practice area offers short -term hospitalization and a robust platform of out- patient services. The permanent home for our adult Mental Health and Addiction Services will provide patients with access.to care within our community. It will be a dignified space for recovery, which is a deeply personal journey that people with mental illness experience in gaining control, meaning, and purpose in their lives. • 15 -bed acute inpatient unit and outpatient programs and services • Single patient bedrooms with private bathrooms • Use of natural light and clear and intuitive way finding • Outdoor therapeutic secure courtyard • Social hub with dining room, group activity space and gym connected by walking loop • State of the art technology for enhanced patient safety and security • Nursing, psychology and psychiatric support • One in five Canadians will experience a mental illness at some point in his /her lifetime • Anticipated 10,000 outpatient visit per year 171 The St. Thomas Elgin General Hospital was built just nine years after WWII. It might seem cliche to say, but times certainly have changed and healthcare is no exception. Ou current Surgical Suite only just keeps pace with the medical advances in surgical care and technology of the past 60 years. Today's procedures are more minimally invasive, require limited in- patient care, and provide better recovery options than ever before. The Great Expansion includes a new Surgical Suite and will finally bring our facility up to the standards of the healthcare professionals who perform within our Hospital's walls. • Larger state -of- the -art operating rooms • Separate procedure rooms for minor surgical procedures • Expanded Post - Anesthetic Care Unit and Day Surgery Unit • Improved flow between the ER, Surgical Suite and Sterile Processing Department • Large recovery bays to maximize patient privacy, increase comfort, and reduce anxiety • Dedicated elevators directly linked to the Sterile Processing Department for increased safety and infection control Fast Facts • More than 6,600 day surgeries and 1,400 longer stay surgeries were performed at STEGH in 2013 • Our Department of Surgery provides a broad scope of patient care in multiple disciplines including a leading and highly specialized Oral and Maxillofacial Surgical Program • We provide care throughout the entire patient visit from registration to discharge to patients of all ages requiring surgery, 24 hours a day, seven days a week, 365 days a year St.Thornas Elgin General Hospita I 189 Elm Street, St. Thomas, ON N513 5C4 Tel: 519-631-2020 1 TTY 519-631-7789 1 Fax: 519-631-1825 172 ELGIN With the aging population and health and support needs increasing, the need for VON 175 South Edgeware Road programs and services in this community continues to rise. Each month over 3,100 people St. Thomas, ON receive care through a network of 1,700 volunteers and 800 staff in our region. N5P 4C4 Tel: 519-637-6408 Join us as we celebrate our 15th Annual VON Great Community Run Walk 'n' Roll on Fax: 519-631-4798 Sunday, June 22nd at Lions Park in Mt. Brydges. MIDDLESEX 274 Head Street North * Registration: 9:30 am, Start: 10 am Strathroy, ON * Raise pledges your way - walk, run or enjoy a SMART Exercise class! N7G 41_7 * Free Event T-Shirt & BBQ Picnic Tel: 519-245-3170 * Magic, Clown & Face-Painting, myFM Live Onsite Fax: 519-245-3164 * Prizes, including a Roots watch from James O. Poag Jewellers 2066 Dorchester Road Dorchester, ON VON Middlesex-Elgin has established itself as a leader in community home care and NOL 1G2 support services for over 107 years. Our goal this year is to push past a cumulative total Tel: 519-268-7028 of more than $1 million dollars raised over 15 years! Fax: 519-268-2972 Please help us reach that goal on Sunday. June 22 "d! Sincerely, www.vonmiddlesexelgin.com a wvNi.caregiver-connect.ca VON is proud to be accredited by Accreditation Canada o Charitable Number 13750 8057 RR0001 173 Fr AMO Communications [communicate @amo.on.ca] Sent: Thursday, May 08, 2014 6:39 PM To: Mark McDonald Subject: 2014 -2016 Request for Nominations, AMO Board of Directors May 8, 2014 To: Head and Members of Council From: Grant Hoperoft, Secretary- Treasurer, AMO Please be advised that in accordance with the Association's governing by -law, the Secretary- Treasurer is requesting nominations to the 2014 — 2016 AMO Board of Directors. Attached please find: ® A summary of the offices for which elections will be held at the 2014 Annual Meeting; ® An estimate of the annual time commitment required to serve on the AMO Board of Directors and for those who will then serve on the AMO Executive Committee; and ® Nomination Form The names of all qualified individuals who are duly nominated will appear on the ballot for election to the Board. Please forward a completed Nomination Form to the Association via fax at (416) 971 -6191 or mail to the attention of Pat Vanini, Executive Director. Qualified Nominees must obtain a Council resolution of support which must also specify the Caucus for which the individual is nominated. Please note that the AIVIO Bylaw No. 2 stipulates that a member municipality can only have one representative on the Board unless another representative is on the board as an appointed official. See Section .4(e). completed Nomination Form and supporting material