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04 - March 10, 2020 County Council Agenda Package ElginCounty ORDERS OF THE DAY FOR TUESDAY, MARCH 10, 2020— 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes—February 11, 2020 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations RETIREMENT RECOGNITION: 9:00 a.m. Inspector Brad Fishleigh, OPP Detachment Commander—27 Years of Service 5th Hearing for Application for Council Exemption for Woodlands Clearing pursuant to Woodlands Conservation By-law No. 05-03 6th Motion to Move Into "Committee Of The Whole Council" 7th Reports of Council, Outside Boards and Staff 8th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) 9th OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 10th Closed Meeting Items 11 th Recess 12th Motion to Rise and Report 13th Motion to Adopt Recommendations from the Committee Of The Whole 14th Consideration of By-laws 15th ADJOURNMENT LUNCH WILL BE PROVIDED NOTICE: April 28, 2020 County Council Meeting May 12, 2020 County Council Meeting Accessible formats available upon request. 1 "001ri no"", Page 1 if February 11, 2020 Progressive by N ture ELGIN COUNTY COUNCIL MINUTES February 11, 2020 Council Present: Warden Dave Mennill Deputy Warden Duncan McPhail Councillor Bob Purcell Councillor Grant Jones Councillor Sally Martyn Councillor Tom Marks Councillor Mary French Councillor Dominique Giguere Councillor Ed Ketchabaw Staff Present: Julie Gonyou, Chief Administrative Officer Brian Lima, Director of Engineering Services Jim Bundschuh, Director of Financial Services Amy Thomson, Director of Human Resources Brian Masschaele, Director of Community&Cultural Services Michele Harris, Director of Homes and Seniors Services Alan Smith, General Manager of Economic Development Stephen Gibson, County Solicitor Steve Evans, Manager of Planning Mike Hoogstra, Purchasing Coordinator(report only) 1. CALL TO ORDER Elgin County Council met this 11th day of February, 2020 in the Council Chambers, at the County Administration Building, St. Thomas at 9:00 a.m.with Warden Mennill in the chair. 2. ADOPTION OF MINUTES Moved by: Councillor Marks Seconded by: Councillor Martyn Resolved that the minutes of the meeting held on January 28,2020 be adopted. - Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Clearbeach Resources Inc.—Stephen Brown-Okruhlik Stephen Brown-Okruhlik of Clearbeach Resources Inc. presented a brief of documents which included an excerpt from Section 394 of the Municipal Act, 2001; Ontario Regulation 584/06-1 Draft form of Road User Agreement tendered by Elgin County Council; and MacDonald v. North Norfolk, [1992] M.J. No. 567 and provided an overview of their concerns with respect to the user fees imposed by Elgin County through the County's Road User Agreement. Moved by: Councillor Jones Seconded by: Councillor Purcell Resolved that the presentation from Stephen Brown-Okruhlik, Clearbeach Resources Inc. be received and filed. - Motion Carried. 2 Page 2 February 11, 2020 5. COMMITTEE OF THE WHOLE Moved by: Councillor French Seconded by: Councillor Giguere Resolved that we do now move into Committee of the Whole Council. - Motion Carried. MATTER OF URGENCY A Motion submitted by Councillor Purcell as a Matter of Urgency was considered by County Council. Pursuant to Council's Procedural By-Law 19-41, consent from the majority of Members was required to consider this Motion, followed by consent from the Warden for a change in order to permit the motion to be considered during the discussion of the Staff report titled "Disposition of Property— Municipality of Dutton Dunwich". - Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Disposition of Property—Municipality of Dutton Dunwich—Chief Administrative Officer The Chief Administrative Officer presented details regarding the Dutton and District Lions Non-Profit Housing Inc. request of land adjacent to Elgin's Bobier Villa Long Term Care Home and Elgin's Dutton Emergency Medical Services Ambulance Base. Motion Submitted by Councillor Purcell Moved by: Councillor Purcell Seconded by: Councillor McPhail Elgin County Council declare surplus and donate or make available for Sale to the Municipality of Dutton Dunwich; the land requested; on Bobier Villa Site, by the Dutton & District Lions Club Non-Profit Housing Corp.for their proposed Senior's affordable housing complex; and that a final decision be made once a mutually acceptable transfer of lands is negotiated; and that this will be the County's only contribution to this project and the Lions will assume full responsibility for all related funding/financing; construction; operation and future maintenance. [as amended] Recorded Vote Yes No West Elgin Duncan McPhail No Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks No Southwold Grant Jones No Aylmer Mary French No Malahide Dominique Giguere No Ba ham Ed Ketchabaw No Malahide Warden Dave Mennill No 2 7 - Motion Defeated. 3 Page 3 February 11, 2020 Moved by: Councillor Jones Seconded by: Councillor Giguere Whereas Elgin County Council acknowledges the request from the Dutton and District Lions Non-Profit Housing Inc., and congratulates the work of the Dutton and District Lions Non-Profit Housing Inc. on their successful operation of two senior apartments in Dutton; and, Whereas Elgin County Council acknowledges the need for affordable seniors housing/rental units in Elgin County while at the same time recognizes the need for additional Long-Term Care beds; and, Whereas when considering anticipated demands on Long-Term Care in Elgin County, along with innate operational inefficiencies associated with a 57-bed Long-Term Care Home when compared to the Ministry recommended 96-bed Home, the property requested by the Dutton and District Non-Profit Housing Inc. does not meet the County's definition of"surplus to the County's needs", as there is a likelihood of a required expansion to the number of beds. Therefore, be it resolved that the County deny the request for conveyance of approximately 3.8 acres of County-owned land adjacent to Bobier Villa Long Term Care Home. - Motion Carried. 6.2 Elgin-St. Thomas Health Recruitment Partnership Committee—Councillor Jones Councillor Jones presented the report regarding the County's financial commitment to the Elgin-St. Thomas Health Recruitment Partnership(HRP). Moved by: Councillor Marks Seconded by: Councillor Purcell Resolved that the report from Councillor Grant Jones titled "Health Recruitment Partnership Committee—Budget Update"dated February 3, 2020 be received and filed; and, that Elgin County Council provide direction that$57,000 in funding for the Elgin-St. Thomas Health Recruitment Partnership Committee be included as part of Elgin County's 2020 Budget. - Motion Carried. 6.3 Quarterly Information Report—Contract Awards October 1,2019 to December 31, 2019—Purchasing Coordinator The Purchasing Coordinator presented the information report containing the details relevant to the exercise of delegated authority for all contracts awarded that exceed $15,000 including amendments and renewals to be prepared and reported to Council. The report covers the period from October 1, 2019 to December 31, 2019. Moved by: Councillor Marks Seconded by: Councillor Ketchabaw Resolved that the report titled "Quarterly Information Report-Contract Awards, October 1, 2019 to December 31, 2019"dated January 29, 2020 be received and filed. - Motion Carried. 6.4 Procurement Policy Revisions and Electronic Bidding—Purchasing Coordinator The Purchasing Coordinator presented proposed revisions to the County's Procurement Policy which also includes the introduction of electronic bidding.The current policy was last updated in June 2013. 4 Page 4 February 11, 2020 Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw Resolved that the Director of Finance and Purchasing Coordinator be directed to provide an overview presentation to County Council at its meeting on March 10, 2020 which details the proposed electronic bidding process; and that staff provide additional information with respect to the bidding platform proposed by staff, along with options for Council's consideration; and finally,that, in the interest of accountability and transparency, that the Director of Community and Cultural Services/Privacy Officer be directed to provide a report for Council's consideration which contemplates the disclosure of proponent scores and Council's discretion in this regard. - Motion Carried. 6.5 2020 Budget Committee Meetinq#3 Package—Director of Financial Services The Director of Financial Services presented the 2020 Budget Committee Meeting #3 Package.The presentation included a review of tax ratios and tax increase/service levels/debt. Moved by: Councillor Jones Seconded by: Councillor Ketchabaw Resolved that the farm tax ratio remain at 23%to take some pressure off of the residential tax class; and, that the optional 75% reduction in the Small-Scale On- Farm Business Sub-Class tax ratio be approved; and, that all other property tax ratios remain at historical levels. - Motion Carried. Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw Resolved that the County's ten-year operating plan maintain service with a tax increase on the average property of 3.6%through 2029, a 2020 levy of $37,275,000 (2.4%or$37 on the average home)and $35 million of debt repaid by 2032; and, that an overall 2020 operating budget net income of $9,401,000 be approved, being the net result of the carry-forward operating project spend of$138,000 and a 2020 base operating net income of$9,539,000; and, that the 2020 ten-year capital plan of$199,158,000 with a 2020 capital budget of$26,039,000 be approved. - Motion Carried. Moved by: Councillor Purcell Seconded by: Councillor Giguere Resolved that the Corporation of the County of Elgin 2020 Operating and Capital Budgets be approved as presented and that the necessary By-Law be prepared for enactment at the March 10, 2020 meeting of County Council. - Motion Carried. 6.6 Parking By-Law Consolidation—Director of Engineering Services The Director of Engineering Services presented the report seeking to consolidate the amendments and incorporate additional revisions into a new Parking By-Law. Moved by: Councillor French Seconded by: Councillor Jones Resolved that By-Law 16-11 be repealed; and, that By-Law 20-05, being a By-Law for the regulation of traffic, be approved. 5 Page 5 February 11, 2020 - Motion Carried. 6.7 Contract Award—Imperial Road Port Bruce Bridge Replacement Contract No. 2019-42—Director of Engineering Services The Director of Engineering Services presented the report regarding the results of the recent tender award for the Imperial Road Port Bruce Bridge Replacement project in the Township of Malahide. Moved by: Councillor Purcell Seconded by: Councillor Martyn Resolved that additional capital project funds as identified in the proposed 2020 Budget in the amount of$2,600,000 be approved; and,that Hayman Construction Inc. be selected for the Imperial Road Port Bruce Bridge Replacement Project, Contract No. 2019-42 at a total price of$5,089,821.94 inclusive of a $250,000 contingency allowance and exclusive of H.S.T.; and, that the Warden and Chief Administrative Officer be directed and authorized to sign the contract. - Motion Carried. 6.8 Homes—Communication at End-of-Life Education Fund— Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report regarding the Ontario Centre for Learning, Research and Innovation in Long-Term Care (CLRI) helping the long-term care sector in Ontario deliver communication at end-of-life training funded by the Ontario Ministry of Health and the Ontario Ministry of Long- Term Care's Communication at End-of Life Education in Long-Term Care (LTC) Fund (CEoL Fund). Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere Resolved that the report titled "Homes—Communication at End-of-Life Education Fund"dated February 4, 2020 be received and filed. - Motion Carried. 6.9 Homes — Personal Support Worker Education Fund for Long-Term Care — Director of Homes and Seniors Services The Director of Homes and Senior Services presented the report regarding the Personal Support Worker Education Fund for Long-Term Care (LTC)for the Excellence in Resident-Centred Care (ERCC)training program. Moved by: Councillor Martyn Seconded by: Councillor French Resolved that the report titled "Homes—Personal Support Worker Education Fund for Long-Term Care"dated February 4,2020 be received and filed. - Motion Carried. 6.10 Homes—Long-Term Care Home Service Accountability Agreement(L-SAA)— Schedule E—Director of Homes and Seniors Services The Director of the Homes and Senior Services presented the South West Local Health Integration Network (SWLHIN) Long-Term Care Home Service Accountability Agreement(L-SAA)Schedule E—Form of Compliance Declaration for the Homes. This is an annual reporting requirement and the reporting period is from January 1, 2019—December 31, 2019. Moved by: Councillor Purcell Seconded by: Councillor Jones 6 Page 6 February 11, 2020 Resolved that the report titled "Homes- Long-Term Care Home Service Accountability Agreement(L-SAA)—Schedule E"dated February 4, 2020 be received and filed; and, that Council authorize the Chief Administrative Officer (CAO) and Warden to sign the "Long-Term Care Home Service Accountability Agreement—Schedule E"for the Homes for January 1, 2019—December 31, 2019. - Motion Carried. 6.11 Regional Economic Development Initiatives—Chief Administrative Officer The Chief Administrative Officer presented the report regarding review a request received from South Central Ontario Region Economic Development Corporation (SCOR)for an annual membership fee of$25,000 (full partnership)and a request for$20,000 in additional funding to support the Elgin-St.Thomas Small Business Enterprise Centre (SBEC). Moved by: Councillor Marks Seconded by: Councillor Ketchabaw Whereas Elgin County Council remains focused on its ability to afford new discretionary membership fees and escalating costs for non-legislated services in relation to all other financial challenges facing the County; and Whereas Elgin County Council's strategic planning process focused on ensuring alignment of current programs and services with community need, exploring different ways of addressing community need, enhancing quality of place and planning for and facilitating commercial, industrial, residential and agricultural growth. Therefore, be it resolved that Elgin County Council fund a one-time investment of $25,000 for Membership in South Central Ontario Region Economic Development Corporation (SCOR), a one-time funding commitment requiring renewal following an evaluation of activities and accomplishments by County Council as part of its 2021 Budget Deliberations; and, that the General Manager of Economic Development for Elgin County be directed to present a report in March 2020 which provides Elgin County Council with recommendations including level of Staff/Council involvement as well as the metrics that will be used to measure the value of Council's investment in SCOR over a 10-month period; and, the General Manager of Economic Development for Elgin County be directed to provide a report in November 2020 which includes Council-approved metrics to support Council's decision to reinvest in SCOR as part of its 2021 Budget Deliberations. - Motion Withdrawn. Moved by: Councillor Purcell Seconded by: Councillor Jones Resolved that County Council defer consideration of full membership to South Central Ontario Region Economic Development Corporation (SCOR) and the request from the Elgin-St.Thomas Small Business Enterprise Centre (SBEC)for an increase in funding in the amount of$20,000 until July 2020 or upon completion of the Elgin County Municipal Service Delivery Review; and that the Warden be directed to send a letter to SCOR and SBEC with notice of this decision. - Motion Carried. Council recessed at 12:15 p.m. and reconvened at 12:47 p.m. 6.12 Service Delivery Review RFP — Consultant Project Award — Chief Administrative Officer The Chief Administrative Officer presented the report providing project an anticipated schedule and background information regarding Elgin County's Municipal Service Delivery Review, along with details on the Request for Proposal Page 7 February 11, 2020 (RFP) recently issued by the County and seeks Council's approval to award the contract for a third-party consultant to complete a Service Delivery Review. Moved by: Councillor Marks Seconded by: Councillor Jones Resolved that the the provision of consulting services associated with the Municipal Service Delivery Review be awarded to Strategy Corp. Inc. in the amount of$189,985.00 (excluding HST)to be funded using $125,000 Municipal Modernization Funding recently received from the Government of Ontario, and the remainder to be funded using the one-time Service Efficiency Funding received from the Government of Ontario in 2019; and,that the Warden and Chief Administrative Officer be authorized to sign the supporting agreement. - Motion Carried. 6.13 Town of Aylmer — Support for Affordable Housing — Chief Administrative Officer The Chief Administrative Officer presented a report responding to a request received from the Town of Aylmer seeking support of Walter Ostojic&Sons Ltd. In their development of the second building on Brown Street in Aylmer as a Seniors Affordable Housing Project. Moved by: Councillor Martyn Seconded by: Councillor Purcell Resolved that the report from the Chief Administrative Officer, entitled "Town of Aylmer—Support for Affordable Housing" dated February 4, 2020 be received and filed; and that the Warden be directed to send a letter of support to Honourable Steve Clark, Minister of Municipal Affairs and Housing in support of Walter Ostojic & Sons Ltd. in their development of the second building on Brown Street in Aylmer as an Affordable Housing Project. - Motion Carried. 6.14 Elgin Natural Heritage Systems Study — Next Steps — Chief Administrative Officer The Chief Administrative Officer presented a report summarizing feedback received from County Council with respect to the Elgin Natural Heritage Systems Study and identifying next steps for Council's consideration. Moved by: Councillor Purcell Seconded by: Councillor Giguere Resolved that the Council of the County of Elgin receives the report entitled "Elgin Natural Heritage Systems Study"from the Chief Administrative Officer, dated January 31, 2020 for information; and that in light of anticipated amendments to the Provincial Policy Statement, it is recommended that Council take no further action on the Elgin Natural Heritage Systems Study until additional direction/clarity is received from the Province of Ontario through a revised Provincial Policy Statement; and that the Manager of Planning be directed to provide Council with a report in June/July 2020 detailing the proposed amendments to the Provincial Policy Statement, if available, and proposed next steps regarding the Elgin Natural Heritage Systems Study. - Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration (Consent Agenda) 8 Page 8 February 11, 2020 1. Josh Brick, Director of Legislative Services/Clerk of the Town of Aylmer with a letter requesting that Council accept the notice of resolution regarding the Land Division Committee recommendation. 2. Ron Fox, President of the Port Glasgow Yacht Club with a Port Glasgow Marina—A Case for Action requesting assistance from both the Federal and Provincial Governments to make the needed improvements to ensure Port Glasgow Marina remains a safe go to recreational destination. Item#1 Moved by: Councillor Ketchabaw Seconded by: Councillor French Resolved that Elgin County Council hereby appoints Jack van Kasteren as the Town of Aylmer Representative to the Elgin Land Division Committee and that Council direct staff to prepare the necessary amendments to the Appointment By-Law for consideration at the March 10, 2020 meeting of County Council. - Motion Carried. Item#2 Moved by: Councillor McPhail Seconded by: Councillor Purcell Resolved that Elgin County Council provide a letter of support for the Port Glasgow Yacht Club—Port Glasgow Marina's request for assistance from the Federal and Provincial Governments. - Motion Carried. 7.2 Items for Information (Consent Agenda) 1. Warden Mennill with a letter to Mayor Preston, City of St. Thomas regarding the County of Elgin's Municipal Service Delivery Review(SDR). 2. Partnering for a Stronger Ontario—Association of Municipalities of Ontario 2020 Pre-budget Submission 3. Applications Being Accepted for Southwestern Integrated Fibre Technology (SWIFT) Non-Governmental Board of Directors 4. The Honourable Todd Smith, Minister of Children Community and Social Services with a letter regarding Ontario's Poverty Reduction Strategy survey. 5. Western Ontario Wardens' Caucus (WOWC)January 2020 Newsletter 6. Association of Municipalities of January 315t Board Highlights 7. 2020 Ontario Farmland Forum 8. Southwestern Integrated Fibre Technology(SWIFT) Project Update for Western Ontario Wardens' Caucus (WOWC) Moved by: Councillor Jones Seconded by: Councillor French Resolved that Correspondence Items#1-8 be received and filed. - Motion Carried. 9 Page 9 February 11, 2020 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Councillor McPhail requested that page numbers be included in the Council agenda. 8.2 Notice of Motion None. 8.3 Matters of Urgency The Director of Homes and Senior Services provided an update on the Novel Coronavirus received from the AdvantAge Ontario Bulletin (attached). Moved By: Councillor Jones Seconded By: Councillor McPhail Resolved that the report titled "Homes—Novel Coronavirus—Long-Term Care Home Infection Prevention and Control Measures" dated February 11, 2020 be received and filed. - Motion Carried. 9. CLOSED MEETING ITEMS Moved by: Councillor Purcell Seconded by: Councillor French Resolved that we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Municipal Act Section 239 (2): In-Camera Item#1 (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board—Lease Agreement Amendment—Parking Spaces In-Camera Item#2 (e)litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (0 advice that is subject to solicitor-client privilege, including communications necessary for that purpose—Solicitor-Client Privilege and Potential Litigation - Motion Carried. 10. RECESS None. 11. MOTION TO RISE AND REPORT Moved by: Councillor McPhail Seconded by: Councillor Giguere Resolved that we do now rise and report. - Motion Carried. 10 Page 10 February 11, 2020 In-Camera Item#1 —Lease Agreement Amendment—Parking Spaces Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw Resolved that the Warden and Chief Administrative Officer be authorized to amend the current Graham, Scott, Enns LLP Lease Agreement,specifically section: [1.2 Definitions, (K) Premises] to include a total of 30 allocated parking spaces within the parking lot at the Elgin County Administration Building, located at 450 Sunset Drive, St. Thomas. - Motion Carried. In-Camera Item#2—Solicitor-Client Privilege and Potential Litigation Moved by: Councillor Marks Seconded by: Councillor Jones Resolved that the County Solicitor proceed as directed. - Motion Carried. 12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor French Seconded by: Councillor Jones Resolved that we do now adopt recommendations of the Committee Of The Whole. - Motion Carried. 13. CONSIDERATION OF BY-LAWS 13.1 By-law 20-05—Parking Consolidation BEING a Consolidated By-law for the Regulation of Traffic Including Parking on County Roads. Moved by: Councillor French Seconded by: Councillor Jones Resolved that By-Law No. 20-05 be now read a first, second and third time and finally passed. - Motion Carried. 13.2 By-law 20-06—Confirming all Actions and Proceedings BEING a By-law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 11,2020 Meeting. Moved by: Councillor Purcell Seconded by: Councillor McPhail Resolved that By-Law No. 20-06 be now read a first, second and third time and finally passed. - Motion Carried. 14. ADJOURNMENT Moved by: Councillor Marks Seconded by: Councillor French 11 Page 11 February 11, 2020 Resolved that we do now adjourn at 2:24 p.m. to meet again on March 10, 2020 at the County Administration Building Council Chambers at 9:00 a.m. - Motion Carried. Julie Gonyou, Dave Mennill, Chief Administrative Officer. 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O ��%/;. ��/a, ��// a>u/,, �� G //�I L.r J1Jl 1 1 -J on N N 4-+ >' U a-J Q CO N N N tCS a) �> 4iJ U ��_+ > a-J J .-J 4-J N C: CL O t� tCS 4-J -p Ln >, •u �Lrmrrrrsd/// E > N �Prra0000000-. N � � � uuuuuuuwl,/y�� '� �— N � � � •N M N� �J C.14 > �+ on 'UG/pQJiia�/' 'L � Q L mnlrll»nllrlll; O fCL M s�vm)l��.maiUme � � J 0 •� �y rrrirl(l N O a-J O rr��l(rrararrrr//� N = -o (moo' L o L 2 O fCS X � i U N `� N O y� 4-1 O 0 N 0 on , � rr�(((rrriairrr//� `I-J N O (/Y •1-J W .1-J 4-J O E E O 0 � "JI(I„I,rr�l% O O_ N 4-J ULn uw F E N E v� N -0 N N O N Q U U > on E � O •� N J CL mac �I/r,,, sN�u� fJJ pus SIR', m m^"mxiwr EIgt-11CU"tuu�� REPORT TO COUNTY COUNCIL FROM: Michele Harris, Director of Homes and Seniors Services DATE: February 11, 2020 SUBJECT: Homes — Novel Coronavirus — Long-Term Care Home Infection Prevention and Control Measures RECOMMENDATIONS: THAT the report titled "Homes — Novel Coronavirus — Long-Term Care Home Infection Prevention and Control Measures" dated February 11, 2020 be received and filed. INTRODUCTION: The World Health Organization (WHO) announced the identification of a new (or novel) coronavirus (2019-nCov) in China on January 10, 2020. DISCUSSION: The County of Elgin Long-Term Care Homes (LTCHs) have been in regular contact with Southwestern Public Health to ensure appropriate Infection Prevention and Control (IPAC) measures are in place to support the safety and well-being of the residents, staff and visitors of the Homes. Although the risk in long-term care is low, the Homes are implementing all recommendations, applicable to LTC, under the guidance of the Ministry of Health and Public Health to support best practices related to IPAC. The following measures and actions have been implemented: • Participation in teleconferences for updates on IPAC measures for LTCHs — i.e. AdvantAge Ontario • Implementation of IPAC measures from the January 31, 2020 Ministry of Health "Novel Coronavirus (2019-nCoV) Fact Guidance for Long-Term Care" document • Screening (passive) for staff, volunteers and visitors • Active screening for resident admissions and re-admissions of returning residents • Signage reminders for residents and visitors to perform hand hygiene, sneeze/cough into their elbow, etc. • Review of IPAC policies including IPAC policy 6.0 Acute Respiratory Infection (ARI) • Refresher education for all staff— personal protective equipment, hand hygiene, ARI policy, etc. • Heightened surveillance to quickly detect respiratory infections • Communication on the Homes website, internal memos, staff meetings, etc. • Ensure supplies of alcohol-based hand rub, PPE's, etc. are on hand and readily available 32 CONCLUSION: The County of Elgin Homes will continue to review updated information and implement IPAC measures applicable to LTCHs to support resident, staff and visitor safety and well-being. All of which is Respectfully Submitted Approved for Submission Michele Harris Julie Gonyou Director of Homes and Seniors Services Chief Administrative Officer 33 1110 10 Elgin . %,,,f r �i February 11, 2020 For immediate release Measured and Affordable Tax Increase Delivered in County Budget COUNTY OF ELGIN —At their meeting on February 11, 2020, Elgin County Councillors approved a $65,594,000 operating cost budget and a $37,275,000 levy. The levy represents a tax increase of 3.6% on an average property (equating to approximately $37 on an average home). While County Council had previously planned on a levy increase at the rate of inflation, recent financial impacts could have resulted in a double-digit tax increase in 2020. Council instead developed a plan that minimizes the 2020 levy increase through the use of reserves and leveraging debt, allowing for reasonable measured tax increases over the next ten years. The 2020 Budget includes significant infrastructure renewal investments and addresses the priorities Council established in its recent Strategic Planning process. Elgin's Chief Administrative Officer Julie Gonyou pointed out that "As the needs of our community evolve, so must our approach to how we create the financial plan to produce the best possible outcomes that Council has directed. Change is coming, and Elgin staff are up for the challenge." The County has faced a number of additional pressures including significant Provincial policy changes placing pressure on municipal finances and above inflation increases in a variety of service areas. The financial impacts identified over the past year facing Elgin County include ongoing provincial funding reductions of$1.3 million (Public Health, Long-Term Care and Child Care), service enhancements of$0.2 million that are needed in critical areas (ambulance), increased infrastructure funding needs identified in the Corporate Asset Management Plan ($47-million incrementally for the next ten years only partially offset by government grants) and other external factors that are driving costs above the normal rate of inflation. If these problems were solely addressed in 2020, without the benefit of a long-term plan, the magnitude of financial pressure would require double digit tax increases. Council has chosen to use reserves and debt in the short-term to avoid such a large increase in 2020 taxes and will use measured tax increases over the next ten years to achieve long-term financial stability. "I want to recognize my Council colleagues and, in particular, the Budget Committee, for their work finalizing a budget that ensures financial sustainability," said Warden Dave Mennill, "I am confident that we responsibly managed our taxpayers' hard-earned dollars, while at the same time safeguarding investments for the quality public services that our families, businesses and citizen rely on each day." Mennill went on to say, "The businesses, citizens and visitors in Elgin can confidently rely on this budget to create a financially sustainable County, today and into the future." In 2020, Council continues to support residents and businesses throughout Elgin County by advancing work started in previous budget cycles, such as the Terrace Lodge Long Term Care Home redevelopment. Shovels for this project are anticipated to be in the ground this Summer. Council will be investing a further$200 million over the next ten years to maintain the condition of roads and bridges at the lowest life-cycle costs, which includes: • Major road reconstruction will take place in the Village of Sparta along Sparta Line and Quaker Road during the Spring months • The King George VI Lift Bridge in Port will undergo significant rehabilitation from (''Minty of Elglhl April 2020-Ma 2021. This project will cost almost $6.5 million St. Sunset Drive p Y p 1 St.Thomas,Ontario • Wonderland Road reconstruction, planned for Spring and Summer 2020, N5R 5V1 Canada Phone:519-631-1460 will see an investment of over$5 million incoun y.ca www.elgincounty.ca . �Il nni � nil I�I l�111�nl l Ild 1110 10 Elgin . %,,,f r �i • The Port Bruce Bridge will be replaced in 2020 with a permanent structure. That project will cost approximately $5 million • The County will contribute $340,000 towards its share of the St. George Street Bridge Rehabilitation project in 2020 in partnership with the City of St. Thomas • In 2020, the Meeks Bridge Replacement and Centennial/Elm Intersection Improvements Municipal Class Environmental Assessments will be undertaken • In 2021, the Village of Rodney will be fully reconstructed to the tune of approximately $3.7 million • In 2027, Heritage Line in Straffordville is slated for reconstruction, resulting in a $3.6 million investment. As well, County Roads 52, 40 and 49 in Springfield are also set for reconstruction at a cost of$2.7 million Through Council's priorities, there are a number of exciting projects on the go, but they can only be achieved through responsible fiscal management. With a dedicated team and focused approach, Elgin will continue to build on our successes and will look to leading practices to drive efficiencies, address raising costs and modernize services. The County's commitment to open, accountable and transparent government will remain a priority as the County's Municipal Service Delivery Review is completed in the first quarter of 2020 - an effort that the Warden says will "secure greater efficiencies and ensure Council maximizes every dollar we are entrusted to manage by the residents of Elgin County." -30- For additional information, please contact: Jim Bundschuh, Director of Financial Services 519 631-1460 x 141 ibundschuh@elgin.ca (':'Oulu ty of Iklllgilhl 450 Sunset Drive St.Thomas,Ontario N5R 5V1 Canada Phone:519-631-1460 www.elgincounty.ca . III Ifni � nll I�I I�III�nl I Ild 1110 10 �i Elgin C of,,.,,,J1,/,1 February 11, 2020 For immediate release StrategyCorp Inc. to lead Elgin County's Service Delivery Review COUNTY OF ELGIN —As part of their commitment to fiscal responsibility, transparency, accountability and responsiveness to community needs, County of Elgin Councillors at their meeting February 11, approved StrategyCorp Inc. to move ahead with a Service Delivery Review. In 2019, County Councillors directed staff to apply for funding under the Ontario Government's Municipal Modernization Fund to undertake a Service Delivery Review (SDR) to find ways to make municipal services more efficient and effective. Through the Municipal Modernization Fund, the County was the recipient of$125,000 to offset the cost of an independent third-party reviewer. A Request for Proposal was released in January 2020, and Warden Mennill is pleased to announce StrategyCorp Inc. as the successful consultant. The total cost to complete the project is $189,985 (excluding HST) and StrategyCorp Inc is expected to deliver a final report by June 15, 2020. StrategyCorp Inc. has undertaken numerous Service Delivery Reviews, having completed one with the Town of Aylmer in 2016. In December 2019, StrategyCorp Inc. completed a Service Delivery Review for the Town of Newmarket that resulted in an estimated $2.6-million in direct savings, and nearly $4-million in productivity and cost avoidance that the Town could achieve on an annual basis, while not reducing staff or service levels. Their firm has served over 100 municipalities over the past five (5) years alone. The Service Delivery Review will consider Shared Services currently delivered and received by the County as well as consideration of internal operations and community services, including the County's ten (10) Libraries and three (3) Long Term Care Homes. The County has attempted to balance access to services and financial realties to provide the best possible value to the public. However, over the past two years it has become apparent that the County is facing two distinct pressures that will impact services moving forward: Operations are impacted by a lack of capacity; and provincial funding to municipalities will be reduced as part of a larger cost reduction and modernization initiative. The consultant will assess and recommend opportunities to be more efficient and effective in the sustainable delivery of municipal services and ensure long-term financial sustainability of programs and services by identifying opportunities to: • Improve services and outcomes ('OuliintyofiwElglhl • Meet new or increased demand from customers for services 450 Sunset Drive St.Thomas,Ontario • Improve service delivery mechanisms/processes and identify alternate N5R5V1Canada service delivery options Phone:519-631-1460 www.elgi n-cou nty.on.ca . III Ifni � nll I�I I�III�nl I Ild 1110 10 �i Elgin C • Maintain existing service levels in the face of competing priorities or decreasing revenues • Reduce costs and/or improve non-taxation revenues In January 2020, the Ontario Government announced funding to support 27 joint projects that will help over 130 small and rural municipalities find more efficient ways to operate and serve their residents. Steve Clark, Minister of Municipal Affairs and Housing, announced the funding during the annual Rural Ontario Municipal Association conference in Toronto in January. -30- For additional information, please contact: Melissa Schneider, Communications and Public Engagement Coordinator 519 631-1460 x 108 mschneiderp_elgin.ca (':'amity of Iklllgilhl 450 Sunset Drive St.Thomas,Ontario N5R 5V1 Canada Phone:519-631-1460 www.elgi n-cou nty.on.ca . III Ifni � nll I�I I�III�nl I Ild Application No.: 04-1.9 ELGIN COUNTY COUNCIL IN THE MATTER OF Council consideration of an Application 1873828 Ontario Limited for a Council Exemption pursuant to Section 4 of By-Law 05-03 for the Corporation of the County of Elgin, which Application is opposed by Jade Petty, Derek Howey, Kattie Usher and Sean Usher NOTICE OF HEARING TAKE NOTICE that, pursuant to Section 4 of By-Law 05-03, Council for the Corporation of the County of Elgin will conduct a hearing into that certain Application for Council Exemption for Woodlands Clearing as made by 1873828 Ontario Limited in respect of lands comprising Part Lot 40, Con SENBTR,Township of Southwold, County of Elgin, designated as Application No,: 04.19. THE HEARING will be conducted in Council Chambers at 450 Sunset Drive,St,Thomas, Ontarib, on March 10, 2020, commencing at 9:00 a.m., or as soon after that time as Council may permit, DURING THE SAID HEARING, Council shall hear from any person who wishes to speak to the Application, Including but not limited to the Applicant and the Objectors, In addition, Council shall consider the contents of the Application and the Letters of objection received from the Objectors identified above as well as a Report to Council prepared by the Elgin County Tree Commissioner, At the conclusion of the Hearing, Council may grant or deny the Exemption and, If granted, attach terms and conditions desirable for the appropriate development or use of the land to which the Exemption is granted and at all times In keeping with and maintaining the purpose and Intent of the Elgin County By-Law 05-03, or, alternatively, may defer Its decision to a subsequent date to be set, Inquiries In respect of this Hearing shall be directed to Julle Conyou, Clerk of the Corporation of the County of Elgin (email: CAO@elgin,ca;tel, (51.9) 631.-1460 ext, 105), Dated at Central Elgin, Ontario, this 51h day of February, 2020, JL0 Gonyou, CAO/C erlc Corporation of the County of Elgin 450 Sunset Drive St.Thomas, Ontario, N5R 5VI 38 .'t TO: 1873828 Ontario Limited 94 Curtis Street St, Thomas,Ontario N5P 1.12 AND TO: Jade Petty 26 Talbot Grove Lane St,Thomas, Ontario N5P 3T2 AND TO: Derel<Howey 26 Talbot Grove Lane St,Thomas,Ontario N5P 3T2 AND TO: Kattie Usher 10105 Talbotville Gore Road St,Thomas, Ontario N5P 3T2 AND TO: Sean Usher 10105 Talbotville Gore Road St,Thomas, Ontario N5P 3T2 39 REPORT TO COUNTY COUNCIL ,WIYJ„ykd"tiitl'sLL°dJP V 'YifedV.; FROM: Jeff Lawrence Tree Commissioner/Weed Inspector DATE: February 20, 2020 SUBJECT: Clearing Exemption Application for Pt Lot 40, Concession SE of the North Branch of Talbot Road, Township of Southwold 10117 Talbotville Gore Road INTRODUCTION: The purpose of this Report is to inform Council of the details of the Application for Council Exemption for Woodlands Clearing submitted by 1873828 Ontario Limited pursuant to By- law 05-03 (Woodlands Conservation By-law) and the Letters of Objection to such Application submitted by Kattie and Sean Usher and Jade Petty and Derek Howey. In light of the aforenoted Objection, a Hearing for Council consideration of the said Application is scheduled for March 10, 2020. BACKGROUND: 1873828 Ontario Limited, as registered landowner, has made Application for Council Exemption to permit the clearing of trees from a portion of their landholding comprising Part of Lot 40, Concession South East of the North Branch of Talbot Road, Township of Southwold, Elgin County and known municipally as 10117 Talbotville Gore Road. Attached as Appendix "A" to this report is an aerial photograph depicting the subject property. The Applicant seeks permission to clear all trees from the subject lands, other than those at locations identified within their Tree Preservation Plan. Attached as Appendix "B" to this report is the Tree Preservation Plan provided by the Applicant. It is important to note that of the trees identified for removal on the subject property, tree density counts undertaken by the Tree Commissioner indicate that only the treed areas amounting to an area of 1.6 hectares (-3.95 acres) outlined in red on Appendix "A" meet the definition of Woodlands as provided within the Woodlands Conservation By-law. Scattered individual trees and pockets of trees that also exist on the property do not meet the definition of woodlands as defined within the Elgin County Woodlands Conservation By-law. Woodlands on the property, as defined within the Woodlands Conservation By-law, are located at the north edge of the property and along the west edge of the property as an extension of a much larger woodlands on adjacent lands to the west. Attached as Appendix "C" to this report is a copy of the Application for Council Exemption under consideration. 40 Attached as Appendix "D" and Appendix "E" to this report respectively, are copies of the Letter of Objection filed on behalf of Kattie and Sean Usher and the Letter of Objection filed on behalf of Jade Petty and Derek Howey. COMMENT/ANALYSIS: Firstly, it is noted that subdivision development on the subject property was draft approved by Elgin County Council on March 26, 2019. The plan of subdivision includes 58 detached residential building lots and one block for multi-family residential development. The woodlands subject to this Application are located within the area approved for subdivision development. Secondly, and in respect of the now pending Application, as part of the planning process, an Environmental Impact Study(EIS) (Appendix "F") was undertaken on behalf of the Applicant by Leonard + Associates in Landscape Architecture and submitted in support of this Application. This EIS identifies the woodlands located at the north edge of the property and a portion of the woodland along the west edge of the property as cultural plantations. The EIS further indicates that: "cultural plantations lack biodiversity, have limited natural heritage attributes and contribute minimally to ecological functions". The EIS indicates that of the remainder of the woodlands subject to this clearing proposal, the "eastern edge is dominated by the invasive European Buckthorn". The EIS also indicates "A few Hickory spp. saplings also exist in the understory'. The EIS further indicates that: "Beyond the Buckthorn edge unit, the community is heavily disturbed. A 15 ft logging path at the property boundary has predisposed the community to edaphic conditions that would occur post development. Additionally, there is evidence of the Emerald Ash Borer Beetle, and lots of downed woody debris with evidence of root rot". The Author of the EIS does examine the proposed tree removal on the subject property with regard to potential impact on the larger woodlands to the west of the subject property and provides the following opinion/conclusions: "3.8 Linkage and Size The west deciduous forest is the eastern most edge of a larger continuum along Dodd's Creek. Removal of the ± 9— 15m of the encroaching woodlot would have no impact on connectivity and marginal impact on the overall corridor size". "4.1 Direct On-site Effects Vegetation Removal: Most of the vegetation that will be affected is cultural. No Species at Risk, nor any rare vegetation types are expected in the cultural communities. However, the adjacent forest to the west is of medium to high quality. Within the forest there is potential for SAR occurrences. 41 Based on the draft plan, rear yards extend to the west of the edge of the property boundary which extends 9-15m into the deciduous forest. It is our opinion there is no direct effect on potential SAR species through removal of the trees within the property limits". "4.2 Indirect, Secondary and Temporal Effects Biotic: Fauna The west woodlot has high SAR potential. Species including the Eastern Wood Pewee (SC) and Wood Thrush (SC) are likely to be found. Other potential SAR's could include Acadian Flycatcher(END), Cerulean Warbler(THR) and Hooded Warbler. However, the latter three species are not likely to occur near the east edge of the west forest. SAR bats may also be present in any large cavity trees in the deciduous forest. A visual inspection was completed and there were no large cavity trees in the 9-15m intrusion area. With respect to the disturbance from construction noise the west-edge of the forest is already heavily disturbed from well-used trails. Biotic: Flora Vegetation Protection: The "Significant Woodland"to the west of the subject lands will require mitigation to protect the rooting zone. Mitigation will be provided by the use of both tree protection and sediment/erosion control measures implemented according to relevant municipal and OPSS + OPSD standards which should be depicted in the contract documents for the project. Overland flow may be directed into the deciduous forest from the rear lots along the forest edge, as it is in Phase 1. Currently on the subject lands, along the forest edge, prior grading has already occurred to direct surface drainage towards the deciduous forest. The downed woody debris in this area of suggest the forest has already adapted to the effect of the increase overland flow that was implemented many years ago. Given, the post development drainage will match the pre-development drainage, the loamy soils and resilient nature of the Dry-Fresh White Ash Deciduous Forest ELC Community to soil moisture it is our opinion, this will have no impact on the vegetation along the remaining forest edge. In our opinion, the deciduous forest to the west will easily adapt to the post- development conditions. Corridor Size and Connectivity. The "Significant Woodlands"within the development envelope are edge community and contribute little to the corridor. Additionally, being on the very edge of the corridor the proposed development will not result in any disconnect of the corridor". Thirdly and in respect of the now pending Application, the Tree Commissioner advises that the applicant has committed to the reforestation of an equivalent area of land within 42 the area outlined in Appendix "G", adjacent to an existing woodlands and utilizing acceptable species/stock. As a result of such proposed reforestation, the Application appears to comply with the "No-Net-Loss" policy fundamental to the purpose of By-law 05-03 and will replace an equivalent, if not larger, woodland area, will enhance and expand an existing woodland, will increase species diversity within that woodland and increase riparian vegetation. Fourthly and in respect of the now pending Application, the text of Section 4 of By-law 05- 03, relating to the council Exemption process, is attached as Appendix "H" to this Report. As per the protocol in the Woodlands Conservation Bylaw, letters were sent to all adjacent landowners and the property was posted 21 business days in advance of the application being considered by council. Finally, and again in respect of the now pending Application, the Tree Commissioner recommends that, if an Exemption is granted, appropriate terms and conditions should be attached to that permission, including but not necessarily to term/conditions which would ensure compliance with both the "No-Net-Loss" policy and procedural requirements under By-law 05-03. RECOMMENDATION: To ensure objectivity of the pending Hearing before County Council, no recommendations are made within this Report. The Tree Commissioner will be available for assistance to Council at the Hearing of the subject Application. All of which is Respectfully Submitted Approved for Submission Jeff Lawrence Julie Gonyou Tree Commissioner/Weed Inspector Chief Administrative Officer 43 Appendix A ) \ \ \ p p p ® / } } } m j ƒ ƒ ƒ E _ = u u u 3 El I I up < ) / ) \ \ & \ \ \ \ j / E OE + tE \ \ / \ /§ { � z \ \ \. \ \ $ ....... S $ y\ { S ^ � I � \ � � : \\ \ \ \ _ � / . . � 7 » 9 >WE \} = 4v Appendix 6 �� cn w_ lia;n wi o w '& p 5 3e sae U-.gts°cg i "� II mob mN— f a p OZ W � �� Z w ''m `3a 6 69 bos O¢ s i Nid w6 1-i W C LLJ w meEE I w w e n X o ;-=2 p egg V Eee E..4 se I Z s�E° `°:ogB W NN oil-' Z Z W c82n=.y %� UZn gg N_N namm�m a__ bb J Q> Ew N U W N i W wEbbg$g ,l � d w I W H f� pp � er- �zY 9v " ^I) U e.Mais o ` - f ' d�R3v w N 3Nb� r� o a p hem �P P� �_ r�E Appendix C -17- RECEIVED OCT 0 31019 Schedule"B" Council Exemption for Woodlands Clearing Application APPLICATION NUMBER 0 w / m 1/We wish to apply for an exemption from the provisions of the County of Elgin fay-Law No. 05-03 which prohibits or regulates the destruction or injury of trees. In order to be allowed to remove trees as outlined in this application. 1. Name(s)of Owner(s): 1873828 Ontario Limited c/o Dave Sparenberg Telephone: 519-8 7 2-37 4 5 W Mailing Address: 94 Curtis Street, St. Thomas, Ontario N5P 1J2 2. Location of Woodland Clearing: Talbotville (Township of Southwold) Municipality(Town,Village, Municipality) Lot Part of Lot 40 Concession SE of the N Branch of Talbot Road GPS Coordinates Latitude 4 2 . 7 9 313 0 Longitude -81 . 2 4 2 8 2 7 1 Civic Address 911# 10117 Talbotville Gore Road ( ) Tax Roll No, ya 0 0 0 Q Q % ! ^- 3. Reason for wishing to destroy or injure trees; Grading work for Subdivision Development 4. Describe species of trees and size of trees to be removed. Various subtract 0 . 38ha if""wo �Y V40 5. Area to be cleared (in metric) area on east property lidne Length metres Width metreE is to be excluded as per Area w� (in square me -� - Xm). - discussion with Tree Com- a metres or hectares) missioner 6. Has the owner previously applied for and been granted permission to destroy or injure trees? Yes ( ) No( x ) If yes, please indicate the purpose to which they were removed approximate size of area cleared and date. 7. Other information deemed pertinent to this application. 4 Site Approved for Draft Plan of Subdivision Select trees on site boundary to remain - refer to attached plan 49 -18- Schedule"B" continued 8. Names, mailing address and phone number of all owners of property which abut the land of the owner of the woodlands in respect to which this application is made as per Section 4 of this By-Law. (If insufficient space, please attach another sheet of paper.) Name Mailing Address Phone Number 9. Each application must be accompanied by a sketch, no smaller than 20 centimetres by 35 centimetres, showing: a scale drawing clearly indicating the area proposing to be cleared and the area or trees that will remain,all buildings on the owner's property and on the abutting property, and the land use of abutting lands (e.g.residential, agricultural,woodlands, commercial,etc.) 10. An on site inspection will be made. Please mark perimeter trees,which will remain if this application is granted,by spraying,or some oth means,to clearly indicate during the site visit what is being proposed for cle i g. ate Signature of Applica or Authorized Age Note: If this application is signed by any person other than the owner, written authoriza ion of the owner(s)must accompany the application. If the applicant is a corporation,the application must be signed by an Officer(and the position must be indicated)and the corporate seal shall be affixed. Please return completed application form to: Elgin County Tree Commissioner c/o Kettle Creek Conservation Authority,44015 Ferguson Line, RR#8,St.Thomas,Ontario, N5P 3T3. CQUNCIL EXEMPTION REQUIREMENTS/INFORMATION I. An Application to Council for Exemption to Clear Woodlands must be completed in full in order to be processed. An application for an area greater than 1.0 hectares must be approved by Council and may require an Environmental Impact Study. II. It shall be normal practice that when an owner or his authorized agent makes an inquiry with regard to Woodlands Conservation By-Law No.05-03,that the Officer will make an inspection of the property to determine whether or not an Application to Council for Exemption for Woodland Clearing is required. 111. The County has a"No Net Loss Policy"stating that for every hectare of land cleared a hectare has to be replanted based on 1750 trees per hectare and replanted in the same municipality. IV. Notice of this permit application shall be sent by regular mail to all landowners whose lands abut the land the applicant has outlined. Landowners separated by a public road allowance shall also be considered to be abutting landowners. Further circulation of this application may be made to the appropriate government agencies for review and comments (i.e.Conservation Authorities,Ministry of Natural Resources, Ministry of Agriculture Food and Rural Affairs,and local Municipalities). V. Once an Application to Council for Exemption for Woodland Clearing is received the Officer will erect and display a public notice sign at the entrance from the adjoining roadway to the land where the Permit is being sought in a position that is clear and visible to all persons, and such a sign will be in the format of Schedule"E". VI. The application will not be considered by Council unless forty(40)business days have passed from the date of receipt. 