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September 22, 2015 County Council Agenda Package ORDERS OF THE DAY FOR TUESDAY, September 22, 2015 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes September 8, 2015 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATION: 9:00 a.m. Mr. Jack Couckuyt with verbal presentation re: 5th MC 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) OTHER BUSINESS 8th 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-Law 14th ADJOURNMENT LUNCH WILL NOT BE PROVIDED Deputy Warden for September Councillor Mennill NOTICE: Deputy Warden for October Councillor Wolfe October 27, 2015 County Council Meeting November 10, 2015 County Council Meeting November 27, 2015 Vienna Community Centre 1 Draft COUNTY COUNCIL MINUTES Tuesday, September 8, 2015 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present. Warden Ens in the Chair. ADOPTION OF MINUTES Moved by Councillor Currie Seconded by Councillor Marr THAT the minutes of the meeting held on July 28, 2015 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. DELEGATION Ontario Works Department Update Elizabeth Sebestyen, Acting Director, St. Thomas-Elgin Ontario Works, presented an update about the organization as well as an update regarding progress made to-date on the 10-year Housing and Homelessness Plan. Moved by Councillor Currie Seconded by Councillor Mennill THAT the reports titled Ontario Works Department Updateand 2014 Progress Report 10-year Housing and Homelessness Plan from the Acting Director, St. Thomas-Elgin Ontario Works, dated September 8, 2015 be received and filed. - Carried. Moved by Councillor Wiehle Seconded by Councillor Jones THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Draft Approval for a Plan of Subdivision, Municipality of Central Elgin, File No.: 34T- CE1501, Donwest Construction Ltd. (Sunset Bluffs Subdivision) Manager of Planning The manager presented the report providing Council with information required in order to consider granting draft plan approval to Donwest Construction Ltd. for the Sunset Bluffs Subdivision. Moved by Councillor Currie Seconded by Councillor Jones THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Donwest Construction Ltd. Draft Plan of Subdivision (Sunset Bluffs) in the Municipality of Central Elgin (Port Stanley) File No. 34T-CE1501; and, THAT staff be directed to provide notice of this decision subject to the conditions for final approval in accordance with the Planning Act. - Carried. 2 3 County Council 3 September 8, 2015 Moved by Councillor McWilliam Seconded by Councillor Marr THAT staff submit a joint expression of interest with the Municipality of Dutton/Dunwich to the Ontario Community Infrastructure Fund (OCIF) for the Reconstruction of Miller Road; and, THAT staff submit an expression of interest to the Small Communities Fund (SCF) for the Rehabilitation of the King George Lift Bridge. - Carried. Off Road Vehicles and All Terrain Vehicles Director of Engineering Services The director presented the report recommending that Council maintain a 2004 decision to prohibit Off Road Vehicles on County Roads. Moved by Councillor Jones Seconded by Councillor Mennill THAT the report titled Road Vehicles and All Terrain from the Director of Engineering Services, dated August 24, 2015 be received and filed and circulated to local Municipal partners for information. - Carried. CORRESPONDENCE Items for Consideration 1. Evelyn Eichenbaum, Clerk, Haldimand County, with a resolution seeking support for the Province of Ontario to review Vacancy Rebate Program from a public policy perspective to ensure businesses are not eligible for a reduced property tax burden if vacancy is a result of a labour disruption. 2. Randy Pettapiece, MPP, Perth-Wellington, seeking support for his private resolution for the Province of Ontario to guarantee fairness in Provincial Infrastructure Funding. 3. Brian Smith, Mayor, Town of Wasaga Beach, with a resolution seeking support for the Ministry of Municipal Affairs and Housing to remove proposed Bill 73 amendments to the Planning Act. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Marr Seconded by Councillor Wiehle THAT the Corporation of the County of Elgin support Haldimand resolution requesting that the Minister of Finance and the Minister of Municipal Affairs review Vacancy Rebate Program legislation to ensure that businesses are not eligible for a reduced property tax burden if is a result of a labour dispute. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Jones Seconded by Councillor Marr THAT the Corporation of the County of Elgin support the private resolution urging the government to guarantee government-held ridings and opposition-held ridings be given equal and transparent consideration on infrastructure funding; and, THAT when funding decisions are made, all MPPs whether in government or opposition, be given fair and equal advance notice of the official announcement. - Carried. 4 County Council 4 September 8, 2015 The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Marr Seconded by Councillor Wolfe THAT Correspondence Item #3 be received and filed. - Carried. Items for Information (Consent Agenda) 1. Ontario Energy Board Notice to customers of Union Gas Limited re: gas commodity, storage and transportation rate changes. 2. Hon. Leona Aglukkaq, Minister of the Environment, responding to Elgin County opposition to the construction of a Nuclear Waste Repository in the Great Lakes Basin. 3. Jeff Yurek, MPP, Elgin-Middlesex-London, thanking Elgin County Council for its adoption of the Western Ontario Caucus resolution opposing the sale of Hydro One. 4. Premier Kathleen Wynne, responding to Elgin County concerns re: restoration of competitive electricity rates to Ontario farms, industry and all hydro users. 5. Grace McGartland, Chair, The Arts & Cookery Bank, with thank you for supporting the 2015 Outrageously Rural Food Fight Competition and Extravaganza. 6. Union Gas Limited announcing that they have reached an agreement in principle with TransCanada re: The TransCanada Energy East Project. Moved by Councillor Mennill Seconded by Councillor Wolfe THAT Correspondence Items #1 6 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor Marr updated Council on the grand re-opening of the West Breakwater in Port Stanley on Labour Day Weekend. Between 800 and 1000 people attended the ceremony. Everyone was very appreciative of the project. Councillors Currie and Jones were also in attendance for the opening among others who were recognized at the event. A video is being put together on this topic. Councillor Marr also participated in a new promo video that is being created by Elgin County Tourism. This promo video will feature locations across the County and will launch in the Spring of 2016. Councillor Martyn thanked the Elgin County Archives for the banners they created that show the history of the West Breakwater the Port Stanley beach. These banners are displayed along the West Breakwater. Councillor Martyn also mentioned that the Village of Sparta recently did their own video about the communitys history. This video is available on YouTube. Councillor Currie congratulated Central Elgin on the success of the West Breakwater opening. th The Warden requested that the Council meeting in October be moved to the 27. All Councillors agreed to this change. Notice of Motion None. Matters of Urgency None. 5 County Council 5 September 8, 2015 Council recessed at 10:41 a.m. and reconvened at 10:59 a.m. with the County Solicitor in attendance. Closed Meeting Item Moved by Councillor Wiehle Seconded by Councillor Currie THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (c): a proposed or pending acquisition or disposition of land by the municipality or local board Update #7 Dexter Line Land Purchases. - Carried. Moved by Councillor Currie Seconded by Councillor Martyn THAT we do now rise and report. - Carried. Moved by Councillor Wiehle Seconded by Councillor Jones THAT the verbal legal update on the acquisition of lands along the preferred route for the relocation of parts of Dexter Line from the County Solicitor be received and filed. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marr Seconded by Councillor Martyn THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAW Moved by Councillor Wiehle Seconded by Councillor Currie THAT By-Law No. 15-23Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 8, 2015 Meetingbe read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McWilliam Seconded by Councillor Currie THAT we do now adjourn at 11:43 a.m. and meet again on September 22, 2015 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. ___________________________ Mark McDonald, Paul Ens, Chief Administrative Officer. Warden. 6 REPORTS OF COUNCIL AND STAFF September 22, 2015 Council Reports (ATTACHED) Councilor Martyn St. Thomas Elgin General Hospital Staff Reports (ATTACHED) Senior Financial Analyst and Elgin County United Way Special Events Cte. Chair 2015/ 2016 Events Calendar Manager of Planning Approval for Official Plan Amendment No. 12, File No. MA-OPA12-15, Calvin and Marie Jantzi (Old Order Mennonite Cemetery) Director of Community and Cultural Services Town of Aylmer Library Leasing Request .Items for Consideration Manager of Programs and Community Development Changes to Library Youth Worker Program Director of Community and Cultural Services Belmont Library Renovations Update Director of Homes & Seniors Services Elgin Manor Convection Steamer Replacement Director of Homes & Seniors Services Terrace Lodge Redevelopment - Building Committee Director of Financial Services 2014 Audited Consolidated Financial Statements Director of Human Resources Service Recognition Certificate 7 2¤¯®±³ ³® %«¦¨­ #®´­³¸ #®´­¢¨« ±¤Ȁ 3³ȁ 4§®¬ ² %«¦¨­ '¤­¤± « (®²¯¨³ « Ȩ34%'(ȩ &±®¬ Ȁ 3 ««¸ - ±³¸­Ǿ #®´­¢¨« ±¤¯±¤²¤­³ ³¨µ¤ ®­ ³§¤ 34%'( "® ±£ ®¥ '®µ¤±­®±² $ ³¤Ȁ 3¤¯³ȁ ΓǾ ΑΏΐΔ 3³ȁ 4§®¬ ² %«¦¨­ '¤­¤± « (®²¯¨³ « ¢®­³¨­´¤² ³® ¡¤   µ «´ ¡«¤  ­£ 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§ µ¤ ³® ¡¤ ±®´³¤£ ³® 5­¨µ¤±²¨³¸ (®²¯¨³ « ¨­ .