must be received no later than 4:00 p.m. Friday, June 20, 2014. Nominations will not be accepted beyond that date. AIi IO's Chief Returning Officer, Peter Fay, will certify the nomination. All candidates will be contacted to confirm receipt of their nominations and at that time will receive further information on the election process. If you have any questions regarding this information, please contact Pat Vanini, Executive Director at (416) 971 -9856, ext. 316, e -mail yanini( arno.on.ca or Lorna Ruder, Executive Assistant, ext. 341, email Iruder@amo.on.ca. 174 May 8, 2014 To: Head and Members of Council From: Grant Hoperoft, Secretary- Treasurer, AMO Please be advised that in accordance with the Association's governing by -law, the Secretary - Treasurer is requesting nominations to the 2014 - 2016 AMO Board of Directors. Attached please find: • A summary of the offices for which elections will be held at the 2014Annual Meeting; • An estimate of the annual time commitment required to serve on the AMO Board of Directors and for those who will then serve on the AMO Executive Committee; and lVomination Form The names of all qualified individuals who are duly nominated will appear on the ballot for election to the Board. Please forward a completed Nomination Form to the Association via fax at (416) 971 -6191 or mail to the attention of Pat Vanini, Executive Director. 175 go � `; May 8, 2014 To: Head and Members of Council From: Grant Hoperoft, Secretary- Treasurer, AMO Please be advised that in accordance with the Association's governing by -law, the Secretary - Treasurer is requesting nominations to the 2014 - 2016 AMO Board of Directors. Attached please find: • A summary of the offices for which elections will be held at the 2014Annual Meeting; • An estimate of the annual time commitment required to serve on the AMO Board of Directors and for those who will then serve on the AMO Executive Committee; and lVomination Form The names of all qualified individuals who are duly nominated will appear on the ballot for election to the Board. Please forward a completed Nomination Form to the Association via fax at (416) 971 -6191 or mail to the attention of Pat Vanini, Executive Director. 175 �¢ � � pp Az , 0 7 s u iv­ The following is an estimate of time individuals can normally expect to devote for service on the AMO Board of Directors and Executive Committee (i.e. Chair of each Caucus). Executive Meetings Memorandum of Understanding Meetings (Executive Committee only) Board Meetings AMO Conference Other Commitments (task forces, other meetings) Board Meetings: 10 days 10 days 6 days 3 days up to 6 days depending on interest Board meetings are normally held on the fourth Friday in September, November, January, March and June and on the Saturday and sometimes the Sunday prior to the AMO Annual Conference in August. The June meeting is normally held in the President's home municipality. In addition to the Board meetings, Board members may also serve on AMO Task Forces. Executive Meetings Executive meetings are held on the Thursday before a scheduled Board meeting and on the fourth Friday of the month when there is no Board meeting. Memorandum of Understanding (MOU) meetings are specifically scheduled and are generally monthly. 0 176 r �sa� i 1 t 3 �z Elections will be held for the 2014 - 2016 AMO Board of Directors consistent with the AMO By -law No. 1: 10 EXIM TM M ® Secretary-Treasurer. ® 6 County Caucus Directors. To be Elected.• Three elected officials and one municipal employee to be elected by caucus constituency at the conference. Appointed- Chairs of the Eastern and Western Ontario Wardens Caucuses. ® 7 Large Urban Caucus Directors. To be Elected.- Five elected officials and one municipal employee to be elected by caucus constituency at the conference. Appointed- Chair of the Large Urban Mayors' Caucus of Ontario. ® 6 Northern Caucus Directors. To be Elected- Four elected officials to be elected by caucus constituency at the conference: two from the Northeast and two from the Northwest. Appointed., Chairs of the Federation of Northern Ontario Municipalities and the Northern Ontario Municipal Association. ® 7 Regional and Single Tier Caucus Directors. To be Elected- Six elected officials to be elected by caucus constituency at the conference. Appointed' Chair of the Mayors and Regional Chairs of Ontario's Single Tier Cities and Regions. ® 6 Rural Caucus Directors. To be Elected- Four elected officials and one municipal employee to be elected by caucus constituency at the conference. Appointed- Chair of the Rural Ontario Municipal Association. ® 6 Small Urban Caucus Directors. To be Elected.