50 75-d 61 5 ;o 0 0 0 0 0 D R 0 0 0 0 - g V)010 0 w�s 0 in en T w 0 w 42 W W U3 fn 0 ,1 00 (2 U10, 10, N 0 1; ;2 1100 CL CL CL 0. m CL 0�m m WOO ozm 1515 19,2 IL 1-0 olo aj MMZZ zzzzjzzzllzzzzzzzzzzzzzzzz DZ zzzzzzzzzzzzz6z zzzzzzzz 00 00000000�00000 0000000000 0 W U) << §§ 9 Owwwwww 14 ol�og-§§MMM� § -319M m M 12;7� 0 z 0 0 0 0 0 0060000 000008,66085 XTW Z o 0 k- 1- U)to(n t W- U)lul-)U) 1) COLO U)to U) 10 0 US z cr ary 1(0 )< co 0 n z � 00env z U. :r 0 0 UJ W LU,W awwwwwwwwwwww w LO:W W w w 0 0(D 0 w ,w z 0 0 0 b o o ul W,ow: rw � xxo:ixil� (K m�x a U. 0 6 �-�- 0 CC 4]ICY 000000 Y ffl m S FIT 610-10--lo-6 lo 6 8- ca Mmm m < '00 w _ g ONIE z z z OZ < En W LU In LU 90 z ""II '0:?w < o 5; W- 0� F z lu 0 a-w rl� CIL 0 WZ 0 uwi w s (9 x z Uji 4 < al 0 0 z z )1 w >(n, w W Lil T 0 wl- LL z U. :7, -j Go CL 0 UJI z. I uj qq z 0 > 0 Z Z, w Lu< Lu < w w () z 0 z b uj w Q z 000(, 0 UA< 0 0 W X (D rx q-e�i �Q LU Z TOZZS2 Z 0 JL)nosw<�w w W CJ' m Z��--- z z z z z ,9 z 0 moomomwizzold 1-00 � N OT C� uj z 7 0 co u ;R A w LU w z a 0. 9 W, U, z w C) z 02 w in 00 ow w<t1i 0 A <U� SICL M 0, cr o om 0�, 0 X J 0 Q 2 — ---- "'? ,�g G o;;" ko��N r 04 0 w g!N 0 r- 0 o a, z W- ID m t8 to 0- Q 0 MS. 0 a 0 0 0 m canto cs 0 �0 14 -21 Appendix D November 12, 2019 Attention:Jeff Lawrence, Elgin County Tree Commissioner Hello Mr. Lawrence, We are writing to express our objection to the proposed woodlot clearing of Part 40, concession SE of the North Branch of Talbot Road. I did reach out for further information regarding this application but did not receive any information back. We are not opposed to the clearing of the land that matches the need for development of the Ridge phase 2 by 1873828 Limited. Our concern is with the trees in "Poutney Lane' off of Talbotville Gore Road. The development plan is to use Poutney lane for a temporary access for construction vehicles and then sell the lane as a premium lot at the end of construction (four to five years). This is reflected in the municipal meeting minutes. There is a substantial number of trees in the lane and many of them are several decades in age. The purpose of Poutney lane being used as opposed to Talbot Grove Lane is to preserve roads and decrease traffic in the Ridge phase 1. Essentially,the homes on Talbot Grove will have traffic in the front and back of their home. In conversation with neighbours,they do not want this either as any homeowner would understand. There is still construction occurring in Ridge phase 1 and will be for another year or more. It seems logical to continue with this as construction access. The trees(in Poutney Lane)will have severe damage and most will not endure the damage from the traffic and weight of large equipment. Tree trimming and root damage with long term consequences will be a minimum. This could all be avoided if the construction traffic uses the current access on Talbot Grove Lane. I have not been able to find an arborist report for pre-construction as required by many municipalities or cities. I also have not located any information on tree preservation during development as is becoming increasingly present in other communities in Ontario. When inquiring about the land clearing,we hear phrases such as'zero loss' but cannot find any evidence of this in documentation or practice. Planting a seedling does not equate the environmental significance of a tree forty years old or more. The City of Ottawa's"Trees and Natural Areas Protection" by-law states"The intent of the bylaw is to protect trees when there is construction happening around them". It appears all of the larger communities have developed guidelines for tree clearing and development. This is anew era we are approaching in Elgin county as we experience substantial growth. Itwould be unfortunate to look back in years to come and realize the damage done when we can take example from these communities. There is an alternate route for traffic to protect the trees in Poutney Lane. We are asking for additional consideration regarding this application. Damaging them for a temporary access seems unnecessary and unusual. I am hoping this is still time to take a forward-thinking approach to conservation of the natural environment that is enjoyed by all. Thank you for your time. Sincerely, Kattie and Sean Usher 10105 Talbotville Gore Road 519-637-8540011001 x 53 Ridge phase 2 Talbotville Kattie U. Thu 2019.02--1 ! 1019 AM To: council loremons@southwold.ca <councilloremons@southwold.ca> Hello councillor Emons, I am writing to you this morning in hopes of a voice for my concerns as well as my neighbour. My name is Kattie Usher and I live at 10105 Talbotville Gore Rd. I attended the meeting in January regarding the Ridge phase 2 and it was approved with a temporary construction access road that will border our home (and approximately 10 others). That road is currently lined with trees that may be 100 years old if not more. The equipment that will travel that road will permanently damage and kill the trees/roots due to weight and size. I understand the residents of the ridge don't want the equipment to be through their neighbourhood due to noise and dust. I understand because I have lived through it for over 3 years and the clearing of the land they live on. When you move into a development, you should anticipate these things. The access to the Ridge phase 1 (Talbot Grove Rd) should be the construction access for phase 2. It it poor planning to destroy what few trees are left for a temporary solution to noise and dust. Most developers understand the value of the trees and green space to new residents and build around them now. This is not the case here. I hope this decision can be revisited. I invite you and any other councillors to come see the area in question and am free to chat over coffee or tea. I have attached a picture as well. Thank you for vour time, Kattie Usher 519-637-8540 54 Appendix E November 6, 2019 Elgin County Tree Commissioner c/o Kettle Creek Conservation Authority RR#8 44015 Ferguson Line St.Thomas On N5P 3T3 RECE�V E® �UV 15 2019 Re: Proposed Woodland Clearing Part of Lot 40,Concession SE of the North branch of Talbot Road Dear Commissioner: This is regarding correspondence received on October 11, 2019 and about the above noted matter.We are the homeowners of Lot 5, 26 Talbot Grove Lane St.Thomas.We would like to oppose the removal of the trees located at the rear of our property.The trees bring us privacy and a great matter of joy. Please contact us at the number or email address below to discuss further, Sincerely, .-. Jade PetCy Derek Howey 416-550-5185 dhowey@live.com 56 Appendix F Environmental Impact Study 10117 Talbotville Gore Road Township of Southwold Talbotville, ON The Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard + Associates in Landscape Architecture 58 1.0 INTRODUCTION 1.1 Scope This Environmental Impact Study is being prepared for 1873828 Ontario Limited (the proponent) relating to the property at 10117 Gore Road, Talbotville, Township of Southwold, ON. The legal parcel is f 24.04 ac/ 9.73 ha in size. This consist of an existing residential use a hydro Right of Way (ROW) corridor, and "Significant Woodland" north of the hydro easement and along the western boundary of the parcel. Development involves transitioning the southern f 15.34 ac/ 6.21 ha of the legal parcel subject lands south of into a subdivision for residential use. The property is captioned on the attached figures (Appendix 1). The subdivision will consist of 58 lots and a multi-family block and will have full municipal services. According to the Township an Environmental Impact Study (EIS) is required as part of this initiative. This requirement is triggered by the site alteration occurring within 120 m a "Significant Woodland" designated by the Township of Southwold Official Plan (OP) Schedule B on and to the west of the subject lands. In addition to site attendance by Leonard + Associates (LAiLA), the recommendations of this report are based on the following components: • Description of the natural area potentially being affected; • Background information of the site and adjacent lands; • Relevant municipal or agency requirements; • Identification of potential issues and ecological linkages, natural processes and study area boundaries; • Potential cumulative effects of development; • Impact avoidance, enhancement and mitigation measures; • Graphics used to illustrate the above analysis; 1.2 Proposal Description This f 24.04 ac/ 9.73 ha parcel is located in the northeast of the Township of Southwold. Its location is depicted in the attached figures (Appendix 1). The development for residential use will occupy f 15.34 ac/ 6.21 ha based on the draft plan of subdivision (Appendix 1). More specifically the subject lands are located west of Talbotville Gore Road and extend from the railroad south to the already constructed Phase 1 subdivision. There is a single-family dwelling with culturally maintained land south of the hydro ROW and a cultural plantation that is not part of the Significant Woodland". West of the property there is a large tract of"Significant Woodland"; a very small part of this occurs on the development parcel. Residential lands are predominant north and south of the subject lands, with agricultural lands in the area and commercial and industrial designated lands to the east (OP, Schedule A-1). 1.2.1 Activities Associated with the Proposal with Environmental Impacts: Tree-Cutting and Removal of Vegetation, Grading, Post Development Activities In terms of vegetation removal, most of the vegetation within the development envelope is considered cultural and of low quality. However, the draft plan demonstrates development extends to the west Talbotville, ON The Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard + Associates in Landscape Architecture 59 boundary, encroaching into the"Significant Woodland" f 9 - 15m. Trees within the property boundary will be removed. The site will be graded to ensure overland flow is directed towards the stormwater management pond in Phase 1. Grades along the north, east and west property limits will remain the same. 1.2.2 Timing of Site Alterations It is our understanding that construction will occur following the approval of this EIS, and other required document approvals. 1.2.3 Servicing The piped services will be accommodated by connecting to existing watermains, storm and sanitary sewers south of the subject lands developed in Phase 1. 1.2.4 Stormwater Management All minor storm, and majority of the overland flow, will be directed to the SWM pond constructed in Phase 1. Around the perimeter of the site, depending on the existing grades, the overland flow may be directed to the property limits (ie. a portion of the lots backing onto the woodlot will have their yard drainage directed towards the woodlot, as it is in Phase 1). 1.3 Natural Features The"Significant Woodland"designated by the Township of Southwold Official Plan Schedule B located to the west, extends west 350 m west to Dodd's Creek and south 200 m to Dodd's Creek (Figure 3). It is also a part of the Middlemarch Forest Complex(NHIC 1km2 grid data). The Kettle Creek 2018 Watershed Report Card has determined that Dodd's watershed has poor surface water quality, poor forest conditions, and very poor wetland cover. 1.4 Planning Considerations 1.4.1 Federal Planning Considerations Given that development is greater than 200 m from-any aquatic habitat, there would be no impact from the development on the aquatic habitat. Based on the DFO self-assessment criteria, a federal DFO filing is not required. 1.4.2 Provincial Planning Considerations Given that there were no issues with the Phase 1, we assume there are no issues associated with this site relating to agriculture, minerals and petroleum, nor mineral aggregate resources. No Provincially Significant Wetlands (PSW's) or Areas of Natural Scientific Interest (ANSI's) occur on or within 120 m of the subject lands. A SAR Stage 1 Information Request for the subject land has been filed with MNRF Aylmer in a manner consistent with the Technical Memo: Aylmer District Species at Risk Screening Process. 1.4.3 Municipal Planning Considerations The subject lands are designated for its intended residential uses by the Township of Southwold Official Plan (OP) Schedule A-1. The subject lands are within the area designated as"Settlement Area" (specifically the Talbotville Settlement Area) and are therefore subject to the policies in Section 4.3.4 of the Township of Southwold OP (2014). Residential uses are permitted, but servicing requirements must be met. 1.4.4 Conservation Authority Planning Considerations Talbotville, ON The Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard + Associates in Landscape Architecture 60 There are no Hazard lands nor wetlands on the subject lands. This document may be circulated to the Kettle Creek Conservation Authority (KCCA) to accompany the application. 2.0 PHYSICAL ATTRIBUTES The following information and analysis are based on literature review, the previous EIS on the Phase 1 lands to the south, and 2018 site visits by the authors. 2.1 Soils According to the OMAFRA soil mapping and Soils of Elgin County Volume 2, 1992, the soils on-site are dominated by Gobles— Loamy Phase soils characterized by 15 to 40 cm of loamy textured material over clayey textured till material. At the north edge of the property there is Tavistock -Till Phase soils which are characterized by 40-100 cm of loamy textured material over clayey textured glacial till material. Both soils types have imperfect drainage. (Soils of Elgin County Volume 2, 1992). 2.2 Slopes and Surface Drainage Most of the development lands are relatively flat (0-2%), due to the prior grading for the current estate residential that is on-site. Additionally, the previous grading directs overland flow towards the "Significant Woodlot"west of the existing house. Overall the site gradually slopes toward the constructed stormwater management basin in Phase 1. 2.3 Hydrogeology and Groundwater Conditions There is a small decorative pond that could be considered a cultural wetland present on the site by the existing residential house. 3.0 BIOLOGICAL ATTRIBUTES The lands to the south were intensively studied in 2011-2012 by the authors and their related subconsultants as part of the Phase 1 EIS. The plant assessments and reporting were conducted by Larry Lamb and faunal inventories were completed by Dave Martin to assist in the assessment of the Phase 1 development. The site was visited again in 2016 Paul O'Hara of Blue Oak Native Landscapes (floral specialist) and James Holdsworth (faunal specialist) visited the subject lands, and by the authors in Summer 2018. 3.1 Attribute Diversity(Vegetation) According to the provincial Ministry of Natural Resources and Forests (MNRF) Ecological Land Classification (ELC) system, the governing protocol for landscape type assessment, the following vegetation communities exist on-site (Appendix 1): — Maintained Lawn with planted trees and small anthropogenic pond —CUM1-1 Dry-Moist Old field Meadow Type _CUP3 Coniferous Plantation _ FOD4-2 Dry-Fresh White Ash Deciduous Forest The site is all tablelands and mostly cultural apart from the deciduous forest that encroaches into the subject lands on the west boundary. There are two small cultural coniferous plantations on the legal parcel north and south of the hydro ROW. The southern plantation does not meet the minimum patch size to be considered an ELC community. The CUP3 north of the hydro ROW is desingated"Significant Woodland" by the municipal Talbotville, ON The Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard + Associates in Landscape Architecture 61 OP. Cultural plantations lack biodiversity, have limited natural heritage attributes and contribute minimally to ecological functions. The eastern edge of the western deciduous forest is dominated by the invasive European Buckthorn (Rhamnus cathartica). In this edge unit the European Buckthorn are f6 in dbh, 20ft in height, and 3ft — 9 ft apart. A few Hickory spp. saplings also exist in the understory (6 in dbh). Beyond the Buckthorn edge unit, the community is heavily disturbed. A 15 ft logging path at the property boundary has predisposed the community to edaphic conditions that would occur post development. Additionally, there is evidence of the Emerald Ash Borer Beetle, and lots of downed woody debris with evidence of root rot. 3.2 Attribute Diversity (Fauna) The maintained lawn, planted trees and shrubs within the lawn, and the CUP to the north do not represent Significant Wildlife.Habitat (SWH) or Species at Risk (SAR) habitat. The decorative pond behind the house has the potential to support breeding frog species (American Toad, Green Frog, and Spring Peeper) and the SAR common Snapping Turtle [SC], however, the habitat in the pond is very marginal and at best would provide temporary refuge. The CUM - Cultural Meadow on-site could support Eastern Meadowlark [THR]. Again, the habitat would be marginal given the grass to forb ratio is low for this species. Eastern Meadowlark prefer shorter grassed area, without extensive goldenrods and aster presence. The woodlot to the west has high SAR potential. Species including the Eastern Wood Pewee [SC] and Wood Thrush [SC] are likely to be found there. The Eastern Wood Pewee was observed in the area in the 2012 survey. Other potential SAR's could include Acadian Flycatcher [END], Cerulean Warbler [THR] and Hooded Warbler. None of these would be near the east edge of the west forest and therefore would not be affect by the removal of the encroaching woodlot. SAR bats may also be present in any large cavity trees on site. During site visits no such trees or habitat was observed in the encroaching woodlot within the property limits. 3.3 Significant Species Flora A NHIC 1km2 grid data search determined the following SAR and S Rank floral species have been observed in the area: — Spoon-leaved Moss (Bryoandersonia iiiecebra)[S2] Rue-anemone (Enemion biternatiim)[S2] No SAR's were observed during the site visit in 2016 on the subject lands. Nor, were there any observed in 2012 in the west FOD4-2 Dry-Fresh White Ash Deciduous Forest community. Elm-leaved Goldenrod (S1) or Burning Bush (S3) reported by Larry Lamb in 2012 survey was not observed in the study area in 2016. Fauna A NHIC 1km2 grid data search determined the following SAR and S Rank fauna species have been observed in the area: _American Burying Beetle (Nicrophorus americanus)[SH] Talbotville, ON 'The Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard + Associates in Landscape Architecture 62 No SAR were observed in the 201.6 visit for Phase 2 development. 3.4 Significant Vegetative Communities There were no atypical vegetation communities on site. 3.5 Diversity As previously mentioned, the subject lands consist of mainly cultural communities. The tablelands do not exhibit uncommon characteristics such as age, structure or composition. Among the tablelands diversity is low due to the fact that the land was cleared in the past for the residential estate use. In the opinion of our floral consultant the forest to the west is of medium to high quality. 3.6 Landforms and Soils Natural landforms have been altered in the past for the residential estate and hydro corridor. Generally, the subject lands consist of Gobles — Loamy Phase soils characterized by 15 to 40 cm of loamy textured material over clayey textured till materials which is imperfectly drained. 3.7 Presence/Absence of Disturbance With respect to the naturalness and disturbance, the subject lands have been cleared in the past for residential use and have therefore been anthropogenically impacted. The west deciduous forest is also disturbed by several recreational trails. 3.8 Linkage and Size The west deciduous forest is the eastern most edge of a larger continuum along Dodd's Creek. Removal of the f 9 - 15m of encroaching woodlot would have no impact on connectivity and marginal impact on the overall corridor size. 3.9 Representativeness As noted in the prior parameters, the site exhibits flora and fauna typical of the local and regional landscape. 4.0 IMPACT ASSESSMENT OF THE PROPOSAL 4.1 Direct On-site Effects Vegetation Removal.,Most of the vegetation that will be affected is cultural. No Species at Risk, nor any rare vegetation types are expected in the cultural communities. However, the adjacent forest to the west is of medium to high quality. Within the forest there is potential for SAR occurrences. Based on the draft plan (Appendix 1), rear yards extend to the west edge of the property boundary which extends 9-15 m into the-deciduous forest. It is our opinion there is no direct effect on potential SAR species through removal of the trees within the property limits, As previously mentioned, the decorative'pond and CUM - Cultural Meadow on-site could support SAR species. However, given the opinion of our faunal biologist both provide marginal habitat at best, it is our opinion there is no direct effect on SAR-species through removal of this habitat. 4.2 Indirect, Secondary and Temporal Effects Aquatic: Given the distance of the site alteration from the aquatic habitat in the Dodd's Creek, there would be no impact from the development on the.aquatic habitat."Based on the DFO Self-Assessment criteria a federal DFO filing is not required. Talbotville, ON The Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard + Associates in Landscape Architecture 63 Biotic: Fauna: The Monarch Butterfly is expected on the subject lands given the presence of the host plant Milkweed on the tablelands. This species is designated as a Species at Risk (SAR) in Canada (by COSEWIC: Endangered) and a Species at Risk (SAR) in Ontario (by COSSARO: Special Concern). The Milkweed present on-site will likely be removed. However, given the, prevalence of the host plant in the surrounding and regional landscape, in our opinion there is no need to mitigate this indirect impact. The west woodlot has high SAR potential. Species including the Eastern Wood Pewee [SC] and Wood Thrush [SC] are likely to be found. Other potential SAR's could include Acadian Flycatcher [END], Cerulean Warbler [THR] and Hooded Warbler. However, the latter three species are not likely to occur near the east edge of the west forest. SAR bats may also be present in any large cavity trees in the deciduous forest. A visual inspection was completed and there were no large cavity trees in the 9-15m intrusion area. With respect to the disturbance from construction noise the west-edge of the forest is already heavily disturbed from well-used trails. Biotic: Flora Vegetation protection:The"Significant Woodland"to the west of the subject lands will require mitigation to protect the rooting zone. Mitigation will be provided by the use of both tree protection and sediment/erosion control measures implemented according to relevant municipal and OPSS + OPSD standards (also depicted in Section 5.2) which should be depicted in the contract documents for the project. Overland flow may be to be directed into the deciduous forest from the rear lots along the forest edge, as it is in Phase 1. Currently on the subject lands, along the forest edge, prior grading has already occurred to direct surface drainage towards the deciduous forest. The downed woody debris in this area of suggests the forest has already adapted to the effect of the increased overland flow that was implemented many years ago. Given, the post-development drainage will match pre-development drainage, the loamy soils and the resilient nature of the Dry-Fresh White Ash Deciduous Forest ELC community to soil moisture it is our opinion, this will have no impact on the vegetation along the remaining forest edge. In our opinion, the deciduous forest to the west will easily adapt to the post-development conditions. Corridor Size and Connectivity. The"Significant Woodlands"within the development envelope are edge community and contribute little to the corridor. Additionally, being on the very edge of the corridor the proposed development will not result in any disconnect of the corridor. 5.0 IMPACT AVOIDANCE ENHANCEMENT AND MITIGATION MEASURES 5.1 Effects, if any, that require reduction or elimination In the opinion of the writers there are none. Given the cultural history of the site and surrounding land use, its habitat is resilient to both the indirect and minimal direct effects of the proposed land use program. 5.2 Description of feasible mitigation measures, if required The following practical recommendations are made to enhance the survival potential of the vegetation that will be retained on site: Talbotville, ON The Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard + Associates in Landscape Architecture 64 Pre-Construction: The subdivision should integrate all of the best management practices noted below: _Sediment/ erosion control measures defined in the OPSS + OPSD standards that specifically reference silt fence adjacent to the residual vegetation, and material storage should be depicted in the detailed design drawings for the project. During Construction: _All protective fencing should be maintained until all heavy construction work is complete. _During the clearing, grubbing, and excavation work, best management practices described by the International Society of Arboriculture's (ISA) should be followed, After Construction: _After all work is completed, but before protective fencing and other barriers are removed, the site should be examined to identify any trees adjacent to the development parcel that should be removed due to hazard.tree status. These opinions on,specific stems should be based on the International Society of Arboriculture's"Guide for Plant Appraisal, 9th edition"and included the following constraint descriptions: Crown condition, tree structure, canopy decline symptoms and stem decline symptoms. _ Monitoring of tree health is recommended in the summer or fall season at least 9 months following the completion of construction to identify any problems that may surface following construction. 5.3 Need, if any, for natural area enhancement Given the disturbed cultural history of the vegetation on the tablelands none are required. 6.0 SUMMARY AND CONCLUSIONS 6.1 Summary Federal Considerations: Given distance to any watercourses and fish habitat, a DFO filing is not required. Provincial Considerations: No Provincially Significant Wetlands (PSW's) or Areas of Natural Scientific Interest (ANSI's) occur on or within 120 m of the subject lands. A SAR Stage 1 Information Request for the subject land has been filed with MNRF. Conservation Authority Considerations: This document may be circulated to the Kettle Creek Conservation Authority (KCCA) to accompany the application. Municipal Considerations: The subject lands are appropriately designated for the proposed development. Residential uses are permitted, but servicing requirements must be met. 6.2 Conclusions With respect to natural heritage considerations it is the opinion of the writers that, given the final development plans follow the recommended mitigation measures in this document the proposed development will be consistent with the Provincial Policy Statement 2014 as well as policies of the Township of Southwold. Talbotville, ON -the Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard + Associates in Landscape Architecture 65 For the reasons outlined in the data presented within this report and the resultant analysis it is our opinion that there are no potential issues nor potential cumulative effects of the development proposed. Consequently, there is no need for additional information or studies relating to the natural heritage component of this application and that the development can proceed pending the approval of the required site plan. With respect to the agreement between the proponent and the township, adequate tree protection and SEC (sediment and erosion control) measures should be included as a provision to protect the existing vegetation removal on-site. These measures should be prepared according to relevant OPSS / OPSID standards. The conclusion of this report is that no there are no negative, nor adverse, unalterable impacts on the natural heritage features of the subject land and the natural heritage landscape identified in the OP, as long as the mitigative measures noted in'this report are followed. Me Paige Vroom M.Sc (Aquatic) Mike Leonard O.A.L.A. C.S.L.A. Talbotville, ON The Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard + Associates in Landscape Architecture 66 APPENDIX 1: FIGURES e ra. • _ Ili nte�: ,,as} o Jll s",� <� tt]f fiS T'iit�piviile `+i Core R id ,t 191 y4u,ddert '. `,#3a 12;t' t3f 3 -tA1 P"rtH'aCc EEO 'gle NJa4�cl,t.�.rr5 i-<<Y'th.ut _.. 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' ... ............ m' Figure 4: ELC Communities • R® ,, ASSOCIATES r- Anthropogenic Maintained Lawn,2-CUMr-r Dry-Moist Old Feld Meadow Type, 1 N y'L A N D S C A P E A A C H 1 T E C T U A E 3-CUP3 Coniferous Plantation, 4-FOD4-2 Dry-Fresh White Ash Deciduous Forest Talbotville,ON The Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard +Associates in Landscape Architecture 70 c� i A I VW t _... .t ... .1 rW °,_ - ---------�. THE fI Fl0.L'E 4T TALFOTvILLE hJVE PiE 2 -��- 1`"Rkh .XIA 13.3B28 ONT'ARID LIMFFED Ti4l!?T fir:;UZE U'lE - I LEONARD ASSOCIATES Figure 5: Draft Plan of Subdivision 1 N','L A N D S C A P E A R C H I T E C T U R E Talbotville,ON The Ridge at Talboville Grove Phase 2 EIS August 2018 Leonard+Associates in Landscape Architecture 71 Appendix G ) } \ \ \ p p p ® / } } } m j ƒ ƒ ƒ E _ = u u u 3 � C II \ \ & - � ' \} � \i \ j m E OE c � E � \ \ \ / \ }J \ \ \ \ F- \ \ cu . \ S d^ I »» \\ � \ ƒ \� \ \\ = 4v Appendix H 4. Council Exemption (Woodlands Clearing) a) In order to be considered for an exemption to the prohibition contained in Section 2 hereunder, the owner of the woodlands must apply to the Council for an exemption at least forty (40) days prior to the anticipated commencement of harvest, injury or destruction of trees by submitting: i) a completed application form as set forth in Schedule "B"; ii) if demanded by the Clerk in respect of woodlands having an area greater than one (1) hectare, an environmental impact study; and iii) the applicable fee as set out in Schedule "G" hereto. b) At least twenty-one (21) days prior to consideration of the application for an exemption, the Officer shall send, by regular mail, written notice in the form of Schedule "D" to the applicant and all assessed owners of each parcel of land abutting the applicant's woodlands for which an exemption is being sought and to such other persons and agencies as prescribed by Council. c) The Officer shall erect and display a public notice regarding the exemption application at the entrance to the woodlands in a position that insures that it is clear and visible to all persons, which notice shall be in the form set forth in Schedule "E" hereto. d) The notice shall be posted at least twenty-one (21) days prior to consideration of the application by either the Clerk or Council. e) In respect of applications for exemptions for woodlands having an area of less than one (1) hectare, where there have been no objections filed with the Council or Clerk and/or the Officer agrees that the general purpose and intent of this By-Law is maintained, the Clerk may grant the permit for an exemption in the form set forth as Schedule "C" hereto; provided that, in respect of applications for exemptions for woodlands having an area equal to or greater than one (1) hectare, the said application shall be considered by Council. f) When granting an exemption, the Clerk may include terms or conditions desirable for the appropriate development or use of the land on which the exemption is sought and in keeping with and maintaining the purpose and intent of this By-Law. g) Where the application for exemption relates to a woodlands having an area greater than one (1) hectare or where there have been objections filed with the Clerk or where the Clerk refuses to grant a permit for exemption, or where the applicant objects to the terms and conditions on the permit for exemption as established by the Clerk, the Council 75 will consider or re-consider, as the case may be, the application for exemption or any conditions to the permit and thereafter make a decision as to the granting of the exemption and a permit in relation thereto. h) When granting an exemption, the Council may include terms and conditions to its permission which are desirable for the appropriate development or use of the land on which the exemption is sought and as consistent with and maintaining the general purpose and intent of this By-Law. i) Council shall hear any person who wishes to speak to the application for an exemption for which objections have been filed. Upon the conclusion of the Council hearing during which the application for the exemption is being considered, the Council may make its decision regarding the granting of a decision or defer such decision to a subsequent date, in which latter circumstances, the Council shall advise the persons in attendance of the date, time, and location when Council will make a final determination in respect of such application. j) When denying an exemption, Council must notify the applicant of the denial of such application, the date of denial of such application, and the reasons for such denial, which notification must be delivered within ten days of the date of such denial. k) For purposes set forth above, the applicant may object to the terms and conditions attached to any permit for exemption issued pursuant to this By-Law. 76 REPORTS OF COUNCIL AND STAFF March 10, 2020 Council Reports — (ATTACHED) Warden —Warden's Activity Report — February 2020 Warden — Elgin County Strategic Plan Endorsement Councillor Purcell — Terrace Lodge Redevelopment March 2020 Update Staff Reports — (ATTACHED) Accessibility Coordinator— Multi-Year Accessibility— 2019 Status Report Accessibility Coordinator— 2021-2026 Multi Year Accessibility Plan Update Director of Community and Cultural Services — Public Release of Request for Proposal Scores Purchasing Coordinator— Electronic Bidding Manager of Planning —Approval for Official Plan Amendment No. 18 Manager of Planning —Approval for Official Plan Amendment No. 25 General Manager of Economic Development— 2019 Economic Development Department Highlights Director of Homes and Seniors Services — Homes —Administration Policy 1.34 — Student Educational Placements & Orientation Director of Human Resources — 2020 Non-Union Economic Adjustment Director of Human Resources —Amendments to Human Resources Policy 9.90 — Pregnancy and Parental Leave Director of Human Resources — HR Policy: 12.130 Exit Interview Director of Engineering Services — Contract Award - King George VI Lift Bridge Rehabilitation Contract No. 2020-T03 Director of Engineering Services — St. George Street Bridge Deck Rehabilitation — Project Award Director of Engineering Services — Contract Award — Kimble Bridge Replacement Contract No. 2020-T02 77 Director of Engineering Services —Avon Drive (CR 37) — Boundary Road Agreement Director of Engineering Services —Approval to Award Tender No. 2020-T09 — Wonderland Road Reconstruction Director of Financial Services — 2020 Annual Repayment Limit Director of Financial Services — Council and Outside Boards Remuneration and Expenses Director of Financial Services — Landfill Revenue Neutral Tax Ratio Chief Administrative Officer—Approval of Fees and Charges Chief Administrative Officer— Community Safety and Well-Being Plan Update Chief Administrative Officer— Provincial Offences Part III Prosecutions Update Chief Administrative Officer— Service Delivery Review Progress Report No. 1 78 -Y`��' REPORT TO COUNTY COUNCIL FROM: Warden Dave Mennill DATE: February 27, 2020 SUBJECT: Warden's Activity Report— February 2020 RECOMMENDATION: THAT the report titled "Warden's Activity Report — February 2020" from Warden Dave Mennill dated February 27, 2020 be received and filed. INTRODUCTION: The purpose of this report is to provide County Council with a list of official functions I attended as Warden in February 2020. ACTIVITIES: February 2020: • Land Ambulance and Service Delivery Review presentation to the City of St. Thomas (February 3, 2020) • IGPC Ethanol Inc. Annual General Meeting (February 4, 2020) • 4H Annual Meeting (February 8, 2020) • Southwold Winterfest (February 8, 2020) • Aylmer & Area Chamber of Commerce Annual Mayor's Breakfast (February 12, 2020) • Interview with CTV regarding the Port Bruce Bridge (February 18, 2020) • Kettle Creek Conservation Authority Annual General Meeting (February 19, 2020) • Catfish Creek Conservation Authority Annual General Meeting (February 20, 2020) • Ontario Senior Men's and Women's Curling Championships Opening Ceremonies (February 19, 2020) • Project Nanuk Launch, Port Stanley (February 27, 2020) • Council Strategic Planning Session #4 (February 28, 2020) • MCS Thrift Store Opening, Aylmer (February 28, 2020) • Rural Initiatives and Planning Advisory Committee Meeting (February 28, 2020) • Auctioneers of Ontario Event (February 29, 2020) All of which is Respectfully Submitted Dave Mennill Warden 79 _Y`�� REPORT TO COUNTY COUNCIL FROM: Warden Dave Mennill DATE: March 3, 2020 SUBJECT: Elgin County Strategic Plan Endorsement RECOMMENDATIONS: THAT Council endorse the "2020-2022 Elgin County Strategic Plan" as presented; and THAT the Chief Administrative Officer be directed to provide a comprehensive follow up report which includes Council Actions, Staff Operational Plan and a general overview of Council's strategic planning process at the April 14, 2020 meeting of County Council. INTRODUCTION: This report presents the 2020-2022 Elgin County Strategic Plan and seeks Council's endorsement of the plan as presented. DISCUSSION: The creation of a strategic plan started with Council's desire to create a roadmap that aligns efforts and resources in a way that supports Elgin County to be the best County it can be. This desire has been reflected at every stage in the creation of Elgin's Strategic Plan. The 2020-2022 Strategic Plan provides a common focus and set of priorities for organization to ensure we continue to meet the community's changing needs. The Strategic Plan is intended to serve both as a community strategic plan that reflects the goals and priorities of the community, as well as a corporate strategy that serves to guide the municipality in how the County operates and delivers its services. The Strategic Plan sets out our vision for the County through three (3) Strategic Priorities (Serving Elgin, Growing Elgin and Investing in Elgin) which represent key areas of focus which will guide us in achieving our collective goals for the community. At our most recent Strategic Planning session, County Councillors relayed their confidence that this strategic planning framework will ensure that the County of Elgin is well-positioned to move forward. This useful tool will help us to capitalize on the opportunities that arise, while at the same time help us to meet the challenges that face all growing and changing communities. As we move forward, we recognize the importance of sharing our progress with our stakeholders in an open and transparent way allowing us to demonstrate progress and measure success. Doing so will also highlight where additional work or resources are needed as we continue to make Elgin County a place where people want to live, work and play. 80 I recommend that Council direct the Chief Administrative Officer to bring forward a comprehensive report which includes Council's Actions, Staff Operational Plan and a general overview of Council's strategic planning process at the April 14, 2020 meeting. CONCLUSION: I am pleased with Council's commitment to this process and I am confident that our 2020-2022 Elgin County Strategic Plan will help us bring our vision for the community to life. All of which is Respectfully Submitted Dave Mennill Warden 81 4-0 co CO 4-0 VV �14 = mzv - - 4-4 3 00 fu fu LU $ d e g = _Y`��' REPORT TO COUNTY COUNCIL FROM: Bob Purcell Terrace Lodge Redevelopment Steering Committee Chair DATE: March 10, 2020 SUBJECT: Terrace Lodge Redevelopment March 2020 Update RECOMMENDATION: THAT the report titled "Terrace Lodge Steering Committee March 2020 Update" from Councillor Bob Purcell, Chair— Terrace Lodge Steering Committee dated March 10, 2020 be received and filed. PURPOSE: Elgin County Council has prioritized fiscal responsibility and prudent infrastructure investment/project oversight in their planning for the Terrace Lodge Redevelopment project. On behalf of the Terrace Lodge Redevelopment Committee, I am pleased to share the following steps that the Steering Committee has taken in their careful planning for the success of the redevelopment of Terrace Lodge. BACKGROUND: Although the plan called for beginning of construction to commence by mid-July 2020, the Committee has pushed to pull this ahead. Staff and MMMC are looking at the possibility of a June kick-off. In order to achieve that goal, Request For Tenders (RFT) will need to be issued by mid-March. Although Ministry approval of Working Drawing may not be obtained by that time, the risks involved in issuing RFTs in advance of Ministry approval is minimal. Furthermore, it is possible that the original mid-July construction start would not be achievable if RFTs are delayed until Ministry approval is obtained. Site Plan approval was obtained on January 20, 2020. The Building Permit was submitted to Malahide on February 10 and the Working Drawings were submitted to the Ministry on February 11. The County received the signed Development Agreement back from the Ministry, together with Preliminary Plan approval on February 13, 2020. On February 14 the Operational Plan was submitted to the Ministry. Staff and MMMC will continue to stay in close contact with the Ministry throughout the course of the project. A draft Class B budget was received from D. Grant, the Construction Manager, on January 27. The Class B costs totals $27,719,983, excluding Separate Price Allowances but including a 4% Construction Contingency Allowance and a 7.5% Escalation Allowance. In addition to the Class B costs, the County will also incur ancillary costs for fees, furniture and equipment and HST that will bring total costs to just within the approved Redevelopment budget of$32,580,650. Separate pricing will be requested through the RFTs for Chapel ceiling and lighting, Gift Shop millwork, Staff Change Room & Ahower renovations, Pool Change Room renovations and existing roof repair/replacement. The need for roof repair/replacement will be determined by a study currently underway, but it is anticipated the cost would not exceed $300,000. If required, the funds for this would be a pull ahead from the budgeted Post-Completion Capital Reserve of $5,519,000. The Terrace Lodge Redevelopment Fundraising Committee efforts could potential cover the costs of the remaining $500,000 of separate priced items. The Terrace Lodge Redevelopment Fundraising Committee, chaired by Councillor Giguere, has seven members, but recruitment of additional members will be considered once the Terms of Reference are complete. A fundraising goal of $750,000 has been set. Councillor Giguere has been invited to the March 10, 2020 Steering Committee meeting to provide an update. CONCLUSION: The Steering Committee continues to drive the project forward. Although the Ministry response has been slower than anticipated, the Committee is committed to meeting established timelines within the project and will proceed with issuing RFTs in order to achieve a construction kick-off of June 2020. Class B estimates are on target and opportunities exist to enhance the redevelopment project through the Fundraising committee's targeted goal of$750,000. All of which is Respectfully Submitted Bob Purcell Terrace Lodge Redevelopment Steering Committee Chair 84 m REPORT TO COUNTY COUNCIL FROM: Sam McFarlane, Accessibility Coordinator DATE: March 10, 2020 SUBJECT: Multi-Year Accessibility Plan — 2019 Status Report RECOMMENDATION: THAT the report titled "Multi-Year Accessibility Plan — 2019 Status Report" dated March 10, 2020 be received and filed. INTRODUCTION: Elgin County is required to prepare an Annual Accessibility Status Report on the progress of measures taken to implement the strategies outlined in the Multi-Year Accessibility Plan. In addition, the status report must be posted on the website for public viewing. DISCUSSION: The County's second multi-year accessibility plan was adopted by Elgin County Council in 2015 and will expire at the end of 2020. Over this 5-year period, on an annual basis, County staff are required to provide an update to County Council on the progress made towards obtaining the goals outlined in the Multi-Year Accessibility Plan. This report will outline the measures taken to ensure compliance under the Integrated Accessibility Standards Regulation (O. Reg 191/11). The full status report is attached. Highlights of the status report include: • Fully compliant Accessibility Compliance Report filed with the Ministry for Seniors and Accessibility • Assisted partner municipality (Central Elgin) with Consultation requirements under the Integrated Accessibility Standards Regulation (IASR) regarding accessible taxicabs • Recreational Trails Consultation Document & Guidelines document created & circulated to all local municipal partners, outlining technical requirements and fulfilling consultation requirements under the IASR • Accessible On-street Parking Standard document created for Elgin County and Central Elgin, fulfilling consultation requirements under the IASR on Central Elgin roads as well as County roads • Four County Community Transportation policy overhaul and accessibility training provided to accessible bus drivers — bringing the Service into AODA compliance 85 • Information and Communications Standards review completed under the IASR with comments being filed with the Ministry for Seniors and Accessibility 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. All of which is Respectfully Submitted Approved for Submission Sam McFarlane Julie Gonyou Accessibility Coordinator Chief Administrative Officer Amy Thomson Director of Human Resources 86 00�� E g i n, Progressive by Nature Annual Accessibility Status Report ......................................................................................................................................................................................................................................................................................................................................................... ................................................................................................................................................................................................................................... A summary of Elgin County's accomplishments towards inclusion in 2019 87 Objectives and Purpose This is the County of Elgin's Annual Accessibility Status Report update. 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 to meet phased-in requirements under the AODA. In 2015, the County released its second Multi-Year Accessibility Plan, which takes the County's accessibility efforts through to the end of 2020. This Status Report includes the accessibility initiatives that were completed in 2019 to implement the strategy outlined in the County's Multi-Year Accessibility Plan. The purpose of this Status Report is to make the public aware of Elgin County's progress with accessibility implementation and to prevent and remove barriers and meet requirements under the AODA. Compliance Reporting Elgin County filed it's fourth Accessibility Compliance Report in 2019 with the Ministry for Seniors and Accessibility. Elgin County's Commitment Statement The County of Elgin's statement of commitment establishes the vision and goals for the Municipality 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 eliminating barriers and improving accessibility for people with disabilities in a manner that respects dignity, independence, integration and equal opportunity. The County of Elgin recognizes the diverse needs of all our residents and customers and will respond by striving to provide goods, services and facilities that are accessible to all. The County of Elgin is committed to being responsive to the needs of all our residents and employees. In order to meet the needs of people with disabilities the County will: • Ensure policies address dignity, independence, integration and provide for equal opportunity for people with disabilities. • Allow people with disabilities to use their own personal devices to obtain, use or benefit from the services offered by the County. • 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. 1 88 • Communicate with people with disabilities in a manner that takes into account the person's disability. The County of Elgin 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 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 of Elgin focuses on removing barriers which may exist in our buildings and facilities, while ensuring that new buildings, leases, and renovations do not create any new barriers. • Elgin County/Central Elgin Joint Accessibility Advisory Committee continues to meet and review accessibility initiatives. • The County of Elgin continues to comply with the requirements of the Integrated Accessibility Standards Regulation including continuing to train staff, volunteers and third parties who interact on behalf of the Municipalities on an ongoing basis. • 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, CELA Library loan access, electronic materials with zoom features, hand- held magnifiers as well as ZoomText with large print keyboards • Continue to review customer feedback and take appropriate action. 2 89 Highlights of 2019 • Fully compliant Accessibility Compliance Report filed with the Ministry for Seniors and Accessibility • Assisted partner municipality (Central Elgin) with Consultation requirements under the Integrated Accessibility Standards Regulation (IASR) regarding accessible taxicabs o The Joint Accessibility Advisory Committee, with support from Staff, went above and beyond its legislative requirements and tabled a recommendation (that was supported) to Central Elgin Council recommending a presence of accessible taxi cabs on Central Elgin roads. This would come forward (if Central Elgin elects to adopt taxicab licensing under their municipal portfolio) in the form of a licensing ratio in which 1 in every 10 cabs licensed must be accessible • Recreational Trails Consultation Document& Guidelines document created & circulated to all local municipal partners, outlining technical requirements and fulfilling consultation requirements under the IASR • Accessible On-street Parking Standard document created for Elgin County and Central Elgin, fulfilling consultation requirements under the IASR on Central Elgin roads as well as County roads • Investing in Canada Infrastructure Program (ICIP) funding opportunity support provided to local municipal partners through an accessibility lens • Four County Community Transportation policy overhaul and accessibility training provided to accessible bus drivers— bringing the Service into AODA compliance • Integrated Accessibility Standards Regulation & Ontario Human Rights Code Training modules downloaded onto Elgin County Homes Surge Learning training platforms • New Council orientation provided to local municipal partners • County of Elgin representation on the Ontario Business Improvement Area Association (OBIAA) Accessibility for Main Streets Advisory Committee • Information and Communications Standards review completed under the IASR with comments being filed with the Ministry for Seniors and Accessibility 3 90 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:_h_ttp://www.eigincounty.ca/main-menu/county- council/accessibility Contact Information For more information contact— Elgin County's Accessibility Coordinator: Phone 519-631-1460 ext. 167 Fax 519-633-7785 Email smcfarlane@elgin.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. 