®±³§ ,®­£®­ȁ 4§¨² ¨² ¦±¤ ³ ­¤¶² ¥®± ®´± ¢®¬¬´­¨³¸ȁ STE'( ¢ ®­ ¤­¦ ¦¨­¦  «« ²³ ¥¥  ­£ ¯§¸²¨¢¨ ­² ³® ¨£¤­³¨¥¸ ¯±®¡«¤¬²Ǿ ¦¤­¤± ³¤ ¨£¤ ² ¥®± ¨¬¯±®µ¤¬¤­³  ­£ ¯±®µ¨£¤ ®­¦®¨­¦ ²´¯¯®±³ ³® ³§¤¬ ³® ¯´³ ³§¤¨± ¨£¤ ² ³® ¶®±ª  ­£ ³§¤­ ²´²³ ¨­ ³§¤ ±¤²´«³¨­¦ ¨¬¯±®µ¤¬¤­³² ¨­ ³§¤ ¯ ³¨¤­³ ¤·¯¤±¨¤­¢¤ȁ %¬¤±¦¤­¢¸ ±®®¬ ¶ ¨³ ³¨¬¤² ¢®­³¨­´¤² ³® ¡¤ ³§¤ ¬®²³ ¯´¡«¨¢ ¤· ¬¯«¤ ®¥ ³§¨² ¶®±ª Ȩ34%'( § ² «¤£ ³§¤ ¯±®µ¨­¢¤ ¶¨³§ ³§¤ «®¶¤²³ ¶ ¨³ ³¨¬¤² ¥®± ³§±¤¤ ¸¤ ±²ȩ ¡´³ ²¨¬¨« ± ¨¬¯±®µ¤¬¤­³ ¶®±ª ¨² § ¯¯¤­¨­¦ ¤µ¤±¸ £ ¸ ¨­ ¤µ¤±¸ ¯ ±³ ®¥ ³§¤ §®²¯¨³ «ȁ (®²¯¨³ « "® ±£ ¬¤¬¡¤±² §®²¯¨³ « £¤¯ ±³¬¤­³Ǿ ¤µ¤±¸ £ ¸ ³® ®¡²¤±µ¤ ²³ ¥¥ ¨­³¤± ¢³¨®­ ®­ ¨¬¯±®µ¤¬¤­³  ³ ³§¤  ³³¤­£ ­¢¤  ³ ³§¤²¤ §´££«¤²  ­£ ¶¨«« ¢®­³¨­´¤ ³® ¶¤«¢®¬¤ ³§¤¬ȁ 9 REPORT TO COUNTY COUNCIL FROM: Elgin County United Way Special Events Committee Jennifer Ford, Senior Financial Analyst and ECUWSEC Chair DATE: September 15, 2015 SUBJECT: 2015/2016 Events Calendar INTRODUCTION: The Elgin County United Way and Special Events Committee (ECUWSEC) spearheads events to provide staff and County affiliates opportunities to come together and, in some instances, raise money. By December 2015, the Committee expects that the Elgin St. Thomas United Way will receive approximately $43,000 from the payroll deductions of staff and the fundraising activities supported by the County. This report is presented to obtain Councilsupport of County fundraising activities and other County staff social events planned for the period September 2015 and running through to August of 2016. DISCUSSION: September is the beginning of the fundraising period for the United Way calendar. As a result, the County begins its fundraising activities to encourage staff to participate via payroll deduction for the 2016 payroll year. Staff who are actively participating in the payroll deduction program are, based on their amount of donation, eligible to participate in the following opportunities: A donation of $2.00 or more per pay entitles you to participate in Dress Down Fridays and the monthly draws; A donation of $3.00 or more per pay entitles you to participate in Dress Down Fridays and an opportunity to be entered into a draw for 1 day off with pay in 2016 and the monthly draws; A donation of $5.00 or more per pay entitles you to participate in Dress Down Fridays and an opportunity to be entered into a draw for 1 day off in 2016 and a draw for 2 days off with pay in 2016 and the monthly draws. th The draw for the days off prizes will occur on November 20, 2015 for those persons signed th up to the payroll program by the November 13, 2015 cut off date. Monthly draws are held during the last week of the month for active payroll donation participants and feature a prize valued at no less than $25. The annual Christmas Party is a social event designed as an opportunity for staff and their families to gather together and enjoy the holiday season. Last year the format change was so encouraging that we are planning to keep the casual drop in style for the 2015 event. This year the Christmas Party will take place at the CASO Station on 10 Friday, December 11, 2015. Tickets must be purchased in advance of the event and will enable attendees to drop by between the hours of 5 pm and 10 pm to enjoy munchies, non- alcoholic beverages, door prizes, festive music, and great conversation. The CASO Station will have a cash bar open and available to party guests. We have reserved group seating at two London Knights games this year. The games are designed to provide a family social event for staff. The following dates are set aside: Saturday, December 5, 2015 - Knights vs Ottawa @ 7:00 pm (Teddy Bear Toss) and Monday, February 15, 2016 Knights vs Flint @ 2:00 pm (Family Day) Plans are underway for the 2016 Golf Tournament which will be hosted at the Tarandowah Golfers Club. The date set for the tournament is Wednesday, June 15, 2016. Our last two tournaments have been very successful with full rosters of sponsors and golfers so we are early! As well as the events listed above, there are events that are held throughout the year by member agencies of the Elgin St. Thomas United Way or by the United Way itself. One such event that has caught on throughout the County is the Brown Bag Lunch sponsored by the Eat 2 Learn program. This event usually takes place in March and staff participation is coordinated through the committee liaisons at the various facilities efforts. CONCLUSION: It is the mandate of ECUWSEC to organize staff events throughout the year. Some events are designed to help raise money for the United Way while others are designed as a social activity for staff and their families. We extend an invitation through this report to the councils and employees of our member municipalities to join us at any of our planned events throughout the year. RECOMMENDATION: THAT Council support the Elgin County United 2015/2016 planned activities as outlined in this report. All of which is Respectfully Submitted Approved for Submission Jennifer Ford Mark G. McDonald Senior Financial Analyst & ECUWSEC Chair Chief Administrative Officer 11 REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: September 3, 2015 SUBJECT: Approval for Official Plan Amendment No. 12 Part Lot 26, Concession 8 51920 Glencolin Line Township of Malahide Owner/Applicant: Calvin and Marie Jantzi (Old Order Mennonite Cemetery) File No.: MA-OPA12-15 INTRODUCTION: This report will provide County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. The Township of Malahide submitted Official Plan Amendment No. 12 to the County of Elgin for approval on August 14, 2015. In accordance with Section 17 of the Planning Act the is required to make a decision in which it may approve, modify or refuse to approve an official plan amendment. within 180 days after the amendment is received any person or public body may appeal to the Ontario Municipal Board. (see attachments) DISCUSSION: The purpose of Official Plan Amendment No. 12 is to change the land use designation on certain lands located on the north side of Glencolin Line, east of Walker Road, from . This change is needed to recognize the existing Old Colony Mennonite Cemetery and to permit its expansion to the west. The Specific Policy Area would apply to 0.8 hectares (2 acres) of land. public meeting was held on August 6, 2015. No comments or objections were filed by the public and as a result Council adopted the Official Plan Amendment by By-Law and forwarded it along with supporting materials to the County of Elgin for approval. This application for Official Plan Amendment proposes to change the policies of Section 3.8 Specific Policy Areas to add a new section 3.8.7 Specific Policy Area No. 7 to recognize the existing Old Order Mennonite Cemetery as expanded onto abutting lands to the west. This application was originally submitted to the Ministry of Municipal Affairs and Housing in 2013 prior to Elgin County taking over approval authority. At that time the MMAH determined . As a result, Township Planners, Monteith Brown Planning Consultants, determined that adequate information is now available to proceed with an official plan amendment. 12 Based on the fact that this is a site-specific amendment that proposes to recognize an existing cemetery and a small expansion (1 acre) on abutting lands to the west, the Manager of Planning has determined that no further circulation is required for this application. CONCLUSION: planning consultant presented a report that supports the proposed Official Plan Amendment and the Township of Malahide received no comments or objections following the public meeting. As a result the Council of the Township of Malahide adopted Official Plan Amendment No. 12t by By-law 15-61 on August 6, 2015. The Manager of Planning has reviewed File No.MA-OPA12-15, along with the background material that was submitted by the Township of Malahide. 