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08 - April 28, 2020 County Council Agenda Package ,00 �fy �r�, , Table of Contents I. Orders — April 28, 2020... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... 2 II. Elgin County Council Minutes — April 14, 2020... ... ... ... ... ... ... ... ... ... ... ... ... 3 III. Reports Index —April 28, 2020... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ...... 20 IV. Report — Warden's COVID-19 Update... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 21 V. Report — COVID-19 Business Development Fund... ... ... ... ... ... ... ... ... ... ..... 23 VI. Report — Job Site Challenge: An Update... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 32 VII. Report — 2019 Annual Library Performance Measurements... ... ... ... ... ... .... 35 Vill. Report — Contract Award of Two Tenders — Hot Mix Asphalt Paving and Microsurfacing / Surface Treatment... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ...... 48 IX. Report — Engineering Services for Wonderland Road / Highway 3 Environmental Assessment Study and Preliminary Design Services... ... ..... 50 X. Report — COVID-19 Cash Flow Analysis... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 118 XI. Report — March 2020 Year-To-Date (YTD) Budget Performance... ... ... ... .... 121 XII. Report — Increase in Billing Rate — County Prosecutor... ... ... ... ... ... ... ... ..... 123 XIII. Report — Service Delivery Review Progress Report No. 2... ... ... ... ... ... ... ... 124 XIV. Correspondence — Items for Information... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 155 XV. A Letter from the Ministry of Natural Resources and Forestry... ... ... ... ... ..... 156 XVI. A Letter from Southwestern Public Health... ... ... ... ... ... ... ... ... ... ... ... ... ... ... 199 XVII. A Poster for the 2020 International Plowing Match Scholarship... ... ... ... ...... 224 XVIII. Elgin County OPP 2019 Year End Report... ... ... ... ... ... ... ... ... ... ... ... ... ... ... 225 XIX. A Letter from the Western Ontario Wardens Caucus... ... ... ... ... ... ... ... ... .... 247 XX. Closed Meeting Agenda... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 262 1 Y��ItA. Elgin lyl ORDERS OF THE DAY FOR TUESDAY,APRIL 28, 2020- 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes —April 14, 2020 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Motion to Move Into "Committee Of The Whole Council' 5th Reports of Council, Outside Boards and Staff 6th Council Correspondence 1) Items for Information (Consent Agenda) 7th OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 8th Closed Meeting Items 9th Recess 10th Motion to Rise and Report 11 th Motion to Adopt Recommendations from the Committee Of The Whole 12th Consideration of By-laws 13th ADJOURNMENT Video Conference Meeting— IN-PERSON PARTICIPATION RESTRICTED NOTE FOR M EMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: htts://www.facebook.com/EI�inCount�rAdm in/ Accessible formats available upon request. 2 ➢. i `' r ,/ Progressive by Nature ELGIN COUNTY COUNCIL MINUTES April 14, 2020 Council Present: Warden Dave Mennill (electronic) Deputy Warden Duncan McPhail (electronic) Councillor Bob Purcell (electronic) Councillor Sally Martyn (electronic) Councillor Tom Marks (electronic) Councillor Mary French (electronic) Councillor Grant Jones (electronic) Councillor Dominique Giguere(electronic) Councillor Ed Ketchabaw(electronic) Staff Present: Julie Gonyou, Chief Administrative Officer(in-person) Amy Thomson, Director of Human Resources(electronic) Jim Bundschuh, Director of Financial Services(electronic) Brian Lima, Director of Engineering Services(electronic) Brian Masschaele, Director of Community and Cultural Services (electronic) Steve Evans, Manager of Planning (electronic) Steve Gibson, County Solicitor(in-person) Alan Smith, General Manager of Economic Development(electronic) Tanya Tilton-Reid, Manager of Human Resources(electronic) Mike Hoogstra, Purchasing Coordinator(report only) (electronic) Carolyn Krahn, Legislative Services Coordinator(in-person) 1. CALL TO ORDER Elgin County Council met this 14th day of April, 2020 in the Council Chambers, at the County Administration Building, St. Thomas at 9:00 a.m. with Warden Mennill in the chair. The Councillors and some staff participated electronically by video conference. 2. WARDEN'S OPENING REMARKS—COVID-19 The Warden acknowledged the community's efforts to slow the spread of COVID-19 and thanked residents for their strict adherence to physical distancing. With the recent spike in positive cases in Ontario, the Warden highlighted the importance of practicing physical distancing and emphasized that staying home is the safest thing people can do for themselves and their families. The Warden also encouraged residents to follow the directives and guidelines set out by the Province and Southwestern Public Health. 3. ADOPTION OF MINUTES Moved by: Councillor Purcell Seconded by: Councillor Jones Resolved that the minutes of Special Meeting#1 and Special Meeting#2 held on March 24, 2020 be adopted. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 3 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Marks Seconded by: Councillor Ketchabaw Resolved that we do now move into Committee of the Whole Council. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden's Activity Report— March 2020 -Warden The Warden presented a report to County Council with a list of official functions attended in March 2020. The Warden provided a correction to the report. The Town of Aylmer declared a State of Emergency on March 18, 2020. Moved by: Councillor French Seconded by: Councillor Martyn Resolved that the report titled "Warden's Activity Report— March 2020" from Warden Dave Mennill dated March 31, 2020 be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Bayham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.2 Elgin County 2020 Grant and Festival Events Partnership Program Allocations —Councillor Ketchabaw Councillor Ketchabaw reviewed the 2020 Grant and Festival Events Partnership Program allocations as recommended by the Rural Initiatives and Planning Advisory Committee, with amendments as suggested by the Chief Administrative Officer(CAO). 4 Moved by: Councillor Ketchabaw Seconded by: Councillor Martyn Resolved that the report titled "Elgin County 2020 Grant and Festival Events Partnership Program Allocations" from Councillor Ed Ketchabaw, dated April 4, 2020 be received and filed; and that the following funds be granted as part of the Elgin County 2020 Grant and Festival Partnership Program Allocations: Tillsonburg and District Multi-Service Centre $4780 Quad County Support Services $2000 Second Stage Housing $13400; and That the aforementioned allocations be paid 90% up front, with the remaining funds to be paid upon receipt of the final report; and finally, that the Rural Initiatives and Planning Advisory Committee meet in May-June 2020 to reassess the remaining requests for grants and make additional recommendations to County Council at that time. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.3 Final Plan Approval, Helen M. Spriet and Red Lion Properties Ltd., Part of Lots 7, 8,10,11,12,13,14,17 and 21 and all of Lot 9, Reg. Plan 292 (C), Geographic Township of Former Village of Belmont, Municipality of Central Elgin, File No.:34T-CE1802— Manager of Planning The Manager of Planning presented a report to advise County Council that final approval was given for a plan of subdivision in Belmont on March 5, 2020. Moved by: Councillor Marks Seconded by: Councillor Purcell Resolved that the report titled "Final Plan Approval, Helen M. Spriet and Red Lion Properties Ltd...." from the Manager of Planning, dated March 5, 2020, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 5 6.4 Electronic Bidding Update—Purchasing Coordinator The Purchasing Coordinator presented an update on electronic bidding. The presentation provided data demonstrating that electronic bidding offers a reduced workload for County staff and prospective bidders and that the uptake of information technology to a level sufficient to partake in e-bidding is virtually universal among large and small businesses. Moved by: Councillor Jones Seconded by: Councillor McPhail Resolved that the procurement policy be approved as a pilot; and, that the Purchasing Coordinator be directed to provide a follow-up report to County Council in one year to update Council on the pilot policy and electronic bidding. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Abstained Malahide Warden Dave Mennill Yes 8 0 1 - Motion Carried. 6.5 Tourism Membership and Program Fees — General Manager of Economic Development The General Manager of Economic Development presented a report on the economic impact of COVID-19 on local businesses. Because the tourism industry has been hit particularly hard, Elgin County Tourism will be postponing and cancelling some of its tourism programming and services for 2020. Moved by: Councillor Martyn Seconded by: Councillor Jones Resolved that the report titled, "Tourism Membership and Program Fees", be received and filed for information; and that the fees associated with tourism programming and membership be waived for the year 2020. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6 6.6 Cycling Master Plan Update—Director of Engineering Services The Director of Engineering Services updated Council on the progress to date with respect to the implementation of cycling facilities as well as proposed future projects and minor revisions to the current plan. Moved by: Councillor Purcell Seconded by: Councillor McPhail Resolved that the report titled, "Cycling Master Plan Update", be received and filed; and, that staff be authorized and directed to implement cycling facilities and revisions to the Cycling Master Plan (2014) as detailed in this report; and that staff be directed to undertake a comprehensive revision of the Cycling Master Plan after anticipated revisions to the Ontario Traffic Manual —Book 18 are made. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.7 Roadside Environments—Director of Engineering Services The Director of Engineering Services presented a report on the intent and options for municipalities to manage roadside environments. The current Road Maintenance Agreement includes a responsibility to remove vegetation to the road property limits once every 3 years. Flexibility exists for member municipalities to perform mechanical cutting or to allow naturalization of the right of way. The eradication of invasive species and noxious weeds can be managed following the County's spraying policy. Moved by: Councillor French Seconded by: Councillor Jones Resolved that the report titled, "Roadside Environments", be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.8 Contract Award of Three Tenders — Asphalt Crack Sealing, Cold In-Place Recycling with Expanded Asphalt Material, and Granular `A' Shouldering — Director of Engineering Services The Director of Engineering Services presented a report on the contract award of tenders for Asphalt Crack Sealing, Cold In-Place Recycling with Expanded Asphalt Material, and Granular 'A' Shouldering. These three tender awards represent nine (9) different projects within the Capital Budget. All of the low tenders submitted were within the approved budget amounts, and no capital surplus is anticipated at this time. Moved by: Councillor Ketchabaw Seconded by: Councillor Martyn Resolved that Niagara Crack Sealing be selected for the Asphalt Crack Sealing Project, Tender No. 2020-T10 at a total price of$136,000.00, exclusive of H.S.T.; and, that Roto-Mill Inc. be selected for the Cold In-Place Recycling with Expanded Asphalt Material (CIREAM) Project, Tender No. 2020-T12 at a total price of $1,041,090.00, inclusive of a contingency allowance and exclusive of H.S.T.; and, that D&D Trucking and Construction Service Inc. be selected for the Granular 'A' Shouldering Project, Tender No. 2020-T14 at a total price of$144,150.00 exclusive of H.S.T.; and, that the Warden and Chief Administrative Officer be authorized to sign the contracts. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.9 Tender No. 2020-T09 Results —Wonderland Road Reconstruction — Director of Engineering Services The Director of Engineering Services provided an update on the tender results for the Wonderland Road Reconstruction. As directed by Council at its meeting on March 10, 2020, staff have awarded the contract to L82 Construction Ltd. following confirmation that the total anticipated project cost is within the approved budget allocation. Moved by: Councillor Jones Seconded by: Councillor French Resolved that the report titled "Tender No. 2020-T09 Results—Wonderland Road Reconstruction" be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes 8 Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.10 Contract Award—Warren Street Intersection Improvements Tender No. 2020- T20— Director of Engineering Services The Director of Engineering presented a report regarding the contract award of the Warren Street Intersection Improvements. Three (3) contractors submitted bids for the tender, which closed on March 31, 2020. R. Russell Construction submitted the lowest compliant bid for the project. Work on the project is tentatively scheduled to start on April 15, 2020 with substantial completion anticipated to be achieved by May 22, 2020. Moved by: Councillor Marks Seconded by: Councillor Giguere Resolved that 598424 Ontario Ltd. o/a R. Russell Construction be selected for the Warren Street Intersection Improvements Project, Tender No. 2020-T20 at a total price of$505,745.19(inclusive of a$90,000 contingency allowance and exclusive of HST), and; that the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.11 COVID-19: Changes to Fees and Charges—Director of Financial Services The Director of Financial Services presented a report outlining the hardships COVID-19 will impose on businesses, families and individuals as normal economic activity has been restricted in an attempt to slow the progression of the virus. Providing levy penalty relief will assist the local municipalities in offering tax relief to their residents as they deal with the financial ramifications of the COVID-19 crisis. Moved by: Councillor Purcell Seconded by: Councillor Martyn Resolved that the Fees and Charges By-Law be amended to grant relief of interest and penalties on levy remittances as detailed in By-Law 20-18. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes 9 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.12 Clearing Exemption Application — Pt Lot 40, Concession SE of the North Branch of Talbot Road,Township of Southwold—County Solicitor The County Solicitor presented an update on the Clearing Exemption Application identified above. The County Solicitor received some information inconsistent with statements made during the course of the Hearing, and he directed the Tree Commissioner to hold any Permit authorizing clearing of the woodlands until the issue could be investigated. The County Solicitor was later advised that the Developer had resolved the tree removal dispute to the satisfaction of both involved Objectors, and as a result,the Tree Commissioner completed and released the Tree Clearing Exemption Permit to the Developer. Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere Resolved that the report titled "Clearing Exemption Application—Pt Lot 40, Concession SE of the North Branch of Talbot Road, Township of Southwold", dated April 2, 2020, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.13 Proposed Amendment to By-Law 18-35, Being a By-Law Establishing Meeting Procedures for Elgin County Land Division Committee— Provision for Electronic Participation in Committee Meetings During a Declared State of Emergency—County Solicitor The County Solicitor presented a report informing Council of a need to amend the existing Land Division Committee Procedure By-Law to permit electronic participation of Members in Committee Meetings during a declared state of emergency. Moved by: Councillor Marks Seconded by: Councillor McPhail Resolved that the report, dated April 4, 2020, and entitled "Proposed Amendment to By-Law 18-35, Being a By-Law Establishing Meeting Procedures for Elgin County Land Division Committee-Provision for Electronic Participation in Land Division Committee Meetings During a Declared State of Emergency", be received and filed; and, that Council consider enacting the draft By-Law attached as Schedule"A"to this Report. 10 Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.14 Proposed Amendment to By-Law 19-40, Being a By-Law Establishing Meeting Procedures for Committees—Provision for Electronic Participation in Committee Meetings During a Declared State of Emergency—County Solicitor The County Solicitor presented a report to inform Council of a need to amend the existing Committee Procedure By-Law to permit electronic participation of Members in Committee Meetings during a declared state of emergency. Moved by: Councillor Jones Seconded by: Councillor Giguere Resolved that the report, dated April 4, 2020, and entitled "Proposed Amendment to By-Law 19-40, Being a By-Law Establishing Meeting Procedures for Committees- Provision for Electronic Participation in Committee Meetings During a Declared State of Emergency", be received and filed; and, that Council consider enacting the draft By-Law attached as Schedule"A"to this Report. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Giguere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.15 Frustration of Terrace Lodge Pool Use Agreement— Elgin (County) —YWCA of St.Thomas-Elgin—County Solicitor The County Solicitor presented a report to inform Council of the legal frustration of the current Terrace Lodge Pool Use Agreement ("Agreement') between the Corporation of the County of Elgin ("Elgin") and YWCA of St. Thomas-Elgin ("YWCA"). Moved by: Councillor Jones Seconded by: Councillor McPhail Resolved that the report to Council, dated April 4, 2020, and entitled "Frustration of Terrace Lodge Pool Use Agreement- Elgin (County)/YWCA of St. Thomas- Elgin" be accepted and filed; and that the draft Acknowledgement and Termination 11 Agreement attached as Schedule"A"to this Report to Council be approved; and that the Warden and Chief Administrative Officer be authorized to execute the said Acknowledgement and Termination Agreement on behalf of the Corporation of the County of Elgin. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.16 Frustration of Meals-On-Wheels Supply Agreement — Elgin (County) — Victorian Order of Nurses for Canada—Ontario Branch—County Solicitor The County Solicitor presented a report to inform Council of the legal frustration of the current Meals-On-Wheels Supply Agreement ("Agreement') between the Corporation of the County of Elgin ("Elgin") and Victorian Order of Nurses for Canada—Ontario Branch ("VON"). Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw Resolved that the report to Council, dated April 4, 2020, and entitled "Frustration of Meals-On-Wheels Supply Agreement- Elgin (County) -Victorian Order of Nurses for Canada—Ontario Division" be accepted and filed; and that the draft Acknowledgement and Suspension Agreement attached as Schedule"A" to this Report to Council be approved; and that subject to the satisfaction of the County Solicitor, the Warden and Chief Administrative Officer be authorized to execute the said Acknowledgement and Suspension Agreement on behalf of the Corporation of the County of Elgin. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Bayham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.17 Frustration of Meals-On-Wheels Supply Agreement — Elgin (County) — West Elgin Community Health Centre—County Solicitor The County Solicitor presented a report to inform Council of the legal frustration of the current Meals-On-Wheels Supply Agreement ("Agreement') between the Corporation of the County of Elgin ("Elgin") and West Elgin Community Health Centre (WECHC). 12 Moved by: Councillor Marks Seconded by: Councillor Giguere Resolved that the report to Council, dated April 4, 2020, and entitled "Frustration of Meals-On-Wheels Supply Agreement- Elgin (County)/West Elgin Community Health Centre" be accepted and filed; and that the draft Acknowledgement and Suspension Agreement attached as Schedule"A" to this Report to Council be approved; and that subject to the satisfaction of the County Solicitor, the Warden and Chief Administrative Officer be authorized to execute the said Acknowledgement and Suspension Agreement on behalf of the Corporation of the County of Elgin. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.18 COVID-19: Business Continuity Planning —Chief Administrative Officer The Chief Administrative officer provided an overview of the County's response to the COVID-19 pandemic. During this time, the County is offering essential services only. Staff will continue to monitorthe financial impacts of COVID-19 and will provide updates to Council. Moved by: Councillor French Seconded by: Councillor Martyn Resolved that the report titled "COVID-19: Business Continuity Planning" from the Chief Administrative Officer dated March 2020 be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 Anita Provoost, Vice President, Elgin Federation of Agriculture, with a letter 13 requesting that Elgin County Council show support for Bill 156 by sending the attached letter to Ontario's Minister of Agriculture, Food and Rural Affairs, the Honourable Ernie Hardeman. Moved by: Councillor Martyn Seconded by: Councillor Jones Resolved that the Warden be directed to send a letter to Ontario's Minister of Agriculture, Food and Rural Affairs, the Honourable Ernie Hardeman, expressing Elgin County Council's support for Bill 156; and, that Correspondence Item#7.1.1 be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 7.2 Items for Information (Consent Agenda) 7.2.1 The Canadian National Railway with a letter regarding the discontinuance of the Cayuga Line. 7.2.2 Dr. Merrilee Fullerton, Minister of Long-Term Care, with a letter announcing the investment of$243 million in 2020-21 for additional surge capacity in homes, 24/7 screening, and more staff, supplies and equipment to help tackle the COVID-19 outbreak. 7.2.3 The Association of Municipalities of Ontario with an update on the AMO Conference 2020 scheduled for August 16-19. Moved by: Councillor Purcell Seconded by: Councillor McPhail Resolved that Correspondence Items#7.2.1 —7.2.3 be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 14 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members None. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. CLOSED MEETING ITEMS Moved by: Councillor French Seconded by: Councillor Marks 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 (e)litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board—Port Bruce Bridge In-Camera Item#2 (b)personal matters about an identifiable individual, including municipal or local board employees, (d)labour relations or employee negotiations —COVID-19: Corporate Staffing Plan. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Giguere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 10. RECESS Council recessed at 10:05 a.m. and reconvened at 10:10 a.m. 11. MOTION TO RISE AND REPORT Moved by: Councillor Jones Seconded by: Councillor Martyn Resolved that we do now rise and report. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes 15 Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide 1 Warden Dave Mennill 11 es 9 0 0 - Motion Carried. In-Camera Item#1 —Port Bruce Bridge Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In-Camera Item#2—COVID-19: Corporate Staffing Plan Moved by: McPhail Seconded by: Giguere Resolved that the confidential report from the Chief Administrative Officer and the Director of Human Resources be received. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor Marks 16 Resolved that we do now adopt recommendations of the Committee Of The Whole. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 13. CONSIDERATION OF BY-LAWS 13.1 By-law 20-07—Procurement of Goods and Services BEING a By-law to Adopt a Policy for the Procurement of Goods and Services for the Corporation of the County of Elgin and to Repeal By-law no. 13-19. Moved by: Councillor Giguere Seconded by: Councillor Jones Resolved that By-law No. 20-07 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Abstained Malahide Warden Dave Mennill Yes 8 0 1 - Motion Carried. 13.2 By-law 20-18—Fees and Charges BEING a By-law to Amend the Fees and Charges By-law No. 20-09 to Defer the Imposition of Interest and Penalties on Levy Payments. Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell Resolved that By-law No. 20-18 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes 17 Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 13.3 By-law 20-19—Land Division Committee BEING a By-Law to Amend By-Law No. 18-35, as a By-Law to Prescribe Procedures for Governing the Calling, Place, and Proceedings of the Elgin County Land Division Committee. Moved by: Councillor French Seconded by: Councillor Ketchabaw Resolved that By-law No. 20-19 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 13.4 By-law 20-20—Procedures for Committees BEING a By-law to Amend By-law No. 19-40, Being a By-lawto Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin. Moved by: Councillor Giguere Seconded by: Councillor Martyn Resolved that By-law No. 20-20 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 18 13.5 By-law 20-21 —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 April 14, 2020 Meeting. Moved by: Councillor Jones Seconded by: Councillor Marks Resolved that By-Law No. 20-21 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 14. ADJOURNMENT Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that we do now adjourn at 10:52 a.m. to meet again on April 28, 2020 at 9:00 a.m. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. Julie Gonyou, Duncan McPhail, Chief Administrative Officer. Warden. 19 REPORTS OF COUNCIL AND STAFF April 28, 2020 Council Reports — ATTACHED Warden —Warden's COVID-19 Update Staff Reports —ATTACHED General Manager of Economic Development — COVID-19 Business Development Fund General Manager of Economic Development — Job Site Challenge: An Update Library Coordinator— 2019 Annual Library Performance Measurements Director of Engineering Services — Contract Award of Two Tenders — Hot Mix Asphalt Paving and Microsurfacing / Surface Treatment Director of Engineering Services — Engineering Services for Wonderland Road / Highway 3 Environmental Assessment Study and Preliminary Design Services Director of Financial Services — COVID-19 Cash Flow Analysis Director of Financial Services — March 2020 Year-To-Date (YTD) Budget Performance Chief Administrative Officer— Increase in Billing Rate — County Prosecutor Legislative Services Coordinator— Service Delivery Review Progress Report No. 2 20 m REPORT TO COUNTY COUNCIL FROM: Warden Dave Mennill DATE: April 22, 2020 SUBJECT: Warden's COVID-19 Update RECOMMENDATION: THAT the April 22, 2020 report from Warden Dave Mennill, entitled "Warden's COVID- 19 Update" be received and filed. REPORT: The COVID-19 pandemic has overwhelmed the healthcare system in several Countries across the world. The number of cases in Canada continues to grow exponentially daily. Ontario has been reporting new cases averaging 400-500/day. Elgin County continues to work closely with our local and senior health authorities to curb the spread of the COVID-19 virus and our local case count continues to grow slowly. According to Southwestern Public Health, we have not seen strong evidence of a "peak" in cases for the Southwestern Public Health region (Elgin/St. Thomas & Oxford). Our doubling time for new cases has slowed, suggesting that public health measures are working. It is important to recognize that changes to testing guidelines will impact the curve. As more individuals in the community are tested, we anticipate that there will be more confirmed cases, particularly ones that would have previously gone undetected. Significant changes have been made to a number of the County's processes and services in response to COVID-19 — in an effort to ensure the safety of the public and staff. We are in extraordinary times, and as a result, extraordinary measures are being taken. We continue to meet with Southwestern Public Health on a daily basis and our County-wide Emergency Operations Centre meets on a weekly basis. The