• Four elected officials and one municipal employee to be elected by caucus constituency at the conference. Appointed- Chair of Ontario Small Urban Municipalities. Each of the above caucus members shall serve a two -year term. Excerpt from AMO Bylaw No. 2, Section 3.4 (e): No Member Municipality may be represented on the Board by more than one Director elected to the Board (either a municipal elected official or a municipal employee) except in the case where the Director is an appointed Director as set out in Section 3.4 b) ii), or the City of Toronto (Section 3.4 c). N 177 4 A WOMEN! mon g a I . _ d Munlapalifies • It is the responsibility of the person nominated to file Send completed forms to: a complete and accurate Nomination Form. Pat Vanini, Executive Director • Nominations will be accepted no later than 4 :00 PM Association of Municipalities of Ontario, Friday, June 20, 2014 200 University Avenue, Suite 801 • Resolution of support from nominee's municipality Toronto, ON M5H 3C6 must be attached, and must specify the Caucus. FAX to: 416- 971 -6191 Nominee's Name as it is to appear on the ballot Nominated for the Office of Check One Only Nominee's Municipality Is Municipality currently a paid member of AMO? Yes / No President ❑ Secretary- Treasurer ❑ Nominee's Municipal Title Director County Caucus ❑ Director Large Urban Caucus ❑ Nominee's Preferred Contact Information Director Northern Caucus ❑ Director Regional & Single Tier Caucus ❑ Address Director Rural Caucus ❑ Director Small Urban Caucus ❑ Town /City Postal Code Business Telephone: Mobile: Fax Email ❑ Council Resolution confirming Caucus and Council support for the nomination is ATTACHED. CONSENT OF NOMINEE AND STATEMENT OF QUALIFICATION I the Nominee mentioned in this Nomination Form do hereby consent to such nomination and declare that I am qualified to be elected and to hold the office for which I am nominated. Dated: Signature: Si nature of Nominee CERTIFICATE OF AMO'S CHIEF RETURNING OFFICER Date Nomination Form Received at AMO offices: I, the Chief Returning Officer, appointed by the Association of Municipalities of Ontario, to officiate over these elections, do hereby certifythat I have examined the Nomination form of the aforementioned Nominee filed with me and am satisfied that such Nominee is qualified to be nominated to the office indicated above. Dated: Signature: Chief Returniy Officer 178 Western Warden's News - Chatham -Kent joins Caucus Page 1 of 3 Subscribe Share ® Past Issues Trans View this email in your browser Western Ontario Wardens' caucus Newsletter At it's May 5th council meeting the Municipality of Chatham -Kent approved joining the Western Ontario Warden's Caucus. We're pleased to welcome the Municipality of Chatham -Kent into the Western Ontario Wardens' Caucus" says Chair Todd Case. "Mayor Randy Hope brings a great deal of perspective to the issues facing our region and we're excited to have his input at the table moving forward." One of the key drivers for Chatham -Kent joining the caucus was the SWIFT regional broadband project, not only did Chatham -Kent join the caucus but they also contributed $25,000 to the SWIFT project specifically. Lance Thurston, the SWIFT project lead, notes that "Chatham- Kent's participation in the SWIFT Network project is indeed welcomed. It underscores the fundamental importance of ultra -high speed broadband Internet access to community and regional prosperity in today's hyper- competitive global economy. To prosper, communities must be attractive locations for investment and therefore must have the necessary robust broadband Internet infrastructure to fully support the emerging technological applications that are driving the world's economy." WIFT 179 Western Warden's News - Chatham -Kent joins Caucus The provincial election is a great opportunity for any southwestern Ontario (SWO) resident interested in improving rural broadband to ask their potential MPP if they would support the SWIFT project's goals of giving SWO a world class fibre optic network. The WOWC believes that scalable high speed fibre optic access to the Internet is a basic requirement (like roads, hydro and water) for economic growth in today's global economy. Make sure your local candidates feel the same way! The Caucus has been receiving comments on the feasibility study delivered by Campbell Patterson Communications in August 2013. The study recommends that an ultra -high speed fibre optic regional area network be built to service the needs of the residents in South Western Ontario. You can download a copy of the feasibility study from vvArvw.wowc.ca /resources /. A final version of the study incorporating comments from stakeholders will be available by the end of May. The SWIFT committee has been moving forward with collecting the information needed for an application to the New Building Canada Fund (NBCF) that will fund the SWIFT project. The goal is to access $81 M from each of :m f S 4 9 s i b �. q d Page 2 of 3 The new economy of south west Ontario depends on applications that run on the "cloud ". Agri - Business, Government, education, small business and residents all depend on scalable Internet connections to access the cloud and reliable wide area connections to connect different locations. Connectivity should not be the bottleneck to access productivity enhancing applications. Consumers and businesses in our region deserve to pay reasonable rates for high quality broadband service. The SWIFT network will foster competition between private sector broadband providers so that all users will get: ® More Choice ® Better Service Lower Prices To find out more about the SWIFT network please visit the WOWC web site at www.w.owc.ca. Western Warden's News - Chatham -Kent joins Caucus the federal and provincial governments so that the vision of driving fibre optic internet into 310 rural communities will be realized. When it comes to bandwidth, fiber is king. A single fiber is capable of transmitting 250 million phone conversations