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 Township of Malahide Official Plans. A number of modifications are suggested to add clarity to the wording of this Official Plan Amendment. The proposed changes have been agreed to by RECOMMENDATIONS: with THAT the Council of the Corporation of the County of Elgin gives approval, modifications , to Official Plan Amendment No.12 to the Township of Malahide Official Plan, File No. MA-OPA12-15; 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 13 Date of Decision: 2015 File No.: MA-OPA12-15 Date of Notice: 2015 Municipality: Township of Malahide Last Date of Appeal: 2015 ject Land: Part Lot 26, Concession 8 Sub Applicant: OldColonyMennonite Cemetery NOTICE OF DECISION With respect to an Official Plan Amendment Section 17(35) and 21 of the Planning Act Purpose and Effect of the Official Plan Amendment The purpose of this Amendment is the Township of Malahide Official Plan to recognize the existing Old Colony Mennonite Cemetery as well as an expansion of the cemetery on lands abutting to the west. Decision On ______________, 2015, Elgin County Council approved asmodified Amendment No. 12 to the Official Plan for the Township of Malahide as adopted by By-law No.15-61 on August 6, 2015. When and How to File an Appeal Who Can File an Appeal Any appeal to the Ontario Municipal Board must Only individuals, corporations or public bodies be filed with the County of Elgin no later than 20 may appeal the decision of the County of Elgin to days from the date of this notice as shown above the Ontario Municipal Board. A notice of appeal as the last date of appeal. may not be filed by an unincorporated association or group. However, an appeal may The appeal should be sent to the attention of the be filed in the name of an individual who is a Manager of Planning, at the address shown member of the association or group on its behalf. below and it must, No person or public body shall be added as a (1) set out the specific part of the proposed party to the hearing of the appeal unless, before official plan amendment to which the appeal the plan was adopted, the person or public body applies, made oral submissions at a public meeting or (2) set out the reasons for the request for the written submissions to the council, or, in the appeal, and opinion of the Ontario Municipal Board, there are (3) be accompanied by the fee prescribed under reasonable grounds to add the person or public the Ontario Municipal Board Act in the body as a party. amount of $125.00 payable by cheque to the Minister of Finance, Province of Ontario. Mailing Address for Filing a Notice of Appeal When the Decision is Final The decision of the County of Elgin is final if a County of Elgin Notice of Appeal is not received on or before the Planning Department last date for filing of a notice of appeal. 450 Sunset Drive St. Thomas, ON N5R 5V1 Other Related Applications: NA Submit notice of appeal to the attention of the Getting Additional Information Manager of Planning. Additional information about the application is available for public inspection during regular Telephone: (519) 631-1460 office hours at the County of Elgin at the address Fax: (519) 633-7661 noted below. 14 DECISION With respect to the Official Plan for the Township of Malahide Subsection 17 (34) of the Planning Act I hereby modify and approve as modified, the Official Plan for the Township of Malahide as adopted by By-law 15-61, as follows: 1. PART B THE AMENDMENT is modified by 2. DETAILS OF THE AMENDMENT - Section 1.- is modified by adding the words Aand 3. DETAILS OF THE AMENDMENT Section 2. - Is modified by adding the words 4. 5. -designated Dated at County of Elgin this _______ day of _______, 2015 __________________________________ Steve Evans Manager of Planning County of Elgin 15 AMENDMENT NO. 12 TO THE OFFICIAL PLAN OF THE TOWNSHIP OF MALAHIDE Subject: Specific Policy Area No. 7 - Old Colony Mennonite Cemetery Calvin & Marie Jantzi (David Roe, Civic Planning Solutions Inc.) 51920 Glencolin Line August 6, 2015 16 CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO. 15-61 WHEREAS the Township of Malahide has an official plan that is in effect, adopted by Council on 16 August 2001 and approved by the Ministry of Municipal Affairs on 9 March 2003, and as subsequently amended; and WHEREAS a meeting of Council, open to the public, was held on August 6, 2015 for the purposes of considering a proposed amendment which would permit the modest expansion of an existing cemetery by applying a ‘Specific Policy Area’ designation in accordance with Section 2.1.2.4 and Section 2.1.2.5 of the Official Plan; WHEREAS the proposed amendment would be consistent with the Provincial Policy Statement; WHEREAS the intent of the Official Plan of the County of Elgin and the Official Plan of the Township of Malahide would be maintained; WHEREAS the Council of the Corporation of the Township of Malahide now deems it expedient to adopt the proposed amendment to the Official Plan of the Township of Malahide; THEREFORE the Council of the Corporation of the Township of Malahide, in accordance with Section 17 of the Planning Act, R.S.O., 1990, as amended, hereby enacts as follows: 1. THAT Amendment No. 12 to the Official Plan of the Township of Malahide, consisting of the attached explanatory text and Schedule ‘A’, is hereby adopted. 2. THAT the Clerk is hereby authorized and directed to make application to the County of Elgin for approval of the aforementioned Amendment No. 12 to the Official Plan of the Township of Malahide. 3. THAT Amendment No. 12 shall not come into force or take effect unless and until it has been approved in accordance with the Planning Act, R.S.O., 1990, as amended. 4. THAT this By-law shall come into force and take effect on the day of final passing thereof. th READ a FIRST time this 6 day of August, 2015. th READ a SECOND time this 6 day of August, 2015. th READ a THIRD time and FINALLY PASSED this 6 day of August, 2015. Mayor C.A.O/Clerk 2 Amendment No.12 to the Official Plan – Old Colony Mennonite Cemetery page Township of Malahide August 2015 17 PART A - THE PREAMBLE 1. PURPOSE The purpose of this Amendment is to change the designation as it applies to certain lands lying on the north side of Glencolin Line east of Walker Road, being part of Lot 26, Concession VIII in the Township of Malahide. The change in designation, from ‘Agriculture’ to ‘Specific Policy Area’, permits the expansion of the existing Old Colony Mennonite Cemetery by acquiring and adding abutting vacant lands to the west. The lands affected by the amendment comprise a frontage of 59.6 metres (196 ft), a depth of 135.8 metres (446 ft) and an area of 0.8 hectares (2.0 acres). The westerly half of the parcel is devoid of buildings or structures and used for agricultural purposes. The easterly half of the parcel is occupied by an existing cemetery known as the Old Colony Mennonite Cemetery. The expanded cemetery would comprise an area of 0.8 hectares (2.0 acres). No new lot would be created. A consent granted by the Elgin County Land Division Committee (#E79/12) for the purposes of the aforementioned expansion (Figure 1) has since lapsed. A new application for consent will be required. Neighbouring lands are predominantly used for agricultural purposes. Rural residential development is limited in the area. The Old Colony Mennonite Church, which the cemetery is administered by, lies directly opposite the cemetery on the south side of Glencolin Line. Abutting the cemetery immediately to the east lies another existing cemetery owned by the Municipality (Trinity Cemetery). Minor boundary adjustments are permitted by the Provincial Policy Statement (PPS), however, the expansion of small-scale institutional uses such as cemeteries (beyond the area presently zoned for such purposes) requires an amendment to the Township of Malahide Official Plan in accordance with Section 2.1.2.4 and Section 2.1.2.5. 2. BASIS The rationale for amending the Official Plan is based on the following considerations. i) Under the Provincial Policy Statement 2014 (PPS), lot adjustments in prime agricultural areas may be permitted for legal or technical purposes, including minor boundary adjustments where no additional lot is being created (Section 2.3.4.2). The word 'minor' is not further defined by the PPS. The preservation of prime agricultural land is a matter of provincial concern. The subject lands have a combination Canada Land Inventory (CLI) ranking of Class I/Class III and are considered to lie in a ‘Prime Agricultural Area’. Lands may only be used for limited non-residential uses provided all of the following are demonstrated: 3 Amendment No.12 to the Official Plan – Old Colony Mennonite Cemetery page Township of Malahide August 2015 18 OFFICIAL PLAN AMENDMENT NO. 12 Township of Calvin and Marie Jantzi MALAHIDE 51920 Glencolin Line Pt Lot 26, Concession VIII FIGURE 1 Township of Malahide OP DESIGNATION AGRICULTURE ZONING A1 AGRICULTURAL I INSTITUTIONAL RC RURAL COMMERCIAL CONCESSION VIII LOT 25 LOT 26 LOT 27 I Calvin and Marie Jantzi A1 A1 A1 Previous Severance:E-79/12 Old Colony Mennonite Cemetery I A1 0.8 ha Trinity Cemetery (2.0 ac) Old Colony Mennonite Church 59.6 m (196 ft) GLENCOLIN LINE A1 I RC A1 A1 Air Photo: 2010 SUBJECT LANDS 1:4,000 19 Metres 050100150200 1. the land does not comprise a specialty crop area; 2. the proposed use complies with the minimum distance separation formulae; 3. there is an identified need within the planning horizon provided for in policy 1.1.2 for additional land to be designated to accommodate the proposed use; and 4. alternative locations have been evaluated, and i. there are no reasonable alternative locations which avoid prime agricultural areas; and ii. there are no reasonable alternative locations in prime agricultural areas with lower priority agricultural lands. (Section 2.3.6.1) Impacts from any new or expanding non-agricultural uses on surrounding agricultural operations and lands are to be mitigated to the extent feasible. (Section 2.3.6.2) Based on the information available, there are no reasonable alternative locations that would avoid prime agricultural areas in this instance. In terms of the potential for conflict with neighouring agricultural operations, the existing Old Colony Mennonite Cemetery was originally part of an old Township cemetery established in the 1850’s. The cemetery has clearly been in existence for some time and has been operated by the current owners since 1973. Expansion of the cemetery is unlikely to result in any greater conflicts than the existing cemetery has had in the past. The cemetery comprises 480 occupied graves and 227 open graves. There are approximately 20 burials per year. The graves are not pre-sold and are not marked. Family plots are not offered the same way they are in typical cemeteries. The current supply of graves will last an estimated 11 years, and it is anticipated that the proposed 1-acre expansion will provide sufficient area to accommodate 