Chief Administrative Officer (CAO) and Emergency Management Team meets daily and I am in regular contact with our CAO. Communication to the public continues to be a priority and I have issued a number of COVID-19 press releases. I would like to acknowledge the tremendous work that is underway in Elgin's three (3) Long-Term Care Homes. A number of actions have been taken to protect our staff and residents from COVID-19 and our homes and administration staff continue to be engrossed in COVID-19 planning. The Homes have had tremendous and ongoing support from all departments within the County. Programming teams are fervently working to support keeping the residents engaged while in isolation and ensuring they remain connected to their loved ones in various ways including letters and virtual interactions. A number of compassionate and fact-based communications have been issued to residents, staff and their families. With recent changes to in-person visits within the Long-Term Care Homes, additional administrative staff has been deployed to each Home to field phone calls and questions 21 from family members, friends and suppliers. All Homes have a drop box in place at the front entrance where friends and family members can leave letters for their loved ones living in our Homes. It has been wonderful to see the community relay their support of Elgin's front-line workers. We have seen this through the donation of Personal Protective Equipment (PPE) as well as through support for staff from local businesses, flower shops and restaurants. On behalf of County Council, chocolate was sent to all Homes staff over the April long weekend. Our front-line workers are to be commended for their support of our 247-residents. Elgin County's Economic Development Department has been reaching out to businesses to gather data on the number of closures as well as the impact the crisis has had on their business. Amid the COVID-19 crisis, staff from across the organization have found new suppliers and sources of critical items needed by front-line health care workers. By protecting ourselves, our staff and the com m unity as m uch as possible, we are doing our part to stem the transmission of the virus. I would like to remind residents to continue to strictly adhere to physical distancing guidelines and stay home if possible. By taking personal responsibility, we are not only protecting ourselves and our families, but we are also supporting our community. All of which is Respectfully Submitted Dave Mennill Warden 22 m REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager of Economic Development DATE: April 20, 2020 SUBJECT: COVID-19 Business Development Fund RECOMMENDATION: THAT the April 20, 2020, report titled, "COVID-19 Business Development Fund," submitted by the General Manager of Economic Development, be received and filed for information; and THAT $15,000 be transferred from the Economic Development Department's 2020 operating budget to the Elgin-St. Thomas Small Business Enterprise Centre to be included as the County's financial contribution to the COVID-19 Business Development Fund, as described in the April 20, 2020, report submitted by the General Manager of Economic Development. INTRODUCTION: The COVID-19 outbreak is a human tragedy and has a growing impact on the global economy. In Canada, like in other areas around the globe, some industries have been particularly affected or will take a long time to return to normal. To assist, all levels of government have put some sort of support programs or assistance in place to help the vulnerable sectors and the business community. This assistance has taken the form of loans, wage subsidies, work sharing, and tax deferral, just to name a few. Most recently, the Federal government announced that a program will be developed to help businesses and commercial landlords cover their rent. Locally, the Elgin Business Resource Centre is offering crisis loans that will also assist local businesses to pay for their operating costs. However, the local business community will need to adapt or pivot their operations to meet the challenges and new opportunities resulting from the impact of COVID-19. Recognizing this, the St. Thomas Economic Development Corporation and the County's Economic Development department have assisted the Elgin St. Thomas Small Business Enterprise Centre (SBEC) in developing a COVID-19 grant program. This grant program will be implemented to help local business owners with pivoting their business model. DISCUSSION: The business community has been hit hard by the impact that COVID-19 is having on human and economic health. There are programs that have, and will, be put in place by 23 the Provincial and Federal levels of government to help business owners and individuals through these unprecedented times. For local businesses to adapt and to survive during and after the pandemic, it will require adjustments to some business models currently being implemented by segments of Elgin's small business community. Based on client consultations by SBEC, and survey results generated locally and regionally, many business owners have indicated they could use funding to help them with pivoting their business models. Ideally, this process is efficient with low turnaround times that will allow them to make changes to their operations quickly. Moreover, it will enable them to generate revenue and, in some cases, retain or hire employees. The St. Thomas Economic Development Corporation and the County's Economic Development department have been assisting SBEC to develop a grant program that would meet those requirements. The COVID-19 Business Development Fund would be administered by SBEC and would provide up to $2,000 per business. This Fund would help businesses to adapt their operations to a new or altered economic environment. This could include, but not limited to, creating an online presence, creating an e- commercesite, enhancing/developing Search Engine Optimization (SEO) marketing, and digital marketing. The program criteria and eligibility requirements are contained in the program description in Appendix One. As highlighted in the appendix, funding for the program would consist of SBEC moving $15,000 from the Starter Company Plus Program into the COVID-19 Business Development Fund. Another $15,000 would be provided by the St. Thomas Economic Development Corporation. The Downtown Board of Management has indicated they will support the program with $10,000. Although the County's Economic Development department will be promoting the program and will assist with evaluating and approving applications, staff is recommending that the County match the City's funding of$15,000. Matching this funding would enhance the funds available to support Elgin businesses. This City/County partnership also provides a unified approach to supporting the area's small business community through these difficult times. There are available funds in the Economic Development department's 2020 operating budget due to some initiatives being scaled back because of the impact of COVID-19. As part of that operating budget, however, staff is recommending that the County's contribution of$15,000 be funded from the Elgincentives 2020 program; as grant monies contained in this program have already been identified to assist Elgin County businesses. Presently, there is $123,000 remaining in the Elgincentives account to be distributed for 2020. This works out to be $41,000 for each of the remaining intake periods of May, July and September. If what is expected transpires, five applications should be received for the May intake date. The Elgincentives program would usually receive approximately eight or nine applications per intake session. Thus, having $5,000 less to be distributed at the 24 remaining 2020 intake dates would not have a detrimental impact on the program. It should be noted that one of these potential five applicants has indicated utilizing Elgincentives funding to renovate a property to meet the changing market conditions and demands resulting from the effects of COVID-19. The COVID-19 Business Development Fund is set to launch on May 1, 2020. The program will finish when the available funds have been exhausted. CONCLUSION: By moving monies from the Elgincentives 2020 program budget to SBEC's COVID-19 Business Development Fund, Elgin County, in partnership with the City of St. Thomas, will help local businesses adapt or pivot their operations to meet the challenges and new opportunities resulting from the impact of COVID-19. The Elgincentives program is also available to assistthe business communitywith property improvements that may be required to meet the changing marketplace. All of which is Respectfully Submitted Approved for Submission Alan Smith Julie Gonyou General Manager of Economic Development Chief Administrative Officer 25 St.T�ry�yy r��+ itrk ��IIttC�1�� ,. 1. dY R A�11. N q 13� 0 downtown ��II��j�jl�j�r�(r r/ 4 �/ ,IIII�RIIV�II� t RVi RVU l / �d ..�I, Progressive byNature ENTERPRISE EN'JTRE COVID-19 Business Development Fund Access up to $2000 for business development during COVID19 Overview of Program The spread of coronavirus(COVID-19) is having a devastating impact on small businesses in our community, and in many cases, operations have come to a full stop. The COVID-19 crisis will come to an end, but until we get there,we need to do the following: • Continue to be the experts in programs available to assist businesses through this time • Continue to work with businesses on creating cashflow projections during this timeframe • Continue to provide ongoing marketing of our small business community through social media,website, newsletter, radio and print • Continue to get feedback from the small business community on the impacts of covid-19 and what tools, resources and support we can provide during this timeframe • Continue to share feedback with our federal and provincial contacts Based on the results of survey feedback and one on one appointments, many business owners have indicated they could use funding to help them with pivoting their business model. Ideally this process is efficient with low turnaround times that will allow them to quickly make changes and allow them to generate revenue and, in some cases, retain or hire employees. Based on input from experts in the digital industry, many businesses will be able to execute one or more of the following with access to funding: - Creating an online presence - Creating an ecommerce site - SEO Marketing - Digital marketing Although, thefocus has been on digital marketing and sales, we are not limiting it to this. This program is open to other ideas to pivot. In addition to offering funding, the Elgin/St.Thomas Small Business Enterprise Centre, in partnership with Elgin County Economic Development and St. Thomas Downtown Development Board would leverage their social media reach, newsletterand radio ads to promote the businesses transitioning. Funding: St. Thomas Economic Development Corporation/Elgin- St.Thomas Small Business Enterprise Centre:$30,000 St. Thomas Downtown Development Board:$10,000(Amount to be confirmed) 26 Elgin County Economic Development—To be determined Economic Impact: It is hard to determine the economic impact at this stage. In many cases, this will allow a small business to stay afloat until the worst of the pandemic is over and they can resume other revenue generating opportunities.The Elgin/St. Thomas Small Business Enterprise Centre will trackthe economic impact through their reporting protocol. Measuring Success: • Provide support to help a minimum 25 businesses continue to operate(this number will change based on total funding) • Help maintain a minimum of 30jobs Marketing Strategy: • Extensive social media promotion • Radio ads • Print ads • Outreach to existing small business network Anticipated Launch Date:May 1,2020(or sooner) Eligibility • Must be an existing small business (a small business is defined as having fewer than 100 paid employees) • Business must be in St. Thomas or Elgin County • Is a sole proprietorship or a corporation where the applicant will be the majority shareholder(if incorporated, application and grant funding is in personal name) • Is an independent business venture • Fits the Canada Revenue Agency definition of being self-employed FORM RC 4110 through the website: cra-arc.gc.ca/E/pub/tg/rc4110/ • Operatesat arm'slength from family business ventures in Ontario • Maintains a separate business bank account,follows government rules and regulations for operating a business Note:This funding is not meant to cover costs of staying open during covid-19 Businesses noteligible: • Partnerships that are50%shared,franchises, commissioned sales and distributorships • Not-for-profit or charitable enterprises • Multi-level marketing ventures • Single event such as musical ventures bands, DJs or dance/party event organizations NOTE:TAX TREATMENT OF BUSINESS AWARDS:Program grantsare considered taxable under Canada and Ontario Income TaxActs. A T4A slip will be issued to the recipient ofthe award. 27 Requirements ofProgram: • Attend monthly mentor meetings with the SBEC for 6 months • Provide monthly updates to SBEC for 6 months on the progress of implementation of plan (Appendix A) • Over 18 years of age and not in full time education • Currently operating a full-time business (35 hours/week or more) • A Canadian citizen or permanent resident living in Ontario • Not a current participant in other provincial programs • Application will be submitted to a grant review committee for review Application Process Name: Business Name: Phone: Home Address: Business Address: Email Address: Description of Business: How has covid-19 impacted your business? 