4 91 m m^"mxiwr EIgt-11CU"tuu�� REPORT TO COUNTY COUNCIL FROM: Sam McFarlane, Accessibility Coordinator DATE: March 10, 2020 SUBJECT: 2021-2026 Multi Year Accessibility Plan Update RECOMMENDATION: THAT the report titled "2021-2026 Multi Year Accessibility Plan Update" dated March 10, 2020 be received and filed. INTRODUCTION: As per the Integrated Accessibility Standards Regulation (IASR), all designated public sector organizations are required to establish, implement, maintain and document a multi-year accessibility plan, outlining the organization's strategy to prevent and remove barriers and meet its requirements under the IASR. The plan must be readily available online and reviewed at least once every 5 years. Elgin County's current multi-year accessibility plan spans from 2015-2020, expiring at the end of this calendar year. Under its current model, this 5-year plan only speaks to accessibility goals at the County level, with no local municipal input or updates. As a result, each local municipal partner was required to create their own multi-year accessibility plan as well as providing their local Council's with annual updates. In an effort to streamline this process and increase efficiencies across the County, Staff have begun the process of creating an Elgin County Joint Multi-year Accessibility Plan (2021-2026), to be completed and put before County Council for approval in late 2020. DISCUSSION: County Staff will take advantage of a legislative opportunity that states an "upper-tier municipality and any lower-tier municipalities that form part of it for municipal purposes may prepare a joint accessibility plan and a joint annual status report." The idea of streamlining the multi-year accessibility plan across the County was met with positive feedback when proposed to Local CAO's at a meeting on Friday February 21, 2020. The following benefits were outlined: • Streamlined accessibility goals across the County • Improved efficiency from an annual status reporting and compliance perspective (only one report required annually, with responsibility falling on County Accessibility Coordinator) • Lessened administrative burden on Local municipal contact points that all share numerous responsibilities (no creation of new multi-year accessibility plan required at the local level & no annual status reporting) 92 CONCLUSION: Consultation will be completed in the coming months with local municipal partners, members of the public and the Joint Accessibility Advisory Committee to shape the direction of the Elgin County Joint Multi-Year Accessibility Plan (2021-2026). Accessibility goals at the County and Local levels will be outlined and structured to mirror County Council's Strategic Plan and could include items related to policies and procedures, procurement, training, websites/web content, employment/recruitment initiatives, transportation opportunities, built environment/capital improvements as well as customer service. All of which is Respectfully Submitted Approved for Submission Sam McFarlane Julie Gonyou Accessibility Coordinator Chief Administrative Officer Amy Thomson Director of Human Resources 93 REPORT TO COUNTY COUNCIL ,WIYJ„ykd"tiitl'sLL°dJP V�'YifedV.; FROM: Brian Masschaele, Director of Community and Cultural Services DATE: February 19, 2020 SUBJECT: Public Release of Request for Proposal Scores RECOMMENDATION: THAT the report titled "Public Release of Request for Proposal Scores" from the Director of Community and Cultural Services dated February 19, 2020 be received and filed. INTRODUCTION: At the February 11, 2020 meeting, County Council provided the following direction in consideration of the report titled "Procurement Policy Revisions and Electronic Bidding" from the Purchasing Coordinator: "That, in the interest of accountability and transparency, that the Director of Community and Cultural Services/Privacy Officer be directed to provide a report for Council's consideration which contemplates the disclosure of proponent scores and Council's discretion in this regard." This report outlines the County's procedures for providing proponent feedback in relation to proposals received for Request for Proposals (RFPs) where scoring results and not necessarily lowest price are used to determine the successful applicant. It also outlines options that RFP proponents have to seek further information about scoring within the confines of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). DISCUSSION: The County's purchasing policy outlines procedures that are used to evaluate proposals received through the RFP process. RFPs are generally issued when the selection of a supplier cannot be made solely on the basis of lowest price but, rather, must factor in considerations such as value for money, previous experience, past performance and ability to meet project timelines and goals. Pricing is an important consideration in assessing RFP scores but it is not the only one. Designated evaluators assess each proposal using pre-determined scoring criteria to assign a cumulative score that is then used to determine the successful applicant. Evaluating RFPs in this manner is standard practice in the public sector. 94 The County's Purchasing Coordinator has been providing proponents with direct feedback on the quality of their proposals received under the RFP process in lieu of full disclosure of scoring results. Each proponent is offered an individual debrief of their submission which provides them with information on where they may not have scored as high as the recommended proponent. Evidence to date indicates that proponents are very satisfied with this procedure. To date, there have not been any requests for further information after this debrief. Regarding Council's discretion with regards to releasing RFP scores, routine public release of such scores is generally discouraged given the risks associated with revealing competitive information and breaching provisions of MFIPPA, particularly those provisions relating to third-party notice which are as follows: Third party information 10 (1) A head shall refuse to disclose a record that reveals a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence implicitly or explicitly, if the disclosure could reasonably be expected to, (a) prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization; (b) result in similar information no longer being supplied to the institution where it is in the public interest that similar information continue to be so supplied; (c) result in undue loss or gain to any person, group, committee or financial institution or agency; or (d) reveal information supplied to or the report of a conciliation officer, mediator, labour relations officer or other person appointed to resolve a labour relations dispute. According to MFIPPA, scores attributed to other proponents would require that proponent's expressed consent to release. Gaining this consent is highly unlikely given that it could reveal sensitive information that was provided in confidence and that could be used against them by a competitor in a future RFP bidding process. In fact, releasing such information could make the County subject to litigation by other proponents given that it was supplied in confidence and could compromise their competitive position. This is the major reason why the vast majority of members of the Ontario Public Buyer's Association that responded to a recent survey, of which the County of Elgin is a member, do not publicly release RFP scores. CONCLUSION: Recourse does exist for proponents to file an access to information request under MFIPPA with the County's privacy officer. The requested information would be reviewed relative to the third-party notice requirements in the act which would then lead to a decision on disclosure. Should applicants disagree with that decision, they would then be informed of recourse to appeal the decision with the Office of the Information and Privacy Commissioner of Ontario (IPC). The IPC's views on this matter continue to 95 evolve and each appeal is considered on a case-by-case basis. Staff are not aware of any successful appeals to IPC that have resulted in full disclosure of RFP scoring information, although there have been recent rulings that required the limited release of non-specific scoring results. In this regard, the County Solicitor specifically advises that the general trend of recent decisions issued by the IPC is to require at least partial disclosure of non-specific evaluation records but not to include records submitted by any proponent, successful or unsuccessful, which contains information the disclosure of which could harm that proponent's competitive position. The County Solicitor also notes that these same decisions also impose an onus of proof upon the municipal institution and any opposing proponent to prove the application of a MFIPPA section 10 exemption under a three part test requiring that the information for which disclosure is sought but opposed be proven as: (1) a trade secret or, among others, containing technical, commercial, or financial information; (2) that is or was supplied in confidence; and, (3) the disclosure of which would give rise to one or a combination of recognized types of losses. The County's Solicitor and Privacy Officer will continue to monitor developments with regards to the release of scoring information but remain of the opinion that the County's current policy is transparent while at the same time protects competitive information. The policy conforms to the relevant provisions of MFIPPA and its provisions are in keeping with sound industry practice. To date, the County has not received any access to information requests for RFP scoring information under MFIPPA. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Julie Gonyou Director of Community and Cultural Services Chief Administrative Officer 96 uuuuuiiuuuuuuuuuuuuuuuuuuuuuu �i uuuuuuuui luuuuuuuuuuuuuuii ' uulllllluuuuuuuuuuuuu � uu�lluuuuuuuuuuuuu uuuuuuuuuuuui uuuuuuuuuuuuuuuuuuuiu IIIIIIIIIIIIIIIIIIIIIIIII i 4 it t ^'(�� IIIIIIIIIII. 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NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows- 1. THAT the County of Elgin Procurement Policy, attached as Schedule "A", be and is hereby authorized as the standard to be followed for the procurement of all goods and services for the County of Elgin. 2. THAT By-Law No. 13-19 be repealed. 3. THAT this By-Law shall come into force and take effect upon its passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 10t" DAY OF MARCH 2O20. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 117 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 SCHEDULE A By-Law No. 20-07 PROCUREMENT POLICY 1.0 OBJECTIVE 1.1 This Procurement Policy outlines the processes to be followed in order to obtain the best value when purchasing goods, or contracting services for the County of Elgin. The guiding principle is that procurement decisions will be made using a competitive process that is open, honest, fair and impartial. 1.2 The Procurement Policy will promote and maintain the integrity of the purchasing process and protect Council, Suppliers and staff involved in the process by providing clear direction and accountabilities. The procedures described in this Policy shall be followed to make a contract award or to make a recommendation to County Council. 1.3 The Council of the Corporation of the County of Elgin recognizes its responsibility for reviewing and updating the existing Procurement Policy to ensure compliance with respect to the Municipal Act, 2001, Part VI, Section 270, as amended. 2.0 DEFINITIONS In this policy, unless a contrary intention appears, the following definitions apply: "Agreement" means a formal written legal agreement or contract for the supply of goods, services, equipment or construction. "Authority" means the legal right to conduct the tasks outlined in this policy as directed by Council and delegated through the County's Director of Financial Services to the Purchasing Coordinator. "Blanket Order" shall mean the agreement wherein a Supplier will sell certain items to the County for an agreed period of time with established terms and conditions. "Bid" shall mean a submission from a prospective Supplier in response to a request for the purchase of goods or services issued by the County. "Bidder" means supplier or contractor from whom the County has received a Tender or Quotation, that is subject to acceptance or rejection. "Bid Irregularity" means a deviation between the requirements of the Bid and the information provided or received in a Bid response. Al 118 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 "Consultant" means the person or firm, who by virtue of a particular expertise is selected by the County to undertake a specific task or assignment that may include designing specifications and preparing plans or programs. "Contract" or"contract" means a commitment for the purchase and supply of Goods and Services evidenced in writing by an Agreement or other documentation appropriate to the transaction and duly authorized on behalf of the County in accordance with this Policy. "Contractor" means a person or company that agrees to conduct work for the County as specified under the terms of a contract. "County" or "Corporation" means the Corporation of the County of Elgin, and, for purposes of this Procurement Policy includes its User Departments. "Cooperative Purchasing" means the participation of two or more public agencies in a Request for Quotation, Tender or Proposal call. "Council" shall mean the elected Municipal Council of the Corporation of the County of Elgin. "Designate" means a person authorized by the Director to act on their behalf for the purposes of this policy. "Director" refers to a head of a County User Department operating within the County of Elgin. "Emergency" means an occurrence resulting from an unforeseen action or consequence of an unforeseen event, (trigger event) which must be remedied on a time-sensitive basis to avoid a material financial risk, serious delays, injury, further damage or to restore or maintain services. "Executed Agreement" means a form of agreement, either incorporated in the bid documents or prepared specifically by or on behalf of the County, to be executed by the Supplier and the County. "Expression of Interest" means a submission in response to a Request for Expression of Interest (RFEI). "Goods and Services" includes supplies, materials, equipment, property and contracts for construction, maintenance, service or consulting and professional services. "In-House Bids" also known as "Managed Bids" shall mean that during the Public Procurement Process, an agency within the County of Elgin is not permitted to submit a bid. "Insurance Documents" shall mean certified documents issued by an insurance company licensed to operate by the Government of Canada or the Province of Ontario certifying that the Supplier is insured in accordance with the County's insurance requirements as contained in the bid documents. A2 119 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 "Irregularities Contained in Bids" include but are not necessarily limited to those items identified in Appendix C hereto and further include the associated consequence specified therein. "Labour and Material Bond" means a bond issued by a surety company executed in connection with a contract to ensure that the contractor will pay their suppliers and thereby protects the County against claims which might be pursued by a supplier to the contractor should the contractor not make proper payments. "Normal Operating Expenditure" means expenditure of an operational recurring nature and does not include one-time special or capital expenditure. "Performance Bond" means a bond issued by a surety company executed in connection with a contract and which secures the performance and fulfillment of the undertakings, covenants, terms, conditions and obligations contained in an agreement with the County. "Performance Security" shall mean a financial guarantee to ensure the successful Bidder will enter into an agreement. "Procurement" or "Purchase" means to acquire by purchase, rental, lease or trade. "Proponent" means supplier, consultant or service provider from whom the County has received a formal Proposal, in response to a publicly advertised Request for Proposal, that is subject to acceptance or rejection. "Proposal" means a submission to provide specified services, or to provide certain goods, which contains pricing and options, in response to a Request for Proposal. "Purchase Order" means the purchasing document used to formalize a purchasing transaction with a Supplier. "Purchasing Coordinator" means a person responsible for administering and coordinating the purchasing function at the County. "Request for Quotation" or "RFQ' means a competitive request for prices on specific goods and/or services from Suppliers which are submitted as specified in the Request for Quotation. "Request for Expression of Interest" or "RFEI" means a public request made by the County seeking responses from potential Suppliers for the purposes of compiling a list of Suppliers who may be interested in providing Goods and/or Services to the County from time to time. "Request for Information" is used as a general market research tool to determine what products and services are available, scope-out business requirements, and/or estimate project costs. A3 120 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 "Request for Pre-Qualification" or "RFPQ" is a procurement process used to prequalify potential Suppliers in which factors such as financial capability, experience, and reputation are considered in order to develop a list of qualified Suppliers for subsequent participation in an invitational bid opportunity. "Request for Proposal" or "RFP" means a competitive process where a need is identified, but the method by which it will be achieved is unknown at the outset. This process allows Proponents to propose solutions or methods to arrive at the desired result. "Request for Tender" or "RFT" means a competitive request for prices on specific goods and/or services from Suppliers which are submitted as specified in the Request for Tender. "Single Source" means there is more than one source in the open market but only for reasons of function or service one Supplier is recommended for consideration of the particular goods and/or services. "Sole Source" means there is only one source of supply of particular goods and services. "Supplier" means any individual or organization offering goods or services to the County including but not limited to contractors, consultants, vendors and service organizations. "Tender" means a bid which contains an offer to execute some specified services or to supply certain specified goods, at a certain price, in response to a publicly advertised Request for Tender. "User Department" means the Department within the County Administration that requires the Goods and Services. 3.0 PURCHASING RESPONSIBILITIES/AUTHORITY 3.1 To protect Council and the integrity of the Procurement process, the procurement process will be free from political influence or interference. Council will appoint staff to ensure the procurement process remains open, fair and transparent. 3.2 The Director of Finance may appoint a Purchasing Coordinator to exercise any or all responsibilities assigned in this policy. 3.3 Council has ultimate authority for all expenditures. Council delegates this authority by the authorization of budgets or by specific resolution. Payment for any item that has not been authorized by Council through budget appropriation or specific resolution will not be permitted. This Procurement Policy provides guidelines outlining how spending authority is to be used. Levels of contract approval authority are summarized in Appendix "A". 3.4 Budget approvals by Council, of capital works and operating expenditures, shall constitute authorization for any purchase of materials and services necessary to carry out work within the A4 121 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 approved cost of an approved project, provided such purchases are made in accordance with this Procurement policy. The requisitioning User Department, in conjunction with the Purchasing Coordinator, will ensure that the Goods and Services are properly approved and that funds are available. 3.5 Where expenditure estimates approved in the budget have been subject to a Request for Quotation, Request for Tender or Request for Proposal, which subsequently quote an amount greater than the estimated expenditure for that item, notice of a staff report regarding such amendment to the budget shall be included in the Report to Council. 3.6 New projects that have not been included in the annual budget shall be detailed in a staff report regarding amendment to the budget shall be included in a Report to Council. 3.7 Normal Operating Expenditures incurred prior to the adoption of the annual budget shall not require approval of such expenditures and shall be deemed ratified upon the adoption of the annual budget. 3.8 It is the responsibility of the User Department to enforce any terms, conditions and specifications from the award of any Contract resulting from the purchasing process. Where terms, conditions or specifications are not being adhered to, the User Department may request the Purchasing Coordinator contact the Supplier and attempt to negotiate to have said deficiencies corrected. 3.9 Prior to Council's approval of the current Budget, a User Department may incur Normal Operating Expenditures up to 40% of the previous year's budget. Directors will have the authority to solicit bids prior to the approval of Council. 3.10 Resolutions approving budget amendments, capital expenditures or special appropriations shall contain the purpose of expenditure, cost estimates or expenditure limitation, and the fund in which an appropriation has been provided. 3.11 During the public procurement process, in-house bids will not be considered. 3.12 The Purchasing Coordinator and/or Director of Financial Services may review User Department purchases on an ongoing basis to review the effectiveness and integrity of the process and policy adherence. 3.13 This Procurement Policy will be reviewed and revised on a periodic basis. It is anticipated that reviews will be conducted every five years or more frequently as required. 3.14 Goods and Services that are not subject to this By-Law are listed in "Appendix B". A5 122 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 4.0 METHODS OF PROCUREMENT 4.1 Low Dollar Value Procurements (up to $15,000) a) Procurements up to $15,000 shall be considered low dollar value procurements. b) All low dollar value procurements shall utilize applicable County contracts and shall otherwise be in accordance with this policy. c) The Director may delegate approval authority to their staff for low dollar value procurements. It is the responsibility of the respective Director to ensure that the Procurement Policy is adhered to. d) All information on low dollar value procurements must be documented and maintained on file. e) Low dollar value procurements do not require a Request for Quotation (RFQ), Request for Proposal (RFP) or Request for Tender (RFT). However, obtaining competitive quotes is considered a good business practice and should be exercised. f) The Purchasing Coordinator may conduct reviews to ensure the requirements of this section and all other applicable sections of this policy have been met. 4.2 Request for Quotation (up to $100,000) a) For Goods and Services for estimated expenditures greater than $15,000, the Director or designate, in consultation with the Director of Financial Services or Purchasing Coordinator, shall be authorized to make purchases of goods and services provided: i. the requirement can be fully defined; ii. best value for the County can be achieved by an award selection made on the basis of the lowest compliant bid that meets all terms, conditions and specifications; iii. The Director or any employee exercising delegated authority approval shall provide the Purchasing Coordinator, in writing, the relevant specifications, budget authorization, terms and conditions for the purchase of the good, services or construction; iv. At least three (3) written bids must be obtained from three (3) separate potential suppliers to ensure a more competitive process. If staff has exhausted all efforts to obtain three (3) bids and can support this with documented evidence, a minimum of two (2) written bids is acceptable; V. A "No Bid" response shall not be considered a valid bid; vi. The User Department shall be responsible to review the competitive bid and verify that all terms, conditions and specifications of the bid are met; vii. The County reserves the right in its absolute sole discretion to accept or reject any bid; viii. The Purchasing Coordinator may conduct reviews to ensure the requirements of this section and all other applicable sections of this policy have been met; A6 123 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 ix. If the compliant low bid exceeds the approved budget appropriation by more than 10%, the Director or designate shall submit a report to Council for direction. b) Informal Quotation (greater than $15,000 but not greater than $50,000) In addition to the requirements set forth in Section 4.2a above and for procurement of goods and services of a value greater than $15,000 but not greater than $50,000 the following requirements also apply: i. Specifications (as applicable) can be issued and Bids can be received by electronic transmission; ii. Bids may be submitted on a specified weekday at a specified time; iii. The e-bidding system may be utilized for Request for Quotations in this dollar value range. c) Formal Quotation (greater than $50,000 but not greater than $100,000) In addition to the requirements set forth in Section 4.2a above and for procurement of goods and services of a value greater than $50,000 but not greater than $100,000 the following requirements also apply: i. Request for Quotation documents will be provided to Bidders; ii. Bids must be submitted electronically on a specified weekday at a specified time; iii. The e-bidding system will be utilized for Request for Quotations in this dollar value range. Submissions will be electronically sealed by the bidding system until the closing date and time. d) Approval i. In addition to the requirements set forth in Section 4.2a,b and c above, the Director or any employee exercising delegated authority approval and the Purchasing Coordinator must 'oil ntly approve the award. 4.3 Request for Tender (greater than $100,000) a) For goods and services for estimated expenditures greater than $100,000, the Director or Designate and the Director of Financial Services or Purchasing Coordinator shall be authorized to issue a Request for Tender provided: i. Request for Tender documents are to be provided to Bidders; ii. Bids must be submitted electronically on a specified weekday at a specified time; iii. The project is specifically included within the approved budget and the total submitted price does not exceed the approved budget allocation for the project. b) The e-bidding system will be utilized for all Tenders and submissions will be electronically sealed by the bidding system until the closing date and time. c) The Purchasing Coordinator shall forward to the User Department a summary of the bids subject to review by the Director. A7 124 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 d) Council reports initiated for a Request for Tender shall contain a recommendation outlining the sources of financing, allocation of revenues, and other financial commentary as considered appropriate. e) Approval i. Approval of a Request for Tender must follow the process detailed in Section 5.0. 4.4 Request for Proposal a) The Request for Proposal process shall be used where: i. The requirement is best described in a general performance specification; ii. Innovative solutions are sought; iii. To achieve best value, the award selection will be made on an evaluated point per item or other method involving a combination of mandatory and desirable requirements. b) A Request for Information or a Request for Expression of Interest may be issued in advance of an RFP to assist in the development of a more definitive set of terms and conditions, scope of work/service and/or the selection of qualified suppliers. c) The Purchasing Coordinator shall maintain a list of suggested evaluation criteria for assistance in formulating an evaluation method for use in an RFP. This may include but is not limited to factors such as qualifications and experience, strategy, approach, methodology, scheduling, past performance, facilities, equipment, pricing, life cycle costing, standardization of product and aspects that would support environmental procurement. d) Directors or any employee exercising delegated authority approval shall identify appropriate evaluation criteria from the list maintained by the Purchasing Coordinator for use in an RFP but are not limited to criteria from the list. Cost will always be included as a significant factor, as best value includes but is not limited to quality and cost. e) An optional two-envelope process may be used for RFP's. The two-envelope process means the proposal is submitted with the pricing sealed separately. The pricing is un-sealed if the Proponent meets the minimum threshold score listed in the RFP document. f) The Director or any employee exercising delegated authority approval shall provide to the Purchasing Coordinator in writing, the budget authorization, terms of reference and evaluation criteria to be applied in evaluating the proposals submitted. g) The Purchasing Coordinator will be the lead in the evaluation process. A selection committee will be formed with a minimum of three evaluators and be comprised of at least two representatives from User Department(s). Evaluators shall review all proposals against the established criteria, reach consensus on the final rating results, and ensure that the final rating results, with supporting A8 125 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 documents, are kept in the procurement file. The Purchasing Coordinator may or may not participate in the scoring of the proposals. h) During the proposal process, all communication with Proponents shall be through the Purchasing Coordinator. i) The Purchasing Coordinator shall forward to the Director an evaluation summary of the procurement, as well as the Evaluation Committee's recommendation for award of contract to the Proponent meeting all mandatory requirements and providing best value as stipulated in the RFP. The Purchasing Coordinator is responsible for documenting the determination of best value. j) With respect to all Reports to Council initiated for the RFP, the following information will be included: i. sources of financing and/or allocation of revenues and other financial commentary as considered appropriate; ii. criteria and analysis to determine best value; iii. recommended successful Proponent and cost; iv. a copy of the RFP document (as attachment 1); v. a summary of the RFP document posting including dates, submissions and plan takers (as attachment 2); vi. a summary of the evaluation committee and confirmation that the evaluators have no pecuniary interests (as attachment 3). k) Reporting will not include a summary of prices, as this information will remain confidential. Any disclosure of information shall be made by the appropriate officer in accordance with the provisions of the Municipal Freedom of Information and Protection of Privacy Act, (R.S.O. 1990), as amended. 1) Unsuccessful Proponents may, upon request, attend a debriefing session with the Purchasing Coordinator to review the Proposal. Discussions relating to any Proposal other than that of the Proponent present, will be strictly prohibited. This debriefing session is intended to provide general feedback regarding the Proponent's rating on various criteria in order to allow the Proponent to understand where future improvements might be applicable. m) The e-bidding system will be utilized for Request for Proposals and submissions will be electronically sealed by the bidding system until the closing date and time. n) The County shall publish an award notice using the bidding system. o) Approval i. Approval of a Request for Proposal must follow the process detailed in Section 5.0. A9 126 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 4.5 Request for Pre-Qualification a) A Request for Pre-Qualification may be issued to pre-qualify Suppliers for various projects. The purpose of the RFPQ is to determine whether the qualifications of a Supplier, as required by the County, are at a level that will allow participation in a subsequent bid opportunity that takes place as a direct result of the RFPQ. b) A Supplier may be pre-qualified by providing an acceptable response to a RFPQ. Selection of pre- qualified Suppliers will be based on disclosed evaluation criteria. c) Supplier submissions will be evaluated and ranked by an Evaluation Committee and may consist of County staff and Consultant staff(if applicable). d) Only the Suppliers that reach the established threshold contained in the RFPQ document will be pre-qualified and invited to bid on the particular bid opportunity. e) Approval i. Approval of Pre-Qualified Suppliers will be made by the Purchasing Coordinator based on the evaluation committees ranking and scoring of Suppliers based on the established threshold noted in the RFPQ document. 4.6 Request for Expression of Interest a) A Request for Expression of Interest (RFEI) may be issued for the purpose of determining the availability of Suppliers and for the purpose of compiling a list of Suppliers. A RFEI may be used as a pre-condition to a Request for Proposal. b) The receipt of an Expression of Interest by the County does not create any obligation between the potential Supplier and the County. 4.7 Non-Competitive Purchases (Emergency, Sole and Single Source) The requirement for a competitive bid process for the selection of a supplier for goods, services and construction (except for Emergencies) may be waived under joint authority of the appropriate Director and Director of Finance and replaced with direct negotiations by the Director (or delegate) and the Purchasing Coordinator if the procurement qualified as a, Sole Source or Single Source purchase. a) Emergency Procurement An "Emergency'includes immediate threat to: i. Public Health; ii. The maintenance of essential County services; and, A10 127 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 iii. the welfare and protection of persons, property or the environment; and the event or occurrence necessitates the immediate need for goods or services to mitigate the emergency and time does not permit for a competitive procurement process. In the event of an Emergency, the Chief Administrative Officer, Directors and their respective delegates are authorized to enter into a purchase agreement without the requirement of a formal competitive process. A list of pre-qualified suppliers will be used to select the suppliers, whenever possible. Where the procurement cost to mitigate the Emergency is anticipated to exceed $15,000, there must be a notification sent (email contact is acceptable) to the Director of Finance or delegate. The steps taken to mitigate the Emergency must always be clearly documented regardless of amount and where the aggregate cost for a single supplier are in excess of$15,000, the emergency procurement shall be reported to County Council (including the source of financing) at the next scheduled meeting following the event. The Director responsible for the area leading the emergency procurement must forward copies of invoices associated with the Emergency to the Director of Financial Services or designate once the Emergency event has been terminated. b) Sole Source The procurement may be conducted using a Sole Source process if the goods and/or services are available from only one supplier by reason of statutory or market-based monopoly. Competition is precluded due to the application of any Act or legislation or because of the existence of patent rights, copyrights, licence, technical secrets or controls of raw material; or the complete item, service or system is unique to one supplier and no alternative or substitute exists. c) Single Source Single Source means that there is more than one source of supply in the open market, but only one source is recommended due to predetermined and approved specifications. The procurement may be conducted using a Single Source process if the goods and/or services are available from more than one source, but there are valid and sufficient reasons for selecting one supplier in particular, as follows: i. An attempt to acquire the goods and/or services by soliciting competitive bids has been made in good faith, but has failed to identify more than one willing and compliant supplier. ii. The confidential nature of the requirement is such that it would not be in the public interest to solicit competitive bids. iii. There is a need for compatibility with goods and/or services previous acquired or the required goods and/or services will be additional to similar goods and/or services being supplied under an existing contract (i.e. contract extension or renewal). iv. It is advantageous to the County to acquire the goods or services directly from another public body or public service body. A11 128 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 V. Another organization is funding or substantially funding the acquisition and has determined the supplier and the terms and conditions of the commitment into which the County will enter are acceptable to the County. vi. Where due to abnormal market conditions, the goods, services or construction required are in short supply. d) Approval i) Awards which qualify to be considered as a Sole Source or Single Source must follow the process detailed in Section 5.0. 4.8 Blanket Order Contracts a) Blanket order contracts typically occur as a result of a previous competitive bid, which establishes a Supplier as the preferred source for Goods and Services, over a specified term. b) A Blanket Order may be used where: i. one or more User Department repetitively order the same goods or services and the actual demand is not known in advance; ii. a need is anticipated for a range of goods and services for a specific purpose, but the actual demand is not known at the outset, and delivery is to be made when a requirement arises; iii. The Purchasing Coordinator shall establish and maintain Blanket Order Contracts that define source and price where available with selected suppliers for all frequently used goods or services; iv. Blanket Orders may be issued as the result of a bid process such as Request for Quotation, Request for Tender, Request for Proposal, Co-operative Purchasing consortium and Provincial Vendor of Record contracts; V. More than one supplier may be selected where it is in the best interest of the County and the bid solicitation allows for more than one; vi. Where procurement action is initiated by a User Department for frequently used goods or services, it is to be made with the supplier or suppliers listed in the Blanket Order Contract; vii. Blanket Orders shall indicate the expected quantity of the specified goods or services to be purchased over the time period of the agreement and will be as accurate an estimate as practical and be based, to the extent possible, on previous usage adjusted for any known factors that may change said usage; viii. Blanket Orders shall be issued for a specific time period with all ordering User Departments responsible for maintaining purchases within budget allocations. 4.9 Cooperative Purchasing a) The County may participate with other government agencies or public authorities in cooperative purchasing where it is in the best interests of the County to do so. b) The decision to participate in cooperative purchasing agreements will be made by the Purchasing Coordinator in conjunction with the Director of Finance. Al2 129 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 c) The individual policies of the government agencies or public authorities participating in the cooperative competitive bid are to be the accepted by-law for that particular competitive bid. 4.10 Leasing a) The Council of the County of Elgin may enter into a leasing agreement in accordance with the Municipal Act, 2001. b) In certain circumstances, it may be economically advisable for the County to enter into a Financing Lease to acquire the right to use capital property and equipment rather than an outright purchase. c) Leasing is approved as an acceptable means to acquire municipal capital facilities when one or more of the following conditions (goals) are met: i. The municipal capital facility cannot be purchased; ii. The lease arrangement provides financially attractive interest rates over the entire life of the lease; iii. The risk of obsolescence on the leased asset rests with the lessor; iv. The leased asset has a high purchase value and is not required on an ongoing basis; V. Short-term revenues versus capital needs. d) A by-law is required for all lease agreements with the exception of leases made in emergency situations. These leases will be reported to Council at the first available opportunity. A by-law is not required for leases that are short term in nature of 120 days or less. 4.11 Exceptions a) A User Department may request exemption from any or all the purchasing methods outlined in this policy by submission of a report requesting the same to County Council. Such one-time exemption may be granted by resolution. 5.0 PROCUREMENT APPROVAL 5.1 Any person delegated approval pursuant to this policy shall ensure that an approved budget exists for the proposed procurement and that such procurement does not violate any County policies or any applicable law. Any such procurement must also satisfy any applicable audit and documentation requirements of the County. 5.2 The following body and persons shall have the respective approval authority as set out below (see summary in Appendix "A"). All dollar amounts are based on annual amounts and must be within pre- approved budget limits. A13 130 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 a) County Council i. RFT greater than $250,000 ii. RFP greater than $250,000 iii. Sole Source or Single Source greater than $50,000 b) Directors (and Purchasing Coordinator jointly) i. RFQ/RFT not exceeding $250,000 ii. RFP not exceeding $250,000 iii. Sole Source or Single Source not exceeding $50,000 c) Employees exercising delegated authority i. Non-competitive procurements not exceeding $15,000 Approvals may be overridden in the case of an emergency as defined in Section 4.7(a) of this policy. 5.3 At the discretion of the Director of Financial Services, CAO or County Council, Council approval may be required irrespective of the value of the contract, if deemed in the best interest of the County. 5.4 Despite any other provision of this policy, the following contracts are subject to County Council approval; a) any contract requiring approval of the Ontario Municipal Board or any successor thereto, including but not limited to the Local Planning and Appeal Tribunal; b) any contract prescribed by statute to be made by the Municipality with the approval of Council or otherwise to be made by Council on behalf of and as binding upon the Municipality; c) where the cost amount proposed for acceptance is 10%greater than the County Council approved budget for that expenditure; d) where the net revenue amount proposed for acceptance is lower than the County Council approved budget; e) where a substantive objection emanating from the bid solicitation has been filed with a Director; f) where a major irregularity precludes the award of a contract to a Supplier. 5.5 Delegation of Approval Authority a) Delegation of Approval Authority means the formal delegation of authority to perform a task or approval by person in a position with authority under this policy, resulting in a 'delegate'. b) The CAO and Directors shall prepare a 'delegation of approval authority list' within their respective areas. i. The list will provide evidence that the staff listed have been delegated approval authority by the Director; ii. The list shall include the staff person's name, title and approval limit; iii. The list shall be updated upon any change in staff or position; iv. A copy of the list shall be sent to the Director of Finance and Purchasing Coordinator each time there is a revision and at the start of every year. A14 131 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 c) Staff that have been delegated approval authority from the CAO or Director shall have no authority to delegate this approval to any other person. d) From time to time temporary delegation must be defined in writing. 6.0 PERFORMANCE SECURITY, INSURANCE AND WSIB REQUIREMENTS For all tenders valued at over$100,000, the following guarantees, bonds, certificates and insurance must form part of the contract. 6.1 Performance Security a) Performance Security to guarantee the completion of the Contract is required for the supply and installation of equipment and materials and all services/construction involving County property. Where Performance Security is deemed necessary, it shall take the form of one or a combination of one or more of the following; i. Bid bond (minimum 10% of the bid amount) ii. Performance bond (minimum 50% of the bid amount) iii. Labour and material payment bond (minimum 50% of the bid amount) b) Contracts valued at less than $100,000 may include guarantees at the discretion of the Director and Purchasing Coordinator. 6.2 Other Guarantees The Purchasing Coordinator, in consultation with the appropriate Director shall select any other appropriate means to guarantee execution and performance of the contract. Guarantees may include but are not necessarily limited to, one or more of the following; financial security deposit, provisions for liquidated damages, progress payments and holdbacks. 6.3 Insurance Documents and Workplace Safety and Insurance Board (WSIB) a) In order to further protect the County, the following documents will be required from all successful Bidders/Proponents performing work on County property; i. a current and valid certificate of insurance for the amount specified in the bid document; ii. a current and valid Workplace Safety and Insurance Board (WSIB) clearance certificate; iii. confirmation of compliance with AODA requirements; iv. confirmation of compliance with County policies. 7.0 CONTRACT ADMINISTRATION 7.1 The award of a contract may be made by way of an Agreement and/or purchase order. A15 132 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 7.2 A purchase order will be used when the resulting contract award is over$15,000. The Purchasing Coordinator will issue an authorized purchase order incorporating the terms and conditions relevant to the contract award. 7.3 An Agreement shall be used when the resulting contract is complex and contains special terms and conditions. 7.4 It shall be the responsibility of the Purchasing Coordinator to determine if it is in the best interest of the County to establish an Agreement with a Supplier. 7.5 Where an Agreement is required as a result of a contract award, the Warden and Chief Administrative Officer shall execute the Agreement in the name of the County. 7.6 Contract Renewal Options Where a contract contains an option for renewal, the Director and Purchasing Coordinator may jointly exercise such option provided that all of the following apply: a) The Supplier's performance in supplying the good and/or services or construction is considered to have met the requirements of the contract; b) Any price increases are consistent with the prevailing market conditions for the goods or services being purchased; c) The facts justifying the decision to award to this Supplier previously are still relevant at the time of contract renewal; d) The original report to Council (if applicable) clearly identified the options to extend the contract; e) Funds are available or will be available in appropriate accounts within the approved budget to meet the proposed expenditure; f) The contract renewal option is in the best interest of the County. 8.0 CONTRACTOR PERFORMANCE APPRAISAL SYSTEM 8.1 The Contractor Performance Appraisal System is a standard process for assessing and recording contractor performance. It is designed to serve as a permanent record for the County and as a means of evaluating and comparing contractor performance on an ongoing basis throughout the project. 8.2 The implementation of the Contractor Performance Appraisal System will be at the discretion of the Director and/or the Purchasing Coordinator. The Contractor Performance Appraisal System is mandatory for all contracts valued over$100,000. 8.3 If issues arise, under the direction of the Purchasing Coordinator, the County's Project Manager will be asked to record their concerns using the Supplier Incident Reporting Form. Results will be shared with the Supplier and a verbal warning may be issued by the Purchasing Coordinator. If performance does not improve, a second Supplier Incident Reporting Form will be issued and results will be shared with the Supplier. The Purchasing Coordinator will issue a written warning to the Supplier. If performance A16 133 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 does not improve a third Supplier Incident Reporting Form will be initiated by the Project Manager and the results will be shared with the Supplier. Upon completion of the project, if a third Supplier Incident Reporting Form is issued, under the direction of the Purchasing Coordinator, the Project Manager will complete the applicable Performance Report. 8.4 Once the ranking on the applicable Performance Report has been completed, the results will be shared with the Supplier to discuss the overall ranking for the project. 8.5 The performance evaluation shall determine whether a Supplier will be: a) allowed to bid on future projects; b) placed on a probationary list for two years to closely monitor future work, (fees required to monitor future work may be added to the project); or, c) not recommended for future work for a maximum of three years. 8.6 In the event that a Supplier disputes the results of a Performance Report, recourse is available through the dispute resolution process set forth in section 9.0 below. 9.0 DISPUTE RESOLUTION In the event that a Supplier identifies a dispute regarding any process outlined in this policy, the County shall follow the steps below: a) meeting between the Supplier, the Director of the User Department and the Purchasing Coordinator, b) if(a) does not lead to a resolution, the decision can be appealed to the Director of Financial Services who will then convene a Review Committee. c) The Review Committee shall hear from both County staff and the Supplier at a time and place decided by the Committee. The Review Committee shall be comprised of the Chief Administrative Officer, Director of Financial Services and two (2) Directors or their designates. A quorum of the Review Committee shall be two of the four members. The decision of the Review Committee shall be in writing, a copy of which shall be provided to the Supplier and the Purchasing Coordinator. The decision of the Review Committee shall be final. 10.0 DOCUMENT ACCESS AND RETENTION 10.1 Access to Information a) The disclosure of information received relevant to the issue of bid solicitations or the award of contracts emanating from bid solicitations shall be made by the appropriate officers in accordance with the provisions of the Municipal Freedom of Information and Protection of Privacy Act., R.S.O. 1990, as amended. A17 134 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 b) All records and information pertaining to tenders, proposals and other bids, which reveal a trade secret or scientific, technical, commercial, financial or other labour relations information, supplied in confidence implicitly or explicitly, shall remain confidential if the disclosure could reasonably be expected to: i. prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organizations; ii. result in similar information no longer being supplied to the County where it is in the public interest that similar information continue to be so supplied; iii. result in undue loss or gain to any person, group, committee or financial institution or agency; or, iv. result in information whose disclosure could reasonably be expected to be injurious to the financial interests of the County. c) In addition to the restriction against disclosure set forth in section 10.1b above, no records or information pertaining to Tenders, Proposals and Bids shall be disclosed in violation of the Municipal Freedom of Information and Protection of Privacy Act. 10.2 Document Retention a) All background information, information submitted by Suppliers, and any other relevant information involved in obtaining prices for goods and services through a formal competitive procurement process, shall be retained for the entire budget year and six (6) years in records retention. b) All background information, information submitted by a successful Supplier, resulting in a Contract or Agreement, shall be retained for a minimum of twenty (20) years in record retention. 11.0 ADVERTISING / BID POSTING 11.1 Advertising for bid opportunities estimated to exceed $50,000 excluding taxes shall be posted on one or more public tendering website with a direct link from the County's website. 12.0 GENERAL 12.1 Exclusion of Bidders in Litigation No Tender, Proposal or Quotation will be accepted from any Supplier inclusive of its subcontractors, which has a claim or instituted a legal proceeding against the County or against whom the County has a claim or instituted a legal proceeding with respect to any previous Contract, without prior approval by Council. A18 135 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 12.2 Quarterly Report to Senior Management Team and County Council The Purchasing Coordinator shall submit to the Senior Management Team and County Council an information report (quarterly) containing the details relevant to the exercise of delegated authority for all contracts awarded that exceed $15,000 including amendments, renewals and leases. The Director of Financial Services shall certify in the report that the awards are in compliance with the Procurement Policy. 12.3 Accessibility for Ontarians with Disabilities Act (AODA) The County, to the extent possible, shall incorporate accessibility design, criteria and features, when procuring or acquiring goods, services or facilities in accordance with the AODA. Where it is not practicable to incorporate the said accessibility design, criteria and features when procuring or acquiring goods, services or facilities, the County shall be prepared to provide, upon request, an explanation as to why this is the case. (Ontario Regulation 191/11). 