every second. One mile of fiber weighs about 1 /4th of a pound whereas copper cable with the same information - carrying capacity would weigh 33 tons. Page 3 of 3 OR Twitter Websitt Copyright © 2014 Western Ontario Warden's Caucus Inc., All rights reserved. unsubscribe from this list update subscription preferences 181 V #, Legislative Building Queen's Park Toronto, Ontario WA 1A1 May 5, 2014 d- I'Ontario Edifice de I'Assembl6e I6gislative Queen's Park Toronto (Ontario) WA 1A1 Ms. Katherine Thompson Marketing and Communications Coordinator County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V 1 Dear Ms. Thompson: v A,t ii :t Thank you for your letter providing me with a copy of council's resolution regarding energy rates. I appreciate your keeping me informed of council's activities. As this issue falls under the jurisdiction of my colleague the Honourable Bob Chiarelli, Minister of Energy, I have sent him a copy of council's resolution. I trust that the minister will also take council's views into consideration. Once again, thank you for the information. Please accept my best wishes. Sincerely, Kathleen Wynne Premier c: The Honourable Bob Chiarelli 182 Legislative Building Queen's Park Toronto, Ontario M7A 1 Al May 7, 2014 W I'I - ' - I- Edifice de I'Assembl ®e legislative Queen's Park Toronto (Ontario) M7A W Ms. Katherine Thompson Marketing and Communications Coordinator County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V I Dear Ms. Thompson: zw Thank you for your letter of on behalf of the Elgin County, informing me of council's decision to support the resolution regarding funding for small town Ontario schools. I appreciate your keeping me apprised of council's position. I note that you have sent a copy of your correspondence to my colleague the Honourable Liz Sandals, Minister of Education. I trust the minister will also take council's views into consideration, Thank you again for the information. I welcome council's input on this or any other issue of provincial concern. Please accept my best wishes, Sincerely, e-- O"A- &,X� Kathleen Wynne Premier c: The Honourable Liz Sandals 183 COUNTY OF ELGIN By -Law No. 14 -12 "BEING A BY -LAW TO DELEGATE AUTHORITY TO MUNICIPAL OFFICIALS TO ACT IN THE EVENT THAT THE COUNCIL'S ACTIONS BECOME RESTRICTED UNDER SECTION 275 OF THE MUNICIPAL ACT, 2001." WHEREAS Section 5(3) of the Municipal Act, 2001, c. 25, as amended, authorizes a municipality to pass by -laws to exercise its municipal powers; AND WHEREAS Sections 224(d) and 224(e) of the Municipal Act, 2001, Chapter 25, as amended, provides that it is the role of council to ensure that administrative practices and procedures are in place to implement the decisions of council and to maintain the financial integrity of the municipality; AND WHEREAS Section 225(a) of the Municipal Act, 2001, Chapter 25, as amended, provides that it is the role of the head of council to act as chief executive officer of the municipality; AND WHEREAS Section 227(c) of the Municipal Act, 2001, Chapter 25, as amended, provides that it is the role of the officers and employees of the municipality to carry out other duties required under this or any Act and other duties assigned by the municipality; AND WHEREAS Section 229 of the Municipal Act, 2001, Chapter 25, as amended, provides that a municipality may appoint a chief administrative officer who shall be responsible for exercising general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality and performing such other duties as are assigned by the municipality; AND WHEREAS Section 275(1) of the Municipal Act, 2001, as amended, provides that the actions of a council of a local municipality shall be restricted after the first day during the election period that the new council will include less than three - quarters of the members of the outgoing council; AND WHEREAS Section 275(6) of the Municipal Act, 2001, as amended, authorizes councils to delegate authority to persons prior to nomination day for the election of a new council; NOW THEREFORE the County of Elgin HEREBY ENACTS AS FOLLOWS: 1. THAT, in the event that the Council's actions become restricted under Section 275 of the Municipal Act, 2001, the authority of the Council to act shall be and the same is hereby delegated as follows: (a) to the Chief Administrative Officer of the Corporation, to appoint an Acting Chief Administrative Officer in the event of a vacancy in such position; (b) to the Chief Administrative Officer to employ, suspend, or dismiss any employee of the Corporation, including but not limited to, the Directors, and the non -union and unionized employees; and (c) to the Chief Administrative Officer and to either the Warden or the Director of Finance to authorize any expenditure over $50,000 that had been previously approved by the Council, or that was contained in the current budget, or in case of a declared emergency. 2. THAT this By -law shall come into force and take effect on the final passing thereof. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 27th DAY OF MAY 2014. Mark G. McDonald, David Marr, Chief Administrative Officer. 184 Warden. CLOSED MEETING AGENDA May 27, 2014 Staff Report: 1) County Solicitor — Municipal Act, Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Summary of Convictions — Woodland Conservation By -Law. 185