707 additional graves. The church wishes to be secure in the knowledge that a long-term supply of graves is available. It is noted that the absence of grave markers and simple burial practices of the Mennonite community should be respected by allowing the church to expand its own long-established cemetery. With respect to the avoidance of Class 1, 2 & 3 soils, the owners agent notes that such soils surround the subject lands. It is virtually impossible to avoid using such lands, and the loss of potentially one acre of Class 1 -3 agricultural land should be weighed against the impacts of the alternative scenario, namely, establishing a new cemetery in the midst of a prime agricultural area. With respect to the subject lands comprising a specialty crop area, the information provided confirms that this is not the case. The Minimum Distance Separation (MDS I) do not apply in this instance insofar as a new lot is not being created. In addition, it has been confirmed that there are no intensive livestock operations in the immediate vicinity of the subject lands. The Amendment is considered to be consistent with the PPS. 4 Amendment No.12 to the Official Plan – Old Colony Mennonite Cemetery page Township of Malahide August 2015 20 ii) The subject site is designated ‘Agriculture Area’ on Schedule ‘A’ of the County of Elgin Official Plan. Severances for the purposes of expanding the cemetery are permitted in accordance with the following: C2.9 RECREATIONAL AND OTHER NON-AGRICULTURAL USES The development of new recreational uses and expansions to existing recreational uses, such as golf courses and driving ranges, and cemeteries is not permitted on lands designated Agricultural Area by this Plan since it is the intent of this Plan to protect lands which are suitable for agricultural uses for the long term. However, applications to amend the local Official Plan to develop such uses may be considered subject to the submission of appropriate studies, including an Agricultural Impact Assessment, that demonstrates to the satisfaction of the County that: a) there is a need within the planning horizon of this Plan for the proposed use; b) the lands do not comprise a specialty crop area; c) there are clearly no other reasonable alternatives that are outside of prime agricultural areas; d) there are no reasonable alternative locations in prime agricultural areas with lower priority agricultural lands; e) the proposed use will not be located in an area that may have an impact on the efficient and logical expansion of nearby urban areas; f) the proposed use meets the required MDS I setback distances; and, g) impacts from any new or expanding non-agricultural uses on surrounding agricultural operations and lands should be minimized to the extent feasible. Site-specific local Official Plan Amendments of this nature will not require an Amendment to this Plan. Under the circumstances as previously indicated, and given the modest amount of land proposed to be used for the expanded cemetery, the value of any ‘Agricultural Impact Assessment’ in this case is questionable. The owners have indicated the legitimate need for additional burial plots within the planning horizon of the County Official Plan. The subject lands do not comprise a specialty crop area. Given the long-standing existence of the existing cemetery and church in the area and the desire to maintain these features at their current locations, there are no reasonable alternatives outside of prime agricultural areas, or for that matter in prime agricultural areas with lower priority agricultural lands. The proposed use is not located in an area which would have an impact on the efficient and logical expansion of any nearby urban area. The MDS I setback distances do not apply insofar as a new lot is not being created. Finally, impacts from the expanding non- agricultural use would have minimal, if any, impact on surrounding agricultural operations. In this instance, expansion of the existing cemetery is considered a desirable alternative to establishing a new cemetery in the agricultural area of the Township. No new lot would be created. Conformity with the County of Elgin Official Plan would be maintained. iii) The subject site is designated ‘Agriculture’ on Schedule ‘A1’ of the Township of Malahide Official Plan. Under the Township of Malahide Official Plan, severances for lot additions and minor boundary adjustments are permitted in accordance with the following: 5 Amendment No.12 to the Official Plan – Old Colony Mennonite Cemetery page Township of Malahide August 2015 21 Consents for lot adjustments, lot additions, minor boundary changes, easements and rights- of-way, or correction of title are permitted in any land use designation, provided the severed and retained parcels comply with the other applicable requirements of this Plan, and the Zoning By-law. (Section 8.7.1.7) Other applicable requirements dealing specifically with cemeteries in the ‘Agriculture’ designation are as follows: 2.1.2.5 Several small scale institutional uses such as churches, cemeteries and schools exist within the Agriculture designation. These existing uses typically serve local rural populations and do not usually create land use conflicts with adjacent agricultural uses. These uses will be zoned in a site-specific fashion consistent with their low building coverage to lot area ratio. However, further expansion of these small-scale institutional uses beyond the existing zoned areas will only be considered by Official Plan Amendment in the context of Section 2.1.2.4. 2.1.2.4 Proposals for new or altered land uses in the “Agriculture” designation other than those contemplated by subsection 2.1.2.2 of the Official Plan will require an amendment to the plan which must be justified on the basis of a growth related demand for the proposed use; the lands do not comprise a specialty crop area; there being no appreciable loss of prime agricultural lands from a prime agricultural area; no reasonable alternative locations which avoid prime agricultural areas; and/or there being no reasonable alternative locations within the prime agricultural area with lower priority prime agricultural lands. The criteria of Section 2.1.2.4 are largely a re-statement of the Provincial Policy Statement and are capable of being satisfied as previously identified. There is evidently a need for the expansion and the loss of prime agricultural land is not considered appreciable. Similar amendments to the Plan have been treated as ‘Special Policy Areas’. Reasonable alternatives elsewhere which avoid prime agricultural land do not exist. iv) The custodian of the cemetery is the Old Colony Mennonite Church which lies directly across the road. Expanding the existing cemetery represents a more efficient use of land and operations than establishing a new site and operating two cemeteries in two separate locations. The potential for conflicts with neighbouring agricultural operations is not considered significant. The removal of a relatively small amount of farmland from production must be weighed against the increased potential for land use conflicts in the event a new cemetery were to be established elsewhere in the Municipality in a ‘prime agricultural area’. v) The subject lands are zoned, in part, Agricultural (A1) in the Township of Malahide Zoning By-law. A re-zoning to Institutional (I) is required. The enlarged lot would satisfy the minimum lot area and lot frontage requirements (1,850 sq m and 30 m respectively) of the I Zone. Permitted uses of the I Zone include a cemetery. 6 Amendment No.12 to the Official Plan – Old Colony Mennonite Cemetery page Township of Malahide August 2015 22 PART B - THE AMENDMENT All of this part of the Amendment entitled ‘Part B - The Amendment’, consisting of the following text and Schedule A, constitutes Amendment No. 12 to the Official Plan of the Township of Malahide. DETAILS OF THE AMENDMENT 1. Section 3.8 of the Official Plan of the Township of Malahide is hereby amended by the addition of the following subsection. “3.8.7 Specific Policy Area No. 7 The lands situated on the north side of Glencolin Line, east of Walker Road, in Part of Lot 26, Concession 8 in the geographic Township of Malahide, and designated “Specific Policy Area” on Schedule “A”, may be used, developed and zoned for institutional purposes, more specifically, to recognize and permit the expansion of the Old Colony Mennonite Cemetery. Lands so designated will be subject to an amendment to the Township’s Zoning By-law.” 2. Schedule A1, Land Use, of the Official Plan of the Township of Malahide, is hereby amended by changing the designation of part of Lot 26, Concession VIII from ‘Agriculture’ to ‘Specific Policy Area’ as shown on Schedule “A” hereto. 