12.4 Environmental Considerations In order to contribute to waste reduction and to increase the development and awareness of environmentally sound procurement of goods and services, specifications will provide for expanded use of durable products, reusable products and products (including those used in services) that contain the minimum level of post consumer waste and/or maximum level of recyclable content without significantly affecting the intended use of the product or service. 12.5 Trade Agreements The Procurement Policy shall comply with all applicable trade agreements such as the Canada Free Trade Agreement (CFTA), the Comprehensive Economic and Trade Agreement (CETA) and any future trade agreements that are applicable to the County. 12.6 Local or Geographical Preference The County shall not give any local or geographical preference during the competitive bid process. The County may mandate certain bona fide on-site response time requirements for specific situations. 12.7 Receipt of Goods The Director or designate shall arrange for prompt inspection of goods on receipt to confirm conformance with the terms of the contract and inform the Purchasing Coordinator immediately of any discrepancies. A19 136 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 APPENDIX A LEVELS OF CONTRACT APPROVAL AUTHORITY Dollar Value Procurement Approval Authority Report to Policy (excluding taxes) Process Council Section Required Up to $15,000 Director or any employee exercising No 4.1 delegated authority approval Greater than Director or any employee exercising No 4.2 a,b $15,000 but less Informal RFQ delegated authority approval and than $50,000 Purchasing Coordinator Greater than RFQ Director or any employee exercising No 4.2 a,c $50,000 but less delegated authority approval and than $100,000 Purchasing Coordinator Up to $250,000 RFT/ RFP Director or any employee exercising No 4.3/4.4 delegated authority approval and Purchasing Coordinator Greater than RFT/ RFP County Council Yes 4.3/4.4 $250,000 Up to $50,000 Single Source Director and Director of Financial No 4.7 b,c or Sole Source Services or employee exercising delegated authority approval (jointly) Greater than Single Source County Council Yes 4.7 b,c $50,000 or Sole Source A20 137 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 APPENDIX B GOODS AND SERVICES NOT SUBJECT TO THIS POLICY Competitive Bids shall not be required for the following Goods and Services; a) Petty Cash Items b) Advertising services (radio, television, newspaper, magazine) c) Government Agencies d) Travel expenses including meals, conferences, seminars, conventions, trade shows and accommodations e) Courses f) Staff development/workshops g) Memberships h) Magazines, Books, Periodicals i) Licenses/Certificates (including hardware and software licenses) D Ongoing maintenance for existing computer hardware and software k) Professional and skilled services provided to individuals as part of an approved program(s) within the Corporation including but not limited to medical services and counselling services 1) Postage m) Utilities (Water, Sewage, Hydro, Gas,Telephone and Cable TV) n) Council approved grants A21 138 Corporation of the County of Elgin Procurement Policy By-Law No. 20-07 APPENDIX C IRREGULARITIES CONTAINED IN BIDS Late Bids Automatic Rejection Bidding system will not accept late bids. Incomplete, illegible or obscure bids Automatic Rejection. Documents, in which all necessary Bidding System does not accept bids that have not Addenda have not been acknowledged. acknowledged all addenda Failure to attend mandatory site visit. Automatic Rejection. Bids received on documents other than Automatic Rejection. those provided by the County. Conditions placed by the Bidder on the Automatic Rejection. Total Contract Price. Bids Containing Minor Mathematical The County has the right to correct minor Errors. mathematical errors. Performance Security a) Insufficient Performance Security (no Automatic Rejection. bid bond or insufficient bid bond). b) Signature of bidder and/or bonding company missing when bid bond Automatic Rejection. requested. Part bids (all items not bid). Automatic Rejection unless allowed for in the request. Withdrawal of Bids Withdrawal of bids received after the closing time will not be allowed. Tie Bids The Purchasing Coordinator may use one of the following methods of dealing with tie bids, based upon the specific situation: 1) use a coin toss to select a recommended bid; 2) request the tie bidders to submit new bids; 3) negotiate with the tied bidders to break the tie. Other minor irregularities The Purchasing Coordinator, in conjunction with the Director of Finance shall have the authority to waive irregularities, which they jointly consider to be minor. A22 139 „��xiu mrNukVl�;111�p Elt;11FlYW `1 ,N'ri REPORT TO COUNTY COUNCIL N�dgf�ll 5x CII/�rV.MhRY.Y FROM: Steve Evans, Manager of Planning DATE: February 19, 2020 SUBJECT: Approval for Official Plan Amendment No. 18 Part of Lot 14, Concession 7 Township of Malahide File No.: MA-OPA18-20 Owner: 2660711 Ontario Inc. (Jake Penner) RECOMMENDATIONS: THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No.18 to the Township of Malahide Official Plan, File No.MA-OPA18-20; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. 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.18 to the County of Elgin on February 11, 2020 for approval. In accordance with Section 17 of the Planning Act, the "Approval Authority” is required to make a decision in which it may approve, modify or refuse to approve an official plan amendment. If the "Approval Authority" fails to make a decision within 120 days after the amendment is received any person or public body may appeal to the Local Planning Appeal Tribunal. (see attachment) DISCUSSION: The lands that are the subject of this application for Official Plan Amendment approval are located on the north side of Talbot Line (Highway 3) east of Aylmer in Lot 14 Concession 7, Township of Malahide. The purpose of the Official Plan Amendment is to change the land use designation on the subject lands from "Highway Commercial" to "Specific Policy Area No. 11" which permits the development of new residential uses comprising a four-unit townhouse dwelling. The Township of Malahide held a public meeting to consider this Official Plan Amendment on January 9, 2020. There were no members of the public present for the meeting and the only written comments were submitted by Catfish Creek Conservation Authority and the County of Elgin. Catfish Creek CA had no concerns and Elgin County provided general 140 comments about the approval process. The Township of Malahide received a planning justification report from the owners' planning consultant. David Roe, which supported the official plan amendment. As well, the Township received a report from its' municipal planning consultant, Monteith Brown, which supported the amendment provided a noise study be prepared to address the potential noise impacts generated from a neighbouring tire service shop. Based on the information received, Township Council was satisfied that Official Plan Amendment No. 18, as prepared, was suitable for adoption and passed By-Law 20-08 on February 6, 2020 and submitted it to the County of Elgin for approval. Based on the site-specific nature of this Official Plan Amendment it was determined that a full circulation of this amendment to agencies and/or ministries was not required. CONCLUSION: The Council of the Township of Malahide supports this Amendment and adopted it by By-Law 20-08 on February 6, 2020. The Manager of Planning has reviewed File No. MA-OPA18-20, and is of the opinion that this Official Plan Amendment is consistent with the Provincial Policy Statement 2014 and conforms to the County of Elgin Official Plan. All of which is Respectfully Submitted Approved for Submission Steve Evans Julie Gonyou Manager of Planning Chief Administrative Officer 141 /Jf i theTOWNSH A proud tradition,a brightfuture I, Diana Wilson, Deputy Clerk of the Township of Malahide, do hereby certify that attached is a true copy of the By-law No. 20-08, being a by-law to adopt Official Plan Amendment No. 18, as enacted by the Council of The Corporation of the Township of Malahide on the 6th day of February, 2020. Dated at the Township of Malahide on this 7th day of February, 2020. " y � Dianait 142 AMENDMENTNO . 1 TO THE OFFICIAL PLAN OFTHE TOWNSHIP OF MALAHIDE 'Highway i ' 'Specific Policy Area No. 11' Ontario2660711 Penner) 49610 Talbot Line 143 CORPORATION OF THE TOWNSHIP OF MALAHIDE y® NO. 20-08 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 January 9, 2020 for the purposes of considering a proposed amendment which would permit the establishment of a townhouse dwelling by applying a 'Specific Policy Area' designation in accordance with Section 3.1a3.4 and Section 3.4.2 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 EPILaqnhif ActR S�O990 as amended, hereby enacts as follows: 1, THAT Amendment No. 18 to the Official Plan of the Township of Malahide, consisting of the attached explanatory text and Schedule 'A` and 'Schedule B', 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. 18 to the Official Plan of the Township of Malahide. 3. THAT Amendment No. 18 shall not come into force or take effect unless and until it has been approved in accordance with the as amended. 4. THAT this By-law shall come into force and take effect on the day of final passing thereof. READ a FIRST time this 611 day of February, 2020. READ a SECOND time this 6 to day of February, 2020. READ a THIRD time and FINALLY PASSED this 6 to day of February, 2020. r I.A.0Clerk .............. Amendment No.18 to the Official Plan-2660711 Ontario Inc. (Jake Penner) page 2 7bwnship of Malahide February 6th, 2020 144 PART A - THE PREAMBLE 1. PURPOSE The purpose of this Amendment is to change the designation as it applies to certain lands situated on the north side of Talbot Line (Highway No. 3) west of Hacienda Road at the periphery of the Town of Aylmer, being part of Lot 14, Concession 7 (Part Lot 81, Con NTR) in the Township of Malahide. The change in designation, from 'Highway Commercial' to 'Specific Policy Area No. 11% permits the establishment of a residential use comprising a four-unit residential dwelling. The establishment of new residential uses in areas designated 'Highway Commercial' is not permitted and requires an amendment to the Township of Malahide Official Plan. The 'Suburban Area' designation permits residential uses on a "case-by-case" basis and would remain intact. The subject lands comprise an area of approximately 4,006.5 square metres (0.9 ac), a frontage of approximately 37.8 metres (124 ft) on Talbot Line and an irregular depth ranging from approximately 116.7 metres (383 ft) to approximately 141.2 metres (463 ft). The lands are devoid of buildings and structures and are maintained, for the most part, as landscaped open space (Figure 1). The owner is proposing to establish a four-unit townhouse dwelling in the central portion of the parcel. The building would comprise a one-story structure with a floor area of 406.22 sq m (4,373 sq. ft.). Provisions have been made to accommodate nine on-site parking spaces, A stormwater management area is to be situated toward the rear of the property along with a proposed on-site sanitary waste disposal system. Water supply serving the new development would be provided by means of an on-site well. Access is proposed from a new entrance to Talbot Line (Highway No. 3) for which entrance and land use permits will need to be issued by the Ministry of Transportation, Neighbouring lands are characterized by a mix of residential, commercial and some limited agricultural uses extending along the Talbot Line corridor and to the west leading into the Town of Aylmer, Commercial uses situated in proximity to the subject lands include (as sourced from Google Maps), Eastlink, East End Collision, Sunrise, Spare Moment Craft Supplies and Daag's Used Tires & Service. Existing residential lots occupied by single unit dwellings are situated on both the north and south sides of Talbot Line. It is considered probable that the mix of land uses which characterize this area began to develop prior to the introduction of planning controls in the Township, 2® BASIS The rationale for amending the Official Plan is based on the following considerations. i) Under the Provincial Policy Statement 2014 (PPS), the lands are considered to lie in a settlement area. Establishing consistency with PPS in this instance (in light of the designation of the subject lands as both 'Suburban Area' and 'Highway Commercial') is Amendment No.18 to the Official Plan-2660711 Ontario Inc. (Jake Penner) page 3 Township of Malahide February 6th, 2020 145 APPLICATION FOR AN OFFICIAL PLAN AMENDMENT David Roe, Civic Planning Solutions, agent for 2660711 Ontario Inc. i f (Jake Penner) MALAHIDE 49610 Talbot Line �y Part of Lot 87, Concession NTR (Part Lot 14, Concession 7) FIGURE 1 Township of Malahide OFFICIAL PLAN DESIGNATION � � � ��' �� l✓'/✓D�"I s HIGHWAY COMMERCIAL °� "� I ✓�� %. � �1 f ��1 � SUBURBAN AREA /°jl� ��✓�%� 1 ZONING Al GENERAL AGRICULTURAL HWC HIGHWAY COMMERCIAL ,�,✓�i��o �� 31 m (1©1 7 ft} ,`' SERVICE ��"�� '��✓✓�1%✓' � ��,,,, yap ��,�� l�;,a�� , � , ✓ ��,��,,��,� �,,,-, �, � ��'r ��i i � �, �'/'.�. -� „ire'«„, )��7/ / ,� 1%�i(�� i r� 1/��f��i�✓�� '`�%%, � r' iN,+j. ' �i�/� dui %�. 1 ,// f ✓ ,�i� I,i �� 4% ��", i��, 1 ✓r �� l� �� iw� /„ tl i%%///% �' �� i / �� 1 "�°. 52 1 i iu +' J�` I 1, %✓,�,��i� �e�%�� ` L ��1" � ° ro A SPARE MOMENT �.�. "�, a ✓a- t � , � �ro�iL 1� �� ,�I�f � , CR S I I� 616N ' e—,�- � EASTLINK HWC � " r , r o i LANDS PROPOSED TO BE RE-DESIGNATED FROM N HIGHWAY COMM ERCIAU TO'SPECIFIC POLICY AREA NO,11' TO PERMIT A TOWNHOUSE DWELLING Monteith*Brown APPROXIMATE LOCATION OF PROPOSED TOWNHOUSE Metres planning consultants DWELLING 0 10 20 40 more strategically tied to the suitability of the parcel for residential purposes as opposed to highway commercial purposes. While there are existing highway commercial uses located in the vicinity of the subject lands, these uses appear to be, for the most part, benign and are interspersed with established low density residential development. These uses include Spare Moment Craft Supplies and Sunrise, located on the south side of Talbot Line, Located to the east of the parcel is situated East End Collision (which appears to be dormant at present) and Eastlink. An existing automotive-related business (®aa 's Used Tires & Service) is situated to the west of the subject lands and, given the nature of the use, represents a potential source of noise which warrants further investigation to ensure any negative noise impacts are capable of being mitigated. Lots extending along Talbot Line in the vicinity of the subject lands are of both irregular size and shape, and their utility for supporting highway commercial development is diminished as a result. The subject lands are narrow and deep with limited frontage on Talbot Line, rendering them less than ideal for featuring uses typically found in areas which are designated and zoned for highway commercial purposes. It is also understood from the applicant„ although not yet confirmed in writing, that the Ministry of Transportation (having jurisdiction over this portion of Talbot Line) is not prepared to issue a commercial entrance permit for the subject lands but is, however, prepared to issue an access permit for the development of up to four new residential dwelling units. Use of the subject lands for residential purposes would allow for development on an under-utilized, vacant property which apparently lacks the attributes associated with desirable orientation, size and lot frontage for highway commercial uses. Its suitability for commercial development is further diminished given the prohibition on commercial highway access indicated by MTO. Based on information provided by the Township, it is understood that other businesses in the area have had difficulty in the past securing the necessary entrance permits from MTO. In view of the foregoing, the re-designation of lands would be consistent with the relevant policies of the PPS. ii The subject lands are designated 'Settlement Area' to which the County Official Flan states: E9 SETTLEMENT AREAS Settlement areas shall be the focus of growth and their vitality and regeneration shall be promoted. There are a range of urban and rural settlement areas in Elgin County where there is a concentration of development and mix of permitted land uses including a variety of housing types, commercial and employment uses, institutional uses, community and recreational facilities, and open space. 2.6 NEW DEVELOPMENT iN EXiSTiNG SETTLEMENT AREAS in cases where new development is proposed outside of a built up area, but within a settlement area boundary, it shall be demonstrated that: ............. Amendment No.36 to the Official Man....2660711 Ontario Inc. (fake Fenner) page 4 Township of Malahide February 6th, 2026 147 a) the new development area will generally serve as a logical extension to the existing built up area, is compact and minimizes the consumption of land; b) the scale and location of the development will be in conformity with the policies in Section B2 5 d); c) a range of housing choices will be provided; d) all of the other infrastructure required to service the new development is available, and such infrastructure will be used as efficiently as possible,-and, a) all of the other relevant policies of this Plan have been satisfied. Under the circumstances as previously indicated, and given the planning justification presented by the applicant, the suitability of the subject lands for highway commercial purposes (and the need to reserve their use for such purposes) in this case is questionable. The use of the subject location for residential purposes comprising a 4-unit townhouse dwelling is considered a desirable and compatible use of a long-standing vacant parcel. Subject to this amendment to the Township Official Plan and corresponding Zoning By-law amendment, conformity with the County of Elgin Official Plan would be maintained. iii) The subject lands are designated 'Suburban Area' and 'Highway Commercial' on Schedule 'Al' of the Township of Malahide Official Plan. The General Development Policies of the Official Plan (Section 3.1.3) with respect to general principles and criteria for new development state, in part: "3.1.3.4 The Township will encourage the development of housing types other than single family detached dwellings in the "Villages"' ®Hamlets"and "Suburban Areas"", and where no land use conflict shall ensue, in other parts of the Township when converted dwellings are feasible," Where multi-unit residential development is being proposed in the Township, certain factors are to be considered where an amendment to the Zoning By-law is required (Section 3.3.2). These include: *various types of multi-unit dwellings, such as townhouses, converted dwellings and walk-up apartments,- "'multi-unit dwellings to be sited to enhance the quality of the immediate area; *provision of adequate off-street parking; *siting of multi-unit dwellings to be sensitive to existing, low-density development on adjacent properties; *encouraged to locate in areas where municipal services are available or where adequate private systems can be established. Under the 'Highway Commercial' policies (Section 3.4.2) of the Plan, residential uses are generally limited to those used as a residence by an owner or caretaker accessory to a highway commercial use. It is considered likely that a 'Highway Commercial' designation Amendment No.18 to the Official Plan-®2660711 Ontario Inc. (Jake Penner) page 5 Township of Malahide February 6th, 2020 148 was applied to the subject lands (and neighbouring area) to reflect existing commercial uses at the time as well as to provide for new businesses in the area notwithstanding the presence of single detached dwellings which were already established in the area. Under the policies of the Official Plan regarding 'Suburban Areas' (Section 4.2), it is noted that: 4.2.1.2 Intensification and infill development where existing residential, institutional, commercial or industrial development andlor excessive lot fragmentation has diminished agricultural viability will be permitted in accordance with the policies of the Provincial Policy Statement which encourage "Efficient, Cost-Effective Development and Land Use Patterns". 421,4 It is intended that "Suburban Areas" will relieve pressure for non-farm development in the more viable agricultural areas of the Township while strengthening and improving the residential, commercial and related community functions of these areas. 4.2.1.5 New development in "Suburban Areas"shall generally, but not exclusively be characterized by commercial, industrial and institutional uses. Residential uses may be permitted on a case by case basis, where concentrations of residential uses already exist and/or where a land use conflict shall not be created. 4.2.1.6 Vehicular access to public roads and highways shall be in accordance with the requirements of the authority having jurisdiction and should not create a traffic hazard as a result of their access to a portion of a roadway with limited sight lines due to curves, grades, or existing roadside development including buildings and signs. The application of a 'Specific Policy Area No. 11' designation is considered appropriate in this instance, where the change in land use is "site specific" and the lands are located in an area where the Township wishes to maintain an existing land use designation (such as `Suburban Areal Its use is also appropriate in situations where policies are required to restrict the range of permitted uses, or to restrict the scale and density of development normally permitted in a particular designation. The designation as 'Specific Policy Area No. 11' would effectively identify the subject lands as comprising a unique situation, providing for specific, limited residential development confined to the lot only and subject to any additional development controls deemed necessary by the Township, _---------------------- ------1-------------------- Amendment No.18 to the Official Plan-2660711 Ontario Inc. (Jake Penner) page 6 Township of Malahide February 6th, 2020 149 PART B - THE AMENDMENT All of this part of the Amendment entitled 'Part B - The Amendment', consisting of the following text and Schedule Wand Schedule '13', constitutes Amendment No. 18 to the Official Plan of the Township of Malahide. DETAILS QF THE A 1 Section 3.8 of the Official Plan of the Township of Malahide is hereby amended by the addition of the following subsection. "3.8.10 The lands situated on the north side of Talbot Line, west of Hacienda Road, in part of Lot 149 Concession 7 (Part Lot 81, Con NTR) in the geographic Township of Malahide, and designated "Specific Policy Area No. 11" on Schedule "A", may be used, developed and zoned for residential purposes limited tothe establishment of a townhouse dwelling. Lands so designated will be subject to an amendment to the Township's Zoning By-law and site plan control. The owner shall be responsible for ensuring that all studies deemed necessary to address and mitigate any potential noise impacts are provided to the satisfaction oft Township." 2. Schedule Al, Land Use, of the Official Plan of the Township of Malahide, is hereby amended by changing the designation of part of Lot 14, Concession 7 (Part Lot 81, Con NTR) from 'Highway Commercial' to 'Specific Policy Area No. 1 V as shown on Schedule "B" hereto. PART C - THE APPENDICES The following appendices do not constitute part of Amendment No. 18 but are included as information supporting the amendment. Appendix I - Notice of Public Meeting Appendix U - Minutes of Flublic Meeting, 9 January 2020 Appendix Ill - Correspondence —------—-----------Amendment No.18 to the Official Plan—2660711 Ontario Inc., (Jake Penner-----—-------------- ) page 7 Fownship of Malahide February 07, 2020 150 a SCHEDULEW OFFICIAL PLAN TOWNSHIP oIn,,,AHIDE SCHEDULE 'Al' VDAVOO 111"OWNSI HP of MALAI111DE: "gill G� ILA N D U S E 0.IX t 22 2.3 Resource Uses —eE A, ix ya N d n nga,e Base Features aa�x !IX Para vinciall Highway 3 . a.� I .._..,,.,.nm, .... Bypass (Future) �.County Roads 4 . � a, <,5...wWil P_ocaP Roads Ham et `a '1 w an R2'iWaylk ... A e �, inerM aggregate Resource Area yVcu��lr �. ��s �l"r NaturaP teas Reserves y V atercourse/Shorebrra SUMMERS � L agY"Vc0.7Pture gal.l l�`r4rZE? anurn ;wI&t ire Resource Uses i. ._ _ ... r�rburbas�l Area • ... °�Y, �,. ... K r. V dil Highway orrrrra rcPaP H 9 Y 9Y 12 1 14 .1°• 9" 16 ".5 'N Conservation Lands 2 3 )1 r. 25 24 2� "6 Specific P'oPicy areas iv -- y�,PrJ• P�IPr�a�raP Aggregate p�ratPor"r , t � ��_ IVICIUIVC &ALTO Natural P...ieritag _....._ Y _ ......� EII 4 Mornetres ? :: . It d 035 1.5 3 _t+ uCOPErvtlAGC chev"irrPe "Al" forms part of •:'" the OfficiM Man of tPre Township of Mal ah ide and rriust be read Pr7PM conjunction with threw written text Lake Erie 151 Schedule 'B' ............................................... ............................................F............................ ............................... ............. ........ ......... .................. ......................................................................................................................................... .. .................. ..................................................................................................... ..................................... ........ .... ............ ............ ............. ................... ..................... ................ ............. ........................... ................... ............................I..................... ._.........I......... ................... ..........I.................. -------- -------- ................. 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'TOWN OF AYLMER ................ ................................ ............................................ .......... ............................................................................ .................... ........... ............. .......................... ........... ........... . .............................. ......................................................................................................................................................................................................................................................................................................................................................................................................... ... .......................... .......................................................................... ............................................................. ..................... 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N LANDS DESMATED'SPECUFX POLICY AREA NO. 11 -1, Monteith*Brown F L....................I................................................I Metres plann�ng consuftants 0 50 100 200 L...............I.............................................................................................................................................................................................................................................................................................................f 2......................................................................................................................................................................................................................................................................................................... -Y`�� REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: February 27, 2020 SUBJECT: Approval for Official Plan Amendment No. 25 Municipality of Bayham File No.: BA-OPA25-20 Owner: Best Line Farms Ltd. RECOMMENDATIONS: THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No.25 to the Municipality of Bayham Official Plan, File No. BA-OPA25-20; and THAT staff be directed to provide notice of this decision in accordance with the Planning Act. INTRODUCTION: This report will provide County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. The Municipality of Bayham submitted Official Plan Amendment No. 25 to the County of Elgin on February 24, 2020 for approval. (see attachment) In accordance with Section 17 of the Planning Act the "Approval Authority" is required to make a decision in which it may approve, modify or refuse to approve an official plan amendment. If the "Approval Authority" fails to make a decision within 120 days after the amendment is received any person or public body may appeal to the Local Planning Appeal Tribunal. DISCUSSION: The lands that are the subject of this application for Official Plan Amendment approval are located in Part of the South Half of Lot 9, Concession 10 and known municipally as 54728 Best Line in the Municipality of Bayham. The owners of the property wish to sever a second surplus dwelling from the lands whereas Section 2.1.7.1 b) of the Bayham Official Plan limits the number of surplus farm dwellings that may be severed to only one. The purpose of this Amendment is to add a new section to the Bayham Official Plan that would allow the owners to sever a second surplus dwellings from their farm. The Municipality of Bayham held a public meeting to consider this Official Plan Amendment on October 17, 2019. There were no members of the public present. Two planning justification reports were received from David Roe, Planning Consultant for the owner, recommending approval. The Municipality of Bayham received planning reports from its consultant IBI Group dated October 30, 2019 and January 24, 2020 and staff reports dated November 21, 2019 and February 6, 2020 recommending refusal ohl& basis that the proposed amendment was not consistent with the Provincial Policy Statement 2014. The staff report also provided an alternate recommendation should Bayham Council decide to adopt this amendment which indicated that there were no written public submissions following the public meeting and that Council considers the proposed amendment to be consistent with the Provincial Policy Statement 2014. As a result, Bayham's Municipal Council preferred the alternate recommendation from staff and adopted Official Plan Amendment No. 25 by By-Law 2020- 008 on February 6, 2020 and submitted the Amendment to the County of Elgin for approval. Due to the site-specific nature of this Official Plan Amendment it was determined that circulation to various ministries and agencies was not required. CONCLUSION: The Manager of Planning has reviewed File No.BA-OPA25-20, along with the background material that was submitted by the Municipality of Bayham. Based on the information provided by the Municipality, the Manager of Planning is satisfied that this Official Plan Amendment is consistent with the Provincial Policy Statement and conforms to the County of Elgin Official Plan. All of which is Respectfully Submitted Approved for Submission Steve Evans Julie Gonyou Manager of Planning Chief Administrative Officer 154 AMENDMENT NUMBER 25 TO THE OFFICIAL PLAN OF THE MUNICIPALITY OF BAYHAM SUBJECT: Antonia Van Leeuwen and Best Line Farms Ltd. 54728 and 54744 Best Line RELC"E I V E LP)" FEB 2 4 20'?0 COUNTY OF ELGIN ADMINISTRATIVE SERVICES The following text constitute Amendment Number 25 to the Official Plan of the Municipality of Bayham 155 OFFICIAL PLAN OF THE MUNICIPALITY OF BAYHAM THE below text change constituting Amendment No. 25 to the Official Plan of the Municipality of Bayham was prepared upon the recommendation of the Council of the Municipality of Bayham after evaluation of public input pursuant to the provisions of the PLANNING ACT. THIS Amendment was adopted by the Council of the Corporation of the Municipality of Bayham by By-law No. 2020-008, in accordance with Section 17 of the PLANNING ACT, on the 6'h day of February 2020. MAYOR CLEFt 156 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2020-008 THE Council of the Corporation of the Municipality of Bayham, in accordance with the provisions of the PLANNING ACT, hereby enacts as follows: 1) THAT Amendment No. 25 to the Official Plan of the Municipality of Bayham consisting of the site-specific text description of the location of the lands 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. 25 to the Official Plan of the Municipality of Bayham. 3) THAT no part of this By-law shall come into force and take effect until approved by Elgin County. ENACTED AND PASSED this 6t' day of February 2020. MAYOR CLERK CERTIFIED that the above is a true copy of By-law No. 2020-008 as enacted and passed by the Council of the Corporation of the Municipality of Bayham. LERK 157 OFFICIAL PLAN OF THE MUNICIPALITY OF BAYHAM AMENDMENT NO. 25 1. PURPOSE The purpose of the Official Plan amendment is to change the land use designation for 27 ha (68 acres) of land is to permit, specific to the site, the creation of a second surplus dwelling lot and residential use on the lot in the Official Plan of the Municipality of Bayham. 2. LOCATION The area affected by this amendment is a farm parcel in an agricultural area, bounded by a railway line to the north, located on the north side of Best Line, west of Somers Road and known municipally as 54728 and 54744 Best Line. 3. BASIS OF THE AMENDMENT The subject lands are characterized as cultivated field with a ditch/creek crossing the site diagonally east to west, comprising a dwelling, shed and two barns. New residential uses are not permitted in the 'Agriculture' designation except in the case of surplus farm dwelling severances and only one surplus severance is permitted for each original farm parcel. The farm operation consolidated the parcel in 2011 and it has been surplus to its needs since that time. There were two dwellings existing at the time of consolidation which is a unique situation. The dwelling is surplus to the needs of the farm operation, has existed for more than ten (10) years and the farm operation includes a dwelling within the Municipality. There was a previous residential lot severance from the original farm parcel for surplus farm dwelling, known as 54704 Best Line. The policies of the Bayham Official Plan Section 2.1.7 do not permit a second lot to be created, however, this is a unique situation where more than one dwelling existed at the time of consolidation. 4. DETAILS OF THE AMENDMENT a) Section 2.1.7 of the Official Plan of the Municipality of Bayham is hereby amended by adding the following sub-section: 2.1.7.6 Notwithstanding Section 2.1.1.2 and Section 2.1.7.1,the existing dwelling located in Part S'/2, Lot 9, Concession 10, and known municipally as 54728 Best Line, may be severed as a surplus farm dwelling and zoned for residential use, whereas a new lot represents the second surplus farm dwelling severance from the original farm parcel known municipally as 54744 Best Line, and whereas new lots and new residential uses are not permitted in the Agriculture designation. b) The lands subject to this Amendment and designated "Agriculture" may be used, developed and zoned in accordance with surplus farm dwelling policies of Section 2.1.7 of the Official Plan, as amended. 158 m m^"mxiwr EIgt-11CU"tuu�� REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager of Economic Development DATE: February 27, 2020 SUBJECT: 2019 Economic Development Department: Highlights RECOMMENDATION: THAT the February 27, 2020, report titled, 2019 Economic Development Department: Highlights, submitted by the General Manager of Economic Development, be received and filed for information. INTRODUCTION: Guided by the department's 2019 mission, "Elgin County Economic Development creates a supportive environment to connect business, residents and communities with opportunities to prosper and grow," the department continued to focus on programs and initiatives that assisted local business to stay and expand; promoted investment opportunities for those looking to locate their operations in Elgin; and, attracted people to visit the lakeshore, agricultural areas, and downtown cores of Elgin County. This report provides highlights and outcomes of these activities. A detailed overview can be found in Appendix One. DISCUSSION: Building on previous years, the work of the Economic Development department in 2019 strived to make Elgin County a centre of economic opportunity, building on the unique talents and assets that make Elgin a beautiful place to live, work and play. An important component in the department's work to achieve economic opportunity is supporting the local business community. In 2019, Elgin's Community Improvement Plan, Elgincentives, supported a diverse range of businesses. In 2019 alone, 41 businesses applied and received grants for property improvements, building improvements/restorations, building conversions/expansions, energy efficiency retrofits, and enhanced signage. The positive and tangible successes of this program can be seen in downtown cores, tourism corridors, and on agricultural properties throughout the entire County. The total amount invested through Elgincentives to the 41 approved applicants in 2019 was $302,702.00 resulting in a private sector investment of 159 $1,275,720. Thus, for every $1 Elgin County provided, there was $4.15 in private sector investment. This represents a .36 cent or 7.5% increase over the 2018 figure of$3.84. The department also provided 30 businesses direct assistance that helped them overcome planning, infrastructure and workforce-related issues, just to name a few. With respect to the later, for example, staff assist a business with their Labour Market Impact Assessment (LMIA) that lead to them hiring much-needed workers. Without the department's assistance, finding accommodations for these employees would have been difficult, which would have resulted in a productivity decrease, according to company officials. The County's partnership with the St. Thomas Elgin Small Business Enterprise Centre (SBEC) is are another example of supporting and strengthening the local business community. This partnership helped numerous business expansions (7), start-ups (37), jobs created (43), and instilled the importance of entrepreneurship to youth in the community. 2019 saw Elgin County continue to be a centre of economic opportunity. This was demonstrated through businesses and Provincial Government Ministries engaging with the department for information and packages on various employment lands in Elgin County. Elgin's relations with the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) and the Ministry of Economic Development, Job Creation and Trade, continued to remain strong. Through these relations and outreach, staff was able to respond to various inquiries and requests for information for potential investment to Elgin County. Of the 20 leads received, 10 of them were from the Ministry of Heritage, Sport, Tourism, and Culture investment branch's Dragons Den Event. These investors were mostly interested in residential development and some commercial opportunities. Manufacturing and cannabis formed most of the remaining leads. With respect to the latter, it should be noted that after engagement by Economic Development staff, a company decided that Elgin was the place to establish their cannabis research facility that would have employed at least 70 people with good- paying jobs. However, the company could not come to terms with the private landowner. Yet, it must be stressed, opportunities like these would not have been available to these property owners if it were not for the actions of the department. In other words, the department's investment attraction efforts increase investment opportunities for property owners. As an economic development office, the importance of creating an environment to attract new investment that also supports local businesses, so they can grow, can not be understated. However, it is also crucial that we create an environment, develop programming and product, using Elgin's competitive advantage in attracting people to 160 visit. These visitors spend money, which supports local businesses and grows Elgin's economy. Consequently, 2019 saw the continuation of the promotion of culinary, arts, the lakeshore, agriculture, cycling, and motorcycling through a variety of media. For example, bloggers like the Pink Millennial's Instagram story about the Springwater Maple Syrup Festival reaching 3,404 people or the blog post by the Travelling Mitch promoted tourism-related businesses in Westen Elgin County and Port Stanley. The department also offered new experiences for visitors. The Ride Elgin bike share in Port Stanley enhanced the tourism experience for visitors and provided an alternative mode of transportation, which assisted in the health and well-being of people and the environment (Appendix B contains a summary of the first year of the two-year pilot). The Maple Syrup Trail campaign, which won a bronze-level marketing award from the International Economic Development Council (IEDC) in 2019, was successfully promoted to enhance the tourism shoulder season. The new Tourism Cruiser attended many events throughout the County, promoting the area's attractions and festivals to visitors from all over the world. Part of this promotion involved the 2019 Visitor's Guide, which also helped inform residents of the many things to see and do locally; thus, staying and spending their money, which reduces economic leakage. As the above conversation indicates, supporting local business, attracting investment, and developing a strong tourism sector played a prominent role in the work of Economic Development staff in 2019. However, the importance of marketing, particularly the role of social media, should not be overlooked. The Economic Development & Tourism Facebook Page saw an increase of 23% in page likes and 31% in followers from 2018 to 2019. The reach of page posts for the Economic Development & Tourism Facebook page also increased by 101.4% from 2018 to 2019. Cumulatively, the department's 2019 social media initiative's supported local businesses through sharing and promoting their events, products, services, and general information about their business. The outcome of this support is demonstrated in the local business testimonials, found in Appendix A of this report. For the County's Economic Development program to be successful, it requires working closely with Elgin's Municipal Partners. For example, the Elgincentive program, as mentioned earlier in this report, is making a positive impact on Elgin's downtowns, agricultural areas and Iakeshore spaces. This program could not have been possible without the collaboration between the County and its Municipal Partners. Similarly, to 161 have any success in attracting business to the area requires the County to work closely with its local Municipalities. In 2019, the Economic Development department continued to support local Municipal economic development efforts. The department provided guidance and assisted The Municipality of Dutton Dunwich with the formation of their new Economic Development Committee; and, assisted them with the start of their strategic planning process, which will guide the Committee's work in future years. Staff also continued to assist the Township of Southwold's Economic Development Committee in developing its strategic plan. The Municipality of West Elgin's Economic Development Committee reconvened in late 2019 with some new committee members ready to implement the Committee's strategic objectives, which were developed in 2018 with the assistance of Economic Development staff. All three of these committees are poised to undertake exciting work in 2020. The County's Economic Development staff will be there, acting as a resource to support these important local economic development efforts. CONCLUSION: In 2019, Elgin County Economic Development undertook initiatives and programs that helped create a supportive environment to connect businesses, residents, and communities with opportunities to prosper and grow. As highlighted in Appendix One of this report, some actions of the department had quantitative results, while others are more qualitative in nature, which also plays a vital role in forming a comprehensive economic development program. Also highlighted in Appendix One, are areas which could support Councils new strategic plan for 2020 which is currently being finalized at the time of writing; namely, the strategic priority of Growing Elgin, particularly in the areas of growing the commercial, industrial, residential and agricultural sectors; and enhancing Elgin's quality of place. 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F. ... c L Asa rn 0 p " 9 � � m � p u.cD ry ar > p 0 E 1 � L II �� 4 C i Ride Elain 2019 Bikesharing Report I' q, f ff ridv�� I in I�IIII �i�u� 184 Table of Contents High Level Summary— 2 Hardware— 3 System Model— 5 Software/User Experience— 5 Pricing— 5 Operations— 6 Marketing— 6 Trip Data— 7 Trip Heat-Maps-8 Ridership Assessment— 13 Revenue— 14 Appendix— 15 1 185 High Level Summary On June 7th, the Ride Elgin Bikeshare program was launched in Port Stanley with the Region of Elgin and Elgin County. As planned, the riding season concluded at the end of October when the colder weather came in, at which point all bikes were taken off the ground and put into storage for the winter. The program resulted in 300 rides taken from 153 unique active users. This meant an average of 1.96 trips taken per unique user. More detailed data on system usage will be provided below. Drop was very satisfied with the first year of operation in Elgin County. As with any new bikeshare program, it did not go without its challenges, but Ride Elgin demonstrated that tourists and Elgin residents have found value in a bikesharing option. As with other bikesharing programs in similar markets, there is often a `feeling out' process for the first year that bikeshare is available, where users are getting accustomed to a new option. We often find an increase in the 2nd and 3rd year of ridership. We anticipate that the program will continue to grow during the 2020 riding season, and we are looking forward to seeing the results of a first year of hard work. 2 186 Hardware The Ride Elgin Bikeshare program consisted of 20 bikes in operation. In fact, Drop supplied slightly more bikes (approximately 25) to Elgin in anticipation of any damage sustained by bikes that could not be immediately repaired. The bikes were equipped with a 3-speed shimano gear system, puncture-proof tubeless tires, bells, safety reflectors, smart lights, and a solar panel basket allowing for them to be energy-sustainable (see Appendix 1.1 and 1.2). Included on the bikes were the logos of sponsors in support of the program and other relevant emblems (see Appendix 1.3). These were Elgin County, Municipality of Central Elgin, Ontario's Southwest, Southwestern Public Health, and Ontario yours to discover. Additionally, the `Ride Elgin' logo was located on the main tube. There are two other hardware features that were key to the bikeshare service and our `hub-based model'. The first feature was a GPS enabled smart-lock. Through this lock, Drop's servers were able to detect the GPS location of any bike at any time. This allowed for the program to only allow trips to end at designated hubs (more information below under `system model' section). This also meant that a coverage area was created, where users would not be able to ride out of a designated zone in the Port Stanley region. Moreover, GPS information also allowed for data to be acquired about where trips begin and end, which we were able to share in this report. The second key feature to the Drop hardware was the lock-to-technology (specs seen below) on each bike. Not only did each bike have a steel lock that locked the rear tire of the bike and tracked whether the ride had ended, but the bike also had a cable lock, which could be wrapped around any piece of physical infrastructure and then linked to the steel lock. This feature allowed for bikes to be locked at carefully selected bike rack `hubs', similar to a docked-bike share system, but without the expensive capital required to create and instal the docking stations. This operating philosophy is what Drop describes as a `hub-based' model. More details on this model will be described below in the `System Model' section. 3 187 I n r V-°-� ears. 7—Frame 14— fear II hK Shtrna D 13bspeed internal,gear Custorrllzedlhrandlnig(cadllaurs, Solar powered,and Inclu system wAth drurn brake• loge)Is.available accelerometer.Tiffins on a t'omatlrallly after dark",when in 2—Elasket fd—Froniit LNhit motion, Attached tip the Front of the frame Panasonic KV0,06 r mamm.Turn vAIII keep bike balanced when the metal clip,to acilvate.. is—mria bmestinga advertising space available, Tuneless tires donAt need to the 12"x 8'bc.rS•".Holds 19kga2'pounds Pedals seryloed.Pneumatk options also Carbon r nl'brced pdasuc. available, 3—Balls', Integrated Ihel mh few moving W—&"Reftectors 1I —Smart lack parts and low(maintenance Snuated on front&track wheel, Proprietary,smart-locking system and pedals. h Internet,dluetoot & GPS 4—FF=(drakes oomnectivlty,Telhers to aropblkd,s V-brake wh4ccged alloys arms lit—Rlrrrs andSpakes softwwrare for asset rear^gernemn<It Doubile°wall alloy rllmrn and III ' tracking.Lock can also record Ifs Cranikmu stainless s el spores_ Speed, anon„trip paths and Forged alloy crank army vAth a MCM11tor battery per. mirtforced steel chain unng. 1 —Stele and Seat fat Won and Carbon fibre saddle and 6—Cable tack 3 srrb rnax:exiensmon se-at post Optional Docking system can be integrated Mto smart-lock. 13—Salar pariell Thin-film parsed charges s ren loch. 4 188 System Model As described, the lock-to technology as well as the GPS-enabled smart lock enabled the operation of a hub-based model. As apart of the capital costs of the program, Drop sourced four bike-racks purchased by Elgin which were placed at four pre-selected hub locations (See appendix 1.4). These locations were Port Stanley Visitors Centre, Main Beach, Little Beach, and Little Creek Park (later changed to Port Stanley Area and Community Centre). Each bike rack was demarcated with a high-quality pavement tape for increased hub visibility. Elgin County also invested in Kiosks at some of the main hubs to provide an increase in visibility. Trips were started and ended at any one of these hubs. Users did not have to take the bike directly to a hub, but their trip had to end at a hub. This ensured that the program was organized and reliable for users and community members. Software/User Experience Each bike had 3 `QR' codes, which a user scanned to unlock the bike. To scan the QR code, users downloaded the `Drop' app on their Apple or Google Play store. Once they downloaded the app and input necessary information, users were provided instructions on how to use the program, necessary safety features, and other important information. After scanning the code, the bike automatically unlocked, and a user could begin riding. When the user was done riding, they would click `end trip' on the app, lock the bike at a hub, and receive an end-trip confirmation notification. For any issues that the user may have experienced during their trip, there was an in-app customer service channel where the user could talk to a member of Drop's customer service team, who would relay this message to the operations team. Any issues with the ride charge was dealt with by the customer service team. Pricin Each trip cost$1 per hour (rounded to the nearest hour), and users were able to ride for up to 4 hours at a time. Users could `top up' there wallet with any amount of money, which would be deducted per trip. Users could also `pay as you go' where they would be deducted money from each individual trip. 5 189 Operations There was a team of locally hired Elgin employees who each had the position of `Bike Warriors'. They were hired for their understanding of bike repairs and their general attention to detail. A significant part of a Blke Warrior's responsibility was to rebalance bikes. This meant balancing out the amount of bikes at each hub when there were not enough at one hub location or too many at another hub location. Bike Warriors were also tasked with doing routine checks of the quality and safety of each bike, and repairing or replacing any broken bikes that came through customer service channels. Marketina A launch event was held at the beginning of the program to kick-off the start of the bikeshare season. Information on this event was distributed across various Drop social media platforms (Twitter, Instagram, etc). Towards the end of the riding season, information was passed on by Drop to the Ride Elgin authorities for inclusion as brochures (see appendix 1.5a and 1.5b). It is anticipated that brochures will be developed and included in the Port Stanley Tourism Centre beginning in the Spring of the 2020 riding season. Additionally, after a year of acquiring knowledge about the Elgin market, Drop has plans to more aggressively marketing the Bikeshare program in 2020, including greater social media distribution and events timed around tourist-heavy weekends (fourth of july, august-long weekend). 