28 Amount Requested: $ Please provide outline of what funds will be used for: Please provide an estimate of how much revenue this will generate monthly: Will thiscreatejobs? If yes, please outline how many. Please provide an overview of your marketing strategyfor the next 3 months: Personal References (cannot be living with you) Name: Address: Phone: Name: Address: Phone: 29 We will also need: • Two pieces of personal identification -birth certificate, passport,driver's license, and SIN #. • A copy of Articles of Incorporation and a certified copy of resolution of directors and shareholders authorizing director to obtain financing (this is only required if you area corporation). • A copy of Master Business License • A copy of Federal Business Identification Number(HST/Payroll account) Please print full name and sign below (a witness is required for each signature) Date Applicant Name Applicant Signature Witness Name Witness Signature (print) (print) Applications must be signed and witnessed before they can be processed PRIVACY POLICY: SBEC is a division of St.Thomas Economic Development Corporation and is committed to protecting your Personal Information, which protection is regulated by the Act.We may collect your Personal Information from time to time,including the Personal Information obtained prior to,at the time,and following the date hereof, to assist the delivery of providing business support services offered to you.We may provide your Personal Information to our funding partners to report statistical data and for audit purposes. SBEC does not sell or release Personal Information to any third parties, except asset out herein, or unless required at law. Ifyou have any questions or concerns regarding SBEC's privacy policy please direct them directly to the SBEC Manager519-631-1680 x4503. DISCLAIMER:SBEC has or will provide you with free information resource service, which includes the provision of information, documentation and publications (the "Information"). The Information is for general guidance on your business venture.SBEC has not provided you with any form of legal,accounting, tax or other professional advice regarding your business venture and the Information should not be used as a substitute for consultation with professional accounting, tax,legal or other competent advisers.Before making any decision or taking any action regarding your business venture,you should consult a professional adviser. Although SBEC attempts to provide Information that is useful and reliable, SBEC cannot possibly ensure the accuracy of all of the Information at all times and SBEC is not responsible for any errors oromissions. All Information is provided"as is",with noguarantee of completeness, accuracy,timeliness or of the results obtained from the use ofthe Information, and without warranty of any kind,express or implied, including, but not limited to warranties of performance, merchantability and fitness for a particular purpose. In no eventwill SBEC,its related partnerships or corporations, or the partners, agents or employees thereof be liable to you or anyone else for any decision made or action taken in reliance on the Information or forany consequential, special or similar damages,even if advised of the possibility of such damages. ACKNOWLEDGMENTS: I hereby certify that the statements and information in this application form are true and correct to the best of my knowledge and belief,and I authorize the Small Business Enterprise Centre to investigate all statements or other information contained in this application form and any attachments submitted with it, unless I have stated in writing to the contrary. I understand and agree that any misrepresentation, falsification or material omission of information on this application may result in my failure to be accepted into the Starter Company Program. All consultations are kept strictly confidential. I have read the Privacy Policy and the Disclaimer. I hereby consent to the use of the Personal information by SBEC in accordance with such Privacy Policy, and I acknowledge and agree to the terms set out in the Disclaimer. SIGNATURES: Client: Staff: Date: ...................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 30 Appendix A—Monthly Program Report Client: Month: Date: Summary of activity: Financials/Sales: Celebration for the month: Mentorship: Concerns/Issues/Barri ers: Results of action plan from last month: Plan of action for next month: 1. 2. 3. 31 m REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager of Economic Development DATE: April 20, 2020 SUBJECT: Job Site Challenge: An Update RECOMMENDATION: THAT the April 20, 2020, report titled, "Job Site Challenge: An Update," submitted by the General Manager of Economic Development, be received and filed for information. INTRODUCTION: At the January 28, 2020, meeting, members of County Council were introduced to the Province of Ontario's Job Site Challenge. This Challenge intended to identify mega- sites where large-scale manufacturers could invest in Ontario. The County's Economic Development staff encouraged landowners to consider applying to the Challenge. As a result, Ford Motor Company submitted an application that met the original deadline of March 31, and another landowner is currently showing interest in applying to the Challenge. The Province has indicated that submissions received after the original deadline will be accepted, due to the COVID-19 pandemic. DISCUSSION: Earlier this year, through its Job Site Challenge, the Province of Ontario issued a public call out to all landowners in Ontario to form an inventory of fully serviced mega-sites available on the market to support large-scale manufacturing operations. This Challenge would support businesses seeking to acquire large tracts of land, 500 to 1,500 acres, to expand existing or establishing new manufacturing operations. The County's Economic Development staff, working closely with the Township of Southwold, enabled the Ford Motor Company to submit a completed application to the Challenge for its property located at 1184 Sunset Road. As stated in Appendix One, the next step is for the Province to review the submitted application to determine if the site meets the Program's eligibility requirements. If eligible, the Ford lands will be assessed against the specified criterion and will be ranked according to how well the site meets the Challenge's objectives. It must be stressed that only the top three (3) sites in Ontario will be put forward for consideration as a mega-site. It should be noted that given the COVID-19 pandemic, the Province of Ontario decided to accept Job Site Challenge submissions received after the March 31, 2020 deadline. 32 This program time extension, although for how long is uncertain, has enabled another private property owner to consider applying to the Challenge. Economic Development staff are currently working with the landowner to investigate the likelihood that the site in question would be a suitable location for the Challenge. These lands are located within the Municipality of Central Elgin. Economic Development staff have reached out to the Municipality's administration, as the application will require significant staff input from the Municipality. CONCLUSION: For the successful Municipality or region where a mega-site is endorsed, an investment by a large-scale manufacturer would result in a tremendous economic impact for the community. This investment would direct jobs and the creation of small- to medium- sized businesses throughout the supply chain. With the submission by the Ford Motor Company, Elgin County is now able to compete with other areas of the Province. The Ford site can now be considered as a possible location containing a potential mega-site; and, the area is one step closer to the potential economic benefits of having such a location. All of which is Respectfully Submitted Approved for Submission Alan Smith Julie Gonyou General Manager of Economic Development Chief Administrative Officer 33 Randy Fisher Broker, Senior Vice President, CBRE Limited 30-380 Wellington Street London, ON N6A 5135 Dear Randy Fisher: Re: Job Site Challenge Application —former Ford St. Thomas Assembly Plant Thank you foryour application to the Job Site Challenge. Your submission was received on March 31, 2020. The Challenge provides an opportunity for us to work together to make Ontario more attractive to companies looking to acquire land for the purposes of expanding existing, or establishing new, industrial operations. The Province is making a strategic effort through the Job Site Challenge to help communities and industrial landowners across Ontario to create competitive shovel-ready sites to attract capital investment. Global economic forces are pushing companies to make market decisions faster than ever before. For corporations desiring to locate advanced manufacturing operations, access to shovel-ready sites presents a unique site screening advantage that reduces site location risk, saves time, and reduces site development costs. The Government will review your Job Site Challenge submission to determine if your site meets the Program's eligibility requirements. If eligible, your site will be assessed against specified criterion and will be ranked according to how well it meets the Challenge's objectives. Only the top 3 sites will be put forward for consideration as a mega site. We look forward to working with you to create a competitive shovel-ready mega site. Please feel free to contact my team at burdenreductionteam@ontario.ca with any question or concerns. Sincerely, Ur " Victor Severino Assistant Deputy Minister, Office of Small Business and Red Tape Reduction cc: Tom Kaszas, Director, Small Business and Red Tape Reduction Michelle Falone, Manager, Small Business and Red Tape Reduction 34 m REPORT TO COUNTY COUNCIL FROM: Natalie Marlowe, Library Coordinator DATE: April 28, 2020 SUBJECT: 2019 Annual Library Performance Measurements RECOMMENDATIONS: THAT the report titled "2019 Annual Library Performance Measurements" from the Library Coordinator dated April 28, 2020 be received and filed; and, THAT a copy of this report be submitted to all municipalities in the County of Elgin. INTRODUCTION: This report presents Elgin County Library's (ECL) 2019 annual usage trends within the context of a five-year analysis from 2015 to 2019, both for the system as a whole and for the ten branches. The report is comprised of quantitative data that we track monthly and/or annually, as well as qualitative data (in Section 6) that is gathered by survey methods during a 3-month period, yearly. DISCUSSION: This report is separated into eight sections: 1. Total Use demonstrates how residents of the County of Elgin are physically and virtually using library space. 2. Overall Circulation highlights two and five year borrowing trends for physical and electronic usage. 3. Branch Circulation displays five years of borrowing history per branch. 4. Holds Placed shows new trends for how library members are placing holds. 5. Branch Visits displays the number of people visiting ECL branches per year. 6. Programs displays the number of programs and tours offered per branch, per year, as well as the number of active participants. 7. Technology shows how library members are using library computers versus wireless internet. 8. Library Membership displays a four-year trend for new members and members actively using library services. 35 Total Use Library usage can be divided into two categories: physical transactions that are performed within a library branch (i.e., in-library use) and online actions that are available both inside and outside of the library (i.e., electronic use). In this section, in-library use and electronic use are listed over a five-year period. Key takeaways include: • 431,792 total uses of the ECL system in 2019 • 0.2% decline over a two-year period (2018-2019) • 4.3% increase over a five-year period (2015-2019) 414.0 411.7 435.2 432.5 431.8 Thousand Thousand Thousand Thousand Thousand ��ii�iiiiiu��giiiii»��ili Ul l�IIIpI�IIIIJ�IIII Dl 11 �� DII� U�� yVW, ��f f IIIf M L J O +M+ C� MMMMMM L a 2015 2016 2017 2018 2019 In-Library Use Electronic Use Table 1: Overviewof Librarysage Measure 2019 2018 2017 2016 2015 Physical Circulation 223,751 232,709 245,862 244,005 240,132 Computer Use 20,668 21,343 22,142 22,732 24,382 Holds Placed In-Branch 23,249 23,691 24,159 24,421 48,234 Program Attendance 28,096 28,829 28,217 22,399 23,811 Electronic Circulation 41,950 35,506 28,008 24,585 23,548 Virtual Visits (catalogue sessions) 41,832 41,028 41,091 36,700 26,095 Wireless Sessions (WiFi) 25,614 24,019 22,208 14,279 15,864 Holds Placed Online 26,632 25,422 23,533 22,571 11,983 i 1111113MMIMM III, I I, . pp : v � ,a � ' •� III, u " � Total Use 431,792 432,547 435,220 411,692 414,049 36 Overall Circulation Key takeaways include: • 2019: 265,701 items borrowed • 84.2% borrowed in-branch o Physical circulation decreased 3.8% over a two-year period o Physical circulation decreased 6.8% over a five-year period • 15.8% borrowed electronically o Electronic circulation increased 18.1% over a two-year period o Electronic circulation increased 78.1% over a five-year period Lending physical items from the branches continues to be one of the top Library uses. The circulation of online content continues to rise as Elgin County residents find value and entertainment in the use of eBooks, eAudiobooks, eMagazines, movies, music, and more. Electronic circulation includes the following digital platforms: OverDrive and Libby, Hoopla, Kanopy, and RB Digital Magazines and Flipster Magazines. 2015 Illllll�lllllllllllllllllliil��ll�llllllll��lllllllli�llll�llll�llll �� 1111111�111111111111111111�1111111�1 2016 2017 UIU�U��UV��flNkNNN �' p11111p11� ''� '� 2018 UIUI)U➢�J� k'Nii�i�'VIUJJ p�lll�llll� lllll�U 2 019 1111111 0 50,000 100,000 150,000 200,000 250,000 300,000 Number of Items Borrowed u„ ymuuu�+reNNrc,MN�rc h�iu °fNtli rere�re�NNulIpp II^um �1u11miffiffiffi law � � Table 2: Overviewof Total Circulation Year Physical Circulation Electronic Circulation Total Circulation 2015 240,132 23,548 263,680 2016 244,005 24,585 268,590 2017 245,862 28,008 273,870 2018 232,709 35,506 268,215 2019 223,751 1 41,950 265,701 % Change 2015-2019 -6.8% 1 78.1% 0.8% 37 Branch Circulation Influencing factors include: • In the summers of 2018 and 2019, the Aylmer and Port Burwell (2019 only) branches were extensively renovated which affected service levels. • Due to extensive renovations and modification of opening hours in 2016, the Belmont branch has seen a 26.6% increase in physical circulation over a three- year period. • Shedden branch experienced a 7.5% increase in physical checkouts over a three-year period between 2017 and 2019. Since opening the new Southwold Township Library in Shedden, physical circulation has increased 34.3% over a four-year period. This increase in physical circulation is attributed to both the new facility and the increase of operational hours from 19 hours per week to 21. • Straffordville branch continues to offer a high level of circulation compared to population served over a five-year period. 