7 Amendment No.12 to the Official Plan – Old Colony Mennonite Cemetery page Township of Malahide August 2015 23 PART C - THE APPENDICES The following appendices do not constitute part of Amendment No. 12 but are included as information supporting the amendment. Appendix I - Notice of Public Meeting Appendix II - Minutes of Public Meeting, August 6, 2015 Appendix III - Correspondence 8 Amendment No.12 to the Official Plan – Old Colony Mennonite Cemetery page Township of Malahide August 2015 24 25 26 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: September 15, 2015 SUBJECT: Town of Aylmer Library Leasing Request Items for Consideration INTRODUCTION: Aylmer Town Council recently endorsed a report entitled that calls for County Council input regarding the feasibility of the town leasing space to facilitate an expansion to the Aylmer Library. This report seeks on a possible response . DISCUSSION: Council on September 8, 2015 entitled This report seeks County that the Town may wish to explore to expand the Aylmer Library, either in one location to replace the current facility, or in another location that would be in addition to the current facility. Prior to proceeding much further in this process, the Town is seeking Cou endorsement on three key issues that are contained in recommendations (b) and (c) of the report, namely: If County Council is open to the option of operating Aylmer Library in two locations if required to cumulatively meet the space needs of the library. That County Council provide feedback on a preferred location for any leased space in relation to the current library site. That County Council indicate its willingness to amend the CountLibrary -free loan to support capital improvements to a facility that is either leased or owned by a municipality. The current policy covers only facilities that are owned by a municipality. Th Issue 1: Operating the Aylmer Library in Two Locations In considering this matter, it is important to keep in mind guidelines for library space planning. The Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO), the organization representing most County library systems in Ontario (including Elgin), endorses Guidelines for Rural/Urban Public Library Systems. In 2012, County Council received and filed this document as a reference tool for library planning purposes. A complete copy is available at http://aruplo.weebly.com/guidelines.html. The document outlines guidelines for library service in key areas such as facilities, hours of operation, staffing and collections. Under the guidelines, Aylmer is considered a large branch given that the population served in its catchment area is 13,000 residents. This figure 27 takes into account the population of the Town of Aylmer and the central to southern portions of the Township of Malahide. The ARUPLO facility guideline under the large branch category calls for a minimum of 10,000 square feet or one square foot per capita which would mean in s case 13,000 square feet can be justified to meet guidelines. At the very least, any new or expanded facility in Aylmer should strive to meet the minimum guideline in the large branch category of at least 10,000 square feet. The ARUPLO guidelines are just that, guidelines; they are not formal standards tied to a funding formula or a regulation. Staff recognize that it may not always be possible to meet guidelines given local circumstance so flexibility is required. Staff also recognize that County Council has not traditionally insisted that a municipality provide a minimum amount of space to operate a librar role. However, any leasing option should be mindful of the space requirements in the guidelines so that effective service can be provided for the service area. Provision for leasing costs of at least 10,000 square feet has already be ten-year business plan. consideration and approval prior to proceeding. These challenges are not minor and have the potential to drive increased operating costs to the County to properly staff and For a two site solution to properly function, staff are advising secure two locations. that County Council take into consideration the following issues before responding: cy to occur. The Town will have to incur the costs of all capital improvements to any leased premises such as electrical, lighting, millwork, accessibility features, parking and wall / floor finishes prior to library occupancy. Library staff should have the opportunity to provide input into these matters prior to occupancy. A detailed staffing review will need to occur that will likely involve a combination of additional staff hours (thereby increasing the Countre- deployment of existing staff in the system. An initial review indicates that the addition of one part-time position of up to 20 hours per week could be required $30,000 depending on the ultimate level of service provided at both locations. An important consideration in this regard is that staff should not be working alone at either location during open hours. Additional costs will likely result such as IT support and equipment at both locations. The location of the secondary site in relation to the primary site could also have further cost implications in terms of mileage requirements and time for travel between locations. The same level of service and hours of operation cannot be offered at both locations. Operationally, such a solution will likely evolve into a primary and secondary site for library services, with the primary site open up to the current 48 hours per week and providing core library services of circulation of materials, reference and public access computer usage. The secondary site will be open for a portion of that, likely the 20 hours per week specified above for staffing, and will provide more specialized services such as programming. 28 If the current Old Town Hall site is contemplated as one of these two locations, Council should insist that the current lease for that location established in 1982 and extending to 2022 be terminated and in its place, municipal lease for library facilities be adopted to further promote consistency across the County with municipal partners. If Council is comfortable with the above, a two-site solution then becomes feasible. While there are significant challenges to a two site solution for library expansion, there are also significant opportunities that inspire visionary thinking. These opportunities include the following: The ability to turn the secondary site into a specialized technology, programming, cultural display and maker space zone that could serve as a creativity hub for the entire system. The secondary site could be thought of as a community zone that could serve all of East Elgin. The ability to have two library locations okending downtown core, which will benefit the spaces in between in terms of visitor traffic and could complement existing features such as greenspaces. The ability to turn a portion of the secondary site into a place for cultural programming and displays of art, music, literary events and local history, thereby creating a new public gallery in Aylmer. The ability for the Town to perform much needed upgrades to carpet, wall treatments and other improvements at the Old Town Hall location once the library vacates shelving, computers and the circulation desk to the primary location, thereby helping to maintain a designated heritage building. Question 1: Does County Council support a two-site solution based on the terms, challenges and opportunities outlined above? Issue 2: The Preferred Location for a Leased Library Space in Relation to the Current Site Staff feel that it is strictly up the municipality to determine the best location for a library facility based on the needs of the community. This has always been the practice since the County formally took over administration of the County library system in 1965 when municipalities owned the buildings. At that time, there was no need to transfer ownership to the County given that leases were negotiated and given that some buildings served other municipal functions. This convention has carried on to today, with the lower-tier providing the building and the County operating the service. does include a statement that ocations on main thoroughfar-location with other community serv involvement on this matter goes. Question 2: Does County Council wish to leave the preferred location for one or more library facilities in Aylmer, be they leased or owned by the Town of Aylmer, strictly to the discretion of Aylmer Town Council? 29 Issue 3: to support an interest-free loan for a library facility that is either leased or owned by a municipality. County Council most recently amended the interest- in 2013 to increase loan amounts in accordance with the small, medium and large categories of the ARUPLO guidelines. Loan amounts are now $100,000, $200,000 and $400,000 under each respective category. Using the interest- free loan provisions in the policy to make capital improvements to a facility that a municipality may wish to lease for library purposes has never been previously contemplated by County Council. However, staff recommend that Council support an amendment to the policy to include leasing options given that the risk of this change to the County is very low and the amendment falls well within the spirit of the policy. It must be stressed that this amendment is not a guarantee that any application for an interest-free loan for a leased facility will be approved by County Council as the other terms and conditions of the policy will still apply. Staff furthermore recommend that an amendment be made to the policy (Section 5.12) to require the submission of invoices so that loans are for are actual costs up to the maximum allowable in each category potential request, but any future request made by another municipality for an interest-free loan for a library facility. Po-free loans to leased facilities in addition to those owned by the municipality, up to the maximum allowable in each category and subject to invoices? CONCLUSION: back on matters such as support for two locations to meet the total space needs of the Aylmer Library, a preferred location if such a solution were proposed and whether County Council is willing to amend policies to support an interest-free loan to support improvements to a leased facility. RECOMMENDATIONS: THAT County Council hereby states its preference for a one-site solution to meet the future space needs of Aylmer Library; and, request for feedback on leasing options for Aylmer Library. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 30 31 32 33 LIBRARY BRANCH CONSTRUCTION POLICY (Proposed amendments for County as highlighted in red nd for the September 22, 2015 meeting.) SCOPE The following shall constitute the policy of the County of Elgin to be followed in considering any participation it will have with any Municipality represented on County Council in the renovation, relocation or expansion of Library facilities anywhere in the County. This policy applies to capital construction or relocation of library facilities only. Operational issues and related costs pertaining to each facility are addressed in respective leases signed for each facility. New, expanded or relocated branches Munici with no exceptions. FACILITY SIZE The square footage of new, expanded or relocated library facilities will adhere, amended from time to time by the Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO) in which the Elgin County Library is a voting member. The following are current guidelines for the assignable size of library facilities (excluding utility rooms): Small Branches: Branches serving catchment areas of 1,000-5,000 catchment area, whichever is greater; Medium Branches: Branches serving catchment areas of 5,000-10,000 population: Minimum 5,000 sq. ft. or catchment area, whichever is greater; Large Branches: Branches serving catchment areas of 10,000-35,000 catchment area, whichever is greater; 34 LOCATION will be preferred. Co-location with other community services will be preferred. ADDITIONAL CONSIDERATIONS In all cases, Municipalities shall strive to set the highest standards in terms of public accessibility, including compliance with provincial accessibility legislation. An Interest Free Loan from the County for renovation, relocation or expansion of library facilities is available up to the following amounts: Small branches, $100,000; Medium branches $200,000; Large branches, $400,000. The loan must be repaid within ten years. All requests for new libraries, expansion of libraries or relocation of libraries in the following year must be received by Council no later than December of each year for budgeting purposes. Any st request received after December 31 will be considered for the following year. County Council reserves the right to deny such a loan for financial reasons. ACTIONS INITIATED BY THE MUNICIPALITY AND THE COUNTY 1.0 The Municipality shall determine if, in the opinion of their Council, there is a need for a new Library, expansion of a Library or a relocation of a Library. A review of ARUPLO guidelines and input of f Community and Cultural Services (or designate) is strongly encouraged in this process. 2.0 If the answer is yes, the Municipality shall to the County C.A.O. and Director of Community and Cultural Services, outlining the following information: 2.01 The address and description of the proposed site and building to be constructed, expanded or relocated. 2.02 The approximate interior gross area of the new building, expanded building or relocated building. 2.03 The approximate size of the area designated to be for Library use. 2.04 Approximate loan requested from the County. 2.05 The proposed date to commence construction. 3.0 The Director of Community and Cultural Services shall forward the proposal to County Council. 35 4.0 County Council shall consider the proposal (Letter of Intent) and notify the Municipality of its decision. If acceptable, and County Council determines that it wishes to participate in a new Library facility, expanded Library facility, or relocated Library facility, a Letter of Intent detailing the arrangements will be signed by the C.A.O. of the County of Elgin and the Municipality. 5.0 The Municipality, at its expense, shall cause plans and specification of the Library premises to be prepared and sent to the Director of Community and Cultural Services who will forward to County Council for approval. The plans and specifications must include the information set out in this policy and if required may include a request for an Interest Free Loan. The plan and specifications must include: 5.01 The address and description of the proposed site and building to be constructed, expanded or relocated building. 5.02 The interior gross area of the new building, expanded building or relocated building. 5.03 The size of the area designated to be for library use. 5.04 Construction timetables. 5.05 Approximate move in date for library staff. 5.06 Cost of construction or renovation including mechanicals. 5.07 Confirmation of interior fittings required for library use (such as custom millwork). These fittings are to be included in construction costs and are to be paid by the municipality. Additional furnishings for library use are the responsibility of the County. 5.08 (if applicable). 5.09 Interim financing cost (if applicable). 5.10 Source of funding for project. 5.11 Request for an Interest Free Loan indicating when the loan will be required. The loan must be repaid within ten years of being issued. 36 5.12 The Director of Community and Cultural Services shall forward the proposal to County Council with a recommendation on acceptance. At such time, the Director establishing a deadline to execute the lease. Should an interest-free loan be requested and approved, the Director of Financial Services shall be authorized to issue a loan agreement up the maximum allowable in each category with terms stating that the loan is payable within a ten year period upon execution and subject to the provision of actual invoices. County Council reserves the right to deny such a loan for financial reasons. 6.0 Both Parties shall be responsible for their own legal costs in the negotiation and/or drafting of any Lease or Loan Agreement. 7.0 The Municipality shall be the owner or leaser of the land and/or building. Adopted by County Council on February 16, 1999. Revised July 23, 2013, Revised March 13, 2012 and Revised January 25, 2011. 37 REPORT TO COUNTY COUNCIL FROM: Sandra Poczobut, Manager of Programs and Community Development Brian Masschaele, Director of Community and Cultural Services DATE: September 11, 2015 SUBJECT: Changes to Library Youth Worker Program INTRODUCTION: Elgin County Library staff were informed in July 2015 that the Community Access Sites Youth Initiative Program (CAS-YI and formally known as the Community Access Program or CAP) has been suspended effectively immediately and in its place a new program is being launched. This report outlines to Council the objectives of this new program, known as the Youth In successful application. DISCUSSION: Elgin County Library has received federal funding from Industry Canada since 1994 to provide technology and employ area youth to work in branches to provide computer training to residents. Most recently, the library has employed eight youth workers, largely high school students, for this purpose. Council is well aware of the positive s residents through the many annual reports that have been presented in the past. The program was working well and was having a meaningful impact on County residents. The amount of funding received from Industry Canada in 2014/15 for this purpose was approximately $45,000. In July 2015, Industry Canada through the Ontario Library Association, informed public libraries that a new program will be taking the place of CAS-YI. Unfortunately, staff had begun the process of recruiting youth workers under the previous program according to past practice. These efforts had to be immediately suspended while details of the new YIP program were rolled out. The new Youth Internship Program places a much higher priority on developing information technology skills for youth. The new program has two streams: * Career Focus Stream - Youth must be between 15-30 years old at time of start of their internship. - Youth must be a post-secondary graduate or have completed one course. - Positions are 420 hours. Rate of grant is $14 per hour + 16.75% payroll costs. - Work needs to be completed by March 31, 2016. 38 * Summer Work Experience Stream - Youth must be between 15-30 years old at time of start of their internship. - Youth must be returning to school full-time in the autumn. - Positions are 250 hours. Rate of grant is $11 per hour + 16.75% payroll costs. - Work needs to be completed by September 15, 2015. A complete breakdown of the differences between the former CAS-YI/CAP program and the new YIP program is attached. Staff worked diligently to submit an application under the new program under some very tight deadlines and are now pleased to report that the library has been approved for eight Career Focus Interns that will be assisting the public in all ten branches of the library and performing the following duties (among others): Assisting patrons with technology needs. Providing IT support such as troubleshooting hardware and software issues in Supporting and researching makerspace technology. Researching and assisting with implementation of specialized technology such as video and sound production. ding for youth employment has increased by $18,749 to $58,842 from 2014/15 levels. This is clearly a good news story for the library for the upcoming year which hopefully can be sustained in future applications. One major change is that high school students cannot be employed under the Career Focus stream. The requirement that candidates must be enrolled in, or have graduated from post-secondary education in an IT discipline, poses somewhat of a challenge for many rural communities where such candidates may not be readily available during the school year, but staff are confident that this challenge can be overcome. Staff will also look to apply to the Summer Experience stream in 2016 and beyond to employ local high school students in the future. Revisions to the project set up in the 2015 operating budget will now be required to encompass this new program. Staff are recommending that the project associated with the former CAS-YI program be suspended and a new project be established in the 15 and 2016 budgets for YIP. CONCLUSION: s youth employment program. Staff are pleased to report that the library has been successful in an application to employ eight YIP interns for 2015/16. RECOMMENDATION: THAT the Warden and CAO be authorized to enter into a funding agreement with Industry Canada through the Ontario Library Association in the amount of $58,842 in 2015/16 under the Youth Internship Program with necessary revisions made to the ; and, 39 THAT staff be authorized to apply and accept funding in 2016 and beyond from the Youth Internship Program subject to annual reports to County Council; and, THAT the Warden on behalf of Council issue of letter of appreciation to the Federal Minister of Industry and related agencies for this investment. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer Sandra Poczobut Manager of Programming and Community Development 40 CAS YI and YIP Program Comparison CAS YI / CAP Program YIP Program Previous Eligibility (1995 2015)Current Eligibility(2015 2016) Interns must fit into one of two Youth 15 -30 categories: Canadian citizen or permanent Youth 15 -30 resident Canadian Citizen or permanent Not in receipt of EI benefits resident All work must be completed by Not in receipt of EI benefits March 31 of the following year. Positions must be filled by Youth Youth must fit into one of two of who have not Interns previously the following categories: received funding from an OLA Ώ Career Focus : Currently administered grant process enrolled in post-secondary institution or completed at Youth must fit into one of two of the following: least one course at a post- Ώ secondary institution Career Focus: Youth must be a Ώ Summer Work Experience post-secondary graduate or have : completed at least one post Intending to return to school full-time after the work term secondary course Ώ Work must be completed by March st Students hired for Elgin County Library 31 of the following year Ώ CAS YI program fell under the criteria Summer Work Experience: all m stream. contact hours must be completed by st Contracts ended March 31, with the . September 15, 2015 possibility of returning the following Ώ Youth must be returning to school contract year. full time in the autumn Previous RateCurrent Rate $11.50 per hour + 16.75% Summer Work Experience: $11.00 per hour +16.75% Career Focus: $14.00 per hour +16.75% Number of hours per intern: Number of hours per intern: 420 hours per intern per site Summer Work Experience: 250 hours per intern (interns not site specific) Career Focus: 420 hours per intern (interns not site specific) —Lt Λ—ƚǒƷŷ LƓƷĻƩƓƭŷźƦ tƩƚŭƩğƒΜ ЋЉЊЎΏЋЉЊЏ hǝĻƩǝźĻǞ 41 Past Application Current Application Elgin County Library applied for 8 8 interns funded at 420 hours at a rate of $11.50/hr.= 3360 hours Elgin County Library applied for 8 ($38,640 +16.75%) IT Interns at 420 hours at a rate of $14.00/hr. = 3360 hours ($50,400 +16.75%) Funded for 1 However, program was retracted due to unrealistic timeline. Previous Program Duties/PrioritiesNew Program Duties/Priorities The CAS YI program funded by The new Youth Internship Program (YIP) Industry aimed toconnect and funded by Industry Canada places focus support patrons and businesses onproviding IT experience for youth to withITrelated skills. The CAS support future employability. Interns will Internsin this model spent the identify targeted skills to develop, and be majority of theirtime working with provided opportunities to grow skills community members and patrons.through hands on projects, as well as by supporting the IT needs of patrons through workshops and one-to-one Providing services including sessions. presentations, demonstrations and hands-on training for individuals and groups at the Increased opportunity must be given employer site for interns to work in and interact with business. IT and technology based environments. Promoting and creating awareness of community Interns to be involved with duties that access site by informing have IT functions at the branches, community members, such as trouble shooting of developing promotional technology, identifying technology materials, organizing needs, and applying new information fairs and technologies. promotional events. Interns may provide service to Training and assisting patrons including presentations, community members on basic hands-on training for individuals and computer and internet use; groups and development cyber Developing workshops geared camps for children. at specific topics of interest Installation and maintenance of (Cyber camps). hardware and software. Updating and creating a website Provide network trouble shooting. for local community access site. Provide web page maintenance of Helping community members YIP site and assist patrons in develop their own webpages. developing website. Developing and promoting Promote the use of electronic accessibility initiatives. commerce to businesses. —Lt Λ—ƚǒƷŷ LƓƷĻƩƓƭŷźƦ tƩƚŭƩğƒΜ ЋЉЊЎΏЋЉЊЏ hǝĻƩǝźĻǞ 42 Training and supporting Provide Internet related workshops. community members on the use Develop accessibility awareness of assistive technologies. initiatives. Assisting with network trouble Train and support patrons with the shooting and maintaining use of assistive technologies. hardware and software within Submit data and statistics to Industry the community access site. Canada and Ontario Library Reporting project activities and Association. results to Industry Canada, through Ontario Library Some examples of projects Youth Interns Association. may develop based on the submitted Maintaining records for the application: community access site; Learning how to use coding software Submitting Impact Data or applications to develop library- Statistical Reports. themed video games, and developing Assisting the Site Operator in workshops to showcase skills. the operation of the community Developing knowledge of circuitry access site. and engineering/IT principles using circuit boards and new technologies to apply to cyber camps for youth. Developing web pages and learning source code through web development software. Gaining knowledge in virtual reality and applying principals to library programing though branch specific tools. Developing entrepreneurial skills surrounding the use of Maker Space technologies such as 3D printing, 3D Scanning and CAD based programming. Developing IT skills surrounding audio and visual components; learning how to utilize editing software for the purpose of developing promotional materials and capturing community stories. Development of a library Wiki, mobile applications, or other form of interactive software. Learning how to use software and hardware available at the branches and developing presentations surrounding new skills acquired. Working with youth and staff during Summer Reading Programs to support the development of IT and technology based learning modules for youth. —Lt Λ—ƚǒƷŷ LƓƷĻƩƓƭŷźƦ tƩƚŭƩğƒΜ ЋЉЊЎΏЋЉЊЏ hǝĻƩǝźĻǞ 43 Funding outcomes and approvals for 2015-2016 Youth Internship Term Elgin County has been approved for the following positions under the new Youth Internship program funded by Industry Canada. Of the eight applications for Summer Library IT Youth Intern positions, Elgin County Library was approved for one position in late August with no extension on the deadline of September 15, 2015 for implementation of 250 hours of work. As a result, Elgin County Library, and all approved library systems, were unable to implement said program. Elgin County Library applied for and was approved for 8 interns with hiring st timelines of late September/early October with contracts ending March 31, 2016. Of note is that changes implemented do not enable Elgin County Library to continue hiring local high school students for Career Focus IT Youth Internships. Previous 2015-2016 8 interns at 420 8 intern at 450 hours at $14.00/hr. hours at 11.50/hr. +16.75% = $5,880+16.75% +16.75% = $38,640 +16.75% Totals $38,640 +16.75% $50,400+16.75% = $40,093 = $58,842 Funding Increase + $18,749 —Lt Λ—ƚǒƷŷ LƓƷĻƩƓƭŷźƦ tƩƚŭƩğƒΜ ЋЉЊЎΏЋЉЊЏ hǝĻƩǝźĻǞ 44 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: September 10, 2015 SUBJECT: Belmont Library Renovations Update INTRODUCTION: th Council was informed at the June 9, 2015 meeting of renovations being proposed for Belmont Library to enhance accessibility and make general improvements. This report updates Council on construction and impact to library service as it proceeds. DISCUSSION: Belmont Library is leased by the County of Elgin from the Municipality of Central Elgin. Earlier in 2015, Enabling Accessibility Fund to install an elevator to serve both floors of the building. The Municipality has also agreed to undertake further improvements to enhance accessibility and generally update the building which was constructed in 1985. Most of these improvements pertain to the installation of a new at-grade front atrium leading to the elevator and stairs that will then serve both floors of the building. Attached to this will be configured post-construction. Central Elgin recently approved a tender bid in the amount of $318,660 to proceed with the project, meaning that the municipality will be making a substantial investment into