6 190 Trip Data June 1st - October 31st IN ffml�i Trips 118 79 56 46 1 300 Unique active 66 39 31 27 1 153 users (at least 1 trip) Trips per user 1.79 2.03 1.81 1.83 1 1.96 Port Stanley 45(4) 33(6) 19(7) 22(1) 1(0) 115(18) Visitor's Centre Main Beach 61(10) 36(10) 22(0) 20(4) 0 139(24) Little Beach 15(4) 2(0) 14(7) 8(6) 0 39(17) Little Creek Park 2(1) 7(2) 0* N/A 0 9(3) Port Stanley Arena N/A N/A 0* 0 0 0 &Community Centre 7 191 Trip Heat-Maps June 1-June 30 Invererie Heights 192 July 1-July 31st 9 193 August 1-August 31st In ie Grimmonds 10 194 September 1-October 30th Heights Invererie 11 195 Ulll;;lr i ,o �nver�rie Gr��o� iiand�„' �i ii Ridership Assessment The 2019 riding season ended with 300 trips taken. The reduction of rides as the summer went on was expected and reflected other markets in the first year. Main Beach has consistently been the most popular destination for users to ride to, with the Visitor's Centre close behind. Of note, in the month of August, Main Beach saw no inbound trips from other locations, while other locations saw proportionally more inbound trips as a percentage of their total trip ends than other months. A potential explanation for this is due to the tourism in Port Stanley in the month of August (traditionally one of the most popular months for vacations out of the year in Ontario). Tourists are more likely to drive into town and park at a specific location and use that location as an "anchor" - moving about town through the day, but eventually returning back to their vehicle. This change in trip behaviour during August suggests that users were taking trips that started and ended at the Main Beach Hub more than other months - in line with the more tourist-style behaviour of using the bikes rather than using them for getting around town. Drop is quite pleased with the amount of trips taken, as well as the amount of unique users active in the program. With an earlier start and innovations to the marketing plan for the upcoming riding season, Drop is confident that a greater increase in ridership will be reflected in 2020 data. 13 197 Revenue Top-up revenue $290 Membership revenue $120 Post-paid revenue $181 Total Revenue $591 14 198 Appendix 1.1 - Bike Hub /ray rr;,,rrrrrrrrr �2 r n u v° r r 15 199 1.2 - Bike Hub 2 F 16 200 1.3 - Program Sponsors I e; I' I i I y i �hiyp j- 17 201 1.4 - Hub Locations wu � ry GN laq.HF rf Ai K2.� MITCHELL. H IE II G N wIV ,�P 1u7 �oroi WWI Port HEhGHTS "� � W°�� ', �r��?&IE C� 18 202 1.5a - Marketing Brochure (front) ......_ ......... ......... ........_ ......... ......... ........_ ......... ......... ........_ ......... ......... ........_ ......... I I Resi en'tsvl%@`III PrrR ;rruµMi�xW �� WA,R0, QW4 � ,.. � m o MONDE Hs AX H r „� mwwmmmm� kAlkh"lNom I,'.,mvinpany, VhK 7t��ia r1 dR59`a 19 203 1.5b - marketing brochure (back) �... ....i 1101°1III f I Idle IC re III 1 F tjIII' irinI�>Ie steps °IIho u lili� iIIivlh, a i !I�ovti sign jup. h e R ul d e I1 I uil b ii IIkes.. 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INTRODUCTION: Departmental policy and procedure manuals ensure consistency and quality in the services provided by Elgin County Homes and Seniors Services. As per the Long-Term Care Homes Act (LTCHA), 2007 and Ontario Regulation 79/10, policies and procedures are to be in place to support operational processes ensuring alignment with the LTCHA and Regulations. DISCUSSION/CONCLUSION: The three (3) County of Elgin Homes both encourage and welcome student placements including secondary and post-secondary educational institutions. A framework including training, orientation, supervision and review, which provides students with a supportive positive placement setting while ensuring the safety of residents must be in place. Although long-standing processes have been in place, a formal policy (Administration Policy 1.34— Student Educational Placements & Orientation) has been developed to support front-line staff and managers with the successful implementation of all student placements. Processes per the LTCH Act and Ontario Regulation 79/10, section 131 (4.1) include, but are not limited to, the following: a) Ensure all students have received the mandatory training required before providing direct care to the residents. This training to be provided by the Home. b) Ensure that the Home's staff received proper communication with the names of the students prior to having the students. c) Ensure that the Home's staff are aware of this process. 232 d) Ensure that a record of the process and the training for students are kept in the Home. e) Ensure the licensee has verified with the university or college that offers the nursing educational program in which the nursing student is enrolled that the nursing student has received education or training about the administration of drugs as part of the program; f) Ensure the nursing student has been trained by a member of the registered nursing staff in the written policies and protocols for the medication management system referred to in subsection 114 (2); g) Ensure the member of the registered nursing staff who is permitting the administration is satisfied that the nursing student can safely administer drugs; and h) Ensure the nursing student who administers the drugs does so under the supervision of the member of the registered nursing staff. The draft Homes - Administration Policy 1.34 — Student Educational Placements & Orientation was developed by the Director of Homes and Seniors Services in consultation with the Administrators, Managers of Resident Care, Resident Care Coordinators, Managers of Support Services, Manager of Program and Therapy and Human Resources department and aligns with the LTCHA, 2007, related Regulations and best practices to support resident and staff safety and service delivery. All of which is Respectfully Submitted Approved for Submission Michele Harris Julie Gonyou Director of Homes and Seniors Services Chief Administrative Officer 233 X4,I Y HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: DEPARTMENT: Administration SUBJECT: Student Educational Placements & Orientation APPROVAL DATE: March 2020 REVIEW DATE: Page 1 of 5 PURPOSE: To ensure all County of Elgin Homes student placements, including secondary and post- secondary educational institutions have a framework, including training, orientation, supervision and review which provides students with a supportive positive placement setting and framework which ensures the safety of residents. PROCEDURE: 1. As per Ontario Regulation 79/10, section 131 (4.1), the licensee must develop a documented process in the Home for precepting students that includes, but is not limited to: a) Ensure all students have received the mandatory training required before providing direct care to the residents. This training to be provided by the Home. b) Ensure that the Home's staff received proper communication with the names of the students prior to having the students. c) Ensure that the Home's staff are aware of this process d) Ensure that a record of the process and the training for students are kept in the Home. 2. County of Elgin Homes and the Approved Educational Institution will: a) Ensure an agreement is signed between the Educational Institution and Corporation of the County of Elgin before the start date of any student placement. b) County of Elgin Homes will maintain a current database of all current approved Educational Institutions which have active signed agreements. 3. The Educational Institution will: a) Communicate with the County of Elgin Homes relevant Department Manager in preparation for the placement to arrange and initiate any prerequisite student requirement(s). b) Ensure instructors who are regulated practitioners carry current registration in their professional designation and are in good standing. c) Be responsible for providing the manager or designated educator/preceptor with student learning objectives, evaluation methodology, designated contact person and requested program curriculum for all placements. 234 X4,I Y HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: DEPARTMENT: Administration SUBJECT: Student Educational Placements & Orientation APPROVAL DATE: March 2020 REVIEW DATE: Page 2 of 5 d) Ensure initial and ongoing support and communication related to the student placement, including but not limited to: • Student Agreement form(s) where applicable • Instructor supervision details, on-site or off-site faculty • Student required hours, placement start and end date(s) • Evaluation dates and timelines 4. The County of Elgin Homes Department Manager or Designate will: a) Ensure the necessary required initial paperwork is complete, received, and maintained as a record before placement start: • 2 Step Tuberculosis Screening—see IPAC policy "TB Screening Staff, Students, Volunteers External Care Team Providers" • If over 18, years of age at placement start, a Vulnerable Sector Criminal Record Check • Signed Statement of Confidentiality b) Ensure all student placement orientations are completed prior to the initiation of the placement duties and a record of this completion is maintained in the student file. c) Ensure each student and placement on-site faculty member receives a County of Elgin Student general placement orientation which meets or exceeds the mandatory requirements as set out in the Long-Term Care Act, 2007 which includes but is not limited to; • Residents' Bill of Rights • County of Elgin Homes Mission, Vision, and Values • The County of Elgin policy to promote zero tolerance of abuse and neglect • The duty under section 24 to ensure mandatory reports • The protections afforded by section 26 • The County of Elgin Homes policy to minimize the restraining of residents • Fire prevention and safety • Emergency and evacuation procedures • Infection prevention and control • Mechanical Lift Training (nursing disciplines) 235 X4,I Y HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: DEPARTMENT: Administration SUBJECT: Student Educational Placements & Orientation APPROVAL DATE: March 2020 REVIEW DATE: Page 3 of 5 • All relevant Acts, regulations, policies of the Ministry of Long-Term Care and similar documents, including County of Elgin Policies that are relevant to the placement responsibilities d) Ensure the student receives a discipline-specific student placement orientation and completion date and the signed record is maintained in the student file. e) Provide information related to the process the student will follow for absences. f) Ensure each student completes the AODA Accessibility Standards certificate training via �v v:v.::.at,odat..ca..before initiation of placement duties and submits the training certificate for maintenance in students' files. g) Ensure the student receives a discipline specific job routine outline, Home tour and map where applicable. h) The Home is responsible to ensure that resident's personal health information is kept confidential and that only authorized personal will have access to the resident's information. For students (i.e. Registered Nurse, Registered Practical Nurse) requiring access to documentation software (i.e. Point Click Care), said access must be requested and approved by the Departmental Manager/Administrator/Director of Homes and Seniors Services to the Information Technologies department. Under no circumstance should a student be provided Point Click Care access under the access of an employee of the Home. i)Provide the student with the County of Elgin Computer Use Policy. j) Communicate student placement information including student name(s), educational institution, program name, placement start and end date(s), placement hours and any other relevant information to the Business Office, departmental Managers, affected staff and is included on the daily complement sheet for the applicable resident Home area(s). k) Ensure ongoing support and supervision of student placement in designated discipline, address any questions or concerns and provide additional education, resources, and support where required. 5. Student Placement and/or On-site Faculty will: a) Ensure the required initial paperwork is completed before the program placement start. 236 X4,I Y HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: DEPARTMENT: Administration SUBJECT: Student Educational Placements & Orientation APPROVAL DATE: March 2020 REVIEW DATE: Page 4 of 5 b) Provide legible signatures where applicable and indicate student/faculty status and the name of the educational organization. c) Ensure, in the same manner as staff, the protection of the privacy of the residents' personal health information. All information regarding residents and their families must be treated as confidential. d) Not witness residents' legal documents. e) Not log-in to any County of Elgin Computer on internally or externally utilized computer software program under an existing staff username and/or password. f) Ensure relevant required County of Elgin Home required orientations are complete. g) Report to departmental manager/designate and sign in upon the start of the student placement shift and upon completion of shift. h) Inquire to the reporting Manager or designate any questions or concerns immediately. i) Ensure instructors and students wear an identification tag (educational institution and/or Home provided) at all times when completing pre-designated placement hours. 6. Student and/or On-site Faculty Termination: The County of Elgin Homes may suspend and/or terminate a placement or remove a student and/or instructor according to language within the agreement with the Educational Institution and Corporation of the County of Elgin. 7. Registered Nursing Clinical Placements: Additional, to all the above guidelines, the following must be performed and adhered to for all Registered Nursing (i.e. Registered Nurse and Registered Practical Nurse) student clinical practice guidelines: Medication Administration Under the Long-Term Care Homes Act Regulation 79/10, section 131 (4.1), a member of the registered nurse staff may permit a nursing student to administer drugs to residents if, 237 X4,I Y E1g11 D!JA "'rr HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: DEPARTMENT: Administration SUBJECT: Student Educational Placements & Orientation APPROVAL DATE: March 2020 REVIEW DATE: Page 5 of 5 a) the licensee has verified with the university or college that offers the nursing educational program in which the nursing student is enrolled that the nursing student has received education or training about the administration of drugs as part of the program; b) the nursing student has been trained by a member of the registered nursing staff in the written policies and protocols for the medication management system referred to in subsection 114 (2); c) the member of the registered nursing staff who is permitting the administration is satisfied that the nursing student can safely administer drugs; and d) the nursing student who administers the drugs does so under the supervision of the member of the registered nursing staff. Additional medication related guidelines: • Nursing students may not take verbal or telephone orders for medication. • Nursing students may not give telephone advice or consultation. • Nursing students may not act in a supervisory position in a Home unit. • Nursing students may not be the second signature for medications which require this. Competencies a) Nursing students will perform basic nursing competencies that have been completed within their program if they demonstrate the required knowledge, skill and judgment to safely carry out the competency. b) On-site faculty and students are not permitted to perform Delegated Medical Acts or advanced nursing competencies. 238 lgIn�;..°,rltI REPORT TO COUNTY COUNCIL FROM: Amy Thomson, Director of Human Resources DATE: March 10, 2020 SUBJECT: 2020 Non-Union Economic Adjustment RECOMMENDATIONS: THAT County Council approve a non-union economic adjustment of 1.9% effective the first full pay period of 2020; and, THAT the necessary by-law be prepared. INTRODUCTION: Human Resources staff is seeking County Council's approval to implement a 1.9% wage increase for non-union staff and Council in 2020. Each year, Human Resources staff recommends to County Council a non-union salary increase which, by policy, is applied to Council's remuneration. The purpose of this annual action is to ensure the County of Elgin remains a desired employer; that the County is attracting and retaining skills and talent in the organization by remaining competitive in its compensation practises; and that the County avoid any spikes or gaps in its compensation practises from one year to the next. DISCUSSION: Non-union salaries are reviewed annually to ensure that the County is paying competitively to the market. Recommended adjustments to wages are made on the basis of both benchmark data and comparative market trends. In reviewing such data, the County considers a number of factors including, but not limited to: negotiations mandates and outcomes, inflationary trends, attrition data, market factors, and union avoidance. The most recently available Ontario Ministry of Labour bargaining data shows that in the fourth quarter of 2019, the municipal average negotiated base wage increase was 2%.' The Conference Board of Canada average 2020 pay increase for non-unionized employees is projected to be 2.5%.2 In January 2020, prices grew 2.4% on a year-over-year basis following a 2.2% year-over-year increase in December 2019.3 In its January monetary policy report, the Bank of Canada forecasts CPI inflation to be 1.9% in 20204 while FocusEconomics Consensus Forecast analysts saw inflation also averaging 1.9% in 2020.5 In January 2020, the largest of the County's unionized partners (SEIU employees) received a 2% increase. CUPE (library) employees received 1.6%. The collective agreement with 239 Ontario Nurses' Association (ONA) expires on March 31, 2020 and the 2019-2020 negotiated increase was 1.75%. The following surveyed municipalities have responded with budgeted and/or approved 2020 salary adjustments for non-union staff: St. Thomas 1.5% Wellington County 2% Woodstock 1.75% Grey County 1.94% Oxford County 2% Brant County 1.75% Dufferin County 1.5% Middlesex County 2% Tillsonburg 2% Perth County 2.11% West Elgin 1.7% Malahide 1.5% Bayham 1.7% Aylmer 1.7% Dutton Dunwich 1.7% Southwold 1.7% Central Elgin TBD From those surveyed above, there is an average adjustment of 1.8%. What is recommended for County staff is slightly higher than, but not inconsistent with the average of the comparators shown above. Similarly, it is relatively consistent with the average of the partner municipalities within the County of Elgin and that which was recently negotiated with the County's largest union partner. Many municipalities surveyed who also have unionized staff will match their non-union wage increases to those that are bargained, in order to maintain relative internal equity. In 2019, the County of Elgin paid $6,231,128 in wages to non-union staff. The cost of a 1.9% increase for non-union employees is approximately $118,391 and represents 0.34% on the levy. This is containable in the 2020 budget in which staff had set aside 2.0% for planning purposes, which Council has approved. CONCLUSION: In view of recent economic trends, comparative data, and other factors, Human Resources staff believes a 1.9% economic adjustment in 2020 for non-union staff is appropriate. In accordance with municipal bylaw, the 2020 economic adjustment would be applied to members of County Council. All of which is Respectfully Submitted Approved for Submission Amy Thomson Julie Gonyou Director of Human Resources Chief Administrative Officer 240 References: Note: All information accessed February 2020 1 Ontario Ministry of Labour https://www.Irs.labour.gov.on.ca/VAViewer/VisualAnalyticsViewer quest.issp?reportName=Collective%20Bargaininq%2OHig hlights&reportPath=/Shared%20Data/SAS%2OVisual%2OAnalytics/Public/LASR/ 2 Compensation Planning Outlook 2020: The Conference Board of Canada, October 31s`, 2019, Report by Allison Cowan and Kelsey Coburn https://www.conferenceboard.ca/e-library/abstract.aspx?did=l 0487 3 Statistics Canada https://wwwl50.statcan.gc.ca/nl/daily_quotidien/200219/dg200219a-enq.htm 4 Bank of Canada CPI 2020 Forecast https://www.bankofcanada.ca/wp-content/uploads/2020/01/mpr-2020-01-22.pdf 5 FocusEconomics is a leading provider of global economic analysis and forecasts: https://www.focus-economics.com/countries/canada/news/inflation/inflation-hits-an-eight-month-high-in-January 241 m REPORT TO COUNTY COUNCIL FROM: Human Resources DATE: March 10, 2020 SUBJECT: Amendments to Human Resources Policy 9.90 — Pregnancy and Parental Leave RECOMMENDATION: THAT Council approve the changes to HR Policy 9.90 Pregnancy and Parental Leave as attached. INTRODUCTION: Revisions to Human Resources Policy 9.90 — Pregnancy and Parental Leave have been made to reflect the intent and legally supported interpretation of top-up payments since changes to the Employment Standards Act and Employment Insurance applications regarding the choice to extend parental leave provisions were enacted. DISCUSSION: Amendments have been made to policy 9.90 that provide clear direction and interpretation to the payment provisions for non-union staff regarding top-up payments during parental leave. The changes to policy 9.90 ensure that top-up payment obligations for the County remain the same regardless if a staff should choose to remain on parental leave for the standard or extended time period. CONCLUSION: Revisions to Policy 9.90 — Pregnancy and Parental leave have been made to reflect the legally supported interpretations regarding top-up payment provisions as well as to ensure consistency of application across the County of Elgin. All of which is Respectfully Submitted Approved for Submission Tanya Tilton-Reid Julie Gonyou Human Resources Manager Chief Administrative Officer Amy Thomson Director of Human Resources 242 �111001;""1"„.. �m��1" ��Y�CI�I ��1�� 0 11 lflY County of Elgin ProA �,'resslve by Nature Human Resources Policy Manual Subject: Pregnancy/Parental Leave Policy Number: 9.90 Date Approved: October 1, 1987 Date Last Revision: Per-ember I , 2006, March 2"d, 2020 Code: NU Section: 9 Pregnancy/Parental leave will be granted in accordance with the provisions of the Employment Standards Act, except where amended in this provision. Employees should notify their immediate supervisor at least two (2) weeks before they intend to begin their leave. Pregnancy Leave An employee qualifying for pregnancy leave under Human Resources Development Canada shall be paid a maximum of eighty percent (80%) top up of the normal weekly earnings from all sources. Such payment shall commence following the completion of the Employment Insurance waiting period and receipt by the Employer of the employee's Employment Insurance cheque stub and shall continue the payment bi-weekly for fifteen (15) weeks. Parental Leave An employee qualifying for parental leave under Human Resources Canada shall be paid a maximum of eighty percent (80%) top up of the normal weekly earnings from all sources. Such payment shall commence following the completion of the Employment Insurance waiting period and receipt by the Employer of the employee's Employment Insurance cheque stub and shall continue the payment bi-weekly for fifteen (15) weeks. The employee's regular weekly earnings shall be determined by multiplying the regular hourly rate on the last day worked, prior to the commencement of the leave, based on the employee's normal weekly hours. The normal weekly hours for a part-time employee shall be calculated by using the same time period used for calculation of the Employment insurance benefit (currently 26 weeks). The amount of top-up payment outlined above will be based on the quantum of weekly employment insurance benefits that the employee would receive for a standard parental leave (a maximum of 35 weeks); regardless if the employee opts to take an extended parental leave as may be available by legislation. Under no circumstances will an employee's 243 �111001;""1"„.. �m��1" ��Y�CI�I ��1�� 0 11 lflY County of Elgin ProA �,'resslve by Nature Human Resources Policy Manual parental leave (regardless of duration) result in the Employer paying more total top-up cost than that which would accrue during a standard parental leave. The employee does not have any vested right except to receive payments for the covered unemployment period. The plan provides that payments in respect of guaranteed annual remuneration or in respect of deferred remuneration or severance pay benefits are not reduced or increased by payments received under the plan. 244 m m^"mxiwr EIgt-11CU"tuu�� REPORT TO COUNTY COUNCIL FROM: Amy Thomson, Director of Human Resources DATE: March 10, 2020 SUBJECT: HR Policy: 12.130 Exit Interview RECOMMENDATION: THAT Council approve the new HR Policy: `12.130 Exit Interview' and updated Exit Interview procedure. INTRODUCTION: The exit interview process has not been updated or consistently used at the County for many years. Given the geographic spread of our work locations it is challenging to organize face-to-face meetings with departing staff by Human Resources staff. Also, if the process is onerous, departing staff do not tend to take the time to complete the exit interview. DISCUSSION: The Exit Interview process was identified in need of update, in order to consistently gather data over time from departing staff so that HR processes and policies can be reviewed for continuous improvement of the employment experience. The management team will periodically review the aggregate data to identify trends and ultimately aim to improve recruitment and retention, as this is an area of current and identified future challenge across the sector. It was determined that an electronic survey was the ideal method of gathering this feedback. It makes it easy to forward immediately upon notice that a staff member is voluntarily departing. The tool compiles the aggregate data for us, and reports can be run at any time, rather than being a manual process. We will continue to offer the option of a paper or in person process for those who desire. The goal is to have every person who opts to quit or retire complete the survey. Because of the variation across our union and non-union groups, some identifying questions are helpful to ask, although ultimately the feedback is anonymous. The new process was forwarded to all county staff to trial the updated electronic tool, provide feedback on the policy/process as well as to provide feedback to the management team in the form of a "Stay Interview" rather than an "Exit Interview". We hope to utilize this data as we review benefits plans, HR policies, recruitment and retention initiatives and wellness programming. At time of report, over 10% of current staff have completed the trial survey. CONCLUSION: 245 The updated Exit Interview policy and form is attached for Council review and approval. All of which is Respectfully Submitted Approved for Submission Amy Thomson Julie Gonyou Director of Human Resources Chief Administrative Officer 246 �111001;""1"„.. �m��1" ��Y�CI�I ��1�� 0 11 lflY County of Elgin ProA g'resslve by Nature Human Resources Policy Manual Subject: Exit Interview Policy Number: 12.130 Date Approved: Date Last Revision: Code: A Section: 12 The exit interview process is in place to gather feedback from departing staff in order to have aggregate data with a goal of continuously improving the employment experience at Elgin County. 1. Applies to all voluntary separations (i.e. quits, retirements). Does not apply to involuntary separations (i.e. termination for cause or without cause). 2. Upon receipt of notice of resignation or retirement, Human Resources will forward a link to the electronic Exit Interview form via email. If resigning employee doesn't have a County email address or leaves without notice, Human Resources will attempt to obtain permission to use a personal email address or will offer the option of a hard-copy exit interview. Exiting staff will have the option to complete the form on paper or as an in-person interview with an HR representative, if preferred. 3. The exit interview will be completed confidentially and data will only be utilized in an aggregate form to be reviewed periodically by the management team. 4. The management team will utilize the information to review turnover statistics and when determining where to focus efforts related to the employment experience; specifically related to recruitment, retention, compensation and benefits, training, leadership development, health and wellness strategies. 5. Exit Interview Form attached to the policy. Preferred to be completed electronically so that reports can be run by Human Resources to review trends and statistics (electronic survey link). 247 �111001;""1"„.. �m��1" ��Y�CI�I ��1�� 0 11 lfly County of Elgin ProA g'resslve by Nature Human Resources Policy Manual Your opinion is important to us! The purpose of the exit interview is to assist in continuously improving the employment experience at the County of Elgin. Your information will be collected in a confidential manner and will be reviewed by the Management Team in a combined form (grouped data and overall statistics, rather than individual responses). We want to know what you think we do well as an Employer and also how we can improve the employment experience overall. It should take approximately five minutes to complete and includes space for your comments. We appreciate your honest responses and suggestions for improvement. Please avoid including any names in your comments, names cannot be included in the grouped data review. Employment status: Employee group: ❑ Full-time permanent ❑ Non-union / Management ❑ Full-time temporary / Contract ❑ SEIU ❑ Part-time permanent ❑ CUPE ❑ Part-time temporary / Contract / ❑ ONA Casual Was your decision to leave the County influenced by one or more of the following? (Select all that apply) ❑ Change in career ❑ Flexible work options ❑ Retirement ❑ Management / Leadership conflict ❑ Career advancement ❑ Hours of work/ scheduling ❑ Commute / travel time ❑ Compensation / base pay ❑ Interpersonal conflict ❑ Benefits plan ❑ Job security ❑ Vacation / paid time off ❑ Corporate culture / values ❑ Return to school / continued ❑ Personal circumstances education ❑ Training & development ❑ End of contract opportunity ❑ Other: 248 �111001;""1"„.. �m��1" ��Y�CI�I ��1�� 0 11 lflY County of Elgin ProA �,'resslve by Nature Human Resources Policy Manual As you answer the following questions, please reflect on your experience related to working at the County of Elgin and choose the answer that best fits your experience overall. Please rate each area using the following scale by checking the appropriate box below- 1 (very dissatisfied); 2 (dissatisfied); 3 (neutral); 4 (satisfied); 5 (very satisfied); n/a (not applicable to my employment situation)- 1 2 3 4 5 n/a Training and development provided was suitable to the job Resources and tools required for the job were provided My direct leadership was approachable and responsive Coworkers were supportive. Team environment Work environment was civil and respectful I received appropriate feedback regarding my performance Recognition for positive performance was provided The compensation (base pay) was competitive for my position The benefits plan was competitive and met my needs Working conditions were safe and comfortable Work load was manageable and as expected for the position Overall satisfaction level Kindly provide additional detail and suggestions for improvement regarding areas you marked less than a score of I 249 �111001;""1"„.. m,,,nuo`mmmr�paaou�m��1" ��Y�CI�I ��1�� 0 11 lfly County of Elgin ProA g'resslve by Nature Human Resources Policy Manual I would recommend the County of Elgin to my friends as a great place to work: ❑ Yes ❑ No What makes the County of Elgin a great place to work? And any additional comments: Thank you for taking the time to complete this survey! Your feedback is appreciated. 250 E '�� REPORT TO COUNTY COUNCIL Nrr�a:xtir.vrr uxs FROM: Brian Lima, Director of Engineering Services Mike Hoogstra, Purchasing Coordinator DATE: March 5, 2020 SUBJECT: Contract Award — King George VI Bridge Rehabilitation Tender No. 2020-T03 RECOMMENDATIONS: THAT Landform Civil Infrastructure Inc. be selected for the King George VI Bridge Rehabilitation Project, Tender No. 2020-T03 at a total price of$5,843,640.00 (inclusive of a $650,000 contingency allowance and exclusive of HST), and that the funding deficit be identified in the 2021 Capital Budget; THAT the provision of additional contract administration and inspection engineering services associated with the Rehabilitation of the King George IV Lift Bridge previously awarded to GM BluePlan Engineering Limited be increased in the amount of $270,000.00 (excluding HST); and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. INTRODUCTION: As part of the approved 2020 Capital Budget, a tender was advertised and issued as per the County's Procurement Policy for the King George VI Bridge Rehabilitation project in the Community of Port Stanley, located in the Municipality of Central Elgin. DISCUSSION: Contractors for this project were pre-qualified due to the specialized nature of the work. Only qualified contractors with expertise in structural steel rehabilitation with an emphasis on riveted steel plate girders, mechanical and electrical bridge projects and related works to movable bridge structures were pre-qualified. Three of the four contractors that submitted a pre-qualification package to the County were invited to bid on this tender. The following three (3) pre-qualified contractors submitted bids for this tender which closed on March 4, 2020. Bids were received as follows: 251 Pre-Qualified Contractor Bid Price (inclusive of contingency, exclusive of HST Landform Civil Infrastructure Inc. $5,843,640.00 McLean Taylor Construction Ltd. $5,934,612.70 Facca Incorporated $6,342,000.00 Landform Civil Infrastructure Inc. submitted the lowest compliant bid for the project at a total price of$5,843,640.00 inclusive of a $650,000 contingency allowance and exclusive of HST. Construction Detour Improvements As detailed in a staff report tabled before Council on January 28, 2020 titled King George VI Lift Bridge Rehabilitation Project— Construction Detour Improvements, Dillon Consulting Limited was retained to review the temporary detour route and make recommendations with respect to the anticipated vehicular demands and operations as a result of increased traffic volumes during construction. Specifically, the intersections of Colborne Street (CR4)/Warren Street (CR21) and Carlow Road (CR20)/Warren Street (CR21), and three locations where the Municipality of Central Elgin's existing sidewalks terminate and direct pedestrians to cross the road within the construction detour were studied. Using the guidelines provided within the Ontario Traffic Manual: Book 12— Traffic Signals, Dillon undertook a traffic signal warrant assessment based on the projected summer traffic volumes with the anticipated diversion volumes applied and determined that only during the summer weekend/holiday traffic conditions are temporary traffic signals anticipated to be warranted at both intersections. All other summer weekday and seasonal traffic volumes did not warrant temporary traffic signals. Dillon's recommendations utilize the detour's anticipated peak hourly traffic volumes during summer weekend/holiday traffic conditions and also recognizes pedestrian sidewalk connectivity. As a result, Dillon also recommended that Type `B' Pedestrian Crossovers are warranted at all 3 locations during the construction detour time period. Having recently finalized the detailed design in support of the aforementioned civil intersection and pedestrian crossover improvements, the County's consultant (GM BluePlan) has provided an updated pre-tender cost estimate of$758,700.00 (inclusive of engineering and excluding HST). Consulting Services GM BluePlan Engineering Limited was awarded the engineering services assignment in the amount of$465,615.00 (excluding HST) by Council at its March 12, 2019 meeting following a competitive process, to undertake the required preliminary and detailed designs, contract administration and inspection for the Rehabilitation of the King George VI Lift Bridge. The scope of their services was based on an Ontario Structure Inspection Manual (OSIM) inspection completed in 2016 which recommended several 252 repair and rehabilitation items, and providing contract administration and inspection services for an assumed construction duration of 14 weeks. Immediately following authorization to proceed, GM BluePlan completed a full detailed forensic structural, mechanical, and electrical inspection to accurately assess the physical and operational condition of the bridge structure. Their findings identified additional required rehabilitation work, which resulted in Council having to increase their detailed design scope of engineering services in the amount of$178,060.00 (excluding HST), at its June 25, 2019 meeting. Following preparation of the detailed design to a 50% stage, GM BluePlan was then able to advise staff that the construction duration was and still is anticipated to last upwards of approximately 14 months. Due to the consultant's knowledge and positive performance on the detailed design, the consultant was invited to submit a proposal to carry out the required contract administration, and inspection services for the project over the balance of the 14-month project duration. Staff have reviewed the fee submission, along with hourly rates provided by each of the consultant's staff members. That review of assigned personnel, time per project task, and hourly rates were consistent with other infrastructure assignments of similar scope. Continued use of GM BluePlan on this project for construction administration and inspection services is of financial advantage to the County because the firm has specific knowledge of the project and has undertaken work for which duplication would be required if another firm were to be selected. The County's construction administration requirement for the creation of record drawings following construction requires the reviewing professional engineer to seal the drawings based on field verification and ongoing involvement. This requirement promotes consultant accountability for the design. Consequently, the continued use of the consultant who created and sealed the design drawings is required in order maintain this accountability process and to manage risk. In accordance with the County's Purchasing Policy, staff is recommending that GM BluePlan Engineering Limited's engineering services scope of work be further increased in the amount of$270,000 (excluding HST) to carry out additional contract administration and inspection services throughout the entire 14-month anticipated construction duration. Project Financial Status The low bid received for this project, combined with the engineering services awarded to date to GM BluePlan, in addition to the aforementioned construction detour improvements, is forecasted to exceed the approved project budget amount of $6,645,000.00. 253 The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: Engineering' $ 968,174.92 Construction $ 5,843,640.00 Construction Incentive $ 50,000.00 Project Communications $ 50,000.00 Construction Detour Improvements $ 758,700.00 Net HST (1.76%) $ 134,121.06 Total Projected Costs $ 7,804,635.90 Combined 2019/2020 Approved Capital Budget $ 6,645,000.00 Expenditures to Date (as of March 5, 2020) $ 517,064.00 Forecast Budget Surplus/(Deficit) ($ 1,676,699.90) 'Includes detailed design, tender preparation, construction administration, and inspection services for the anticipated 14-month construction duration. 2Includes a $650,000 contingency allowance. All tenders received were checked by GM BluePlan and found to be compliant with the tender response requirements. Landform Civil Infrastructure Inc.'s bid price is $593,640.00 (11.3%) higher than GM BluePlan's Pretender Engineer's Estimate of $5,250,000.00 and is $90,972.70 lower than the second bidder. GM BluePlan further noted that the greatest impact on the overall project cost relate to the mechanical components of the project likely due to the Contractor's effort required for access related to both the removals of existing and installation of new equipment. Despite higher than expected tender results, staff recommends that Landform Civil Infrastructure Inc. be awarded the King George VI Bridge Rehabilitation Project at a total price of$5,843,640.00 (inclusive of a $650,000 contingency allowance and exclusive of HST), and that the funding deficit be identified in the 2021 Capital Budget. Alternatively, should Council wish to consider accounting for the funding deficit in the current fiscal year, the following 2020 capital projects could be deferred, in addition to utilizing projected surplus funds from ongoing projects nearing completion, and through further project efficiencies- 1. Sunset Road (CR 4) and Talbotville Gore Road $ 150,000.00 Turning Lane Installation 2. Kimble Bridge Replacement $ 486,178.00 3. St. George Street Bridge Rehabilitation (anticipated surplus) $ 109,373.54 4. Chatham Street Slope Rehabilitation (anticipated surplus) $ 250,000.00 TOTAL: $ 995,551.54 254 Construction Incentive and Liquidated Damages A one-time, lump sum construction incentive of$50,000.00 is being offered to the Contractor provided the rehabilitation work is Substantially Performed with the road and bridge open to pedestrian and vehicular traffic and both leaves operable to allow the passage of marine traffic by May 21, 2021 (Victoria Day long weekend). No extensions related to this incentive will be given for additional work or lost working days due to weather. Conversely, contract liquidated damages in the amount of$25,000 for the first calendar day, and $1,000 per day thereafter will be imposed for each and every calendar day delay in achieving the Substantial Performance date. In addition, and through extensive discussion with various community stakeholders, the Contractor is required to ensure the bridge is temporarily reopened to pedestrian and vehicular traffic for the entirety of the annual Dickens' Day weekend activities, November 27-29th, 2020. During such time, the bridge is not required to be operable to allow the passage of marine traffic on these dates. If the Contractor fails to meet this obligation, a penalty of$150,000.00 will be applied. Weather delays or additional work also does not relieve the Contractor from this obligation. Construction Schedule Subject to receipt of Landform Civil Infrastructure Inc.'s construction schedule within the coming days, GM BluePlan still estimates that upwards of approximately 14 months is required to complete the rehabilitation works. Further, at this time the rehabilitation construction work could potentially commence by month's end and is expected to be substantially completed by May 21, 2021. CONCLUSION: Staff recommends award of the project to the successful Contractor. Work on this project could potentially commence by month's end with substantial completion anticipated to be achieved by May 21, 2021. 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. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer Mike Hoogstra Purchasing Coordinator 255 EIg Nr gk sfi, , REPORT TO COUNTY COUNCIL FROM: Brian Lima, Director of Engineering Services DATE: February 21, 2020 SUBJECT: St. George Street Bridge Deck Rehabilitation — Project Award RECOMMENDATIONS: THAT the report titled St. George Street Bridge Deck Rehabilitation — Project Award, be received for information. INTRODUCTION: This report provides details regarding the joint project between the City of St. Thomas and County of Elgin for the St. George Street Bridge rehabilitation of the which is jointly owned by both municipalities. The project tender closed on February 20t", 2020 and the lowest price received was submitted by Clearwater Structures Inc. The contract has been awarded to Clearwater Structures Inc. by the City of St. Thomas on March 2, 2020. DISCUSSION: As part of the County's approved 2020 capital program, the County in partnership with the City of St. Thomas will undertake the bridge deck rehabilitation for the existing St. George Street Bridge which crosses Kettle Creek and forms the boundary between the Municipality of Central Elgin and the City of St. Thomas. As guided by and in accordance with the City's purchasing policy, a request for Tender was released for the St. George Street Bridge Deck Rehabilitation, Contract #20017. A total of six (6) contractors submitted bids which closed on February 20, 2020. Bids were received as follows: Company Bid Price (inclusive of contingency, exclusive of HST) Clearwater Structures Inc. $435,176.20 Facca Incorporated $466,800.00 Landform Civil Infrastructures Inc. $517,170.00 National Structures Inc $531,943.26 Carlin ton Construction Inc. $615,529.00 Sierra Bridge Inc. $666,900.00 Clearwater Structures Inc. submitted the lowest compliant bid for the project at a total price of$435,176.20 exclusive of HST, and is within the established budget. This construction project involves removal of delaminated concrete from various portions of 256 the bridge, preparing the exposed steel reinforcement and installing a new concrete bridge deck and expansion joints. To facilitate the work, St. George Street will be closed to all traffic between March 30t" and May 29t" and a detour will be established by the Contractor as approved by the City and County. A penalty of$1,000 per day will be enforced if the bridge is not re-opened to traffic by May 29t" 2020. Project Financial Status The following summary of estimated costs is provided for review and will be confirmed throughout the project: Engineering' $ 80,099.08 Construction Bid Price $ 435,176.20 Less Joints Provisional Item $ (62,000.00) Net HST (1.76%) $ 7,977.64 Total Projected Costs $ 461,252.92 Elgin County 50% Share $ 230,626.46 Combined 2019/2020 Approved Capital Budget $ 340,000 Forecast Budget Surplus/(Deficit) $ 109,373.54 'Includes design, tender preparation, construction administration, and inspection. CONCLUSION: As guided by, and in accordance with the City's purchasing policy, a Request for Tender No. 2020-010, for the St. George Street Bridge Deck Rehabilitation project was recently released and subsequently awarded to Clearwater Structures Inc. by the City of Thomas on March 2, 2020. The awarded contract value is within the approved project budget. The project will commence on or after March 30, 2020 and is anticipated to be substantially completed by May 29, 2020. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer 257 EIg Nr gk sfi, , REPORT TO COUNTY COUNCIL FROM: Brian Lima, Director of Engineering Services Mike Hoogstra, Purchasing Coordinator DATE: February 21, 2020 SUBJECT: Contract Award — Kimble Bridge Replacement Contract No. 2020-T02 RECOMMENDATIONS: THAT Sterling Ridge Infrastructure Inc. be selected for the Kimble Bridge Replacement Project, Contract No. 2020-T02 at a total price of$495,500 inclusive of a $40,000 contingency allowance and exclusive of H.S.T.; THAT projected surplus funds from the St. George Street Bridge Deck Rehabilitation Project in the amount of$50,000 be reallocated towards the Kimble Bridge Replacement Project capital budget to offset a funding deficit; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. INTRODUCTION: As part of the approved 2020 Capital Budget, a tender was advertised and issued as per the County's Procurement Policy for the Kimble Bridge Replacement project. Kimble Bridge is a 6.1 m span concrete rigid frame bridge originally constructed in 1940. The bridge is located on Fingal Line (CR 16) west of Mill Road in the Township of Southwold. DISCUSSION: A total of fifteen (15) contractors downloaded tender documents for this project. Five (5) contractors submitted bids for this tender which closed on February 20, 2020. Bids were received as follows: Company Bid Price (inclusive of contingency, exclusive of HST Sterling Ridge Infrastructure Inc. $4957500.00 South Shore Contracting $5477675.00 Murray Mills Excavating $5697387.00 Intrepid General $5757822.70 National Structures $7857499.00 258 Sterling Ridge Infrastructure Inc. submitted the lowest compliant bid for the project at a total price of$495,500.00 inclusive of a $40,000 contingency allowance and exclusive of HST. Project Financial Status The following summary of estimated costs is provided for review and will be confirmed throughout the project: Engineering' $ 106,730.00 Construction_ $ 495,500.00 Net HST (1.76%) $ 10,599.25 Total Projected Costs $ 612,829.25 Combined 2019/2020 Approved Capital Budget $ 565,000 Forecast Budget Surplus/(Deficit) ($ 47,829.25) 'Includes design, tender preparation, construction administration, and inspection. All tenders received were checked by the County's consultant (GM BluePlan) and found to be compliant with the tender response requirements. Sterling Ridge Infrastructure Inc.'s bid price is $40,115.00 (7.72%) higher than GM BluePlan's Engineer's Estimate and is $58,957.75 (9.53%) lower than the second bidder. GM BluePlan further noted that Sterling Ridge Infrastructure Inc.'s bid is a quality bid with no apparent anomalies or imbalances, is in line with their Engineer's Estimate, that Sterling Ridge Infrastructure Inc. is a reputable contractor whom their firm are familiar with for bridge and culvert work, and is subsequently recommended for award. The low bid received for this project, combined with the engineering services awarded to GM BluePlan by Council at its March 26, 2019 meeting, is forecasted to exceed the approved project budget amount by $47,829.25. It is therefore recommended that projected surplus funds from the St. George Street Bridge Deck Rehabilitation Project in the amount of$50,000 be reallocated towards the Kimble Bridge Replacement Project capital budget to offset the funding deficit. CONCLUSION: Work on this project is expected to commence in July with substantial completion anticipated to be achieved in late September 2020. Fingal Line will be closed for this bridge replacement project and a signed detour route will be in place. 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. 259 All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer Mike Hoogstra Purchasing Coordinator 260 -Y`��' REPORT TO COUNTY COUNCIL FROM: Brian Lima, Director of Engineering Services DATE: February 27, 2020 SUBJECT: Avon Drive (CR 37) — Boundary Road Agreement RECOMMENDATION: THAT the proposed draft Boundary Agreement between Elgin (County) and Thames Centre (Municipality) be approved and that the Warden and Chief Administrative Officer be directed and authorized to sign the Agreement. INTRODUCTION: The Boundary Road Agreement, regulating respective responsibilities for maintenance, repair, and improvement of Avon Drive (also known as County Road 37) and as made between the County of Elgin and the Municipality of Thames Centre, has expired and as a result, a new agreement formally addressing those issues should now be negotiated and signed. The terms for a new Agreement has been negotiated by Engineering Services and the County Solicitor has reduced those terms to a written Agreement — it is understood that the proposed Agreement is acceptable to Thames Centre. This Report seeks Council's approval to enter into the new Agreement. DISCUSSION: A significant portion of Avon Drive (CR 37), for a length of approximately 15.6 km and extending from Canterbury Place Belmont to Putnam Road in the Township of Malahide, is a shared boundary road between the County of Elgin and the Municipality of Thames Centre. Municipality of Thames Centre and Elgin County engineering staff have agreed to split the boundary road west and east of Imperial Road (CR 73). Each party will have full operational and capital responsibilities for their respective section. The County Solicitor has prepared a written Agreement incorporating the terms as negotiated amongst staff (Appendix A, attached). The Agreement will come into effect upon execution by authorized officials of each municipality. The proposed new Agreement is acceptable to the staff of Thames Centre, who are seeking approval from Thames Centre Municipal Council. CONCLUSION: The existing Boundary Road Agreement for Avon Drive (CR 37) has expired. Staff from both the Municipality of Thames Centre and Elgin County have agreed to the new terms 261 to manage the said boundary road and those terms have been incorporated within a draft Boundary Road Agreement. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer 262 THIS AGREEMENT made in triplicate this day of , 2020. BETWEEN: THE CORPORATION OF THE MUNICIPALITY OF THAMES CENTRE (hereinafter called the "Thames Centre") OF THE FIRST PART And CORPORATION OF THE COUNTY OF ELGIN (hereinafter called the "Elgin") OF THE SECOND PART WHEREAS Thames Centre and Elgin are municipal corporations established pursuant to the laws of the Province of Ontario; AND WHEREAS Thames Centre and Elgin exercise jurisdiction over highways pursuant to Municipal Act, 2001. S.O. 2001, c. 25, as amended (hereinafter"Act'); AND WHEREAS, pursuant to and in accordance with the Act, and as a boundary line between Thames Centre and Elgin,Thames Centre and Elgin have joint jurisdiction over Avon Drive(also known as County Road 37)between Canterbury Place in the Community of Belmont in the Municipality of Central Elgin and Pigram Road (also known as County Road 54)as forming the boundary between Elgin County and Thames Centre; AND WHEREAS Thames Centre and Elgin have reached agreement by which each municipality shall maintain and keep in good repair the full width of a portion of the said Avon Drive and otherwise as to a process for capital improvements in relation to the said Avon Drive and wish to reduce the terms and conditions of such agreement to writing; NOW THEREFORE, in consideration of the payment of ONE DOLLAR ($1.00) now paid by each Party to the other and the mutual covenants and commitments as herein set forth, the sufficiency and receipt of which consideration is hereby acknowledged, the Parties hereto agree as follows: 1.0 DEFINITIONS 1.1 "Agreement' means this Agreement as detailing maintenance responsibilities and protocol for capital improvements for Avon Drive as a boundary highway between Thames Centre and Elgin, including the following Schedules: Schedule "A" — identifying the stretch of Avon Drive to be maintained by Elgin Schedule "B" — identifying the stretch of Avon Drive to be maintained by Thames Centre Schedule"C"—identifying maintenance/repair activities to be performed by Elgin and Thames Centre upon their respective stretches of Avon Drive 263 Schedule"D"—identifying capital improvement activities in relation to Avon Drive. 