90,000 ................................................................................................................................................................................................................................................................................................................................................ 80,000 uuuu A I m er uuuuuu Belmont � 70,000 Dutton 60,000 0 111111111 Port Burwell 50 ....... ............................................................. ............................................................. ............................................................ ............................................................. ......................................................... Port Stanley 000 S Y C uuuuuuRodney a L 40,000 o m uuu Shedden L ...... ..................................... ................ .................................... ................. .................................... ................. ..................................... ................ .................................... ............. � 30,000 iiiiiiii Springfield E20,000 ....... ..... ... ............... ................. ..... .... ............... ................. ..... .... ............... ................... ..... .... .............. ................ ..... .... .............. ............. 0 Straffordville 10,000 .... 1111111111111 West Lorne J 0 ....... ...... ...... ....... ...... ... iim Administration 2015 2016 2017 2018 2019 Table 3: Overviewof Branch Circulation Branch 2019 2018 2017 2016 2015 Aylmer 74,503 75,914 80,261 79,107 72,103 Belmont 13,453 12,019 10,531 10,628 12,552 Dutton 23,891 24,588 24,962 24,369 24,757 Port Burwell 6,937 7,402 8,106 8,494 8,591 Port Stanley 19,778 22,252 23,771 25,877 25,009 Rodney 11,886 12,145 13,829 16,124 19,293 Shedden 9,584 9,209 8,915 6,294 7,428 Springfield 15,930 15,379 16,425 16,056 16,225 Straffordville 35,012 38,858 40,873 38,518 40,160 West Lorne 11,116 12,663 15,220 15,568 12,993 Administration 1,661 2,280 2,969 2,970 1,021 Holds Placed A hold refers to an individual request to borrow a library item once available. There are two ways to place holds: with staff in-branch or online as a library user. Table 4 illustrates a 17.2% decrease in the number of holds placed over a five-year period. The WLibrary! app enables users to place holds directly through the Library catalogue, but also has a feature that allows customers to scan the ISBN number on the back of a book to place it on hold. Holds placed using this feature can not be tracked and therefore are not counted in the data presented. Introduced in 2016, the WLibrary! app has streamlined the ability for customers to quickly and efficiently place holds with smart devices. The way individuals use library services is changing as 2018 marks the first year where holds placed online by library members exceeded the number of holds placed in-branch by staff. Library members are embracing electronic tools (the library online catalogue or the MyLibrary! app) that allow for simplified management of their library accounts. 60,000 50,000 40,000 cn . n Cn 30,000 o L0 ............................................................................................................................................................................................................ , z10,000 2015 2016 2017 2018 2019 m Q)m[11iiuHolds Placed In-Branch Holds Placed Online Table 4: Overviewof Holds Placed Year Holds Placed In-Branch Holds Placed Online Total Holds 2015 48,234 11,983 60,217 2016 24,421 22,571 46,992 2017 1 24,159 23,533 47,692 2018 23,691 25,422 49,113 2019 23,249 26,632 49,881 39 Branch Visits People counter units track the amount of foot traffic that enters the branches and provide traffic patterns over time. Influencing factors include: • During summer 2019, the Port Burwell branch was renovated and was closed between May 27th and June 1st. • In the summerof 2018, the Aylmer branch was renovated. During this renovation, access to the branch was moved away from the main doors -where the people counter unit was installed -to accommodate new flooring and furniture installations. As a result, 2018 people counts for Aylmer are higher than shown in Table 5. • Belmont was the last branch to install a people counter unit. The unit was installed after the completion of a branch renovation in July 2016. As a result, no data is tracked for Belmont in the 2016 year. • Shedden branch visits increased by 29.4% between 2016 and 2019. 80,000 ............................................................................................................................................................................................................................................................................................................................................... 70,000 u000 A I m er uuuuur Belmont � 60,000 Lm Dutton as a in Port Burwell 2 Port Stanley 40,000 Y LA uuuuuuRodney j 30,000 c uuu Shedden 20,000 iiiiiiii Springfield 10,000 ...... / m Straffo rd vi I I e 0 IIIIIIIIIII West Lorne 2016 2017 2018 2019 Table 5: Branch Visits per Year Branch 2019 2018 2017 2016 Aylmer 65,422 66,083 68,475 73,404 Belmont 12,683 12,473 11,754 0 Dutton 18,901 19,226 17,726 17,190 Port Burwell 5,939 5,602 6,053 6,904 Port Stanley 36,525 36,682 36,279 36,330 Rodney 10,386 10,246 10,528 11,099 Shedden 10,451 9,628 11,983 8,075 Springfield 16,931 18,548 21,381 19,709 Straffordville 32,112 1 31,646 1 33,397 1 33,728 West Lorne 13,465 1 14,055 1 14,256 1 13,336 Programs Influencing factors include: • 2019: 1,737 programs and branch tours were offered o An increase of 4.4% over a five-year period • 2019: 28,262 people attended branch programs and tours o An increase of 18.7% over a five-year period • The average number of people attending each program has increased 13.7% between 2015 and 2019. • Programs include: school partnerships, STEAM programming, system-wide initiatives (e.g. National Canadian Film Day, Comic Book Day, Winter Reading Club, Ontario Public Library Week, etc.), story times and playgroups, book clubs, arts and craft programs, summer reading club programs, and more. I I I I I 2015 2016 .0 2017 2018 ' 2019 0 5,000 10,000 15,000 20,000 25,000 30,000 Number of Programs, Tours and Attendance Per Year �IIIIEmm SENSE= Table 6: Number of Programs, Tours and Attendance per Year Year Programs &Tours Attendance 2015 1,664 23,811 2016 1,789 22,399 2017 1,741 28,217 2018 1,785 28,829 2019 1,737 28,262 % Change 2015-2019 4.4% 18.7% 41 During fall 2019, Elgin County Library surveyed the topic of Early Childhood Literacy to participants of Library programs. This focused survey measures the impact of services designed to improve early literacy and learning skills and to prepare children ages 0-5 to succeed in school. Influencing factors include: • Eight library branches participated in the survey and there were 78 survey responses. • 2019 is the pilot year for this survey topic, therefore there currently isn't any year- over-year data to capture trends. • This qualitative data is analyzed in a quantitative way: the Likert scale. The Likert scale is a way of measuring participants' level of agreement or disagreement with a series of statements. The range of the collective responses points to an underlying phenomenon. • Both statements and open-ended questions were included in the survey; responses to the four statements are documented in this report. Table 7: Overview of Branch Responses to Statement #1: "You learned something that you can share with your children." Straffordville Springfield a Port Stanley Port Burwell �m Strongly Disagree Shedden �m VII qp qp q p Disagree 000o Neither Dutton 111MEM iiiiiiii Ag re e uuuuur Strongly Agree Belmont Aylmer 3111111 0 25 50 75 100 Percentage of Responses for Each Level of Liked Scale (Average:Strongly Agree 43.60/4 Agree 51.50/4 42 Table 8: Overviewof Branch Responses to Statement #2: "You feel more confident to help your children learn." Straffordville 11111110M Springfield Port Stanley m Port Burwell Strongly Disagree Shedden �aM Disagree l o00o Neither Dutton °�� iiiiiiii Ag re e Belmont ir Strongly Agree Aylmer °o;°°��IIIIIIIIII lumi 0 25 50 75 100 Percentage of Responses for Each Level of Likert Scale (Average:St ro ng ly Ag re e 41.40/4 Agree 480/4 Table 9: Overviewof Branch Responses to Statement #3: "You will spend more time interacting with your children (e.g. reading, talking, singing, writing, playing)." Straffordville ��i° �� Springfield ° u Port Stanley Port Burwell �m Strongly Disagree °iiiiiiiiii iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii Shedden m Disagree Dutton m iiiiiiii Neither "' 11111111 Ag re e Belmont m uuuuur Strongly Agree 0 Aylmer 0 25 50 75 100 Percentage of Responses for Each Level of Likert Scale (Average:St ro ng ly Ag re e 49.50/4 Agree 46.90/4 43 Table 10- Overviewof Branch Responses to Statement #4: "You are more aware of resources and services provided by the library." Straffordville a Springfield 0 '1' Port Stanley Port Burwell aM Mo Strongly Disagree Shedden gel Disagree 000o Neither Dutton iiiiiiii Ag re Belmont �aM r Strongly Agree Aylmer m 0 25 50 75 100 Percentage of Responses for Each Level of Liked Scale (Average:Strongly Agree 52.90/4 Agree 44.10/4 44 Technology Use Influencing factors include: • Mobile device use is increasing the number of library wireless sessions. • Wireless usage continues to grow and has increased by 61.5% over a five-year period. • As wireless usage increases, computer usage in the library branches is steadily declining at an average rate of 3.0% per year (or 15.2% over a five-year period). 30,000 L .................................i ......................................................................................................................................,,,,,,.................................................................................................................................. ... ............................... � 25,000 �r�rf«r�rf«r�rf«r�rf«r�rf«r�rf«r�rf«r�rf«r�rf«r�rf«r�rf«r�rf«r�rf«r�rf«e,y L a 20,000 r� N 0 3 15,000 . ..................... as C L E_ 10,000 4- 0 L E 5,000 0 z 0 2015 2016 2017 2018 2019 meiiiiiiiiiiiuComputer Use In-Branch =&=Wireless Sessions Table 11: Overviewof Internet Use Year Computer Use In-Branch Wireless Sessions 2015 24,382 15,864 2016 22,732 14,279 2017 22,142 22,208 2018 21,343 24,019 2019 20,668 25,614 % Change 2015-2019 -15.2% 61.5% 45 Library Membership An active member of the library is a customer who has used a library service within a two-year period. In 2015, Elgin County Library implemented a new computer software which resulted in irregular counts of active members for the year. As a result, Table 12 displays four years of library membership data to re-focus the data on measurable outcomes. Influencing factors include: • Partnerships with schools continue to grow, leading to new member registrations. • Library cards were redesigned in 2018 to revitalize the ECL brand. The focus was to add artistic elements to the cards while maintaining the County of Elgin's branding colours. • Online memberships were implemented to remove barriers for residents wishing to borrow online content. • Reciprocal borrowing privileges with neighboring public library systems — London Public Library, Middlesex County Library and St. Thomas Public Library —enable customers of those systems to more easily obtain an ECL card. • The Books2Go service in partnership with VON Middlesex-Elgin and the West Elgin Community Health Centre encourages residents across the county —who are unable to get to the library — to register for a library account. Books2Go is a free service that delivers library materials to those in need. 2019 Ili III��IIIIIIIINIII�lllllllllllllllllllllllllll�l�l�l�l�l�l�l�l 10o Thhousand 2018 Thousand 2017 MW ThoThousand 2016 13.1 Thousand 0 2,000 4,000 6,000 8,000 10,000 12,000 14,000 16,000 Number of ECL Members perYear 000o Library Members uuuuur New Registrations Table 12: Overviewof Library Members perYear Year Library Members New Registrations Total Active Memberships 2016 11,453 1,693 13,146 2017 9,466 1,680 11,146 2018 9,213 1,960 11,173 2019 9,194 11706 10,900 46 CONCLUSION: Staff are pleased to present this overview of usage and statistics of Elgin County Library for the year 2019. All of which is Respectfully Submitted Approved for Submission Natalie Marlowe Julie Gonyou Library Coordinator Chief Administrative Officer Brian Masschaele Director of Community and Cultural Services 47 E '�� REPORT TO COUNTY COUNCIL Nrr�a:xtir.vrr uxs FROM: Brian Lima, Director of Engineering Services Mike Hoogstra, Purchasing Coordinator DATE: April 17, 2020 SUBJECT: Contract Award of Two Tenders — Hot Mix Asphalt Paving and Microsurfacing / Surface Treatment RECOMMENDATIONS: THAT Walmsley Bros. Ltd. be selected for the Hot Mix Asphalt Paving Project, Tender No. 2020-T15 at a total price of $2,974,838.00, inclusive of a contingency allowance exclusive of H.S.T.; and, THAT Duncor Enterprises Inc. be selected for the Microsurfacing and Surface Treatment Project, Tender No. 2020-T16 at a total price of$691,820.00, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contracts. INTRODUCTION: As part of the approved 2020 Capital Budget, tenders were advertised and issued as per the County's Procurement Policy. Sealed bid submissions were received for the following two projects: 1. Hot Mix Asphalt Paving — Tender No. 2020-T15 2. Microsurfacing and Surface Treatment — Tender No. 2020-T16 Tenders issued this year comprised of various roads throughout the County, including roads under the separate ownership and jurisdiction of select Member Municipalities which desired to participate. Additionally, once again both tenders also included a piggyback clause that allows those Elgin's Municipal Partners which hadn't originally elected to participate, the option of contracting with the successful bidder of the contracts identified. DISCUSSION: Tenders were opened on April 16 for the following projects: Hot Mix Asphalt Paving A total of six (6) contractors downloaded tender documents for this project. Three (3) contractors submitted a bid for this tender; the bid received was as follows: 48 Company Bid Price (County Portion) exclusive of taxes Walmsley Bros. Ltd. $2,974,000.00 Coco Paving Inc. $3,405,309.75 Dufferin Construction Company $3,452,128.00 Walmsley Bros. submitted the lowest compliant bid for the project at a total price of $2,974,000.00, inclusive of a contingency allowance and exclusive of HST for the supply of labour, equipment and materials to place hot mix asphalt on various roads throughout the County. The lowest submitted bid is within budget estimates. Microsurfacinq and Surface Treatment A total of four (4) contractors downloaded tender documents for this project. Two (2) contractors submitted bids for this tender; bids were received as follows: Company Bid Price exclusive of taxes Duncor Enterprises Inc. $691,820.00 MSO Construction $707,570.00 Duncor Enterprises Inc. submitted the lowest compliant bid for the project at a total price of $691,820.00 inclusive of a contingency allowance and exclusive of HST for the supply of labour, equipment and materials to place Microsurfacing and Surface Treatment on various roads throughout the County. The lowest submitted bid is within budget estimates. CONCLUSION: These two tender awards represent ten (10) different projects within the Capital Budget. All of the low tenders submitted are within the approved budget amounts and no capital surplus is anticipated at this time. 