the project in addition to the federal funding received. This is another good example that the is working as intended, with a portion of County lease revenue being used by the building owner, in this case Central Elgin, to facilitate improvements to the building. towards improvements at Belmont Library. These funds will be used to support the purchase of new furnishings, enhanced technology and roadside signage with digital display. In particular, the basement floor of the building will be upgraded to a programming space which will result in more effective use of both floors. Construction is now underway with a goal to having substantial completion finished by the end of 2015. The library will continue to provide service at the current location while construction proceeds. An alternate, temporary entrance has been created for public access. Nevertheless, patrons can expect temporary disruptions, reduced parking and increased noise during certain phases of the project. Staff will make sure that any such disruptions are well advertised. Council is advised that any changes to the footprint of the building impacting the amount of assignable space leased by the County may require the establishment of a revised 45 lease agreement with Central Elgint lease comprises 2,602 square feet of assignable library space and extends to the end of 2016. The addition of an atrium on the building may have an impact on the portion of the building that is assignable to the library under the lease. After construction is completed, the entire building will comprise 4,367 square feet of space, an increase of 597 square feet. This includes space such as mechanical rooms that have not been traditionally assigned to the library and are therefore not leased. Staff will be meeting with Central Elgin staff in the coming weeks to determine the proportion of space in the renovated building that will be assignable to the library. A recommendation on revising the current lease relative to its imminent renewal for a further five-year term will be the subject of a future report. of these discussions will be dealt with as part of 2016 budget deliberations. CONCLUSION: Construction is now underway to improve accessibility to the Belmont Library with substantial completion projected for the end of 2015. The library will continue to operate at its current location as construction unfolds but patrons should be prepared for temporary disruptions to service, reduced parking and increased noise levels. The end result of these renovations will be a library that is much more accessible and visually appealing while allowing for more effective use of both floors of the building for library programs and services. RECOMMENDATION: be received and filed. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 46 Belmont Library Now Belmont Library After Renovations 47 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy, Director of Homes and Seniors Services Chris Bhola, Manager of Support Services Elgin Manor DATE: September 9, 2015 SUBJECT: Elgin Manor Convection Steamer Replacement INTRODUCTION: The convection steamer at Elgin Manor, an essential piece of equipment for the dietary department, is no longer functional and requires replacement and upgrade. DISCUSSION: Staff has reviewed the cost of repairing the existing thirteen year old convection steamer and have determined it is more economically feasible to purchase a replacement. With changing trends in food production and holding temperature requirements per the Ministry of Health and Long-Term Care and Public Health Unit, an upgrade is also being recommended. The current steamer is a single capacity and staff would like to purchase a double capacity to properly meet the dietary department needs for quantity and quality food production. icy and estimated the replacement cost for a double steamer is $25,000. The Terrace Lodge Smoke Doors project #45021550 has a $80,000 budget that will not be utilised due to the pending redevelopment of the home. Staff is requesting that $25,000 be reallocated from this project to a newly created project #41011551 Elgin Manor Convection Steamer. CONCLUSION: The convection steamer in the continuously throughout the day. The steamer plays a vital part in food production ensuring proper quantity food production and that food temperatures are reached and maintained. RECOMMENDATIONS: THAT $25,000 be reallocated from Terrace Lodge Smoke Doors project #45021550 to newly created project #41011551 Elgin Manor Convection Steamer; and, THAT staff be authorized to purchase a replacement convection steamer for Elgin Manor as All of which is Respectfully Submitted Approved for Submission Rhonda Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer 48 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy, Director of Homes and Seniors Services Clayton Watters, Director of Engineering Services DATE: September 9, 2015 SUBJECT: Terrace Lodge Redevelopment - Building Committee INTRODUCTION: The application to redevelop Terrace Lodge has been submitted to the Ministry of Health and Long-Term Care Capital Renewal Branch. Application approvals are reported to be issued by September 30, 2015. DISCUSSION: To facilitate the preliminary design phase of the proposed Terrace Lodge redevelopment, Council established a Building Committee which consists of the Warden and 2 additional Council members. Given the pending announcements from the Ministry of Health and Long-Term Care, Council may wish to identify members of the Building Committee in advance to be ready for the next phase of the redevelopment process, reconvene and establish a Building Committee meeting schedule. The s role would involve; review and approval of construction Request for Proposals/tenders, Architect/consultant meeting attendance, project progress reports to council, review and authorization of change orders and approval of disbursements as per . Building Committee meetings were also attended by the Director of Engineering Services, Corporate Facilities Manager, Director of Homes and Seniors Services, Director of Financial Services and CAO. A report) should be identified. The Building Committee works through the "Clerk of the Works" who in turn functions as liaison with the architect and contractors. CONCLUSION: Given the pending announcements from the Ministry of Health, Council may wish to identify specific members of Council as representatives for the Terrace Lodge Redevelopment Building Committee in advance of the application approval from the Ministry of Health and Long-Term Care. RECOMMENDATIONS: THAT Council representatives be identified to serve on the Terrace Lodge Redevelopment Building Committee; and, 49 THAT Council activate the Terrace Lodge Redevelopment Building Committee pending formal approval of funding from the Ministry of Health and Long-Term Care. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer Clayton Watters Director of Engineering Services 50 REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh Director of Financial Services DATE: September 16, 2015 SUBJECT: 2014 Audited Consolidated Financial Statements INTRODUCTION: The 2014 annual report was presented on June 23, 2014 providing Council and the public a broad perspective of the state of the County. One of the intents of the annual report is to make the information from the audited financial statements easy to understand through the use of charts and explanations. DISCUSSION: The attached audited consolidated financial statements are consistent with the financial results contained within the annual report. The auditor has completed the review of ancial statements, indicates that the statements fairly present the financial position of the County. RECOMMENDATION: THAT the 2014 Audited Consolidated Financial Statements be approved for publication. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 REPORT TO COUNTY COUNCIL FROM: Rob Bryce, Director of Human Resources DATE: September 9, 2015 SUBJECT: Service Recognition Certificate INTRODUCTION: milestones of employees are recognized each year. In accordance with Human Resources Policy 10.130, eligible employees receive, among other things, a ecognition of Service Certificate signed by the Warden and Chief Administrative Officer. This report recommends the current certificate be updated to reflect a more current style. DISCUSSION: The current policy was developed in 1987 and although the policy has been updated, it appears the certificate itself has remained unchanged. Following a review of what other municipalities are providing their employees, it was determined changes are warranted. The proposed changes will simply update the certificate to reflect a more progressive Employer. Both current and proposed certificates are attached for your review. There are no cost implications for this change. CONCLUSION: The proposed certificate with its updated style appropriately reflects a more progressive employer. RECOMMENDATION: THAT September 9, 2015 and that the proposed certificate be adopted for the 2015 service awards. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director of Human Resources Chief Administrative Officer 74 75 76 77 78 79 80 81 82 83 84 85 86 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 CLOSED MEETING AGENDA September 22, 2015 Staff Report: 1) Director of Homes and Seniors Services - Municipal Act Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees Terrace Lodge Redevelopment. 2) Chief Administrative Officer - Municipal Act Section 240.2 (b)personal matters about an identifiable individual, including municipal or local board employees Succession Planning. 107