1.2 "Boundary Highway" means that stretch of Avon Drive (also known as County Road 37)forming the boundary between the Municipality of Thames Centre in the County of Middlesex and the Township of Malahide in the County of Elgin and more particularly located between the easterly pavement limit of Canterbury Place in the Community of Belmont to the westerly pavement limit of Pigram Road (also known as County Road 54). 1.3 "Business Day" means any day other than a Saturday, Sunday, public holiday, other day during which chartered banks in Ontario are authorized or required by law to be closed or any other day during which administrative offices of Thames Centre or Elgin are closed. 1.4 "Capital Improvement' means, in respect of the Boundary Highway, the activities listed in Schedule"D". 1.5 "Contract Administrator" means an individual appointed by each of Thames Centre and Elgin, or his or her designate, to oversee the administration of the Agreement. 1.6 "Developing Municipality" means either Thames Centre or Elgin within which a Development occurs or is proposed. 1.7 "Development' means and includes any one of the following activities 1.7.1 The passing of a zoning by-law, or an amendment to a zoning by- law under section 34 of the Planning Act; 1.7.2 The approval of a site plan under section 41 of the Planning Act; 1.7.3 The approval of a minor variance under section 45 of the Planning Act which involves a change in use, intensification of use or expansion of use; 1.7.4 A conveyance of land to which a by-law passed under subsection 50(7)of the Planning Act applies; 1.7.5 The approval of a Plan of Subdivision under section 51 of the Planning Act; 1.7.6 A consent under section 53 of the Planning Act; 1.7.7 The approval of a description under sections 8 or 9 of the Condominium Act, 1998; 1.7.8 The issuing of a permit under the Building Code Act, 1992, in relation to a building or structure; 1.7.9 The issuing of any permits or permissions allowing occupancy on the Highway of any facility such as a publicly or privately owned utility; or, 1.7.10 The issuing of a permit to allow entrances onto the Highway. 1.8 "Elgin" means the Corporation of the County of Elgin ("Elgin"). 1.9 "Highway" means a highway as defined in the Municipal Act, 2001, S.O. 2001, c.25, as amended. 264 1.10 "Joint Jurisdiction" has the meaning set forth in the Act and in particular Section 29 thereof. 1.11 "Maintenance and Repair" means, in relation to the Boundary Highway, those activities undertaken and completed in the routine maintenance and repair of a Highway, as contemplated by the Act and all applicable regulations, including but not limited to the Minimum Maintenance Standards for Municipal Highways Regulation, O.Reg.239/02, as amended and in effect during the Term of this Agreement, or any successor statute or regulation(s)thereto (collectively referred to as "Maintenance Legislation")and which shall be conducted in accordance with the specifications in the Maintenance Legislation and/or this Agreement. For greater clarity, Maintenance and Repair activities include but are not limited to the activities listed in Schedule"C" hereto but exclude these Capital Improvement activities listed in Schedule"D" hereto. 1.12 "Thames Centre" means The Corporation of the Municipality of Thames Centre. 2.0 MAINTENANCE AND REPAIR RESPONSIBILITIES—BOUNDARY HIGHWAY 2.1 Elgin agrees to undertake, carry out, and complete Maintenance and Repair activities on that stretch of the Boundary Highway identified in Schedule"A"to this Agreement. 2.2 Thames Centre agrees to undertake, carry out, and complete Maintenance and Repair activities on that stretch of the Boundary Highway identified in Schedule"B" hereto. 3.0 MAINTENANCE AND REPAIR STANDARDS—BOUNDARY HIGHWAY 3.1 Elgin and Thames Centre shall each perform any and all Maintenance and Repair activities as contemplated by this Agreement in accordance with, as a minimum threshold, the requirements of the Maintenance Legislation. 4.0 NET COST OF MAINTENANCE AND REPAIR STANDARDS—BOUNDARY HIGHWAY 4.1 Prior to January 1 of each calendar year of the Term of this Agreement, Elgin and Thames Centre shall agree upon the cost of Maintenance and Repair activities to be undertaken, carried out, and completed upon the Boundary Highway for the next calendar year, at all times to be measured on a per kilometre basis. 4.2 On or before January 31 of each calendar year of the Term of this Agreement, the Party undertaking, carrying out, and to be completed upon the longest stretch of the Boundary Highway for the then current calendar year shall prepare and issue to the other Party an invoice for the net greater costs of its Maintenance and Repair activities for the said calendar year and the recipient Party shall pay the amount of such invoice to the issuing Party on or before March 1 of the then current calendar year. 4.3 For purposes of clarity, Elgin and Thames Centre acknowledge and agree that the length of the stretch of the Boundary Highway to be maintained and repaired by Elgin in calendar year 2020 exceeds the length of the stretch of the Boundary Highway to be maintained and repaired by Thames Centre by 1.413 kilometres. 4.4 At an agreed-upon Maintenance and Repair activities rate of$4,926.50 per kilometre for calendar year 2020,the net cost to be charged and invoiced by Elgin to Thames Centre shall be $6961.14, exclusive of taxes. 265 5.0 CAPITAL IMPROVEMENTS—BOUNDARY HIGHWAY 5.1 Notwithstanding any other provisions herein, neither Party Municipality to this Agreement shall commence, undertake, or complete any Capital Improvement to the Boundary Highway without first having sought and obtained written approval from the Councils of both Thames Centre and Elgin at least one (1)year prior to the commencement of such Capital Improvement activities upon the Boundary Highway and, further thereto, the Party Municipalities hereto have entered into a written cost-sharing agreement for the said Capital Improvement. 5.2 The requirements of section 5.1 do not apply to a Capital Improvement to the Boundary Highway necessitated by a Development within either Elgin or Thames Centre,then as the Developing Municipality, in which circumstances the requirements of section 6.0 apply. 6.0 DEVELOPMENT NECESSITATING CAPITAL IMPROVEMENT 6.1 In the event that a Capital Improvement to the Boundary Highway is necessitated by a Development within either Elgin or Thames Centre, then the Developing Municipality shall notify the other Party Municipality hereto of the said proposed Development prior to the granting of any approval therefor by the Developing Municipality and, further thereto, shall approve, allow, permit, or undertake such Capital Improvement to the Boundary Highway on the following terms and conditions: 6.1.1 The Developing Municipality shall obtain prior approval for such Capital Improvement from the other Party Municipality by written agreement executed by the Parties hereto (save and except when such Capital Improvement is limited to an Entrance Permit onto the Boundary Highway, in which circumstances delivery of a photocopy of such Entrance Permit to the other Party Municipality as soon as reasonably possible after issuance thereof is sufficient notice to the other Party Municipality and,furthermore, is deemed to be approval from the said other Party Municipality). 6.1.2 The Developing Municipality shall bear full responsibility for the costs relating directly to such Capital Improvements and the other Party Municipality shall bear none of the costs relating directly to such Capital Improvements. 6.1.2 Nothing in this section shall derogate from the obligations of each Party hereto for Maintenance and Repair on the Boundary Highway pursuant to the terms of this Agreement. 7.0 INDEMNIFICATION 7.1 Thames Centre covenants and agrees that it shall indemnify, defend and save harmless Elgin from any liability, cost,demands,damages, expenses, claims and suits arising out of or in any way related to the obligations of Thames Centre to carry out the work or otherwise meet the obligations provided for in this Agreement, including the failure to perform such work adequately or at all, except to the extent that same is caused by the negligence or wilful misconduct of Elgin. This indemnity shall survive the early termination or expiry of this Agreement. 7.2 Elgin covenants and agrees that it shall indemnify, defend and save harmless Thames Centre from any liability, cost, demands, damages, expenses, claims and suits arising out of or in any way related to the obligations of Elgin to carry out the work or otherwise meet the obligations provided for in this Agreement, including the failure to perform such work adequately or at all, except to the extent that same is caused by the 266 negligence or wilful misconduct of Thames Centre. This indemnity shall survive the early termination or expiry of this Agreement. 7.3 Notwithstanding anything to the contrary contained in this Agreement, and subject to any applicable legislation and the ability of a Party to protect its own rights in the face of litigation against that Party, each Party agrees to assist the other party in a timely manner in terms of the provision of information relevant to any claims that are made against the other Party with respect to either Party's obligations assumed under this Agreement. 8.0 RECIPROCAL INSURANCE 8.1 During the term of this Agreement, each Party hereto shall obtain and maintain in full force and effect,Comprehensive General Liability Insurance naming the other Party as an additional insured regarding their respective obligations under the Agreement. Each Party shall also maintain Automobile Liability Insurance for owned vehicles and Non-Owned Automobile Liability Insurance for non-owned vehicles as may be used in relation to activities contemplated by this Agreement. Each of the required coverages shall have limits of not less than Twenty Million Dollars ($20,000,000.00) per occurrence, and shall be issued by insurance companies licensed to carry on business in the Province of Ontario. 8.2 Upon request, each Party shall deposit with the Contract Administrator for the other Party such evidence of its insurance as required under this Agreement. Each Party shall take all reasonable steps to not do or omit to do anything that would impair or invalidate the insurance policies. 8.3 The insurance coverages shall in no manner discharge, restrict or limit the liabilities and obligations assumed by the Parties under this Agreement. 9.0 APPOINTMENT OF CONTRACT ADMINISTRATORS/MAINTENANCE RECORDS/AMENDMENT OF SPECIFIED SECTIONS 9.1 Each Party has appointed the following to act as Contract Administrator for that party: Director of Transportation Municipality of Thames Centre 4305 Hamilton Road Dorchester, Ontario NOL 1G3 County Engineer Corporation of the County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 9.2 Each Contract Administrator shall ensure that detailed maintenance and communications logs and other records relevant to the Maintenance and Repair requirements of this Agreement ("Maintenance Records") are maintained with respect to the respective Parties' obligations under this Agreement. These Maintenance Records shall be available for review and/or copying by the other Municipality upon request. Any records reviewed and/or copied pursuant to this provision shall be kept in the strictest of confidence, subject only to the requirements of applicable privacy and freedom of information laws and any other provision of this Agreement. 9.3 Each Contract Administrator shall be responsible for providing the other Party with written notice as soon as reasonably aware of the following: 267 9.3.1 The amalgamation of one Party's jurisdiction with another jurisdiction; 9.3.2 Any proposed change of name or jurisdiction for either Party hereto; 9.3.3 Any proposed change of name the Boundary Highway; 9.3.4 Any proposed change of speed limits of the Boundary Highway; 9.3.5 Any changes, additions or removal of any signs erected on the Boundary Highway;; 9.3.6 Any change to the class of the Boundary Highway for purposes of the Maintenance Legislation. 9.4 In the event of any proposed changes related to the Boundary Highway,the Party proposing to make the change shall not make said change without obtaining the prior written consent of the other Party Municipality, which consent shall not be unreasonably withheld. 9.5 In the event of any changes identified in 9.3.1,9.3.2 or 9.3.3,this Agreement shall be amended accordingly. 9.6 For greater certainty,the changes identified in 9.3.4,9.3.5,or 9.3.6 shall not require an amendment to this Agreement. 9.7 For further greater certainty, any changes and/or amendments to this Agreement, including without limitation, any changes to Maintenance and Repair activities conducted by either or both Parties hereto, shall be approved by the Council of each Party hereto. 10.0 GENERAL PROVISIONS 10.1 This Agreement is deemed to come into force and effect on the day of its execution by both Parties hereto authorized by By-law and shall continue in force for a period of five (5) years therefrom, unless terminated in accordance with subsection 10.2. This Agreement shall automatically renew for two (2) additional five (5) year terms, to a maximum of ten (10) years, unless terminated in accordance with subsection 10.2 hereto. 10.2 This Agreement may be terminated by either party upon sixty(60)days prior written notice to the Contract Administrator of the other Party. 10.3 This Agreement shall be construed in accordance with the laws of the Province of Ontario and the laws of Canada applicable therein. 10.4 Save and except as set forth in subsection 9.6 above, no amendment or variation to this Agreement or of any of the terms hereof shall be binding upon the Parties hereto, unless the same is in writing and properly authorized and executed by both Parties to this Agreement. 10.5 This Agreement shall not be assigned by either Party without the prior written consent of the other Party. 10.6 It is understood and agreed by the Parties hereto that they are and shall be independent contractors and that nothing herein is intended to make either Party an agent, legal representative,subsidiary,joint venture, partner,fiduciary, employee, or servant of the other Party for any purpose. 10.7 This Agreement contains the entire understanding between the Parties with respect to the subject matter contained herein.All other responsibilities,duties, liabilities or other rights and/or powers of the 268 respective jurisdictions, statutory or otherwise, remain unaffected unless specifically addressed herein. 10.8 Where there is any conflict between any provision of this Agreement and any provision of the Municipal Act, 2001 as amended, the provision of the Municipal Act, 2001 shall prevail to the extent required to resolve such conflict. 10.9 All references to a day or days in this Agreement shall mean a Business Day or Business Days. 11.0 DEFAULT 11.1 No consent or waiver, expressed or implied, by any Party hereto of any breach or default by any other Party hereto in the performance of its obligations hereunder shall be deemed to be or construed to be a consent to or waiver of any other breach or default in the performance by such other Party of the same or any other obligations of such Party hereunder. Failure on the part of any Party to complain of any act, or failure to act,of any other Party or to declare the other party in default, irrespective of how long such failure continues, shall not constitute a waiver by the first mentioned Party of its rights hereunder. 12.0 DISPUTE RESOLUTION 12.1 In the event of a dispute between the Parties to the Agreement arising pursuant to this Agreement,the Contract Administrators agree to engage in good faith negotiations with a view to resolving the dispute. 12.2 In the event the Contract Administrators are unable to resolve a dispute within twenty (20) days as of the date the dispute arose, the Parties agree to appoint a Committee comprised of three (3)members appointed by each Party("Dispute Committee") in order to resolve the dispute. 12.3 In the event the Dispute Committee is unable to resolve the dispute within thirty (30) days as of the date the dispute was brought before the Dispute Committee,the Parties agree to submit the said dispute to arbitration under the rules of the Arbitration Act, 1991, S.O. 1991, c.17, as amended and as it exists from time to time. This part of the Agreement is not intended to apply to third party tort litigation. 12.4 Nothing contained herein shall be construed as waiving any additional rights in law or in equity of either Party with respect to this Agreement. (The balance of this page remains blank intentionally.) 269 13.0 ENUREMENT 13.1 The within Agreement is binding upon and enures to the benefit of the Parties hereto and their respective heirs, executors, successors, administrators, and assigns, as the case may be. IN WITNESS WHEREOF the Parties hereto have affixed their respective corporate seals over the signatures of municipal officials and/or officers duly authorized to do so at the place and on the date(s) indicated below. SIGNED AND SEALED ) At )The Corporation of the Municipality of Ontario, on the day of )Thames Centre , 2020 ) per: Name: Alison Warwick Position: Mayor per: Name: Mike Henry Position: Chief Administrative Officer We have authority to bind the Corporation Corporation of the County of Elgin SIGNED AND SEALED ) At Central Elgin, ) Ontario, on the day of ) , 2020 ) per: Name: David Mennill Position: Warden per: Name: Julie Gonyou Position: Chief Administrative Officer We have authority to bind the Corporation 270 SCHEDULE "A" Stretch of Boundary Highway Maintained and Repaired by Elgin Avon Drive (County Road 37), from the easterly pavement limit of Imperial Road (County Road 73)to the westerly pavement limit at its intersection with Pigram Road (County Road 54), encompassing a distance of 8.512 km. 271 SCHEDULE "B" Stretch of Boundary Highway Maintained and Repaired by Thames Centre Avon Drive (County Road 37), from the eastern pavement limit of Canterbury Place in the Community of Belmont in the Municipality of Central Elgin to the westerly pavement limit at its intersection with Imperial Road (County Road 73), encompassing a distance of 7.099 km. 272 SCHEDULE "C" MAINTENANCE AND REPAIR ACTIVITIES 1. Asphalt patching 2. Tree trimming and removal 3. Grass and vegetation control 4. Roadway drainage system maintenance 5. Culvert cleaning, repair and replacement 6. Guiderail maintenance 7. Bridge washing and minor repairs 8. Responding to public concerns 9. Emergency response and repairs 10. Pavement marking maintenance 11. Environmental protection 12. Plow damage (sod and mailboxes) End 273 SCHEDULE "D" CAPITAL IMPROVEMENT ACTIVITIES Capital Improvement Activities including but not limited to: 1. Utility relocations required for road reconstruction 2. Design, environmental assessment, tendering and construction administration 3. Traffic control during construction 4. New and replacement bridges and centerline culverts 5. Rehabilitation of bridges and centerline culverts 6. Gravel roadway resurfacing 7. Road realignment,widening, grade revisions, intersection improvements 8. Excavation 9. Placing earth fill and granular base 10. Hot mix asphalt paving or surface treatment 11. Storm sewers, catch basins, curbs and gutters 12. Sidewalks 13. Illumination 14. Traffic Signals 15. Signing replacement or enhancement required for road reconstruction 16. Guiderail systems 17. Topsoil on slopes, seeding, sodding, tree planting and other landscaping required to restore roadsides after road reconstruction 18. Environmental protection 19. Issuance of entrance permits End 274 DATED this day of ,2020. BETWEEN : THE CORPORATION OF THE MUNICIPALITY OF THAMES CENTRE -and - CORPORATION OF THE COUNTY OF ELGIN Boundary Highway Agreement (Avon Drive) Stephen H. Gibson 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Elgin County Solicitor 275 Elg mi�n,',, �_Y`t'l��' REPORT TO COUNTY COUNCIL FROM: Brian Lima, Director of Engineering Services Mike Hoogstra, Purchasing Coordinator DATE: February 28, 2020 SUBJECT: Approval to Award Tender No. 2020-T09 —Wonderland Road Reconstruction RECOMMENDATION: THAT staff award Tender No. 2020-T09 —Wonderland Road Reconstruction according to the County's Purchasing Policy and within budget allocations; THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract; and, THAT staff report back to Council with the results at the April 28, 2020 Council meeting. INTRODUCTION: Staff has issued a tender, per the County's purchasing policy, to accelerate a project timeline that forms part of the capital budget. This report is requesting permission for staff to award one tender prior to the April 28, 2020 Council Meeting in an effort to expedite the project. The tender will be awarded following the County's Purchasing Policy. DISCUSSION/CONCLUSION: Tender No. 2020-T09 has been issued for the Wonderland Road Reconstruction project of which is included in the approved capital budget, from the City of London boundary limit to a south limit of approximately 500m west of Ron McNeil Line (CR 52), located within the Township of Southwold. The tender is scheduled to close March 12, 2020 and the next Council meeting is scheduled for April 28, 2020. This project is tentatively scheduled to start April 2, 2020 and is to be completed by August 20, 2020. In order to expedite the project, staff is requesting permission to award this tender, if the lowest compliant tender is selected and within the $5,045,000 project budget allocation. Results will be reported to County Council at the April 28, 2020 meeting. All of which is Respectfully Submitted, Approved for Submission, Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer Mike Hoogstra Purchasing Coordinator 276 _Y`��' REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh — Director of Financial Services DATE: February 26, 2020 SUBJECT: 2020 Annual Repayment Limit RECOMMENDATION: THAT the report titled "2020 Annual Repayment Limit" dated February 26, 2020 be received and filed. INTRODUCTION: Every year the province publishes the Annual Repayment Limit (ARL) for each municipality. For 2020, the ARL for Elgin County is $8,746,999. DISCUSSION: The Annual Repayment Limit may be generally summarized as the maximum amount that a municipality in Ontario can pay each year (without first going to the Local Planning Appeal Tribunal) in principal and interest payments for its long-term debt and other long-term financial commitments. The ARL is set at 25 percent of annual own- source revenues (such as property taxes, user fees and investment income), less annual existing long-term debt service costs and payments for other long-term financial obligations. The county has own-source revenues of almost $29 million which would translate into an ARL of$11.5 million if the consolidated county had no debt obligations. Although Elgin County does not currently have any debt obligations of its own, the consolidated Elgin County entity contains a portion of the debt obligations of Southwestern Public Health. After deducting Public Health's interest and principal payments from the $11.5 million own-source revenue, the resulting ARL is $8.7 million. As an example, the province has calculated that this ARL would allow Elgin to take on $67 million in debt at 5% with a ten-year term. Elgin's ten-year plan that was approved by Council on February 12, 2020 included borrowing $35 million with a ten-year repayment term. This would leave over $30 million in available debt capacity based on a 5% interest rate. Current interest rates available from Infrastructure Ontario are 2.4%, translating into $4 million in repayment and interest charges annually on a $35 million ten-year loan, leaving $4.7 million in available ARL after Elgin assumes the planned debt. CONCLUSION: Even after taking on $35 million in debt in the coming years, Elgin will still have significant flexibility available in the remaining ARL to take on further debt if an unanticipated need arose. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Julie Gonyou Director of Financial Services 277 Chief Administrative Officer Ontario 0 Ministry of Municipal Affairs and Housing Ministere des affaires municipales et du logement 777 Bay Street, 777 rue Bay, Toronto,Ontario M5G 2E5 Toronto(Ontario) M5G 2E5 MMAH CODE: 44000 MUNID: 34000 MUNICIPALITY: Elgin Co UPPER TIER: REPAYMENT LIMIT: $ 8,746,999 The repayment limit has been calculated based on data contained in the 2018 Financial Information Return, as submitted to the Ministry. This limit represents the maximum amount which the municipality had available as of December 31, 2018 to commit to payments relating to debt and financial obligation. Prior to the authorization by Council of a long term debt or financial obligation, this limit must be adjusted by the Treasurer in the prescribed manner. The limit is effective January 01, 2020 FOR ILLUSTRATION PURPOSES ONLY, The additional long-term borrowing which a municipality could undertake over a 5-year, a 10-year, a 15-year and a 20-year period is shown. If the municipalities could borrow at 5%or 7%annually,the annual repayment limits shown above would allow it to undertake additional long-term borrowing as follows: (a) 20 years @ 5%p.a. $ 109,006,935 (a) 15 years @ 5%p.a. $ 90,790,853 (a) 10 years @ 5%p.a. $ 67,542,004 (a) 5 years @ 5%p.a. $ 37,869,926 (a) 20 years @ 7%p.a. $ 92,665,827 (a) 15 years @ 7%p.a. $ 79,666,910 (a) 10 years @ 7%p.a. $ 61,435,257 (a) 5 years @ 7916' p.a. $ 35,864,421 ill uiu�� m m iu �I II ooi i m 278 u III I...... IIIIIIIpq 0 roe ::::a " ::::::: IIIIIIII U 0 , I m i Debt Charges for the Current Year 0210 Principal(SLC 74 3099 01). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2,669,737 0220 Interest(SLC 74 3099 02). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73,532 0299 Subtotal 2,743,269 0610 Payments for Long Term Commitments and Liabilities financed from the consolidated statement of operations(SLC 42 6010 01). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 9910 Total Debt Charges L.............. 2,1143,26„9 Amounts Recovered from Unconsolidated Entities 1010 Electricity-Principal(SLC 74 3030 01). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 1020 Electricity-Interest(SLC 74 3030 02). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 1030 Gas-Principal(SLC 74 3040 01). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 1040 Gas-Interest(SLC 74 3040 02). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 1050 Telephone-Principal(SLC 74 3050 01). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 1060 Telephone-Interest(SLC 74 3050 02). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 1099 Subtotal 1410 Debt Charges for Tile Drainage/Shoreline Assistance(SLC 74 3015 01+SLC 74 3015 02) . . . . . . . . . . . . . . . . . . 0 1411 Provincial Grant funding for repayment of long term debt(SLC 74 3120 01 +SLC 74 3120 02). . . . . . . . . . . . . . . . 0 1412 Lump sum(balloon)repayments of long term debt(SLC 74 3110 01 +SLC 74 3110 02). . . . . . . . . . . . . . . . . . . . . 0 1420 Total Debt Charges to be Excluded 9920 Net Debt Charges L..............p....2..743..269...4 is= 1610 Total Revenue(SLC 10 9910 01). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74,614,067 Excluded Revenue Amounts 2010 Fees for Tile Drainage/Shoreline Assistance(SLC 12 1850 04). . . . . . . . . . . . . . . . . . . . . . . . . . . . . L............................ 0„ 2210 Ontario Grants,including Grants for Tangible Capital Assets(SLC 10 0699 01+SLC 10 0810 01+SLC10 0815 01). . . . . . 23,940,738 2220 Canada Grants,including Grants for Tangible Capital Assets(SLC 10 0820 01 +SLC 10 0825 01). . . . . . . . . . . . . . 1,718,491 2225 Deferred revenue earned(Provincial Gas Tax)(SLC 10 830 01). . . . . . . . . . . . . . . . . . . . . . . . 0 2226 Deferred revenue earned(Canada Gas Tax)(SLC 10 831 01). . . . . . . . . . . . . . . . . . . . . . . . 0 2230 Revenue from other municipalities including revenue for Tangible Capital Assets(SLC 10 1098 01 +SLC 10 1099 01). . . . 2,993,768 2240 Gain/Loss on sale of land Et capital assets(SLC 10 1811 01). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 2250 Deferred revenue earned(Development Charges)(SLC 10 1812 01). . . . . . . . . . . . . . . . . . . . . . . . . . . 0 2251 Deferred revenue earned(Recreation Land(The Planning Act))(SLC 10 1813 01). . . . . . . . . . . . . . . . . . . . . 0 2252 Donated Tangible Capital Assets(SLC 53 0610 01). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 2253 Other Deferred revenue earned(SLC 10 1814 01). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 2254 Increase/Decrease in Government Business Enterprise equity(SLC 10 1905 01). . . . . . . . . . . . . . . . . . . . . 0 2255 Other Revenue(SLC 10 1890 01+SLC 10 1891 01+SLC 10 1892 01+SLC 10 1893 01+SLC 10 1894 01 2299 +SLC 10 1895 01+SLC 10 1896 01+SLC 10 1897 01+SLC 10 1898 01). • • • . . . Subtotal 2$'6.521'.9.97... 2410 Fees and Revenue for Joint Local Boards for Homes for the Aged. . . . . . . . . . . . . . . . . . . . . . . . . . . . O,„�� 2610 Net Revenues 2620 25%of Net Revenues L. ..�..�.4.90.26,8... 9930 ESTIMATED ANNUAL REPAYMENT LIMIT (25%of Net Revenues less Net Debt Charges) SLC denotes Schedule,Line Column. i iio�_ _ui oo i of uo i ooi�i i of of ooi o 279 Ministry of Ministere des 5 Municipal Affairs Affalres munioipales and Housing et du Logernent Office of the Minister Bureau du ministre Ontario 777 Bay Street, 17{h FI'>oor 7'77, rue Bay, 1"7e etage Toronto ON M5G 2E5 Toronto ON M5G 2E5 Tel'.:416 585-7000 Tel. :416 585-7000 February 25, 2020 Dear Municipal Treasurer, I am pleased to enclose a report showing your municipality's 2020 Annual Repayment Limit (ARL) respecting long-term debt and financial obligations. Your 2020 ARL was calculated based on 25 percent of your net own source revenues as reported in your 2018 Financial Information Return (FIR). Municipalities in Ontario are responsible for ensuring that they do not exceed their ARL. When a municipality, proposes long-term borrowing (or other long-term financial obligation), the municipal treasurer is responsible for updating the limit provided by the Ministry. The treasurer must determine if there is capacity within the municipality's ARL to undertake the planned borrowing. Schedule 81 of the FIR may be among the schedules of interest to the treasurer when updating the municipality's ARL. If you require any further information, please contact the appropriate Municipal Service Office of the Ministry of Municipal Affairs (list enclosed.). Yours truly, a1- aspar Hall Director Enclosures 280 r Ministry oaf Ministere dies i Municipal Affairs .Affaires►nunicipal'es r and Housing et du Logernent Office of the Minister Bureau du ministre Ontario 777 Bay Street, 171h Floor 777, rue Bay, 17'etage Toronto ON M5G 2E5 Toronto ON M5G 2E5 Tel.:416 585-7000 T61. :416 585-7000 25 fevrier 2020 Destinataires: Tresoriers et secretaires-tresoriers municipaux, C'est avec plaisir que je vous fail parvenir le rapport indiquant la capacite d'emprunt annuelle maximale pour 2020 de votre municipalite en ce qui concerne la dette et les obligations financieres a long terme. Le calcul de la capac'ite d"emprunt annuelle maximale de 2020 pour votre municipalite est fonde sur un montant representant 25 pour cent des recettes propres du fonds d'administration que vous avez indiquees dans votre Rapport d'information financiere 2018. Les municipalites de I'Qntario doivent s°assurer de ne pas depasser le plafond de remboursement annuel. Lorsqu"une municipalite propose un emprunt a long terme (ou toute autre obligation financiere a long terme), le tresorier municipal doit mettre a four le plafond maximal fourni par le ministere. Le tresorier municipal doit determiner si le plafond de remboursement annuel de la municipalit6 permet d'aller de I'avant avec 1`emprunt prevu. Le tresorier pourrait prendre en consideration I'annexe 81 du Rapport d'information financiere lorsqu'il met a jour Ila capacite d'emprunt annuelle maximale de la municipalite. Si vous avez besoin de renseignements supplementaires, veuillez communiquer avec le bureau des services aux municipalites (voir la liste ci-apres) du ministere des Affaires municipales. Veuillez agreer, Madame, Monsieur, 1'expression de mes meilleurs sentiments. Le directeur, Caspar Hall p•j- 281 Municipal Finance Matters Annual Repayment Limit What is the Annual Repayment Limit? The Annual Repayment Limit (ARL) may be generally summarized as the maximum amount that a municipality in Ontario can pay each year (without first going to the Local Planning Appeal Tribunal) in principal and interest payments for its long-term debt and other long-term financial commitments. For most municipalities (not including Toronto) the ARL is set at 25 percent of their annual own- source revenues (such as property taxes, user fees and investment income), less their annual existing long-term debt service costs and payments for other long-term financial obligations. Municipalities may only exceed their ARL with the prior approval of the Local Planning Appeal Tribunal (LPAT). For more information about the ARL, please see O. Reg. 403/02 (Debt and Financial Obligation Limits) on https://www.ontario.ca/laws/regulation/020403. Role of the Ministry of Municipal Affairs and Housing The Ministry of Municipal Affairs and Housing issues an updated ARL statement to municipalities once a year. The ARL statement is typically sent to each municipality at the beginning of the calendar year and reflects the most recent financial information submitted by the municipality in its Financial Information Return (FIR), available on https://efis.fma.csc.gov.on.ca/fir/Welcome.htm. How Does the Ministry Calculate the ARL? * The calculation of the ARL involves a number of steps. The ministry first determines the municipality's annual own-source revenue from sources such as property taxes, user fees and investment income. The ministry then calculates the amount that is 25 percent of the municipality's annual own-source revenue. Finally, the ministry subtracts the municipality's annual existing debt service costs and payments for other long-term financial obligations from the 25 percent figure to arrive at the ARL. Ministry of Municipal Affairs and Housing Municipal Finance Policy Branch,2018 The ministry calculates 25 percent of the municipality's annual own-source revenue: The ministry subtracts municipal debt and other financial obligations to determine the ARL: IIII�1U111U1 Jl �� III�� mill For details on specific municipalities, please see https://efis.fma.csc.gov.on.ca/fir/ViewARL.htm *For illustrative purposes only Role of Municipalities Municipalities in Ontario are responsible for ensuring that they do not exceed their ARL. When a municipality proposes long-term borrowing (or other long-term financial obligation), the municipal treasurer is responsible for updating the limit provided by the ministry. The treasurer must determine if there is capacity within the municipality's ARL to undertake the planned borrowing. Local Planning Appeal Tribunal (LPAT) Applications and appeals in relation to a range of matters are brought before the LPAT (formerly known as the Ontario Municipal Board). In cases where municipalities intend to borrow or commit to amounts above their updated ARL, they must first seek the approval of the LPAT. Learn more at http://elto.gov.on.ca/tribunals/I pat. Ministry of Municipal Affairs and Housing Municipal Finance Policy Branch,2018 Questions financieres municipales Plafond de remboursement annuel Quest-ce que le plafond de remboursement annuel? On definit generalement le plafond de remboursement annuel comme etant le montant maximal de capital et d'interets qu'une municipalite de I'Ontario peut payer (sans avoir d'abord a faire appel au Tribunal d'appel de I'amenagement local) pour ses clettes a long terme et autres obligations financieres a long terme. Pour la plupart des municipalites (mis a part Toronto), le plafond de remboursement annuel correspond a 25 pour cent de Ieurs revenus autonomes annuels (comme I'impot foncier, Ies frais d'utilisation et le revenu de placement), moins Ieurs frais de service de la clette annuels a long terme actuels et Ieurs paiements d'obligations financieres a long terme. Les municipalites peuvent depasser le plafond de remboursement annuel seulement Iorsqu'elles obtiennent une autorisation prealable du Tribunal d'appel de I'amenagement local (TAAL). Pour obtenir de plus amples renseignements au sujet du plafond de remboursement annuel, veuillez consulter le Reglement de I'Ontario 403/02 sur la Iimite de la clette et des obligations financieres (Debt and Financial Obligation Limits) sur le site https://www.ontario.ca/laws/regulation/020403. We du ministere des Affaires municipales et du Logement Le ministere des Affaires municipales et du Logement transmet chaque annee aux municipalites une version mise a jour de 1'etat du plafond de remboursement annuel. Habituellement, le ministere le transmet a chaque municipalite au debut de I'annee civile. Ce document reflete l'information financiere la plus recente ayant ete soumise par la municipalite clans son Rapport d'information financiere (RIF), accessible sur le site http://oraweb.mah.gov.on.ca/fir/welcome.htm. De quelle fa�on le ministere calcule-t-il le plafond de remboursement annuel? Le calcul du plafond de remboursement annuel comprend un certain nombre d'etapes. D'abord, le ministere determine Ies revenus autonomes annuels de la municipalite obtenus par I'impot foncier, Ies frais d'utilisation et le revenu de placement. Ensuite, le ministere calcule le montant correspondant a 25 pour cent des revenus autonomes annuels de la municipalite. Enfin, le ministere soustrait de ce montant correspondant a 25 pour cent des frais de service de la clette annuels a long terme existants et Ies paiements d'obligations financieres a long terme de la municipalite pour obtenir le plafond de remboursement annuel. Ministry of Municipal Affairs and Housing Municipal Finance Policy Branch,2018 Le ministere calcule le montant correspondant a 25 pour cent des revenus autonomes annuels de la municipalite : x = Le ministere soustrait le montant correspondant a la dette municipale et aux autres obligations financieres afin de determiner le plafond de remboursement annuel Pour obtenir des renseignements sur des municipalites en particulier, veuillez consulter le site https://efis.fma.csc.gov.on.ca/fir/ViewARL.htm. *A titre indicotif seulement. We des municipalites Les municipalites de I'Ontario doivent s'assurer de ne pas depasser le plafond de remboursement annuel. Lorsqu'une municipalite propose un emprunt a long terme (ou toute autre obligation financiere a long terme), le tresorier municipal doit mettre a jour le plafond maximal fourni par le ministere. Le tresorier municipal doit determiner si le plafond de remboursement annuel de la municipalite permet d'aller de ('avant avec 1'emprunt prevu. Tribunal d'appel de I'amenagement local (TAAL) Les demandes et Ies appels concernant differentes affaires sont portes devant le TAAL (anciennement la Commission des affaires municipales de l'Ontario). Lorsque des municipalites ont l'intention d'emprunter ou d'engager des montants superieurs a celui prevu par Ieur plafond de remboursement annuel, elles doivent d'abord demander I'approbation du TAAL. Apprenez-en davantage a I'adresse http://elto.gov.on.ca/tribunals/Ipat/about-I pat/?Iang=fr. Ministry of Municipal Affairs and Housing Municipal Finance Policy Branch,2018 9 IRS m m^"mxiwr EIgt-11CU"tuu�� REPORT TO COUNTY COUNCIL FROM: Lisa Czupryna, Senior Financial Analyst DATE: February 23, 2020 SUBJECT: Council and Outside Boards Remuneration and Expenses RECOMMENDATIONS: THAT the Treasurer's Statement of Remuneration and Expenses for County Council for 2019 be received and filed by Council; and, THAT the Treasurer's Statement for Remuneration and Expenses for Outside Boards for 2019 be received and filed by Council; and, THAT the report titled "Council and Outside Boards Remuneration and Expenses" from the Senior Financial Analyst dated February 23, 2020 be received and filed. INTRODUCTION: Each year it is required that reports be filed on remuneration, mileage, and expenses for Council and Outside Boards. As well, a report on convention expenses must be published. DISCUSSION: Warden and Council remuneration and expenses totaled $286,254.72 for the 2019 calendar year and convention expenses were $34,846.22. Details by member are provided in the attached documents. Remuneration and expenses paid to persons on Outside Boards totaled $31,286.31 for that same time period. CONCLUSION: For 2019 the total remuneration and expenses, including conventions, for both Elgin County Council and Outside Boards was $352,387.25. All of which is Respectfully Submitted Approved for Submission Lisa Czupryna Julie Gonyou Senior Financial Analyst Chief Administrative Officer Jim Bundschuh Director of Financial Services 286 Treasurer's Statement Of Remuneration and Expenses -for County Council March 10 Session, 2020 To the Warden and Members of the Elgin County Council, The following is a statement of the remuneration, mileage, and expenses paid to each member of the Elgin County Council for the period of January 1, 2019 to December 31, 2019, along with a history for the prior two years. REMUNERATION and MILEAGE COUNCIL COMMITTEES and OUTSIDE BOARDS 2019 2018 2017 Currie, Gregory 0.00 20,279.95 21,857.90 Ens, Paul 0.00 20,493.80 21,932.13 French, Mary 26,244.54 1,983.22 0.00 Giguere, Dominique 26,420.75 2,007.97 0.00 - Jenkins, Jim 0.00 20,377.97 16,416.77 Jones, Grant (Dec 2016 Warden & Jan-Nov 2017 Warden) 25,963.36 22,037.46 55,643.94 Ketchabaw, Edward 26,529.72 1,999.06 0.00 Marks, Tom 26,193.51 1,937.19 0.00 Marr, David (Dec 2017 Warden & Jan-Nov 2018 Warden) 0.00 55,344.37 25,028.44 Martyn, Sally 25,925.98 22,205.76 21,776.70 McPhail, Duncan (Dec 2018 Warden &Jan-Nov 2019 Warden) 71,657.80 5,074.62 0.00 McWilliam, Cameron 0.00 20,843.27 22,305.36 Mennill, Dave (Dec 2019 Warden &Jan-Nov 2020 Warden) 30,062.44 22,406.73 21,998.46 Purcell, Bob 27,256.62 2,028.76 0.00 Wiehle, Bernie (Dec 2015 & Jan-Nov 2016 Warden) 0.00 22,223.85 23,758.19 Wolfe, Michael 0.00 0.00 1,814.35 Total Paid to Warden & Council 286,254.72 (1) 241,243.98 232,532.24 Completed consistent with By-Law 05-12, By-Law 05-13 and By-Law 05-45. Footnote(1): Effective January 2019 the one-third tax exemption for the non-accountable allowance paid to municipal officers was ended and to eliminate the negative impact this of this tax policy change Council voted to gross up both the Warden's and Council's remuneration. All of which is Respectfully Submitted Approved for Submission Lisa Czupryna Julie Gonyou Senior Financial Analyst Chief Administrative Officer Jim Bundschuh Director of Financial Services 287 CONVENTION EXPENSES 20Al Mileage& Other Per Diem COUNCILLOR Registration Expenses Expenses Total Conventions French,Mary 0.00 0.00 0.00 0.00 Rural Ontario Municipal Association ROMA 0.00 0.00 0.00 0.00 Ontario Good Roads Association OGRA 0.00 0.00 0.00 0.00 Association of Munci alities Ontario(AMO) 0.00 0.00 0.00 0.00 Ontario West Municipal Conference OWMC 0.00 0.00 0.00 0.00 OTHER=2019 Bridging the Digital Divide 0.00 0.00 0.00 0.00 Giguere,Dominique 9,358.50 "250.70 1,420.29 3,029.49 Rural Ontario Municipal Association ROMA 559.68 164.70 511.81 1,236.19 Ontario Good Roads Association OGRA 0.00 0.00 0.00 0.00 Association of Munci alities Ontario(AMO) 798.82 86.00 908.48 1,793.30 Ontario West Municipal Conference OWMC 0.00 0.00 0.00 0.00 OTHER=2019 Bridging the Digital Divide 0.00 0.00 0.00 0.00 Jones,Grant 1,485.70 455.60 3,230.23 5,171.53 Rural Ontario Municipal Association ROMA 559.68 74.00 1,414.10 2,047.78 Ontario Good Roads Association OGRA 0.00 0.00 0.00 0.00 - Association of Munci alities Ontario AMO 926.02 381.60 1,816.13 3,123.75 Ontario West Municipal Conference OWMC 0.00 0.00 0.00 0.00 OTHER=2019 Bridging the Digital Divide 0.00 0.00 0.00 0.00 Ketchabaw,Ed ' 559.68 100.00 1,114.66 1,774.34 Rural Ontario Municipal Association ROMA 559.68 100.00 1,114.66 1,774.34 Ontario Good Roads Association OGRA 0.00 0.00 0.00 0.00 Association of Munci alities Ontario(AMO) 0.00 0.00 0.00 0.00 Ontario West Municipal Conference OWMC 0.00 0.00 0.00 0.00 OTHER=2019 Bridging the Digital Divide 0.00 0.00 0.00 0.00 Marks,Tom 1,358.50 724.10 3,007.34 5,089.94 Rural Ontario Municipal Association ROMA 559.68 165.58 1,212.29 1,937.55 Ontario Good Roads Association OGRA 0.00 0.00 0.00 0.00 Association of Munci alities Ontario(AMO) 798.82 558.52 1,795.05 3,152.39 Ontario West Municipal Conference OWMC 0.00 0.00 0.00 0.00 OTHER=2019 Bridging the Digital Divide 0.00 0.00 0.00 0.00 Martyn,Sally 559.68 0.00 1,112.90 "1,672.58 Rural Ontario Municipal Association ROMA 559.68 0.00 1,112.90 1,672.58 Ontario Good Roads Association OGRA 0.00 0.00 0.00 0.00 Association of Munci alities Ontario AMO 0.00 0.00 0.00 0.00 Ontario West Municipal Conference OWMC 0.00 0.00 0.00 0.00 OTHER=2019 Bridging the Digital Divide 0.00 0.00 0.00 0.00 McPhail,Duncan(Warden) 2,680.36 1,208.47 3,895.64 7,784.47 Rural Ontario Municipal Association ROMA 559.68 209.73 772.59 1,542.00 Ontario Good Roads Association OGRA 636.00 202.61 1,591.92 2,430.53 Association of Munci alities Ontario(AMO) 926.02 632.30 1,531.13 3,089.45 Ontario West Municipal Conference OWMC 0.00 0.00 0.00 0.00 OTHER=2019 Bridging the Digital Divide 558.66 163.83 0.00 722.49 Mennill,Dave 1,358.50 738.12 3,076.51 5,173.13 Rural Ontario Municipal Association ROMA 559.68 179.60 1,182.70 1,921.98 Ontario Good Roads Association OGRA 0.00 0.00 0.00 0.00 Association of Munci alities Ontario(AMO) 798.82 558.52 1,893.81 3,251.15 Ontario West Municipal Conference OWMC 0.00 0.00 0.00 0.00 OTHER=2019 Bridging the Digital Divide 0.00 0.00 0.00 0.00 Purcell,Bob 1,358.50 770.98 3,021.26 5,150.74 Rural Ontario Municipal Association ROMA 559.68 198.88 1,165.03 1,923.59 Ontario Good Roads Association OGRA 0.00 0.00 0.00 0.00 Association of Munci alities Ontario(AMO) 798.82 572.10 1,856.23 3,227.15 Ontario West Municipal Conference OWMC 0.00 0.00 0.00 0.00 OTHER=2019 Bridging the Digital Divide 0.00 0.00 0.00 0.00 TOTALS $10,719.42 $4,247.97 $19,878.83 $34,846.22 Rural Ontario Municipal Association ROMA 4,477.44 1,092.49 8,486.08 14,056.01 Ontario Good Roads Association OGRA 636.00 202.61 1,591.92 2,430.53 Association of Munci alities Ontario(AMO) 5,047.32 2,789.04 9,800.83 17,637.19 Ontario West Municipal Conference OWMC 0.00 0.00 0.00 0.00 OTHER=2019 Bridging the Digital Divide 558.661 163.83 0.00 722.49 288 Treasurer's Statement Of Remuneration and Expenses -for Outside Boards March 10 Session, 2020 To the Warden and Members of the Elgin County Council, The following is a statement of the remuneration, mileage, and expenses paid to persons appointed to Outside Boards for the period January 1, 2019 to December 31, 2019 as authorized by the following By-Laws: LAND DIVISION COMMITTEE Completed consistent with By-Law 19-02 Aldred, Dugald 3,604.50 Fleck, Ian 2,531.28 Andrews, John 4,581.44 O'Grady, Dennis 6,244.54 - Schaper, Kathleen 4,880.92 Kennedy, Rosemary 2,231.94 Seldon, John 4,961.69 Total 29,036.31 ACCESSIBILITY COMMITTEE Completed consistent with By-Law 19-40 Jenny Phillips 0.00 GREEN LANE COMMITTEE Completed consistent with By-Law 19-40 Elsie Hutchings 250.00 RURAL INITIATIVE COMMITTEE (TOWN CRIER) David Phillips 2,000.00 TOTAL OUTSIDE BOARDS 31,286.31 All of which is Respectfully Submitted Approved for Submission Lisa Czupryna Julie Gonyou Senior Financial Analyst Chief Administrative Officer Jim Bundschuh Director of Financial Services 289 _Y`��' REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh — Director of Financial Services DATE: February 26, 2020 SUBJECT: Landfill Revenue Neutral Tax Ratio RECOMMENDATIONS: THAT Schedules A and C of the February 11, 2020 budget presentation be amended to reflect the revised landfill tax ratio and rates in-line with the provincially calculated revenue neutral ratio for landfills; and, THAT the necessary 2020 budget by-law be read for approval. INTRODUCTION: On February 11, 2020 Council was presented the 2020 Budget. At that time, the landfill property class still required a revenue neutral tax ratio to be established. DISCUSSION: The 2016 PWC Wilkinson report recommended the historic valuation approach (based on vacant industrial land values) be applied to all landfills in response to private landfill operators' response to the high CVA on the City of Toronto landfill site in Southwold. The application of the historic valuation methodology resulted in significant reductions in current value assessment (CVA) for the Southwold landfill. Wilkinson's report recommended setting an unusually high starting ratio for 2017 that maintained stability in revenues for Southwold/Elgin at the combined upper and lower tier levels. O. Reg. 95/17: TAX MATTERS - TRANSITION RATIOS AND AVERAGE TRANSITION RATIOS implemented Mr. Wilkinson's recommendations, setting the 2017 landfill ratio at 34.024061 and provided a formula to calculate annual changes to the ratio to prevent taxes from increasing on this class. The provincial system, Online Property Tax Analysis (OPTA), provides the calculation for a revenue neutral landfill tax ratio, being 33.402658 for 2020, which is lower than the 2017 ratio of 34.024061, but slightly higher than the 2019 ratio of 33.389889. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Julie Gonyou Director of Financial Services Chief Administrative Officer 290 COUNTY OF ELGIN By-Law No. 20-08 "BEING A BY-LAW TO PROVIDE FOR THE ADOPTION OF THE 2020 BUDGET OF THE CORPORATION OF THE COUNTY OF ELGIN AND TO ESTABLISH THE 2020 TAX RATIOS,AND TO ESTABLISH THE 2020 TAX RATES FOR THE COUNTY CONSTITUENT MUNICIPALITIES" WHEREAS Section 289 of the Municipal Act,2001, S.O. 2001, c.25, provides that the Council of each upper-tier municipality shall in each year prepare and adopt estimates of all sums required during the year for the purposes of the upper-tier municipality; and, WHEREAS Section 308(5)of the Municipal Act, 2001, S.O. 2001, c.25, provides that the Council of an upper-tier municipality shall in each year establish the tax ratios for that year for the upper-tier municipality and its lower-tier municipalities; and, WHEREAS Section 308(7)of the Municipal Act, 2001, S.O. 2001, c.25, provides that the Council of each upper-tier municipality establish for each property class, a single tax ratio for the upper-tier municipality and its lower-tier municipalities; and, WHEREAS Section 308(15-18)of the Municipal Act, 2001, S.O. 2001, c.25, provides that the Council of each upper-tier municipality may opt to have certain optional property classes apply within the County; and, WHEREAS the province, starting in 2018, has giving municipalities the option to reduce the property tax rate on qualifying value-added activities that occur on farms as part of the farming business to 75 per cent lower than the industrial or commercial tax rates that would otherwise apply; and, WHEREAS the local municipally owned landfill sites in Dutton Dunwich and West Elgin did not previously pay property tax to the County for these properties and the new landfill tax ratio would unfairly penalize the local municipalities; and, WHEREAS it is necessary to apply the revenue neutral landfill ratio/tax rate; and, WHEREAS the Municipal Act, 2001, S.O. 2001 c.25 s.107 provides that Council may make grants to any body Council deems in the interest of the municipality NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT the large industrial class be chosen as an optional property class. 2. THAT the optional 75% reduction in the Small-Scale On-Farm Business Sub- Class tax ratio be implemented starting in 2020. 3. THAT the municipalities of Dutton Dunwich and West Elgin be granted relief on the full portion of the County property taxes on the landfills that these municipalities use for local resident waste. 4. THAT the 2020 tax ratios for the County of Elgin set out on Schedule"A", attached hereto and forming part of this by-law, be approved and adopted by Council. 5. THAT the 2020 budget of the County of Elgin set out on Schedule"B", attached hereto and forming part of this by-law,which incorporates estimates for revenue and for expenditures be approved and adopted by Council. 291 6. THAT the 2020 tax rates for the assessment in each property class set out in Schedule "C", attached hereto and forming part of this by-law, be approved and adopted by Council. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 10th DAY OF March 2020. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 292 COUNTY OF ELGIN By-Law 20-08 2020 SCHEDULE A Ratios Residential 1.0000 1.0000 Farmland Awaiting Dev. 0.5000 0.5000 New Multi-Residential 1.0000 1.0000 Multi-Residential 1.9999 1.9999 Commercial - Occupied 1.6376 1.6376 Commercial - Small Value Added Farm 0.4094 Commercial -Vacant Land 1.6376 1.6376 Industrial - Occupied 2.2251 2.2251 Industrial - Small Value Added Farm 0.5563 Industrial -Vacant Land 2.2251 2.2251 Large Industrial - Occupied 2.8318 2.8318 Large Industrial -Vacant 2.8318 2.8318 Pipelines 1.1446 1.1446 Farm 0.2300 0.2300 Managed Forests 0.2500 0.2500 293 w OO 0N M O1 01 � M N 0 ° O rn zT Ln uN r4 O N � � cu 3 Z i N 00 l0 Ol l0 l0 rn Ol l0 00 v O Ol 00 p N Ln l0 ci ci rlm L 00 00 l0 Ln CL Tr Co cu cu x a+ w 0J [O O1 ' M ' M M O1 r, M r, O ' Ln l0 1n O1'..,. 00 l0 O 00 M rn c-I N O W ci M c-I N ci Ol C cI N M cu N N r-i N O 00 l0 00 n O1 O 00 O c^i n O M 00 C c-I 00 l0 00 N 0) O � 00 r, l0 M M c-I N M Ln l0 l0 l0 O 00 O Ln u 0............................................................. rh O1 O1 C U', N N 6 Z ca 3 -i rlLLnO M O ci O1 � l0 00 rl rl rlci N b N Lrl � N ci N l0 N lo N 00 00 Ol Ln 0 M LT rl 0) N 0 � L!1 O l0 l0 00 ci Ol LnO � � zT Ol Ol O C''... l0 c-I c-I M zF O c-I Ol c-I w''.... N c-I l0 i CL �+ O. w 4A o l0 M M ' Ln l0 Ln rl N Ln l0 O 0) zT c-I c-I a-4 N M qT N rl Ln Ln rl rl Ln 0) c-I c-I 00 N ''..,,. M M l0 c-I l0 ci L!1 T l0 zT 1n co N p r- cr 0 c-I n to N w rl 01 N l0 n M c-I O O O L!1 M 00 L!1 M N n N d' l0 ci 0) � rl Ln Ln l0 ci l0 00 0) Ln ci O m Q rn .4 LnLn Ln � N l0 l0 ci 0) rl 0) 0) O u 0........0 km....................... M O N 40 Z O ' rl m zT O1 L O Ln l0 Ln n O rl M N 0) N r4 Tr oo N Ln - Ln T M N Lrl zT 00 l0 l0 ci rl Ol zT l0 Ol O qT qT M M 1n C Ln ci N ze N c-I c-I O c-I N f' cu''.... ci N ci l0 O. w 0 0) a-I rl M O ' M M Ln 00 L!1 T M M O1 zT Ln Ln N N O1''.... rl l0 M 00 O i O � O l 00 cl rl l0 l 00 O a-4 3 ci N Ln r� Lrl c-I ci Lrl zT M M W C''.... Ol Ol ci n - M cu cu a+ N 00 w cn 'p [O U K 0 cu 0 cn w N ~ £ mLU 0J C7 CJ } u u E u F c N Z_ Z Z u w > 0 CJ J U_ (n w W W N OL Z _ N � o_ O W (J > J (n w N Z w K O_ 40 0.0 00 W N N m U C> or = z Q W C a+ N w w _ > w N LU J y > 0 w Ucu U z > or O > W W LL 0_ LU LL1 >- m Q F LL1 O N (� N K > 0 z L Q 0 F Q o J w F Z or Q w F Q 0 z u 0 -o y ',. Q Z N Q K N Q w } Q u F Q c0 ca Z o w z_ U z z_ o w N � Z w 0 7 3 0 LU w Q > Z cu 0 Q Q or m LL 0 0 0C W N Z p V Ou Q w 2 Q Ou w 02 J z o_ u Q w i Lin 0 r1 rV m Ln l0 rl 00 Ol Oi -ii cNi cMi c-i chi U COUNTY OF ELGIN By-Law 20-08 SCHEDULE C: 2020 Tax Rates Residential 0.605733% 0.607403% 7o3% Farmland Awaiting Dev. 0.302867/° 0.303702/° ..................................................................................................................................................................................................................................................................................................................... New Multi-Residential .0 605733/° 0.607403/° Multi-Residential 1.211405/° 1.214745/° 0.3/° Commercial - Occupied 0.991948/° 0.994683/° 0.3/° Commercial -Small Value Added Farm 0.248671 /° Commercial -Vacant Land 0.991948/° 0.994683/° 0.3/° Industrial- Occupied 1.347816/° 1.351532/° 0.3/° ................................................................................................................................................................................................................................................................................................................ ....................................................... Industrial - Small Value Added Farm 0.337898/° Industrial-Vacant Land 1.347816/° 1.351532/° 0.3/° Large Industrial -Occupied 1.715315/° 1.720044/° 0.3/° Large Industrial -Vacant 1.715315/° 1.720044/° 0.3/° .................................................................................................................................................................................................................................o....................................................................o..............................................o......,, Pipelines 0.693322/° 0.695233/° 0.3/° Farm 0.139319/° 0.139703/° 0.3/° Managed Forests 0.151433/°. 0.151851.. . /° 0.3/° o................................................................o.,....,....,....,....,....,....,....,...,...,...,...,o.,...,. Landfill 20.225362/° 20.288870/° Definition: "Tax rate" means the tax rate to be levied against property expressed as a percentage, to six decimal places, of the assessment of the property. Levy($000) 36,071 37,276 6.3% Memo: Change in Levy Increases on existing buildings 1,260 3.6% Levy generated on new buildings (growth) 945 2.7% 295 „��xiu mrNukVl�;i111�p `.t;11F 11')1 "��` Fd REPORT TO COUNTY COUNCIL gf�ll.5'x CII/�rV.MhRY.Y FROM: Julie Gonyou, Chief Administrative Officer DATE: February 27, 2020 SUBJECT: Approval of Fees and Charges RECOMMENDATIONS: THAT By-law 19-31, "A By-law to Provide a Schedule of Services and Activities Subject to Fees and Charges by the County of Elgin”, passed on August 13, 2019, is hereby repealed; and, THAT the changes to fees and charges identified in red and the fees and charges listed in the attached by-law are approved and imposed for the associated commencing date of March 10, 2020. INTRODUCTION: Annually, Management Team and County staff review the fees and charges levied for administrative activities within each department to reflect cost recovery for material, activities and services. The attached by-law reflects changes to the fees and charges as recommended by Management Team. RELEVANT LEGISLATION: • Subsection 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that a municipal power shall be exercised by by-law; and • Section 9 of the Municipal Act, 2001 provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; and • Section 10(1) of the Municipal Act, 2001 provides that a municipality may provide any service or thing that the municipality considers necessary or desirable for the public; and • Section 10(2) of the Municipal Act, 2001 provides that a municipality may pass by-laws respecting: in paragraph 7, Services and things that the municipalityis authorized to provide under subsection (1); and • Section 391(1) of the Municipal Act, 2001 provides that a municipality may impose fees or charges on persons: (a) for services and activities provided or done by or on behalf of it; (b) for costs payable by it for services and activities provided or done by or on behalf of any other municipality or local board; and (c) for the use of its property including property under its control; • Section 69 of the Planning Act, R.S.O. 1990, c.P.13, as amended, provides that council of a municipality may by by-law, establish a tariff of fees for the processing of applications made in respect of planning matters. 296 DISCUSSION: The following are the changes requested: Community & Cultural Services requested additional changes in fees for exam proctoring, book discards, magazine discards, and DVD/CD discards. Under Long-Term Care Homes, fees for dental care and optometry care services are charged as per the contracted service provider. Additional changes in fees are requested for Resident— Replacement Key, Staff Replacement Name Tags, and Wander Guard System — Replacement Strap/Tag. CONCLUSION: This report recommends that the increases to fees and charges requested by departments be implemented and the Fees and Charges By-Law be amended to reflect cost recovery. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 297 COUNTY OF ELGIN By-Law No. 20-09 "A BY-LAW TO PROVIDE A SCHEDULE OF SERVICES AND ACTIVITIES SUBJECT TO FEES AND CHARGES BY THE COUNTY OF ELGIN AND TO REPEAL BY-LAW NO. 19-31" WHEREAS, by virtue of s.9 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, a municipality has the capacity, rights, powers, and privileges of a natural person for the purpose of exercising its authority under that or any other Act; AND WHEREAS, by virtue ofs.11 of the said Municipal Act, 2001, S.O. 2001, c.25, as amended, an upper tier municipality may enact a by-law respecting, among other things, public assets of the municipality acquired for purpose of exercising its statutory authorities, economic well-being of the municipality, services and things that the municipality is otherwise authorized to provide, and protection of persons and property; AND WHEREAS Section 391 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states that a municipality and a local board may pass by-laws imposing fees or charges on persons for services or activities provided or done for persons; AND WHEREAS the Corporation of the County of Elgin did pass By-Law No. 19-:31 imposing fees or charges on services or activities provided to persons by the County of Elgin's various departments; AND WHEREAS the Corporation of the County of Elgin has deemed it advisable to amend the fees and charges applicable to some of its services or activities, and to make provision for the addition of taxes where appropriate. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT Schedule"A" attached hereto and forming part of this by-law setting out services and activities which are subject to fees and charges, and taxes where applicable, and the amount of such fees or charges be and is hereby adopted. 2. THAT By-Law No. 19-31 and any by-law that is contrary to this one be and is hereby repealed. 3. THAT this by-law shall come into force and take effect upon its passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 1WI DAY OF MARCH H 2020. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 298 SCHEDULE "A" By-Law No.20.-09 The Corporation of the County of Elgin has deemed it advisable to provide activities and services that are subject to fees and charges. The following list details such activities and services and the fees and charges that will apply: Please note that the fees and charges below include taxes,where applicable. SERVICE FEE GENERAL (authority under the Municipal Act, Photocopies for the public throughout all County of Elgin Departments: Copy charge per printed page - per printed side (black&white) $0.25 - per printed side (colour) $1.00 FINANCIAL SERVICES (authority under the Municipal Act, Late payment of County Levy 15%/year (i.e.-installment due on the 15th and not received until the 16th, one day of interest would be charged) COMMUNITY & CULTURAL SERVICES —Archives (authority under the Municipal Act, Long-Distance Research $40.00 per hour Photocopying/Internet Printing Letter/Legal $0.25 11 x 17 $0.50 Microfilm Reader-Printer: Letter/Legal—per page $0.50 11 x 17—per page $0.75 Digital image files $0.25 Photograph Prints: 4 x 6 $17.00 4 x 6—additional print $10.00 5 x 7 $20.00 5 x 7—additional print $12.00 8 x 10 $30.00 8 x 10—additional print $17.00 11 x 14 $40.00 11 x 14—additional print $30.00 Larger Sizes On a case by case basis Digital image files for personal use $10.00 Digital set-up fee $10.00 Digital image files for commercial use/publication $20.00 Image scanning $10.00 Scanning: Document scanning $5.00 Recordable CD $2.50 299 SERVICE 2 FEE Supplies: Acid-free storage box $20.00 Newspaper storage box $50.00 Acid-free file folders $1.00 General archival supplies Market value Shipping Actual cost with a $5.00 minimum cost COMMUNITY & CULTURAL SERVICES - Libraries (authority under the Public Libraries Act) Library Fines: Adult&Juvenile Hardcover Books Daily Overdue $0.10 Maximum Overdue $7.00 Music CD's Daily Overdue $0.50 Maximum Overdue $7.00 Paperbacks Daily Overdue $0.10 Maximum Overdue $5.00 DVDs/Videos/Game Kits Daily Overdue $1.00 Maximum Overdue $10.00 Audio Books/Language Kits Daily Overdue $0.50 Maximum Overdue $7.00 Magazines Daily Overdue $0.10 Maximum Overdue $5.00 Interlibrary Loan Lending Daily Overdue $0.10 Maximum Overdue $7.00 Bag of Books Daily Overdue $1.00 Maximum Overdue $10.00 Computer Kits Daily Overdue $1.00 Maximum Overdue $10.00 Fax Machine: Sending: First Page $1.50 - Each Additional Page $0.50 Receivinq Per Page $0.50 Interlibrary Loan-Borrowing: Canadian Library or University-plus shipping (if they charge) $10.00 U.S. Library or University-plus shipping (if they charge) $15.00 Microfilm-plus shipping (where applicable) $4.00 Printing: Black&White/Colour-per printed side $0.25 Lost or Damaged Materials: All Material Types Actual Cost plus $5.00 Processing Bag of Books $160.00 300 SERVICE 3 FEE If actual cost is unknown, the following rates are charged: Other Materials—Lost or Damaged: DVDs/Videos $20.00 Playaways $80.00 Microfilms $30.00 Music CDs $20.00 Game Kits $20.00 Program Kits $20.00 Computer Kits $80.00 Library Card Replacement $1.00 Books—Lost or Damaged: Hardcover $30.00 Magazines $5.00 Paperbacks $10.00 Audio Books $50.00 Room Rentals (no charge for non-profit group) $25.00 Library Fine Threshold $10.00 313 Printinq Filament $0.10/gram Book, IIDiscairds a(;0.25 LC C'WIC'VOE) IIDiscairds a ' .i'0 COMMUNITY & CULTURAL SERVICES— Museum (authority under the Municipal Actl Admission Donation basis Membership: Annual $5.00 Lifetime $100.00 Programs Delivered: Adult off-site programs $33.90 plus travel paid at the rate established by the County for use of personal vehicles School tours and children's group tours (designed for children under the age of 14) $1.75 -Chaperones are no charge School programs offered in-school (designed for children under the age of 14)—including rented teacher's kit $3.00 Note: Fees for programs delivered by the Museum may vary according to the program ENGINEERING SERVICES (authority under the Municipal Actl County Road Maps $5.00 Meeting Room Rental Rates: (authority under the Municipal Act) For use of meeting rooms in the County Administration Building by outside groups: Lunchroom $56.50 Committee Rooms/Lounge $45.20 Oversize/Overweight Moving Permit: (authority under the Highway Traffic Act) 301 SERVICE 4 FEE Permit for moving heavy vehicles, loads,objects or structure in excess of dimensional &weight limits set out in the Highway Traffic Act: Single Move Fee (if action is requested with greater than 10 business days' notice) $200.00 Single Move Fee (if action is requested with less than 10 business days' notice) $400.00 Single Move Fee -Overweight, greater than 63,500 kg (approval requires a minimum of 10 business days' notice) $1,000.00 Annual Oversize Moving Permit Fee $500.00 Road User Agreements (authority under the Municipal Act) Annual fees shall be a minimum of$500 with no upset limit. Project type and the amount of road property affected shall dictate the annual fee and associated encumbrances. Taxes not applicable and fees may be added to the property tax roll for collection, on behalf of the County, by a local municipality. Road Occupancy Permit (authority under Public Highway&Transportation Improvement Act) To regulate the construction or alteration of any entranceway, private road or other facility that permits access to County Roads: Request greater than 5 days notice $200.00 Request less than 5 days notice $400.00 Tender Documents (Hard Copy) (authority under the Municipal Act) $50.00 Cost Recovery Damage to Public Property Caused During a Collision Actual Cost (authority under the Municipal Act) LONG-TERM CARE HOMES (authority under the Long-Term Care Act,2007) Adult Day Programs Fees as set by the Province Barber/Hairdresser(Elgin Manor& Terrace Lodge): Shampoo and Set $20.00 Shampoo, Cut&Set $33.00 Ladies' Haircut only $15.00 Men's Haircut only $12.00 Shampoo, Perm& Set $52.75 Shampoo, Perm, Cut&Set $64.50 Shampoo, Colour&Set $35.75 Shampoo, Colour, Cut&Set $44.00 Men's Cut& Dry $13.25 Ladies' Cut& Dry $15.50 Bang Trim $4.00 Shampoo Only $3.50 Comb Out&Curling Iron $13.50 Beard Trim $6.25 New: Set Only(No Shampoo) $16.50 Bobier Villa As per Contracted Service Provider Cable TV/Internet Market Rate Foot Care through Contract Provider Market Rate Deiinta Care Seir ic�?q. Ilhrir uu�llh�Coiintir c IIPir ideir„ Marlket i�r�:te QpIQL11� it ,Care eir cetl_ It r u�utI h�Coiintirac IIPirovi eir "Mullet Rate Wheelchair Seating Assessment Fees Wheelchair and mobility equipment repair fees (Contract Provider) Market Rate Guest Room Accommodation—1 Guest Maximum - per night including breakfast at Elgin Manor& Bobier Villa $50.00 302 SERVICE 5 FEE Meals on Wheels for Community Clients: - per meal $6.60 (cost does not reflect fee charged by VON and WECHC$6.65(until June 30,2019);$6.75(July 1,2019—June 20, 2020)retained by Home for cost recovery,additional fee of$3.30 per meal for double portions) Medication not Covered by Health Card 65& Non-prescription Drugs Cost of drug plus $2.00-ODB co-payment Newspaper Market Rate Preferred Accommodation Rate Upon Admission: Minimum 2 years' agreement applies based upon basic rate availability. Resident fees are charged in accordance with the rates set by the Province of Ontario which may change from time to time. Purchases Services Resident requested sundry products, therapy services, supplies, etc. Market Rate Resident Basic Accommodation Rate: Resident Fees are charged in accordance with the rates set by the Province of Ontario which may change from time to time. Minimum 2 year wait time, based upon availability. Note: Residents may apply for a rate reduction based on annual income e n - 00 ft ff II ?P aceinieiin IIINaIu '1I'�t �1 $8.00 Room Rental $42.50 Determined by Homes' Director - minimum fee may apply Loss of Fob $11.50 Transportation/Accompaniment of Staff Market transportation rate, plus, if accompanied by staff the employee's hourly rate of pay times the length of absence from the workplace, plus benefits if applicable. (Minimum of 4 hours may apply) Valet(mending or clothing) $6.45 Visitor Meals: Full Course Meals (lunch) $9.00 Full Course Meals (supper and breakfast) $6.00 Under the age of 5 years $2.50 Volunteers $4.50 Special Event Meals $15.00 Under the age of 5 years $6.00 Volunteers $6.00 Diner's Club for Community Seniors $7.00 (including HST) -Waindeir Gjaird SYqeism e Mairlket IRate HUMAN RESOURCES (authority under the Municipal Actl County Sponsored Training Programs: Participation by Public Partners Cost Recovery Basis Accessibility Training Services Cost Recovery Basis Identification Badge Photo Loss of Employee Identification Badge 303 $5.00 SERVICE 6 FEE Research Responding to Professional Service Requests $50.00/hour LAND DIVISION (authority under the Planning Act) Application for Consent $1,250.00 Application for Validation Title $1,250.00 Stamping of Deed $300.00 Validation Certification $300.00 If an Application for Consent/Validation is: (i) withdrawn at least fourteen (14)days prior to the hearing date$50.00 will be retained. If amended at least fourteen (14)days prior to the hearing date, an additional $50.00 will be charged. (i i) withdrawn after the time limit set in (i), the entire fee will be retained. If amended after the time limit set in (i), an additional $50.00 will be charged. (iii) requested to be reconsidered once consent has been granted, in order to alter the original decision in a minor way, it will be treated as if it were a new application, and a fee of $300.00 must accompany the letter explaining the reason for the change. (iv) requested to be deferred from having action taken on it, by the applicant, in writing,whether after or before a hearing date has been set, a fee of$300.00 must accompany the request for deferral. PLANNING APPLICATION FEES (authority under the Planning Act) Plans of Subdivision: $4,000.00 - (deposit for appeal) $2,000.00 (returnable if no appeal) Extension to draft plan approval $ 500.00 Plans of Condominium $4,000.00 - (deposit for appeal) $2,000.00 (returnable if no appeal) - (no deposit for exemption) County Official Plan Amendment $4,000.00 Local Official Plan Amendment $1,000.00 (municipally- initiated OPA exempt) Part lot control exemption $ 500.00 TOURISM FEES (authority under the Municipal Act) Memberships FEE per year Tourism Membership: Elgin County Members (Elgin County businesses only) $100 (+HST) Affiliate Members (businesses located outside of Elgin County's tax base) $388 (+HST) Tourism Signage: Elgin County Tourism Members (Elgin County businesses and those $150 (+HST) businesses that pay the Affiliate Member fee to be part of the Elgin County Tourism Membership Program) Tourism Signage Re-entry Fee $350/sign Savour Elgin Membership: 304 Elgin County Members (Elgin County businesses only) $500 (+HST) SERVICE 7 FEE Affiliate Members (businesses located outside of Elgin County's tax base) $2,437 (+HST) Elgin Arts Trail Membership: Elgin County Members (Elgin County businesses only—with the exception $500 (+HST) of STEPAC) Affiliate Members (businesses located outside of Elgin County's tax base) $3,017 (+HST) PROVINCIAL OFFENCES (authority under the Provincial Offences Actl Photocopies $1.00 Certified Copies - per certification $3.50 Transcripts - per page for first copy $4.30 - per page for additional copies $0.55 Note: The above items are not applicable to Judiciary and County Prosecutor. NSF Cheques $40.00 Cost of Collection A range of 10%to 45%for Collection Agents. All other costs of enforcement as incurred. Cost of Collecting Delinquent Fines to be charged 25%of the fine amount back to the Defendant as a percentage of the Fine. Note: Fees for copies and transcripts are set by the Ministry. 305 mwm mifPVN'��f Elgrn,�, .�� X�N M117�IiY15I,,V�!b VYp ' REPORT TO COUNTY COUNCIL Nd�'� FROM: Julie Gonyou, Chief Administrative Officer Carolyn Krahn, Legislative Services Coordinator DATE: February 26, 2020 SUBJECT: Community Safety and Well-Being Plan Update RECOMMENDATION: THAT the report titled "Community Safety and Well-Being Plan Update" from the Chief Administrative Officer dated February 26, 2020 be received and filed. INTRODUCTION: This report provides details regarding the joint project between the City of St. Thomas, Town of Aylmer, County of Elgin, along with Police Services (City of St. Thomas Police, Town of Aylmer Police and Elgin Ontario Provincial Police) for the development of a joint Community Safety and Well-Being (CSWB) Plan in accordance with the Police Services Act and Bill 175 — The Safer Ontario Act. Through Community Safety and Well-Being Planning, the City of St. Thomas, Town of Aylmer and County of Elgin, in collaboration with community partners and residents, hopes to enhance our collective ability to respond to issues and build on the many successful efforts that contribute to a strong sense of safety and well-being in our community. The completed CSWB Plan must be approved by Council and made publicly available by December 31, 2020. Staff will provide monthly updates to County Council and municipal partners involved in the Community Safety and Well-Being planning process. DISCUSSION: In partnership with Mischievous Cat Productions, Elgin County, the Town of Aylmer and the City of St. Thomas have begun Phase 1 (Project Plan ning/Onboarding) of the Community Safety and Well-Being Plan. The Community Safety and Well-Being Coordinating Committee met on February 5tn 2020 to review and finalize the project work plan including overall approach, methodology, timelines, and resources. A follow up meeting of the Coordinating Committee is scheduled to take place on March 3rd 2020. The CSWB process must be led by representatives from local government, police services, health/mental health, education, social services and community and custodial services for children and youth. The Elgin County Administrator's Group compiled a list of relevant service groups and other stakeholders to be invited to form the Community Safety and Well-Being Advisory Committee. It is anticipated that an initial meeting with the Advisory Committee will be held in early April. 306 CONCLUSION: At their initial meeting, the Advisory Committee will assess the project work plan and report back to the Coordinating Committee. This project will bring the community and stakeholders together to address common objectives to ensure our community is a safe, healthy and vibrant community. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer Carolyn Krahn Legislative Services Coordinator 307 m REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: March 3, 2020 SUBJECT: Provincial Offences Part III Prosecutions Update RECOMMENDATION: THAT the report titled "Provincial Offences Part III Prosecutions Update" from the Chief Administrative Officer dated March 3, 2020 be received and filed. INTRODUCTION: The purpose of this report is to inform County Council of the implications of the Stronger, Fairer Ontario Act, 2017 regarding the downloading of responsibility for prosecuting Part III offences under the Provincial Offences Act from the Province. Part III matters are currently being prosecuted by the Ministry's Crown Attorney's office and will be transferred to municipalities. BACKGROUND: The County is contractually obliged to provide all facilities, services and amenities within provincial policy and a legislated framework including ongoing audit requirements. The cost of providing this service is paid out of the gross fine revenues from Provincial Offences Act charges. The sharing of revenues between Local Municipal Partners and the City of St. Thomas is based upon a weighted assessment formula. BACKGROUND: There are three procedural streams for Provincial Offences: • Part I (minor offences): is used to issue tickets that provide the option of payment out of court or a request for trial. Fines are set and the maximum set fine is $500. This includes tickets issued by enforcement officers with a set fine or amount due, determined by the set find schedule in the relevant legislation; • Part II (parking infractions): includes parking tickets issued under municipal parking by-laws; and • Part III (serious offences): involve the most serious provincial offences or matters where time of service is an issue. Charges under Part III require a court appearance. Fines are variable, the maximum set fine is $5,000, unless otherwise set out in legislation. Jail sentences are possible where permitted by statute. 308 LEGISLATION: The Streamlining of Provincial Offences Act, 1997, amended the Provincial Offences Act to allow the Ministry of the Attorney General "MAG" to make agreements with municipalities concerning administrative functions and prosecutions. Bill 177 (Schedule 35), which received Royal Assent in December 2017, sets out legislative reforms to the Provincial Offences Act that modernize and streamline processes. Bill 177 contains 46 schedules that amend 45 different Acts and reporting requirements under various Acts. Schedule 35 contains amendments to the Provincial Offences Act. Under the current provisions of the Provincial Offences Act, the Province can only enter into an agreement with a municipality to transfer the Prosecution of Part I and II offences (tickets and parking tickets respectively) as well as municipal Part III charges to municipal partners. The Province retained responsibility for the prosecution of other Part I I I offences such as High Traffic Act (HTA) charges (more serious offences laid by way of a sworn information). Justices of the Peace currently deal with guilty pleas involving charges that are resolved at an early resolution meeting between the prosecutor and the defendant, reviewing certificates of offence involving defendants who failed to choose an option on their ticket, entering a conviction or quashing the charge, the reopening of convictions where a defendant was convicted without a hearing, granting extensions of time to pay a fine, and conducting trials of any charges brought before the Court. Bill 177 proposes amendments to two (2) key areas of the Provincial Offences Administration Court process. The amendments to the Provincial Offences Act include provisions that would: (a) give the Province the authority to transfer Part III prosecutions from the Ministry of the Attorney General (MAG) to municipal partners; Municipal Prosecutors will be mandated to prosecute Part III offences. In addition, the Municipal Prosecutor will be able to prosecute federal offences falling under the Contraventions Act and initiated under a Part 111 summons. Examples of federal offences are those brought under the Canada Shipping Act, the Canada Wildlife Act and the Marine Act. (b) give the clerk of the court additional powers and duties that are currently performed by justices of the peace. The Ministry will continue to prosecute certain Part III POA cases, including those which a criminal charge is also laid, and charges involving Ontario's Sex Offender Registry. Further, Part III POA cases involving a fatality, that do not also have a criminal charge laid, will be vetted by a Crown Attorney on a case-by-case basis to determine whether the Crown's Office or the municipal partner will prosecute. Cases that involve both a 309 criminal charge and a Part III POA charge will continue to be prosecuted by Crown Attorneys in the Ontario Court of Justice. DISCUSSION: As discussions between municipalities and the Ministry of the Attorney General (MAG) continue with respect to Part III prosecutions and bring the download of these services closer to implementation, staff performed a review of estimated savings. Based on the current rate being charged by MAG over the past 5 years, the average annual billing was $21,000, which will be the anticipated savings annually for the County when the province no longer provides prosecution services for Part III matters. Once the prosecution of Part III matters has been absorbed by the County Prosecutor, efficiencies to the court schedule will be able to be implemented, thereby allowing for a reduction in delays in the court process not currently in place for Part III matters. Additionally, having the County Prosecutor responsible for Part I, Part II, and Part III matters allows for efficient and flexible scheduling of all trial matters. CONSULTATION & ELGIN COUNTY'S READINESS: Elgin County's Prosecutor has been involved in consultation with various groups concerning POA streamlining and modernization. It is understood that one master Memorandum of Understanding (MOU) will be presented to all municipalities which will contain contractual obligations. To date, no such documentation has been provided. Staff have been aware of the proposed downloading for approximately three (3) years through their respective professional organizations such as the Prosecutor's Association of Ontario and Municipal Court Managers Association of Ontario. The MOU, once available, will be presented to Council. Elgin County is ready to take on Part III prosecutions as soon as the transfer process is formalized with the Crown Attorney. It is noted that Elgin County has advocated for transfer of Part III proceedings at the earliest opportunity, including as part of any pilot. CONCLUSION: Elgin County is eager and ready to take on Part Ills and hopes and anticipates that Elgin will be selected in the first round of Part III transfers. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 310 _Y`�� REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: March 3, 2020 SUBJECT: Service Delivery Review Progress Report No. 1 RECOMMENDATIONS: THAT the report titled "Service Delivery Review Progress Report No.1" from the Chief Administrative Officer dated March 3, 2020 be received and filed; and, THAT Council endorse, in principle, the Project Charter provided by Strategy Corp Inc. as presented; and, THAT Council endorse, in principle, the High Opportunity Areas identified by Management Team as presented, and being: • Identify opportunities to use digital strategies and technology to modernize paper processes and eliminate duplication (e.g. shared HR/Payroll software, administrative services, planning applications, meeting software to reduce travel, etc.); • Identify opportunities to improve quality and management of delivering services to our residents as well as alternative service delivery methods and possible changes to level of service and organizational structure; • Identify opportunities for shared services that will enable the County to continue to build a collaborative and creative work environment that engages the abilities of all member municipalities and the City of St. Thomas with the goal of delivering the best outcomes for our community; • Assess the County's use of consultants and ensure use is achieving efficiencies; • Identify opportunities, resources and possible realignment of resources needed to initiative and deliver Council's priorities (e.g. Broadband) and address community need; • Provide suggestions to ensure alignment with Federal and Provincial legislation on how to meet the expectations/mandates of other levels of government into the future (mandatory vs. discretionary services); and, THAT Progress Report No. 2 be presented to County Council on April 14, 2020. INTRODUCTION: The purpose of this report is to provide Council with an update on the Service Delivery Review (SDR) process to date, and to seek Council's endorsement, in principle, of the Project Charter and High Opportunity Areas proposed for review. The County of Elgin engaged StrategyCorp Inc. to carry out a Service Delivery Review (SDR) of the following key areas: Shared Services/Resource Delivery, County Operations, and Human/Community Services. The findings of this review must be 311 submitted to the province of Ontario by June 30, 20201. After which date, the results will also be made available to the public on the County of Elgin's website. DISCUSSION: To begin Phase One (1) of the SDR, a meeting of the Chief Administrative Officer, the County Directors, and StrategyCorp Inc. staff was held on Thursday, February 20, 2020. StrategyCorp Inc. staff explained their methodology, confirmed the scope of work, and provided an overview of the work plan and project schedule. On February 26, 2020, the Chief Administrative Officer met with StrategyCorp Inc. staff to review their Engagement Plan, Communications Plan, and Project Charter. The County Directors have compiled a preliminary list of high opportunity areas to help StrategyCorp Inc. focus their research. Through consultation with the County Directors and staff, StrategyCorp Inc. will update this list as needed. StrategyCorp Inc. will conduct a kick-off meeting with the Elgin County Administrators' Group and the City of St. Thomas Manager on March 6, 2020. The kick-off meeting will be followed by one-on-one telephone interviews with the Administrators and the City of St. Thomas Manager. StrategyCorp Inc. will also conduct individual interviews with all County Councillors on March 4, 2020 and March 6, 2020. The success of the SDR depends on the involvement of all County staff. StrategyCorp Inc. will conduct one-on-one interviews with the County Directors on March 5, 2020. There will be opportunities for staff to provide feedback through an "Idea Submission Form" and several focus groups. The "Idea Submission Form" will be sent to all staff. StrategyCorp Inc. will work with the County Directors to create a list of staff who will be invited to take part in the focus groups. StrategyCorp Inc. will engage the public if a service with a clear public segment comes under review during the SDR. The Engagement Plan is a living document, and it will be updated as needed during the SDR. Included for Council's information are the Engagement Plan, Project Charter, High Opportunity Areas, Press Release, and a draft of Frequently Asked Questions, which will be distributed to staff with the "Idea Submission Form." CONCLUSION: Upon the completion of their review, StrategyCorp Inc. will compile their findings in a report, which will include opportunities for the County to be more efficient and effective in the sustainable delivery of municipal services, ensuring long-term financial sustainability of programs and services. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer It is anticipated that the date may be changed from June 30, 2020 to September 18, 2020. Elgin County is awaiting confirmation that this is the case. 0�0 Proposed Engagement Plan: Regional Service Delivery Review Objective This Council and Staff engagement plan is designed to solicit feedback on improvement opportunities, gain buy-in for the implementation of these opportunities, and support the County of Elgin and its Local Municipal Partners (LMPs) in embracing a culture of continuous improvement. Overview of Engagement A, B County Council Interview Individual interviews Week of March 2 Telephone (-9)- guide A LMP Council Survey Week of March 2 Email Survey Survey —Week of 20 County and LMP Staff Week of March 2 Email A, B Improvement Email —Week of March Email Address Initiatives 20 .................[Form County Senior Interview A, B Management Individual interviews Week of March 9 Telephone guide Team (6) A CAOs from Individual interviews Week of 16 Telephone Interview -- ----------- LMPs (7) guide Workshop with County Mid- Frontline Staff(3 In-person B Level hours) Week of March (Elgin TBID Management 16 Frontline Staff Cross-functional County) Workshop with 100 RUE QUEEN STREET,SUIT E 860 145 IKING STREET EAST,2ND IFLOOR OTTAWA,ONTARIO KIP 119 TORONTO,ONTAW N15C 2Y7 613-231-2630 416-864-71�12 40 C�REATI NO CONDITIONS FOR SUCCESS 313 0 ,,,n ONE OP -------------------------- ------------------------- ------------------------------------------------------------------------------------------------------------------- Management (3 hours) Department Focus Groups (2 hours): 1. Administrative Services 2. Engineering Services County Mid- 3. Community In-person B Level and Cultural Week of March (Elgin n TBD Management/ Services 16 ( g County) Frontline Staff 4. Financial Services 5. Human Resources 6. Homes and Seniors Services County and Shared Service Focus LMP Mid-level Groups for services Management/ under review (2 hours In-person A Frontline Staff for each service under Week of March (Elgin TBD for Shared review) 23 County) Services Under Shared Services under Review Review TBD Community Workshop with select Week of March In-person B Partners Community Partners 23 (Elgin TBD County) County Mid- Workshop with level Frontline Staff(3 In-person B hours) Week of April 13 (Elgin TBD Management/ County) Frontline Staff Cross-Functional STRATEGYCORRICOM Council and Staff Engagement Plan 2 25/02/2020 314 0.,,n ONE OP Workshop with Management (3 hours) County and LMP Mid-level Shared Service Focus Management/ Groups for services In-person A Frontline Staff under review (2 hours Week of April 13 (Elgin TBD for Shared for each service under County) Services Under review) Review Part B: Mid-LevelMid-Level Management & FrontlineCounty-Level Services Engagement of mid-level management and frontline staff from the County for County-only services will occur across five sets of workshops: 1. Frontline Staff Workshop (week of March 16) This 3-hour workshop will engage frontline staff and additional staff the County determines to be of"high potential' across all County services departments in order to introduce the process and gain their insights on what is working well as well as potential areas for improvement. 2. Cross-functional Workshop (week of March 16) This 3-hour workshop will include Manager-level staff across all County services departments. The goal of the workshop is to obtain SWOT insights from the perspectives of the mid-level manager in order to identify major"pain points". 3. Departmental Workshops (week of March 16) a. Administrative Services b. Community and Cultural Services c. Engineering Services d. Financial Services e. Homes and Seniors Services f. Human Resources These 2-hour workshops will convene Manager and Supervisor-level staff from each County STRATEGYCORRICOM Council and Staff Engagement Plan 3 25/02/2020 315 0.,,n ONE U services department to focus on the functions and services of each department. The goal is to identify and detail the main services and lines of business, staff complement, and any service gaps, as well as source some preliminary improvements for the next stage of analysis. 4. Frontline Staff Workshop (week of April 13) This 3-hour workshop will re-engage frontline staff and additional staff identified as high potential across all departments in order to validate the proposed recommendations as well as provide an additional opportunity for frontline staff to share their input. S. Cross-functional Workshop (week of April 13) This 3-hour workshop will reconvene the Manager-level staff to validate the proposed recommendations. Part A: Mid-LevelMid-Level Management & Frontline Reviewunder Engagement of mid-level management and frontline staff will occur across two sets of engagement: 1. Shared Services Focus Groups (week of March 23) Each Shared Service under Review will have a 2-hour focus group dedicated to understanding what is working well for the shared service and what could be improved upon. These focus groups will include: (1) the County-level frontline staff and mid-level management who deliver the service and (2) the Local Municipal Partners frontline staff and mid-level management who support the delivery of the service and/or receive the delivery of the service from the County. During the 2-hour focus group with each service, we will have a breakout sessions for frontline staff to provide insights and mid-level management to share insights. 2. Shared Services Focus Groups (week of April 13) During the week of April 13, each Shared Service under Review will have a second, 2-hour focus group to validate the proposed recommendations. STRATEGYCORRCP OM Council and Staff Engagement Plan 4 25/02/2020 316 ��'ow�� (11MAINY Up County of Elgin Service Delivery Review Project r er and Communications February f �f f f f � , r...r rr. �f r / / / rrr....../ /rr / r . / �rr i ....... / i 100 RUE QUEEN STREET,SUITE 850 145 RANG STREET EAST,2NO FLOOR Q TA A,ONTARIO,R1R 1119 TORONTO,ONTARIOM5C 2Y7 CREATING 'NDITIO IS FOR SUCCESS 613- 'S1- Q 416-864-711' 317 MARY UP Table of Contents Summary.............................................................................................................................................3 Key Project Goa|sand [>bieotives ----------------------------------.3 ProjectDeliverables............................................................................................................................5 ProjectTimelines ................................................................................................................................6 CornrnunioationsandEngagernentP|an--------------------------------.7 PlanOverview.....................................................................................................................................7 Stakeholder Considerations................................................................................................................7 KeySpokespeople...............................................................................................................................8 KeyMessages......................................................................................................................................8 TargetedKey Messages..........................................................................................................................9 Appendix A—Stakeholder Considerations .......................................................................................1O Appendix B—Targeted Key Messages..............................................................................................12 STQ8T� � Project Char��randCornrnunioationsP|an: County of 2 ~~'�=°"""°='~ Elgin Service Delivery Review 318 u„yiWupiO' MARY UP To: County of Elgin From: StrategyCorp Inc. Date: February 2020 Re: Project Charter and Scoping Document for Service Delivery Review Summary On Thursday February 20th, 2020, the County's Chief Administrative Officer and its senior management and staff from StrategyCorp held a kick-off meeting to align on project context and objectives, address key remaining project questions, and discuss next steps and mobilization. The purpose of this document is to outline and formalize our collective understanding of the project, and its goals, objectives, and deliverables, to ensure we are aligned on the direction and target outcomes of this engagement. Any items that required updating based on feedback throughout kickoff meeting have been adjusted and presented in this charter. This charter is to be referenced throughout the course of the engagement for information and details about the project. Should anything arise throughout this engagement that changes the information described here, the charter shall be adjusted accordingly, and a new charter will be sent to the collective project team. Key Project Goals and Objectives Project Context Elgin County Council recently completed the first phase of their draft 2020-2022 Strategic Plan which identifies three priority areas including: Serving Elgin (to redesign how Elgin responds to community needs in a creative, sustainable way), Growing Elgin (to be the place where people want to live, work, and play), and Investing in Elgin (to make responsible financial decisions). This service delivery project is meant to support the implementation of the County's strategic plan by identifying opportunities for efficiency and program modernization. Elgin County has attempted to balance access to services and financial realities to provide the best possible value to the public. However, over the past two years, it has become increasingly apparent that Elgin County is facing two distinct pressures that will impact service delivery moving forward, including: operations that are impacted by a lack of capacity; and that provincial funding to municipalities will be reduced as part of a larger cost reduction and modernization initiative. A review of what services are provided, how they are provided and by whom is critical to ensuring 9 STRATEGYCORMOM Project Charter and Communications Plan: County of 3 Elgin Service Delivery Review 319 u„yiWupiO' MARY UP the financial sustainability and value to the public of Elgin's strategic plan into the future. Project Focus This service delivery review will focus on the following key areas: • Reviewing, improving, and potentially expanding shared municipal services and resources with the County's seven local municipal partners; • Examining and improving the County's internal operations; and • Reviewing and improving the County's human and community services including long-term care. This service delivery review will improve the understanding of the services currently provided by the County and provide clearer information to enable County Council and staff to make informed, strategic choices regarding those services. Project Structure The project's structure is composed of two distinct parts. Part A: Shared Services/Resource Delivery Review will comprise of services/resources that are currently shared between the County and all or some local municipal partners, and Part B: County Operations and Community/Human Services Review will comprise of a review of County operations that are not part of the Shared Services/Resource review, including Long Term Care. Project Intent and Objectives The project's overall intent is to: • Improve the County's understanding of services currently provided; • Provide recommendations on how the County and its municipalities can increase collaboration to deliver services more effectively(both informally and contractually); and • Provide recommendations on services provided solely by the County and how they can be improved, including Long Term Care. The key objectives for both parts of this engagement are to support the County in: • Identifying ways in which Elgin can lower costs while maintaining access to services; • Determining methods to improve service delivery efficiency and effectiveness; • Identifying clear lines of accountability and responsibility across the organization and working with the County's local municipal partners; • Ensuring long-term financial sustainability; and TRATEGYCORP.COM Project Charter and Communications Plan: County of 4 Elgin Service Delivery Review 320 u„yiWupiO' MARY UP • Maximizing public work. Our work will be focused on meeting this project's overall intent and objectives. Project Scope Outlined below are the components that are within the scope of this project and those that are not. The project includes: • Creating profiles for both parts of the review that describe the services and how they are provided, outline current service levels, determine if services are legislated, discretionary, or voluntary, outline bylaws/policies affecting services, determine if services are external or internal and their customer segments, outline if services are provided by unionized, contract employees and/or volunteers, determine if services are critical, outline resources required, and their outcomes; • Identifying opportunities for both parts of the review to deliver the services more effectively, including improving processes, adjusting service levels, allowing for cost avoidance, determining alternative service delivery models, identifying opportunities for increased shared services and/or partnerships; and • Determining implementation plans for all opportunities and estimate the financial impact and improvements of the initiatives. The project does not include: • Reviewing the internal operations of the County's local municipal partners; and • Supporting implementation after the June 1511 deadline. Project Deliverables The major deliverables by project phase are: • Phase One: Project charter (this document) and engagement plan • Phase Two: Service profiles • Phase Three: Detailed improvement opportunities and final report TRATEGYCORRIDOM Project Charter and Communications Plan: County of 5 Elgin Service Delivery Review 321 u„yiWupiO' MARY HP Project Timelines As per the kickoff meeting, the work plan outlined below, project details, and timelines have all been confirmed and the dates and deliverables indicated will remain from February 20, 2020 to June 1, 2020. Outlined below are the phase timelines and major deliverables. Phase/Major Deliverable Updated Timeline Phase One: Project Initiation February 17®28 Deliverable: Determine Services Under Review & Present February 28 Detailed Project Plan Phase Two: Detailed Service Inventory March 2 —April 10 Deliverable: Interim Reports with Service Profiles Meek of April 6 Phase Three: Development of Opportunities and April 13 ® Recommendations May 29 Deliverable: Draft Report Meek of May 4 Deliverable: Final Report Meeks of May 18 and 25 TRATEGYCORRIDOM Project Charter and Communications Plan: County of 6 Elgin Service Delivery Review 322 u„yiWupiO' MARY UP Communications and Engagement Plan Plan Overview • This review will be communicated to Elgin's staff and local municipal partners as an opportunity to improve service levels and reduce staff workload and improve intergovernmental partnerships within the County. • To support staff engagement and buy-in, staff will be asked to put forward any and all ideas that may result in cost or time savings, new revenue, or service improvements. • At the end of the project, external facing communications opportunities will be identified. Stakeholder Considerations • In order to effectively review County operations and shared services, Elgin must engage with key stakeholders to ensure alignment with, and support for, the County's review and the subsequent recommendations. • The broader stakeholder audiences that we have identified in this communications plan are: o County of Elgin staff, including long-term care staff; o Elgin County management; o County Councillors and the Warden; o Elgin's seven local municipal partners (staff and local council); o The general public; and o Ontario's Ministry of Municipal Affairs. • In its communications and engagement activities, Elgin must consider the specific interests of each stakeholder audience in relation to this project ("what is their interest?"), as well as how Elgin would like each stakeholder to perceive its resulting strategic direction ("what do we want them to think?"). For a detailed table of stakeholder considerations, please refer to Appendix A. TRATEGYCORRIDOM Project Charter and Communications Plan: County of 7 Elgin Service Delivery Review 323 u„yiWupiO' MARY UP Key Spokespeople The project has different spokespeople depending on the audience. Outlined below are the spokespeople, their corresponding audience, and materials to support their communications. We suggest that the County's Warden and Council be the spokespeople for this project once the project is completed. During the project's development, we suggest CAO Julie Gonyou, act as the project's spokesperson. Spokesperson Target audience(s) Supporting materials • Media • External communications Warden and County • Public materials Council • LMPs • Final Report • Internal County • Project deliverables staff • Internal communications Julie Gonyou, Chief • County Warden materials (interview guides, Administrative Officer and Council workshop agenda, etc.) • LMPs (staff and Council) Key Messages • Elgin is launching its service delivery review, a review of the municipality's internal operations and County shared services. This review is focused on feedback from staff and local municipal partners to identify improvement opportunities that will lead to more effective and efficient service delivery. • Our goal is to improve our operational efficiency and effectiveness so that the County better supports its staff, improve its services for Elgin County families and businesses, and enables Elgin County and its local municipal partners to better support our communities. • We are calling on staff from across the organization to submit their ideas to foster innovation, increase efficiency, and deliver better services for the County of Elgin. • Elgin will work