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 49 E '�� REPORT TO COUNTY COUNCIL Nrr�a:xtir.vrr uxs FROM: Brian Lima, Director of Engineering Services Mike Hoogstra, Purchasing Coordinator DATE: April 17, 2020 SUBJECT: Engineering Services for Wonderland Road / Highway 3 Environmental Assessment Study and Preliminary Design Services RECOMMENDATIONS: THAT the provision of engineering services associated with the Engineering Services for Wonderland Road / Highway 3 Environmental Assessment Study and Preliminary Design Services, Request for Proposal 2019-33 submission received from GHD Limited in the amount of $250,805.00 (excluding HST) be awarded; and, THAT approval be conditional upon receipt of confirmation from the Ministry of Transportation that they concur with the selection of the Consultant; and, THAT the Warden and Chief Administrative Officer be authorized to sign the supporting engineering service agreement. INTRODUCTION: This report provides details on the Request for Proposal (RFP) 2019-33 for Engineering Services to address the long-term transportation needs in the vicinity of Highway 3 and Ron McNeil Line to provide an improved connection to Wonderland Road, within the Township of Southwold, and seeks Council's approval to award the contract. DISCUSSION: Following the completion of the Wonderland Road and Highway 401 Interchange project in Fall 2015, local traffic has increased on Wonderland Road due to improved access between St. Thomas and London. The County of Elgin and the Ministry of Transportation Ontario ("MTO") have entered into a partnership to address the long-term transportation needs in the vicinity of Highway 3 and Ron McNeil Line to provide an improved connection to Wonderland Road. The County is inviting proposals from Consulting Engineering firms to undertake an Environmental Assessment Study and Preliminary Design. The Environmental Assessment Study and Preliminary Design will assess multiple intersection alternatives with the goal of selecting a preferred alternative that meets the requirements outlined in the Terms of Reference. A roundabout design is included in the consideration of intersection alternatives. The Environmental Assessment Study and Preliminary Design will analyse capacity, geometric and operational improvements at the various intersection alternatives. 50 The Project shall be designed in conformance with the standards, criteria and requirements of the Ministry and the County. The Successful Proponent will also be responsible for any necessary data collection, external liaison and stakeholder consultation, analysis and documentation in accordance with the appropriate legislation, guidelines and requirements. Accordingly, an RFP seeking professional services from interested engineering firms was released by the County in partnership with the MTO to undertake an Environmental Assessment Study and Preliminary Design Study in support of an improved connection to Wonderland Road. The complete RFP document and all supporting Addenda are attached to this report as Attachment 1. Information that was advertised and posted on the County's Bid Portal page https://elgincounty.bidsandtenders.ca including RFP dates, proposals submitted and a complete plan takers list is attached to this report as Attachment 2. The Evaluation Committee (refer to Attachment 3) used a `Quality Based Selection Process' utilizing a "two envelope method" procurement process in which proposals were received in two separate envelopes. The first envelope consisting of technical and qualitative information was opened first and evaluated based on the following criteria: i) Registry Appraisal & Qualifications System (RAQS) Declaration (MTO mandatory requirement) ii) Demonstrated understanding of Work Program /Approach and Methodology; iii) Responsiveness to the RFP, completeness of submission; iv) Project Manager's similar project experience; v) Project Team's similar project experience (including sub-consultants); vi) Time / availability to work on the project and meet proposed schedule; and, vii) References. Then the second envelope consisting of the corresponding price information was opened and evaluated only after the information in the first envelope had been evaluated in accordance with the requirements of the Request for Proposals document (refer to Attachment 1, Section 3.4). The firm selected by the Evaluation Committee is GHD Limited. The total cost for Engineering Services is $250,805 (excluding HST). The proposal submitted by GHD Limited was the highest scoring qualified proposal and thus represented the best complete quality submission. All Proponents that submitted a proposal to the County will be advised of the contract award and will be offered a debriefing of their individual proposal submission. Once started, GHD Limited contemplates completion of this engineering assignment in approximately 10 months. 51 CONCLUSION: As detailed above, the Evaluation Committee completed a `Quality Based' evaluation and selection process in accordance with the Request for Proposal 2019-33, and subsequently the proposal submission from GHD Limited was deemed the successful qualified proponent and is recommended for award. All of which is Respectfully Submitted Approved for Submission Mike Hoogstra Julie Gonyou Purchasing Coordinator Chief Administrative Officer Brian Lima Director of Engineering Services 52 iu ICI r Prol gfressIve 4y Nature ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN Wonderland Road / Ron McNeil Line / Ford Road and Highway 3 REQUEST FOR PROPOSAL No. 2019-33 Closing Date and Time: January 15, 2020 @ 3:00 p.m. (local time) Issued: December 5, 2019 County of Elgin 450 Sunset Drive 2nd Floor, Financial Services St. Thomas, ON N5R 5V1 ui 53 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 INDEX DEFINITIONS AND INTERPRETATIONS............................................................................ 3 SECTION 1.0 - INFORMATION TO PROPONENTS........................................................... 4 1.1 Introduction...................................................................................................... 4 1.2 Proposal Format and Delivery ........................................................................ 4 1.3 Designated Official .......................................................................................... 5 1.4 Questions / Inquiries........................................................................................ 5 1.5 Addenda .......................................................................................................... 6 1.6 RFP Schedule of Events................................................................................. 6 1.7 Registry Appraisal and Qualification System ("RAQS") ................................. 6 1.8 Notice of No Response ................................................................................... 7 SECTION 2.0 - TERMS OF REFERENCE........................................................................... 8 2.1 Project Overview............................................................................................. 8 2.2 Drainage and Hydrology Engineering............................................................. 8 2.3 Environmental................................................................................................ 10 2.4 Highway Engineering .................................................................................... 14 2.5 Surveying and Plan Preparation ................................................................... 19 2.6 Traffic Engineering ........................................................................................ 21 SECTION 3.0 - PROPOSAL REQUIREMENTS................................................................. 27 3.1 Proposal Submissions................................................................................... 27 3.2 Technical Proposal Submission Requirements - ENVELOPE 1 ................. 27 3.3 Financial Proposal Submission Requirements - ENVELOPE 2................... 31 3.4 Evaluation Process........................................................................................ 31 3.5 Evaluation Criteria......................................................................................... 32 3.6 Ratings........................................................................................................... 32 3.7 Presentation and Interview............................................................................ 34 SECTION 4.0 - GENERAL CONDITIONS.......................................................................... 35 4.1 Rights of the County...................................................................................... 35 4.2 Conflict of Interest.......................................................................................... 35 4.3 Modified Proposals........................................................................................ 36 4.4 Disqualification of Proponents....................................................................... 36 4.5 Confidentiality................................................................................................ 36 4.6 Proposal Assignments .................................................................................. 36 4.7 Purchasing Policy.......................................................................................... 37 4.8 Failure to Perform.......................................................................................... 37 4.9 Agreement..................................................................................................... 37 4.10 Insurance Requirements............................................................................... 37 4.11 Indemnification .............................................................................................. 38 4.12 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ..... 38 1 54 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 4.13 Disqualification .............................................................................................. 38 4.14 Record and Reputation ................................................................................. 39 4.15 Proponent's Costs......................................................................................... 39 4.16 Legal Matters and Rights of the County ....................................................... 40 4.17 Human Rights, Harassment and Occupational Health and Safety.............. 41 4.18 Clarification.................................................................................................... 41 4.19 Supplementary Information........................................................................... 41 4.20 Default/ Non-Performance ........................................................................... 41 SECTION 5.0 - FORM OF PROPOSAL ............................................................................. 42 5.1 DECLARATION............................................................................................. 42 5.2 PRICE FORM................................................................................................ 43 APPENDIX A— SAMPLE AGREEMENT............................................................................ 44 RETURN ADDRESS LABEL— ENVELOPE 1 .................................................................... 46 RETURN ADDRESS LABEL— ENVELOPE 2.................................................................... 47 SCHEDULE 1 — MTO REFERENCE DOCUMENT LISTING ... ... ... ... ... ... ....... Attached 2 55 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 DEFINITIONS AND INTERPRETATIONS The following definitions apply to the interpretation of the Request for Proposal Documents; 1. "Addenda or Addendum" means such further additions, deletions, modifications or other changes to any Request for Proposal Documents. 2. "Authorized Person" means; i. For a Proponent who is an individual or sole proprietor that person. ii. For a Proponent which is a partnership, any authorized partner of the Proponent. iii. For a Proponent which is a corporation: a) any officer of director of the corporation; and b) any person whose name and signature has been entered on the document submitted with the Request for Proposal, as having been authorized to participate in the completion, correction, revision, execution, or withdrawal of the submission, whether that person is or is not an officer or director. iv. For a Proponent that is a joint venture, the submission shall be signed by a person for and on behalf of each joint venture or, if they warrant that they have the authority vested in them to do so, one person so authorized may sign on behalf of all joint ventures. 3. "Consultant" means the Proponent whose proposal has been approved by the County and who will complete the project. 4. "County" refers to the Corporation of the County of Elgin. 5. "MTO" refers to the Ministry of Transportation Ontario. 6. "Proposal" means the Response in the form prescribed by this Request for Proposal Document and completed and submitted by a Proponent in response to and in compliance with the Request for Proposal. 7. "Proponent" means the legal entity submitting a proposal. 8. "Request for Proposal (RFP)" means the document issued by the County in response to which Proponents are invited to submit a proposal that will result in the satisfaction of the County's objectives in a cost-effective manner. 9. "Successful Proponent" means the Proponent whose proposal has been approved by the County and MTO. 3 56 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 SECTION 1.0 - INFORMATION TO PROPONENTS 1.1 Introduction The County of Elgin ("County") and the Ministry of Transportation Ontario ("MTO") have entered into a partnership to address the long-term transportation needs in the vicinity of Highway 3 and Ron McNeil Line to provide an improved connection to Wonderland Road. The County is inviting proposals from Consulting Engineering firms to undertake an Environmental Assessment Study and Preliminary Design. Further information regarding the scope of work is included in Section 2.0. Only the firms registered in MTO's Registry Appraisal and Qualification System ("RAQS") in the Prime Specialty Transportation (Systems) Planning —Transportation Study will be considered as candidates for the Prime Consultant position on this assignment. Refer to section 1.7 for additional details. It is the intent of the County and MTO to secure an Engineering firm who will be the prime consultant for this project. The successful Engineering firm will possess the requisite technical skills to deal with the matters to be addressed in the following tasks and will be required to work directly with County staff, MTO staff, Municipal Staff, the public and other agencies in a professional manner. The firm, in addition to technical qualifications, must exhibit skills such as timeliness, diplomacy, tact, strong communication ability and an understanding of the County and MTO. 1.2 Proposal Format and Delivery Proponents are required to submit three (3) sets of their proposal and one (1) electronic copy in two separate envelopes as described in section 3.0. All copies must be delivered to the County of Elgin, 450 Sunset Drive, 2nd Floor, Financial Services, St. Thomas, ON, N5R 5V1. Proposals must be received no later than 3:00 p.m. on January 15, 2020. Proposals received at 3.00 p.m. as shown on the time stamp in the Financial Services Department are "on time" and will be accepted. Proposals received at 3.01 p.m. or later, as shown on the time stamp in the Financial Services Department will be considered late, will be rejected and returned unopened to the respective Proponent. The time stamp in Financial Services Department is the official time for the deadline for submission. No other clock or source of time will be recognized when considering the submission date and time of proposals to Financial Services. This is a sealed proposal. All proposals shall be submitted in two separate sealed envelopes as described in section 3.0 with the submission label as provided firmly affixed to the outside of the envelope or package. All envelopes or packages must have Proponent's name and address where indicated and envelopes must be sealed. Proposals will be officially opened after closing time. Only the names of those Proponents submitting a proposal will be read out at the public proposal opening. No prices are to be read out, however, only once the award is made and approved by Council, the report recommending such award shall be a matter of public record, unless otherwise determined by Council. 4 57 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 A Proponent may request that their proposal be withdrawn. Withdrawal shall only be allowed if the Proponent makes the request in writing and the request is delivered to the Purchasing Coordinator before the RFP closing time. Proposals confirmed as withdrawn shall be returned unopened to the Proponent. The withdrawal of a proposal does not disqualify a Proponent from submitting another proposal prior to the closing time. The County shall not be liable for any cost of preparation or presentation of proposals, and all proposals and accompanying documents submitted by the Proponent become the property of the County and will not be returned. There will be no payment to Proponents for work related to, and materials supplied in the preparation, presentation and evaluation of any proposal, nor for the Contract negotiations whether they are successful or unsuccessful. The County, its elected officials, employees and agents shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance by the County of any proposal, or by reason of any delay in the acceptance of any proposal. 1.3 Designated Official For the purpose of this contract, Mike Hoogstra, Purchasing Coordinator is the "Designated Official' and shall perform the following functions: releasing, recording, and receiving proposals, recording and checking of submissions; answering queries from perspective proponents, considering extensions of time, reviewing proposals received, ruling on those not completing meeting requirements and coordinating the evaluation of the responses. 1.4 Questions/ Inquiries All inquiries regarding this RFP shall be directed through the Bidding System online by clicking on the "Submit a Question" button for this bid opportunity. All questions shall be submitted in writing with ample time before the deadline for submissions. Questions submitted through the bidding system are directed to the Designated Official. The deadline for submitting questions is January 8, 2020 at 4:00 p.m. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties. Inquiries must not be directed to other County employees or elected officials. Directing inquiries to other than the Designated Official may result in your submission being rejected. 5 58 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 1.5 Addenda The Designated Official will issue changes to the RFP Documents, which may include amendments to the submission deadline or changes in the Scope of Work or Qualifications of Proponents, by addendum only. No other statement, whether oral or written, made by the County will amend the RFP Documents. The County will make every effort to issue all addenda no later than three (3) days prior to the closing date. The Proponent shall not rely on any information or instructions from the County or a County Representative except the RFP Documents and any addenda issued pursuant to this Section. The Proponent is solely responsible to ensure that it has received all addenda issued by the County. Proponents may in writing seek confirmation of the number of addendums issued under this RFP from the Purchasing Coordinator. All Proponents are advised that any Addenda issued will only be posted on the bidding system website: https://elgincounty.bidsandtenders.ca It is the sole responsibility of each Proponent to check the website for any and all Addenda that have been issued for this RFP. The Proponent shall acknowledge receipt of all addenda on the Form of Proposal — Declaration Form. Failure to complete the acknowledgement may result in rejection of the proposal. 1.6 RFP Schedule of Events The RFP process will be governed according to the following schedule. Although every attempt will be made to meet all dates, the County reserves the right to modify or alter any or all dates at its sole discretion by notifying all Proponents in writing at the address indicated in the completed RFP submitted to the County. Issue RFP: December 5, 2019 Last Date for Questions: January 8, 2020 RFP Close: January 15, 2020 Interviews/Presentations: January 23, 2020 (if required) Award of Contract: February 2020 *Dates noted above are an approximation only and are subject to change. 1.7 Registry Appraisal and Qualification System ("RAQS") Only the firms registered in MTO's Registry Appraisal and Qualification System ("RAQS") in the Prime Specialty Transportation (Systems) Planning — Transportation Study will be considered as candidates for the Prime Consultant position on this assignment. For a firm to be considered for this assignment, the firm must have for minimum, the prior registration of their Core Plan and the Generic Category Plan for the Category where the Prime Specialty is located. 6 59 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Proponents preparing submissions are advised to refer to "Specialty Criteria" located on MTO's website for the specific requirements of the identified "Specialties". (www.rags.mto.gov.on.ca) A Proposal submitted for this assignment must also include a completed RAQS Declaration Form (2011). An original signature/date is required on this form. 1.8 Notice of No Response If you are unable, or do not wish to provide a proposal, please complete a notice of no response form in the bidding system. It is important to the County to receive a reply from all Proponents. There is no obligation to submit a proposal however, should you choose not to respond to this RFP, completion of this notice in the bidding system will assist the County in determining your interest in future RFP's. 60 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 SECTION 2.0 - TERMS OF REFERENCE 2.1 Project Overview Following the completion of the Wonderland Road and Highway 401 Interchange project in Fall 2015, local traffic has increased on Wonderland Road due to improved access between St. Thomas and London. The MTO and the County of Elgin have agreed to enter into a partnership to address the long-term transportation needs in the vicinity of Highway 3 and Ron McNeil Line to provide an improved connection to Wonderland Road. This study will include the Preliminary Design and Environmental Assessment of the area. The Environmental Assessment Study and Preliminary Design will assess multiple intersection alternatives with the goal of selecting a preferred alternative that meets the requirements outlined in the Terms of Reference. A Roundabout design shall be included in the consideration of intersection alternatives. The Environmental Assessment Study and Preliminary Design will analyze capacity, geometric and operational improvements at the various intersections noted above and detailed in the traffic investigation study limit map provided in the reference material. The Project shall be designed in conformance with the standards, criteria and requirements of the Ministry and the County. The Successful Proponent will also be responsible for any necessary data collection, external liaison, analysis and documentation in accordance with the appropriate legislation, guidelines and requirements. The Successful Proponent will also be responsible for data collection and analysis of the traffic project limits as seen in the traffic project limits map provided in the reference material. The Successful Proponent shall consult with all potential stakeholders in this assignment. This shall include but not be limited to, the public, property owners, businesses, municipalities, CNR, utility companies, other provincial ministries, federal agencies, Ontario Provincial Police and other police and emergency services, special interest and community groups, and First Nations. The preliminary design work shall undertake a review and develop the appropriate solution(s) to address the following categories: Drainage and Hydrology Engineering, Environmental, Highway Engineering, Surveying, and Traffic Engineering. 2.2 Drainage and Hydrology Engineering This assignment shall include the preliminary drainage design of all drainage networks within the limits of the project including but not limited to all applicable municipal drains, roadside ditches, etc. Open ditching and culverts currently provide drainage of Highway 3 and surrounding local roads within the study area identified for this project. A Preliminary Drainage and Hydrology Study, as well as a stormwater management assessment is required as set out in this section. This also includes the design of the ditching and collection systems as a result of the proposed improvements. a 61 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Technical Services Required The drainage and hydrology design/analysis should be led by a drainage engineer and undertaken in accordance with modern methods, state of the art practice and procedures. Further, the Successful Proponent shall prepare, plan and undertake all work required in accordance with most current edition of the MTO Drainage Manual, Ontario Drainage Act, drainage design standards and gravity pipe design guidelines. Preliminary Design & Planning 1. The Successful Proponent shall perform preliminary drainage design and planning as follows: For Water Crossings: a. Identification and evaluation of all feasible options. b. Existing structures shall be evaluated for the need to reline or replace. For Highway Drainage System a. preliminary layout and design of the roadside ditches, storm sewers, other minor flow channels b. accommodation of major overland flow requirements on the road surface and other major flow paths c. preliminary layout and design of all culverts, erosion protection and associated structures that form part of the surface drainage system d. identify the location and undertake the preliminary design of all drainage outlets, connections, and outfall protection e. preliminary selection, layout and design of storm water management control facilities as required 2. The Successful Proponent shall coordinate with all relevant MTO functional offices and the Elgin County Engineering Services Department as required to support the preliminary design. 3. The Successful Proponent shall liaise with all local Conservation Authorities, Municipalities, Townships, CNR, utility companies, other provincial Ministries, and all other stakeholders as required to support the preliminary design. 