collaboratively with its local municipal partners to identify ways to improve shared services. TRATEGYCORRIDOM Project Charter and Communications Plan: County of g Elgin Service Delivery Review 324 u„yiWupiO' MARY UP Targeted Key Messages • In addition to the key messages that should serve as the overarching narrative delivered to all stakeholder groups, tailored messages for specific stakeholder audiences have been developed. • This message framing takes into consideration the specific interests of each stakeholder audience in relation to this project ("what is their interest?"), as well as how we would like each stakeholder to perceive, and react to, the project ("what do we want them to think?"). • Targeted key messages may be further refined and supplemented as the project develops. For key messages targeted to each stakeholder group, please refer to Appendix B. TRATEGYCORP.COM Project Charter and Communications Plan: County of g Elgin Service Delivery Review 325 u„yiWupiO' MARY UP Appendix A — Stakeholder Considerations The following table outlines the County's key stakeholders, their specific interests related to the County and the provincial government's Municipal Modernization Program ("MMP"), and how we would like them to view this project. Stakeholder What is their interest? What do we want them to think? • Maintaining employment • The results of this service delivery review will County . Improving service levels create long-term sustainable growth for the Employees . Feeling comfortable with County of Elgin (Front-line the review process • Employees have a significant role to play in and Long- implementing and enhancing the new strategic Term Care) direction of the County • This review will support staff in delivering even better resident-centric services to our communities while improving staff workloads County • Improving their areas of • This service delivery review with allow the Employees responsibility to provide County to improve our operational better service and increase effectiveness to provide citizen-centric services (Leadership) staff satisfaction and improve staff satisfaction • Supporting the • This review will support the implementation of implementation of the the County's refreshed strategic plan County's updated strategic • The review satisfies the requirements of plan MMAH's Municipal Modernization Program • Meeting MMAH's program requirements County • Meeting MMAH's program • This review will improve the operational requirements effectiveness of the County to provide citizen- Warden and * Demonstrating improved centric services and support the Councillors services and operational implementation of the County's refreshed efficiency strategic plan • The campaign meets MMAH's Municipal Modernization Program requirements Local • Improving their areas of • The results of this service delivery review will responsibility to provide create long-term sustainable growth for the Municipal better service and increase County of Elgin and its Local Municipal Partners Partners staff satisfaction TRATEGYCORP.COM Project Charter and Communications Plan: County of 10 Elgin Service Delivery Review 326 u„yiWupiO' MARY UP Stakeholder What is their interest? What do we want them to think? (Staff and • Feeling comfortable with • This review will support staff in delivering even Council) the review process better resident-centric services to our • Improving service levels communities while improving staff workloads The Public • Getting the most value out • This service delivery review will allow the of the County services County to improve their operational • Supporting the County's effectiveness to provide citizen-centric services long-term financial across the County and in collaboration with sustainability local municipalities MMAH • Supporting municipalities • This service delivery review will allow the in operational efficiency County and its local municipal partners to • Not reducing municipal improve their operational effectiveness to services provide citizen-centric services • Not encouraging municipal • The campaign meets MMAH's Municipal layoffs Modernization Program requirements TRATEGYCORP.COM Project Charter and Communications Plan: County of Elgin Service Delivery Review 327 u„yiWupiO' MARY UP Appendix B —Targeted Key Messages The following section outlines tailored messages for each stakeholder group. County Employees(front-line and Long-Term Care) Message framing: The County's service delivery review will lead to improved services for our community and increased staff capacity. • The County of Elgin is undertaking a review of our internal operations, and our shared services, which is focused on feedback from staff across the County and our Local Municipal Partners to find improvement opportunities that will improve operational effectiveness, identify initiatives to improve shared services, and support increased value-add activities. • This project's goal is focused on increasing operational efficiency and effectiveness so that the County and its Local Municipal Partners can provide more citizen-centric services and improve staff workloads. • We are calling on staff from across the organization to submit their improvement ideas to foster innovation, increase efficiency, and deliver better services for Elgin County. County Employees(Leadership) Message framing: Elgin County's service delivery review will support the County's departments in becoming more efficient and citizen-centric and support the County in implementing its refreshed strategic plan. • The County of Elgin is undertaking a review of our internal operations, and our shared services, which is focused on feedback from staff across the County and our Local Municipal Partners to find improvement opportunities that will improve operational effectiveness, identify initiatives to improve shared services, and support increased value-add activities. • We are calling on staff from across the organization to submit their improvement ideas to foster innovation, increase efficiency, and deliver better services for Elgin County. • To ensure the project's success, we recommend that you share the project with your staff and encourage them to submit their improvement ideas. • This review will support the County in implementing its refreshed strategic plan. County Warden and Council Message framing: This review demonstrates Council's commitment to improving citizen services and working collaboratively with the County's Local Municipal Partners. • The County of Elgin is undertaking a review of its internal operations and service delivery, as well as its shared services with local municipalities, which is focused on improving services 9 STRATEGYCORP.COM Project Charter and Communications Plan: County of 12 Elgin Service Delivery Review 328 u„yiWupiO' MARY UP that citizens use in their day-to-day lives while driving ongoing efficiencies in delivering municipal services. • This project will support the County in implementing the recommendations of its refreshed strategic plan. Local Municipal Partners Message framing: This review will improve their areas of responsibility to provide better service and increase staff satisfaction. • The County of Elgin is undertaking a review of our internal operations, and our shared services, which is focused on feedback from staff across the County and our Local Municipal Partners to find improvement opportunities that will improve operational effectiveness, identify initiatives to improve shared services, and support increased value-add activities. • We are calling on staff from across the organization to submit their improvement ideas to foster innovation, increase efficiency, and deliver better services for Elgin County. The general public Message framing: The County of Elgin's service delivery review demonstrates Council's commitment to improving citizen services and respect for the County's tax base in finding ongoing operational efficiency. • The County of Elgin is undertaking a review of its internal operations and service delivery, as well as its shared services with local municipalities, which is focused on improving services that citizens use in their day-to-day lives while driving ongoing efficiencies in delivering municipal services. • This project demonstrates Council's commitment to the County's long-term financial sustainability and the responsible use of taxpayer dollars. Ministry of Municipal Affairs and Housing Message framing: The County of Elgin's service delivery review meets MMAH's Municipal Modernization Program requirements of improving the municipality's operational performance. • The County is undertaking a service delivery review, which is structured to meet the Municipal Modernization Program's requirements of delivering long-term sustainable expenditure savings while maintaining or improving resident experience. • The projects of this review are appropriate for the County and its local municipalities' size, population, and existing service levels. TRATEGYCORP.COM Project Charter and Communications Plan: County of 13 Elgin Service Delivery Review 329 Elgin County Municipal Modernization Service Delivery Review High Opportunity Areas General • Identify opportunities to use digital strategies and technology to modernize paper processes and eliminate duplication (e.g. shared HR/Payroll software, administrative services, planning applications, meeting software to reduce travel, etc.); • Identify opportunities to improve quality and management of delivering services to our residents as well as alternative service delivery methods and possible changes to level of service and organizational structure; • Inventory services — differentiating between mandatory vs. discretionary services; • Identify opportunities for shared services that will enable the County to continue to build a collaborative and creative work environment that engages the abilities of all member municipalities (as well as the City of St. Thomas) with the goal of delivering the best outcomes for our community; • Assess the County's use of consultants and ensure use is achieving efficiencies; • Identify opportunities and resources needed to initiative and deliver Council's priorities (e.g. Broadband) and address community need; and • Provide suggestions to ensure alignment with Federal and Provincial legislation on how to meet the expectations/mandates of other levels of government into the future. Across all departments • Evaluate corporate structure and reporting relationships (relevancy& "fit") • Identify opportunities to balance portfolios between departments — assessing whether span of control between departments is consistent and compensation aligns with portfolios, responsibility and workload. Human Resources • Review administrative processes that flow between HR and other departments (e.g. finance, payroll, LTCH); • Identify opportunities to support Local Municipal Partners (LMPs) including HR policies, training, etc.; • Review current organizational structure (reporting relationships, location, service areas, etc.); and opportunities for improved customer service; and • Identify opportunities for cross training, improved employee engagement and wellness. Engineering and Facilities Services • Geographic Information Systems (GIS) support to LMPs; • Review Road Maintenance Agreement; • Revenue opportunities (tenant opportunities, review of existing agreements); • Opportunities for enhanced coordination of projects/services with LMPs; • Identify opportunities for efficiencies within facilities maintenance (e.g. County Building and LTCH facilities) 330 Long Term Care Homes and Seniors Services • Recruitment and retention (opportunities to streamline process) -> consider overtime costs; • Scheduling and call-in process; • Quality improvement opportunities and general process review/improvement; • Expenditure review (Elgin supplements provincial funding $5M/year) for operational efficiencies; and • Digital strategies to streamline staff tasks, real-time access, eliminate duplication and focus on resident care; Economic Development and Tourism • Ensure departmental resources align with Council's direction for Economic Development and Tourism; • Examine opportunities to partner with the City of St. Thomas and enhance services offered to LMPs; and • Explore opportunities associated with the Municipal Accommodation Tax. Community and Cultural Services • Ensure alignment of services with community need (hours, catchment areas, capacity) • Capacity of Museum relative to decline of other community museums Financial Services (POA, Finance, IT) • Review of IT capacity and identify opportunities for improvement (Council meeting streaming, support for departmental needs, long range planning, policies/replacement schedules, etc., IT disaster recovery); and evaluate department's long-range planning including software planning based on departmental needs (e.g. Meeting software— leveraging technology to decrease the number of face-to-face meetings); • Assess opportunities to use Laserfiche to support departmental needs; • Purchasing opportunities (Bids and Tenders Platform, e-bidding, vendor performance, proposal evaluation modules); and • POA— evaluate opportunities to use Parking Ticket Software. Planning • Review effectiveness of Land Division Committee/application process/user fees, municipal and user satisfaction. Legal • Review department's capacity to meet County and partner demands for in-house legal services. Shared Services • Accessibility Coordinator is responsible for Elgin County, all seven local municipal partners and Middlesex County and their local municipal partners; 331 • HR Director assists local municipal partners and regional municipalities on an informal, request basis; CAO also assists with regional CAO recruitment. • Long Term Care Homes - Meals on Wheels, Diners Club, Adult Day Program(s), Stroke Program; • Economic Development (business development/support, business attraction/retention) & tourism services offered to LMPs; • LMPs provide library facilities, County provides Library Service; • Archives records transfer agreements with LMPs; • Library - Reciprocal borrowing agreements with St. Thomas, London and Middlesex Libraries; • Curatorial and data hosting services to LMPs and community operated museums and museum services to LMPs without a community museum; • Finance— Elgin-Middlesex-Oxford-Purchasing Cooperative, shared road tenders, purchasing consulting to lower-tiers; • Information Technology services provided to the Municipality of Central Elgin and Municipality of Bayham; and • Road Maintenance Agreement with Local Municipal Partners. 332 February 28, 2020 For Immediate Release Elgin County committed to delivering even better service through Service Delivery Review Elgin County is undertaking a Service Delivery Review to ensure services are meeting community demand and to find ways to make municipal services more efficient and effective. Through the Municipal Modernization Program, the County was the recipient of$125,000 to offset the cost of an independent third-party reviewer. County Councillors selected StrategyCorp Inc. to lead the review. The SDR will form an integral part of Council's Strategic Plan for 2020-2022 which includes three (3) priority areas: • Serving Elgin—To re-design how we respond to community need in a creative, sustainable way • Growing Elgin —To be the place where people want to live, work and play • Investing in Elgin — To make responsible financial decisions "We look forward to undertaking this review and working together to find new and improved ways of delivering our services on behalf of our residents," said Warden Dave Mennill. The County of Elgin, along will Elgin County's Local Municipal Partners and the City of St. Thomas will work together to evaluate existing shared services and all County staff and members of the public will have the opportunity to provide feedback. The consultant will assess and recommend opportunities to be more efficient and effective in the sustainable delivery of municipal services and ensure long-term financial sustainability of programs and services by identifying opportunities to: ➢ lower costs while maintaining service access to address current capacity concerns; ➢ enhance service efficiency and effectiveness by identifying opportunities to reduce operating costs and opportunities for additional revenue sources; ➢ deliver streamlined and modernized services to include identifying opportunities for improved sharing of resources/services; ➢ establish clear lines of accountability and responsibility; ➢ discontinue services that no longer provide public value and avoid any duplication/overlap of services/activities; ➢ eliminate any barriers to making effective and responsive infrastructure and service delivery decisions; ➢ identify services that are impacted by lack of capacity; and ➢ to maximizing public value. 333 The review of County operations and human/community services will consider County operations that are not part of the shared municipal services/resources review and will assess current services delivered by the County. It is anticipated that through this review, Council will gain an improved understanding of the services currently provided by the County and be in a good position to make informed and strategic decisions about the services they deliver. The findings of this review will be submitted to the province of Ontario by June 30, 2020 and will be published on Elgin County's website — www„elgiincounty„ca. At the end of this review, the report will provide recommendations on how Elgin County can deliver sustainable growth and cost savings, implement efficiencies, and improve and/or maintain service levels. -30- Media Contact: Melissa Schneider Communications and Public Engagement Coordinator Tel: 519-631-1460 Ext. 108 Email: mschneider@elgin.ca 334 hat is a Service Delivery Review ( )'? El 1nCouw Aromressha by Nature Why is Elgin County completing a ? How rn does a SDR cost and it be funded? Elgin County Council recognizes the need to de- The cos a cons t is $190,000. The On- liver services that align with the exciting changes tario rnment, thro o funding streams taking place in our community. The data col- (M pal M ernization d and one-time lected in the process of completing a SDR will S e Eff' cy Funding), will cover the con- ensure Council's decisions are well-informed suit . Council will commit other costs, and reflect our community's evolving needs. Th over a ove the funding received from the SDR aligns with Council's 2020-2022 Strategic tario ment, including staff resources. Plan which includes a commitment to fiscal re- as sible, staff will assume this work sponsibility, transparency and accountability. it regular duties. h d Service"? Elgin County's municipalities ang-T Care es,), palities, Including. and nelghbourMng rniniclaell- Te resources * Social;seruice ,"Childcare and ties share a rtiurinber Qf services ailabfe to unicipal social Housrg provided by the and resources= and h p soiana basCty ofS#n 0 Tt m s daiog so for Manye , , Share th as of.Accessibility (aio * Oeagraphic fnfarma#Ion System services grid reso" „allow aide o Mlddlesex County); (GIS)"=mapping; pravlded by mUn cipa sties#o wo ; ether Train,ng Resources, NfalahNde"�o nrnsli p; to achie�re eccnomles le MMUnl#y Emergency * Road`Maintenance an County aiodccisf sairigs Eamp f ahagenrierit, Hrhiai F2oads prouide by Elgii's „ shared services and resoure !c Resources, ndtegel Serujce . pair her r u�n pa(itles; delivered by or avajlable at the � Economic Dev , opment and„ �+'more Countyhclude 1'ousm support to In#eras#e • Infarrarn Teehnaloy(lT)"�' local municipalities; ;Workli together has helped Servicepj Central Elgin and ,•,L 4hd IOivl►ion'Comnnl#tee tIgin County control costs;and` Bayham , • Land pmhulance Services encourage cpo dlriatlon Wit,t *`Prouiincial Offences„ Emergency Medical Services iocai and neighbourlrag fi minic#r'tron"(court services) to all of Agin a the`C y of; f nitiriieC eiitye tq pr6rnot l de forab oca m l ' Ir ego ok pity of # Tharnas + snore forwarw ,o eveluatl _g these adult My-P amend Mears services an d finding out t#there on"-, heels (Cornnnuoi#y services Elgin County also recelues ser= are nnore opp'crtuthi#les to work; provided through the°Countv's vices provided by other munin together with out rietghbour 335 hat is the difference between bounty and a localmunicipality? 4E P.g...rh by Mature Will this revie ke an in-depth look at What are the timelines and how can I get the s ce offered by my more information? unicipality? It is expected that the review will be completed The Cou 's SDR wi e a deep dive into by mid-June 2020. The report will be publicly Coun rvices and se that are shared available on the County's website by June 30, wit local d neighbo g municipalities, 2020. Monthly updates will be received by Coun- inc t ty of St. Thomas. The study will ty Council between now and June 30th. These not a services provided by lower-tier mu- reports are available on the County's website a nicipaliti eluding such services as Water, Fire www.elgincounty.ca ices a creation Services. Who is involved an w involved? We need everyone's help to ties and a else who County Council and County staff make the SDR a success! This i r d, can are their as they conduct the review of includes YOU! edbac nd ide r new or County-delivered services. The A survey will be posted on the mpro consultants will also work with EI- County's website (www.elgin- re t e ultants have gin's Chief Administrative Officers county.ca) on March 15th a ugh understanding of the and St. Thomas City Manager to and for one month, co i y e rea(s) under review, the gather information to inform the members, partner ipali- sul s will work closely with shared services review. - is a SDR just to cut casts? The focus'af the SDR is not to ;cut costs,Jbu to identify , ' opportunities for effrciehcies irnprcived service deliuery What happens once the SDR is complete? Council will receive the final report and will carefully review and evaluate the suggestions made by the consultant. They may decide to implement as presented, modify the recommendations or decide not to proceed with the recommendations. Council will provide direction to staff, who will then work on a plan to implement service delivery efficiencies as directed by Council. 336 CORRESPONDENCE — March 10, 2020 Items for Consideration — (Attached) 1. Chair Martyn, Elgin Group Police Services Board with a letter to the Ministry of the Solicitor General requesting that a new member of the Elgin Group Police Services Board be appointed by the Lieutenant Governor in Council pursuant to Section 27 of the Police Services Act, as amended, as soon as possible noting that a vacancy has existed on the Board since July 26, 2019. 2. Lindsey Gray, Manager, Operations Unit, Public Safety Division, Ministry of the Solicitor General with a letter to Chair Martyn, Elgin Group Police Services Board regarding the provincial vacancy on the Elgin Group Police Services Board. 3. Dianne Wilson, Deputy Clerk/Records Management Coordinator, Municipality of Central Elgin with a letter requesting Elgin County Council to maintain continuing dialogue with the Hospice Steering Committee to look for creative financial and other in-kind measures to support the development of an Elgin hospice and continue to explore available sources of funding for the hospice, particularly when current funding commitments to the St. Thomas-Elgin General Hospital are met in the near future, with the objective that in the future Elgin County will not be the lone southwestern Ontario county without a hospice. 337 ELGIN GROUP POLICE SERVICES BOARD Chair Sally Martyn Tel. 519-631-1460 450 Sunset Drive St. Thomas, ON N5R 5V1 Municipality of Bayham I Municipality of Central Elgin I Municipality of Dutton Dunwich Municipality of West Elgin I Township of Malahide I Township of Southwold February 4, 2020 Ministry of the Solicitor General c/o Tom Gervais, Police Services Advisor—Zone 6 Operations Unit I External Relations Branch I Public Safety Division 25 Grosvenor Street, 18th Floor Toronto, ON M7A 1Y6 Dear Mr. Gervais: On behalf of the Elgin Police Service Board, I am writing to request that a new member of the Elgin Group Police Services Board be appointed by the Lieutenant Governor in Council pursuant to Section 27 of the Police Services Act, as amended, as soon as possible, noting that a vacancy has existed on the Board since July 26, 2019. Please don't hesitate to let me know if you require any additional information. Yours very truly, Sally Martyn Mayor, Municipality of Central Elgin Chair, Elgin Group Police Services Board [enclosure] cc. Elgin Group Police Services Board 338 Ministry of the Solicitor General Ministere du Solliciteur general Ontario External Relations Branch Direction des relations exterieures is25 Grosvenor St. 25 rue Grosvenor 12`h Floor 12'etage Toronto ON M7A 21-13 Toronto ON M7A 21-13 CU-132-2020-412 February 18, 2020 Her Worship Sally Martyn Mayor, Municipality of Central Elgin Chair, Elgin Group Police Services Board 450 Sunset Drive St. Thomas, ON N5R 5V1 Her Worship Martyn/Chair of the Elgin Group Police Services Board: Thank you for your inquiry regarding the provincial vacancy on the Elgin Group Police Services Board. I am pleased to respond. The Police Services Act prescribes that the Lieutenant Governor in Council shall appoint members to a police services board, in line with the composition requirements also set out in the Act. Recommendations for provincial appointments are made by the Solicitor General, and the Ministry of the Solicitor General (Ministry) is continually working to ensure vacancies are addressed in a timely manner and on a priority basis. The Ministry recognizes that police services boards play an essential role in building and maintaining strong partnerships between the police and our communities. I am confident that with local support, we will continue to ensure that boards across Ontario are comprised of capable and committed members, serving our communities. I hope this information is helpful. Thank you again for writing. Sincerely, N Lindsey Gray Manager, Operations Unit Public Safety Division C: Megan Shannon, Legislative Services Coordinator, Elgin Group Police Services Board 339 The Corporation of the Municipality of Ce-nitral E I Y"1*TI 450 Sunset Drive l st Floor,St.Thomas,Ontario N5R 5V1 P:519.631.4860 F:519.631.4036 February 11, 2020 St. Joseph's Health Care Society c/o Laura Sherwood, Director Hospice Partnerships 700 Richmond Street Street, Suite 402 London, ON N6A 5C7 Dear Ms. Sherwood: Re: Elgin Hospice Group Further to correspondence sent to St. Joseph's Health Care Society from Warden Dave Mennill, County of Elgin, respecting the above noted matter, please be advised that Central Elgin Council discussed this matter at their meeting dated Monday, February 10, 2020 and the following resolution was passed: Moved F. Roberts; Seconded B. Fehr WHEREAS the Elgin Hospice Steering Committee was established to promote the development of a hospice in Elgin County, the only county in southwestern Ontario without a hospice, to provide palliative care and support for families; AND WHEREAS the need for a hospice in Elgin County is particularly acute because the St. Thomas-Elgin General Hospital lacks a palliative care unit to support end of life for its patients and their families; AND WHEREAS the establishment of an Elgin hospice is supported by local health care practitioners including the Chief of Staff of St. Thomas Elgin-General Hospital and the Hospital's professional staff, the Elgin Palliative Care Outreach Team and the President of the St. Thomas-Elgin Medical Association; AND WHEREAS the government of Ontario, despite provincial budgetary constraints, has recognized the need for a hospice in Elgin County by providing funding of$1.6 million towards the capital and operating costs of a hospice in Elgin County; AND WHEREAS this provincial funding may be lost for some time if the community and local governments fail to meet the challenge of working with the provincial government to improve palliative care services for Elgin-St. Thomas residents; AND WHEREAS the councils of the County of Elgin and the City of St. Thomas have been requested to provide financial and other support for the development of an Elgin hospice as both councils previously supported the expansion and upgrades to St. Thomas-Elgin General Hospital; AND WHEREAS Elgin County Council and St. Thomas City Council have not yet committed to provide future capital grants to support the development of a hospice in Elgin County; J?`G%PA& 0 NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Municipality of Central Elgin urge Elgin County Council and St. Thomas City Council to maintain continuing dialogue with the Hospice Steering Committee to look for creative financial and other in-kind measures to support the development of an Elgin hospice; THAT the councils continue to explore available sources of funding for the hospice, particularly when current funding commitments to the St. Thomas-Elgin General Hospital are met in the near future, with the objective that in the future Elgin County will not be the lone southwestern Ontario county without a hospice; AND FURTHER THAT a copy of this resolution be forwarded to the Elgin Hospice Steering Committee; the Warden and Elgin County Council; the Mayor and St. Thomas City Council; and the Hon. Jeff Yurek, MPP Elgin-Middlesex-London. CARRIED. Please feel free to contact me at the municipal office should you have any questions regarding this information. Kind Regards, Dianne Wilson Deputy Clerk/Records Management Coordinator C.C. Warden Dave Menr►ili & County Council Mayor Joe Preston & City of St. Thomas Council Hon. Jeff Yurek, MPP Elgin-Middlesex-London i i 341 CORRESPONDENCE — March 10, 2020 Items for Information — (Attached) 1. Warden Mennill with a letter to the Honourable Steve Clark, Minister of Municipal Affairs and Housing regarding Elgin County Council's support of the proposed development of adorable hosing in the Town of Aylmer by Walter Otojic & Sons Ltd. 2. Jim Adams, Director of Housing Programs Branch, Ministry of Municipal Affairs and Housing with a letter regarding Elgin County Council's support for the Walter Otojic & Sons Ltd. proposal to develop affordable housing in the Town of Aylmer. 3. Douglas Browne, Chief of Emergency Management, Office of the Fire Marshal and Emergency Management, Ministry of the Solicitor General with a letter congratulating the municipality's efforts in achieving compliance in 2019. 4. Betsy McClure, Program Coordinator, Elgin Clean Water Program with a letter regarding the 2019 Year End Report. 5. Larry Martin, Chair, Board of Health, Southwestern Public Health with a letter regarding the Board's approval of the purchase of replacement HVAC units at our 1230 Talbot Street location in St. Thomas. 6. The Honourable Steve Clark, Minister of Municipal Affairs and Housing with a letter regarding the Provincial Policy Statement (PPS), 2020. 342 1% 0000 ElginCouir/ii, it y February 11, 2020 Hon. Steve Clark, Minister of Municipal Affairs and Housing College Park 17' Fir 777 Bay Street, Toronto, ON M7A 2J3 Re: Support for Walter Ostojic&Sons Ltd. —development of affordable housing in Aylmer Dear Minister Clark, I am writing to relay Elgin County Council's support of the proposed development of affordable housing in the Town of Aylmer by Walter Otojic&Sons Ltd.for the construction of a second building on Brown Street in Aylmer as an Seniors Affordable Housing Project on property that they own and service. Seniors are expected to account for almost one (1) in four(4) Canadians by 2036. Such a profound demographic shift will require that municipalities and community partners work together to find solutions to challenges facing seniors. High home prices and tight rental vacancy rates affecting housing affordability for seniors in Elgin County is top of mind for Councillors. Seniors in Elgin face limited affordable rental options. In 2011,Walter Ostojic and Sons General Construction Ltd. received provincial funding to develop an affordable housing apartment building in Aylmer and they have committed to a developing a second building at the site on Brown Street once funding is available. To date,the Ostojics have been unsuccessful in their funding submissions for the new build but continue to be interested in developing a second affordable housing apartment building on the site. Elgin County Council wishes to highlight the considerably positive impact that a second affordable housing project would have in alleviating significant housing pressures in the Town of Aylmer and the County. With the property "shovel ready" and the developer committed to the new build, we urge you to consider funding this important, high-impact initiative. Current investments in affordable housing by all levels of government presents an important opportunity to address the housing needs of rural residents. We are committed to working together with your government to address the obstacles to encourage affordable housing development with the Town of Aylmer and across the County. Yours Very Truly, Warden Dave Mennill Cc. Elgin County Council Mayor Mary French, Town of Aylmer G,auuwirnQy auG Elgin Jeff Yurek, MPP— Elgin-Middlesex-London 450 Sunset Drive St.Thomas,Ontario N5R 5V1 Canada Phone:519-631-1460 www.elgi n-cou nty.on.ca I I�lino Ministry of Ministere des Municipal Affairs Affaires municipales and Housing et du Logement Ontario Housing Programs Branch Direction des programmes de logement 777 Bay Street, 14FIoor 777, rue Bay, 14e 6tage Toronto ON M7A 2J3 Toronto ON M7A 2J3 Tel: 416 585-7021 T61.: 416 585-7021 234-2020-388 February 19, 2020 Warden Dave Mennill Elgin County 450 Sunset Drive St. Thomas N5R 5V1 Dear Warden Dave Mennill: I am writing to acknowledge receipt of your correspondence sent February 11, 2020. Thank you for taking the time to write about the Elgin County Council's support for the Walter Otojic & Sons Ltd. proposal to develop affordable housing in the Town of Aylmer. Please be assured that your comments have been forwarded to appropriate staff in the Ministry of Municipal Affairs and Housing and that the Minister, or a ministry staff member, will respond to you directly as soon as possible. Thank you again for writing. Sincerely Jim Adams Director, Housing Programs Branch Ministry of Municipal Affairs and Housing 344 Ministry of the Solicitor General Ministere du Solliciteur general Office of the Fire Marshal and Bureau du commissaire des incendies Ontario Emergency Management et de la gestion des situations 25 Morton Shulman Avenue d'urgence Toronto ON M3M OB1 25 Morton Shulman Avenue Tel: 647-329-1100 Toronto ON M3M OB1 Fax: 647-329-1143 Tel. : 647-329-1100 Telec. : 647-329-1143 February 15, 2020 Your Worship Duncan McPhail County of Elgin 450 Sunset Drive St. Thomas, ON N5R5V1 Dear Warden: As the Chief of Emergency Management for Ontario, it is incumbent on me to monitor, coordinate and assist municipalities with their respective municipal emergency management programs in accordance with the Emergency Management and Civil Protection Act (EMCPA). To confirm municipalities are in compliance with the EMCPA, every municipality in Ontario submits a compliance package to Emergency Management Ontario on a yearly basis. The Office of the Fire Marshal and Emergency Management (OFMEM) has reviewed the documentation submitted by your Community Emergency Management Coordinator (CEMC) and has determined that your municipality was compliant with the EMCPA in 2019. The safety of your citizens is important, and one way to ensure that safety is to ensure that your municipality is prepared in case of an emergency. You are to be congratulated on your municipality's efforts in achieving compliance in 2019. I look forward to continuing to work with you to ensure your continued compliance in 2020. If you have any questions or concerns about this letter, please contact your Emergency Management Field Officer; their contact information is below. Name: Christopher Pape Email: Christopher.Pape@ontario.ca Phone: 519-854-6595 Sincerely, r � 1 , 1, Douglas Browne Chief of Emergency Management cc: Jeffrey Smith - CEMC Christopher Pape - Field Officer - St.Clair Sector 345 '1 mil nj IIN�WIIVI�IIiI�IVVIV�I I�Iw,na,_. u � /,,,,4 rrr)f IMOIMIIIIIM� '"^w mow, ER February 24, 2020 Warden Dave Mennill and Members of County Council 450 Sunset Drive St.Thomas, ON N5R 5V1 Dear Warden Mennill and Members of County Council: Thank you for your continued support of the Elgin Clean Water Program. Attached you will find the 2019 Year End Report summarizing the successes of the Elgin Clean Water Program over the past year. A few highlights: • 30 projects completed • $85,461 in ECWP funding provided to projects • $448,574 in total project costs • $214,024 in matching funding The funding from Elgin County was successfully pooled with other funding sources such as the Green Lane Community Trust Fund, Ducks Unlimited, and the Elgin Stewardship Council to assist landowners in undertaking worthwhile environmental projects on their properties. The Elgin Clean Water Program directly supports Elgin County landowners in improving water quality and wildlife habitat conditions on their properties— benefiting the local environment, ensuring there is swimmable, drinkable and fishable water and improving the aesthetics of the County. Landowners expressed their gratitude for the funding provided by the program with testimonials such as, "The project not only improves the environment, protects nature but brings benefits to the community and our farming business. It's a win-win result." If you have any questions about the year end report or the Elgin Clean Water Program, please do not hesitate to contact me at betsy@kettlecreekconservation.on.ca or 519-631-1270 x229. Sincerely, 19 e (1�e_ Betsy McClure Program Coordinator A partnership of: Kettle Creek Lang Nffit Rene®n ,onservat`,ron Conservation Authority C... fl..Auth—ity c/o Kettle Creek Conservation Authority•44015 Fe4t&on Line•St.Thomas,ON N5P 3T3•519-631-1270 ILw,:: 2019 II If° � r End Report „m�nuulmmmuullmllllmuuuu uuuuuuuumulw V 4 PROGRAM BA IK R U D In 2012,the Elgin Clean Water Program was initiated as a collaboration between the four conservation authorities (CAs) responsible for watershed management within Elgin County: Catfish Creek CA, Kettle Creek CA, Long Point Region CA and Lower Thames Valley CA. The CAs recognized a need in Elgin County for a program that provides the necessary technical expertise and financial incentives for landowners that are interested in implementing environmental projects. CAs have the knowledge and resources to identify where BMPs are best suited on the landscape and the ability to monitor watershed conditions over the long-term to evaluate effectiveness and ensure accountability. A Review Committee has been established to oversee the program and to review and approve projects. This Committee is comprised of representatives from the County of Elgin,the Elgin Soil and Crop Improvement Association, the Ministry of Natural Resources and Forestry and the Elgin Federation of Agriculture. The following project categories have been approved by the Review Committee for implementation. • Well Management • Wetland/Riparian Protection/Restoration • Erosion Control Structures • Livestock Management • Clean Water Diversion • Other Projects In 2017,the Elgin Clean Water Program established the Cover Crop Incentive Program which provides an incentive for farmers to plant cover crops on their farm in an effort to provide erosion control on fields over the winter months. CRY OF LONDON PROGRESS T DATEo oxEoaoE To date, 205 projects have been completed ®'_® ®• across Elgin County since the program began in COUNTY oF ® ® ® ® � THOM I -NER o t M DDLESEX • .NT 2012. Total project costs have exceeded 0 $2,421,000. The ECWP has contributed ®T„w°L° CE ® • ® o $567,583 in grants to landowners to undertake ®® Y® o e„®�W® • • ®® Gov; projects. Landowners have leveraged the ECWP wEM DUIn funding to obtain $1,020,151 in matching ® ® ' funding and contributed $833,886 of their own ® Legend j funds, labour and equipment. 0 • ® • 212-2019 Completed PEojom niE vnE vov CNATHNM/KENT.,.rv4�� 201.9 PROGRAM SUMMARY In 2019, 30 projects were completed,totalling$85,461.22 in ECWP grants.The breakdown of completed projects was as follows:4 Erosion alai pHNNNN • Control 15 Wetland and Riparian Protection/Restoration • 8 Other Projects (4 tallgrass prairie planting, 2 tree planting, 1 septic system upgrade, 1 snake hibernaculum) • 3 Cover Crop 347 SAMPLE PROJEcTs Wetland Creation A wet area of agricultural land was restored through the excavation of a wetland. In addition, 3,500 native tree and shrub seedlings were planted in the surrounding area to provide additional wildlife habitat. In total, approximately 4 acres of land was naturalized. d"Ir, r I Snake Hibernaculum A snake hibernaculum was excavated on a high knoll of this farm to provide valuable nesting and over- r" wintering habitat for a variety of snakes in the area. The hibernaculum complimented other restoration 6 n projects completed on the farm such as wetlands and tallgrass prairie. Erosion Control Sheet erosion had been forming rills and gullies at the edge of ravine on this farm property. A total of 6 rock chutes were installed in key locations, helping slow the water down and reduce erosion. ,r /1 l LARGE SCALE RESTORATION PROJECTS The Elgin Clean Water Program supported a large partnership project between Kettle Creek Conservation Authority, the Municipality of Central Elgin, Elgin Stewardship Council, Ducks Unlimited and the St.Thomas Field Naturalist Club. Two of the lagoons at the Port Stanley Sewage Lagoons were decommissioned and restored to wetland habitat.The site is among the best-known spots in Elgin County to view birds due to the significant habitat provided by the lagoons in proximity to Lake Erie. Adjacent lands will be planted into tallgrass prairie and native trees and shrubs in 2020. In total, 30 acres will be restored. f o. a � 3 it 10101NN Wetland IM1112 Tree Planting I.......J Taligrass Prairie This multi-year project will see the entire property restored through wetland creation and tall grass prairie planting on former agricultural land that is located a short distance from Lake Erie with Talbot Creek flowing through the property. With support from the Elgin Clean Water Program, 25 acres of tallgrass prairie was planted in 2019 and three wetland cells were created. Work at this site will continue into 2020 to provide erosion control, sediment and nutrient filtering, as well as connecting the landscape and providing habitat for species at risk. 9 1 Wetland __...Taligrass Prairie 349 01.9 PROGRAM SPONSORS I oMM��iu�n�� GREEN LANE C UNITY TRUST . Support provided by ., 'l f'rl,,,r , f,% iTORONTO 01.9 LANDOWNER ER TEs"rilMi III LS • "The project not only improves the environment, protects nature but brings benefits to the community and our farming business. It's a win-win result." • "ECWP is easy to work with and a great partner in making environmental improvements." • "The project is satisfying and the implementation has added an important conservation feature on our farm and aesthetic beauty." • "The ECWP makes it possible for farmers to be able to afford to protect waterways and wildlife." • "The financial support through ECWP has helped considerably to fund the planting of trees in a five acre field on our farm.The trees have become established and we are looking forward to watching them grow and become a haven for wildlife." r� / fhe Elgin Clean Water Program is a partnership of: Kettle CreekC- Lowel, 71YC,?M�:2' 5 Conservation Authority C'd O.ei uu� 8aati Ffnwglmxuu onsemation 350 Crruaw:—Wk-ArsuNMr iiy ISOUTHWESTEERN Elgin .TFtomats Site Woodstock Site Aclrriinistrative Office 410 Buller Street Public Health '1230 Talbot Street Woodstock, ON St.Thomas,ON N4S 4N2 Oxford. Elgin• St.Thomas N5P 'l G9 February 26, 2020 Ms. Julie Gonyou, Chief Administrative Officer Mr. Jim Bundschuh, Director, Financial Services County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Julie and Jim, On behalf of the Board of Health, I am writing to inform you that the Board has approved the purchase of replacement HVAC units at our 1230 Talbot Street location in St. Thomas. The total cost is approximately $94,000. These units were not budgeted for as part of the 2020 approved budget but are required to be replaced in the current fiscal year due to significant issues resulting in both units being out of order and requiring extensive repairs. The ability to continue offering programs and services to the community, without interruption, is of primary concern. As these costs were not projected to be needed according to SWPH's capital budget, SWPH will instead, submit a one-time 100% provincial funding request to the Ministry of Health for capital replacements for the HVAC units. We wanted to alert you to this potential expenditure, if the Ministry does not approve our one-time funding request. If we do not receive Ministry approval, the Board will be required to levy the municipalities for the additional funds. If you have any questions, please don't hesitate to contact me. Sincerely, Mr. Larry Martin Chair, Board of Health Southwestern Public Health C. Board of Health, SWPH C. St. John, CEO, SWPH M. Nusink, Director of Finance, SWPH 351 Ministry of Ministere des Municipal Affairs Affaires municipales and Housing et du Logement Office of the Minister Bureau du ministre C?a�k�rYo 777 Bay Street, 17th Floor 777, rue Bay, 17e etage Toronto ON M7A 2J3 Toronto ON M7A 2J3 Tel.:416 585-7000 Tel. :416 585-7000 February 28, 2020 Dear Head of Council: RE: Provincial Policy Statement, 2020 Earlier today, the government of Ontario released the Provincial Policy Statement (PPS), 2020. The PPS is an important part of Ontario's land use planning system, setting out the provincial land use policy direction that guides municipal decision- making. Municipalities play a key role in implementing provincial land use policies through local official plans, zoning by-laws and other planning decisions. The Planning Act requires that decisions on land use planning matters be "consistent with" PPS policies. The PPS, 2020 supports implementation of More Homes, More Choice: Ontario's Housing Supply Action Plan and includes key changes to: • Encourage an increase in the mix and supply of housing • Protect the environment and public safety • Reduce barriers and costs for development and provide greater certainty • Support rural, northern and Indigenous communities • Support the economy and job creation The PPS, 2020 works together with other recent changes to the land use planning system — including changes to the Planning Act through Bill 108, More Homes, More Choice Act, 2019 and A Place to Grow: Growth Plan for the Greater Golden Horseshoe. Collectively, these changes support key government priorities of increasing housing supply, supporting job creation and reducing red tape —while continuing to protect Ontarians' health and safety and the environment, including the Greenbelt. The PPS, 2020 policies will take effect on May 1, 2020. It will replace the Provincial Policy Statement, 2014. In accordance with section 3 of the Planning Act, all decisions affecting land use planning matters made after this date shall be consistent with the PPS, 2020. My ministry will be in touch to provide education and training for municipal staff to support implementation of the new policies. /2 352 - 2 - For more information about the PPS, 2020, please visit ontario.ca/PPS where you will find: • A digital version of the PPS, 2020 • A link to the decision notice on the Environment Registry of Ontario (ERO #019- 0279) If you have any questions about the Provincial Policy Statement, 2020, please contact the ministry at provincialplanning@ontario.ca or by calling 1-877-711-8208. Sincerely, Steve Clark Minister c: Planning Head, Planning Board Secretary-Treasurer, and/or Clerks 353 COUNTY OF ELGIN By-Law No. 20-10 "BEING A BY- LAW TO APPOINT A LAND DIVISION COMMITTEE AND TO REPEAL BY-LAW NO. 19-02" WHEREAS pursuant to Section 56 of the Planning Act, being Chapter P.13 of the Revised Statues of Ontario, 1990, as amended, an upper-tier municipality may by by-law constitute and appoint a land division committee composed of such persons, not fewer than three, as the council considers advisable. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. That a Land Division Committee is hereby constituted and the following persons are hereby appointed to membership on the said Committee for the term January 1, 2019 to December 31, 2022: John Seldon (Bayham) Rosemary Kennedy (Malahide) Jack vain IlKaa teiren (Aylmer) Dennis O'Grady(Central Elgin) John Andrews (Southwold) John R. "Ian" Fleck(Dutton Dunwich) Dougal Aldred (West Elgin) 2. That the Members of the Land Division Committee be paid the following remuneration for attending meetings of the said Committee: a) For attending a duly called meeting of the Committee, each Member shall be paid a per diem of$150.00 per half day and $300.00 for a full day meeting. b) In addition to the above remuneration, the Chair shall receive an additional $250.00 per year to recognize the additional responsibilities of the position. c) In addition to the above remuneration, each Member shall be paid the same rate for each kilometre necessarily traveled in attending such meetings as established by Council for the use of personal vehicles while on County business. 3. Each Member shall be paid, in addition to the above remuneration, $60.00 for each application that the member investigates to cover mileage. 4. For attending a convention/workshop,within the Province of Ontario, providing the convention/workshop is relevant to the business of the Land Division Committee: a) The per diem rate, registration fee, approved expenses and standard mileage from St. Thomas to the convention/workshop site and return (see Schedule "A"), paid at the same rate established for the use of personal vehicles for County business. b) Whenever possible, persons are encouraged to travel together in order to reduce costs. c) A per diem rate of$150.00 per day, adjusted from time to time, shall be paid and limited to actual number of days that the convention/workshop has sessions listed which the delegate attends. d) Accommodation, at the approved hotel rate, shall be reimbursed from receipts and limited to the actual number of days that the convention/workshop has sessions listed which the delegate attends. 354 e) A meal allowance of$75.00 per day will be paid if not provided or included in the registration and limited to the actual number of days that the convention/ workshop has sessions listed which the delegate attends. The meal allowance is applied when staying at least one night, otherwise meals are reimbursed through receipt and actual cost. f) Parking shall be reimbursed from receipts and limited to the actual number of days that the convention/workshop has sessions listed which the delegate attends. g) Claims for reimbursement of expenses and per diem shall be made on approved claim forms, complete with receipts (see Schedule"B"). Reimbursement shall be made as soon as possible after receipt of claim but will coincide with the next scheduled cheque run. h) The above provisions shall be subject to budgetary limitations. 5. That By-Law No. '19-02 be, and the same is, hereby repealed. 6. That this By-Law shall become effective IMairclh 10, 2020. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 1WI DAY OF MARCH H 2020. Julie Gonyou, Dave Mennill, Chief Administrative Officer Warden 355 -3- SCHEDULE "A" CONVENTIONIWORKSHOP MILEAGE ST. THOMAS AND RETURN KM BRANTFORD 225 BURLINGTON 280 CHATHAM 230 COLLINGWOOD 545 CORNWALL 1,235 GODERICH 260 GUELPH 310 HAM I LTON 270 KINGSTON 920 KITCHENER-WATERLOO 250 LONDON 65 MIDLAND 650 NIAGARA FALLS 430 NORTH BAY 1,025 ORILLIA 630 OTTAWA 1,275 OWEN SOUND 480 PETERBOROUGH 645 PORT COLBORNE 400 ST. CATHARINES 385 SARN IA 245 SAULT STE. MARIE 1,730 STRATFORD 200 SUDBURY 1,140 THUNDER BAY 3,135 TORONTO 440 WINDSOR 385 ADMINISTRATION BUILDING H ELGIN MANOR 16 ELGIN MANOR H TERRACE LODGE 50 ELGIN MANOR H BOBIER VILLA 67 BOBIER VILLA H TERRACE LODGE 115 356 W W Z W W W O W W W W W Z U U U U U O Q Q Wcy— Q Q Q W w O = U H o Z W o Q W Z 0 � W U � z O Q fr_ Q O w W 0 Z 0 U j Z W Z Z W WCL 0 m O O Q z CD W Cl) Q � z U cn J LL o � W O U U >- Z W J Z Z > m w0 O mU w U 00 O QD Q _ LU > w w � O W O z � z w = Q w u) 0 Q w o w ww O w >- � jm o m 1 1 O c) >- 0 cn Q = m w o ., m z w = w = w 0 wo O O w ~ _ z OLLJ O o � o w = Q- Z LL O Q � � w 75; Q LO U O pj�i'O Q O Q W w U J U O Q N Z J D � I � Q Q _ � 0 -5- FOR FINANCIAL SERVICES OFFICE USE ONLY NAME CONVENTIONNVORKSHOP DATES GST INCLUDED NO. OF DAYS @ $ 150.00 = $ $ REGISTRATION = $ $ TRAVEL Km @ $ 0.495 = $ $ ACCOMMODATION = $ $ ALLOWABLE EXPENSES = $ $ TOTAL CLAIM = $ $ 358 CLOSED MEETING AGENDA March 10, 2020 Staff Reports: 1) Director of Engineering Services — Municipal Act Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board— Philmore Bridge 2) Director of Human Resources — Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees, (d) labour relations or employee negotiations— Non-union and Council Benefits Plan recommended amendments 3) Chief Administrative Officer— Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees— Organizational Review (to be handed out at meeting) 4) Chief Administrative Officer— Municipal Act Section 239 (2) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board— Transfer Payment Municipal Modernization Program 359