4. The Drainage Engineer responsible for the design shall visit the site(s) to review and familiarize themselves with the site conditions, lead the field investigation and identify any drainage issues and potential conflicts with the proposed work. 5. The Successful Proponent shall provide field and desktop investigative services to confirm topographical and stream catchment features, stream flow and rainfall data, local conditions upstream and downstream including the stream channel and floodplain, local roadside ditches, embankments and road surface throughout the study area and shall incorporate this information into the preliminary design for each structure. 9 62 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Deliverables 1. Complete a Drainage Servicing Report with the following drawings (Include as applicable): a. Accommodation of major overland flow requirements. b. Ditch and channel layout. c. Culvert opening layout. d. Storm sewer layout. e. Outfall protection requirement. f. Stormwater management control facility layout. g. Layout of fisheries measures at required watercourses. 2. Complete a culvert condition assessment inspection report which details rehabilitation, replacement, or upgrade requirements. 3. Provide additional requirements for drainage mosaics, and drainage and hydrology studies. 2.3 Environmental This project is subject to the provincial Environmental Assessment Act RSO (1990) and Regulations made under that Act. The project shall meet the requirements of the Municipal Class Environmental Assessment and the MTO Class Environmental Assessment for Provincial Transportation Facilities (Class EA). Under the MTO Class EA, this project is classified as a Group B project at the time of project initiation. MECP Notification Project notices for Class EA undertakings must be sent to the appropriate MECP regional notification email account. The list of MECP regional notification email accounts and the current MECP Project Information Form are listed at `https://www.ontario.ca/page/preparing- environmental-assessments#section-5'. If the project spans more than one MECP region, notify the MECP regional office where the majority of the project falls within. Emails sent to the MECP regional notification email account must include a copy to the MTO Environmental Planner and require a subject line that identifies: `project location', `MTO Class EA', and `project name'. Note: if the project spans multiple municipalities, select `several' from the Project Information Form drop-down menu for `project location'. Include highway number as part of `project name'. • Where a Notice of Study Commencement (PDF) is issued to MECP, a completed MECP `Project Information Form' must also be attached to the email, in both Excel and PDF formats. • Where required, a Notice of Completion (PDF) must also be sent to the MECP regional notification email account. Do not include the Project Information Form as part of this notification. 10 63 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 • All correspondence (including copies of the Transportation Environmental Study Report (TESR) document(s) for public and/or MECP review) and other project notices (e.g. Step- down, PIC) must be sent directly to the MECP Regional EA Coordinator by the usual method, and is not to be sent to the MECP regional notification email account. Do not include the Project Information Form as part of this notification. Technical Services Required The staffing section of the Environmental Plan shall clearly outline the qualifications and background of key environmental staff relative to the environmental deliverables of the project. The following staff are required: • An Environmental Planner with relevant background education in the environmental field and experience related to transportation projects shall be assigned to manage the environmental assessment program to fulfil the requirements of the Class EA, as well any other applicable legislation. The Environmental Planner shall prepare the Transportation Environmental Study Report (TESR) and participate in all team discussions involving the evaluation of design alternatives to confirm that all environmental factors are properly considered. • A Fisheries Assessment Specialist, as per section 3.1 of the ERD; • A Terrestrial Biologist, as per section 3.2 of the ERD; • A Waste Specialist (P.Eng. or P.Geo.), as per section 3.6 of the ERD; • An Archaeologist, as per section 3.8 of the ERD; • A Water Resources Engineer, as per section 3.11 of the ERD; Meetings The Successful Proponent Environmental Planner shall attend all meetings (in person). Environmental Specialist/ key technical environmental staff shall be involved in meetings as necessary to discuss the progress/design requirements associated with environmental investigations and to assist in assessing project alternatives. Statutory Advertisements in Newspapers For the purposes of this Class EA, a published notice shall mean a notice published in a local newspaper having general circulation in the area of the project. Each public notice shall appear twice in separate issues of the same local newspaper. Reproduction Services • For each TESR/ESD and technical reports, the Ministry and County requires two (2) draft hardcopies each for review, two (2) final bound hardcopies each (modifying requirements in other sections of this RFP) and word and PDF copies of the final report. • At the conclusion of the project, provide electronic PDFs of all project reports. 11 64 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 • All GIS files (e.g. file geodatabase, shapefiles) and AutoCAD files (e.g. .dwg, .dgn) should be provided (along with hard copy maps produced) in a format usable for MTO internal data needs. Appropriate metadata shall also be provided with the digital data, following common standards, and including a detailed data dictionary as necessary. Deliverables The Successful Proponent's delivery of the Deliverables shall comply with all applicable requirements, specifications and standards for accessibility established in accordance with the Ontario Human Rights Code (HRC) R.S.O. 1990, CHAPTER H.19, the Ontarians with Disabilities Act, S.O. 2001, CHAPTER 32, and the Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11 (Integrated Accessibility Standards), any regulations made thereto and any direction from the Ministry. The Proponent must meet the Government of Ontario's requirements on the Government of Ontario's schedule under the Integrated Accessibility Standards Regulation as directed by the Ministry. Environmental Assessment Process Documentation The environmental assessment process documentation that must be prepared during this project is a TESR. This project may be eligible for `step-down' to a Group C project and this possibility should be mentioned in the Notice of Study Commencement. In the event the project is stepped down, an Environmental Screening Document (ESD) must be prepared for internal MTO reference. The Successful Proponent shall provide related support for EA process documentation including but not restricted to printing of all necessary copies, filing the report on the public record, addressing all comments raised during the Public Information Centre and distributing internal and external copies. Environmental Technical Reports In addition to the environmental assessment process documentation, the following environmental technical reports are required, as detailed in the Environmental Reference for Highway Design (ERD) (2013): Fish and Fish Habitat Assessment • A Fish and Fish Habitat Assessment Report, as per section 3.1 of the ERD. The Successful Proponent shall consult with MNRF and DFO as required to obtain approvals for fisheries mitigation and/or compensation measures required in relation to the proposed work. Perform all activities as required under the MTO/DFO/MNRF Protocol for Protecting Fish and Fish Habitat on Provincial Transportation Undertakings. • Provide modified Table 10.2 of the Fish Guide in Excel format for each water crossing/culvert/bridge location. 12 65 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Terrestrial Ecosystems • A Terrestrial Ecosystems Assessment Report, as per section 3.2 of the ERD, including identification of any Hazardous or Invasive Plants. • A Contamination Overview Study Report, as per section 3.6 of the ERD; • A Stage 1 Archaeological Assessment Report, as per section 3.8 of the ERD. • A Surface Water Report, as per section 3.11 of the ERD, including: o Surface Water- Hydrology Reports for Water Crossings, as per section 3.11 of the ERD; o Surface Water- Existing Conditions Drainage Mosaic, as per section 3.11 of the ERD; o Surface Water- Existing Conditions Brief, as per section 3.11 of the ERD; Note —this includes an Existing Conditions Drainage Mosaic Other Deliverables Public Information Centre Highlights E-mail The Successful Proponent shall provide an e-mail to the Project Manager and MTO Environmental Planner of all critical PIC highlights by 09:00 of the day following the PIC. Highlights will include: number of individuals that attended, the presentation format, identification of key stakeholders or participants and major issues, complaints and/or contentious items received. Final Consultation Summary Package The Successful Proponent shall submit to the Project Manager a Final Consultation Summary Package, including a separate table summarizing all First Nations/Metis consultation and engagement, at the end of the Class EA process (including mailing list, comment letters/emails/sheets, responses, Notices and PIC Summary, etc.). Consultation The minimum number of rounds of public information centres (PICs) required for this project is one (1) with one (1) venue for each round. Final letters to the Conservation Authority and the Municipality shall be sent by the consultant, and these must be sent by regular mail or fax (an email copy can also be sent). First Nations/Metis Consultation and Engagement All direct correspondence with First Nations/Metis shall be drafted by the Successful Proponent and submitted to the MTO Environmental Planner for review, signature and distribution. A draft version of the letters must be sent to the Project Manager and MTO Environmental Planner for review prior to sending. MTO will be responsible for sending the letters to any First Nation community. 13 66 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 French Language Services Act This study area is NOT within a designated area and therefore the only French Language Service requirement is the Standard Disclaimer is to be placed on the inside cover of the TESR/ESD: "Ce document hautement specialise n'est disponsible qu'en anglais en vertue du reglement 411/97, qui en exempte I'application de la Loi sur les services en frangais. Pour de I'aide en frangais, veuillez communiquer avec le ministere des Transports, Bureau des services en frangais au: 905-704-2045 ou 905-704-2046." Ontarians with Disabilities Act Obligations In providing the services required under this assignment, The Successful Proponent shall comply with the Accessibility Requirements and have regard for the government's obligations under Section 5 of the Ontarians with Disabilities Act, 2001, and shall be required to: • Make any arrangements necessary to provide accessibility at public venues such as PIC's • Include offer of accessibility with all project documentation (. e.g., brochures and TESRs/ESDs, and provide in a format useable by any party requesting such information • Include offer of accessibility in all public notices; and • Prepare all letters in Arial 12 font and include offer of accessibility. Schedule The environmental schedule requirements for this project is included a part of the reference documents, attached as "Schedule 1". 2.4 Highway Engineering The intent of the Preliminary Design phase is to develop and assess all reasonable alternatives to address the safety and operational problems within the project study limits. Associated highway and/or sideroad geometric improvements including profile and horizontal curve improvements, cross-sectional elements (lane, shoulder and rounding widths, foreslopes and backslopes, ditch depths, cross-falls, etc), illumination, traffic control and staging, signage, roadside safety, drainage, property, environmental impacts and/or other techniques to improve safety and operations. The Preliminary Design scope of work shall include preparation of Preliminary Design Criteria, Preliminary Design Reports, Transportation Environmental Study Reports and Property Requests required within the study limits. 14 67 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Technical Services Required The scope of the work should include but not be limited to: • The Preliminary Design will develop and review alternatives for the Highway 3 and Wonderland Road connection in order to evaluate and then select the technically- preferred design. The alternatives will also take into account the local roads in the area such as Ron McNeil Line and Ford Road. • The Preliminary Design will examine the immediate needs for the connection, and also medium-term and the long-term needs that will serve anticipated future traffic conditions including build-out of future developments in the vicinity of the connection. • For each alternative developed the Successful Proponent shall formulate, analyze and optimize operations to correct the deficiency and provide recommendations for remediations. • The Successful Proponent will review, confirm and/or modify as necessary, traffic forecasts from Traffic Impact Studies prepared for developments in the area. Therefore, consultation with the local municipalities and Ministry's Corridor Management Planner will be required to identify development pressures. • The Service Provide should be aware of the designated alignment of the future Highway 3 and consider alternatives that take into account the future operations of the alignment. • The Successful Proponent shall prepare a preliminary cost estimate and construction duration estimate for the construction of each alternative generated. These estimates shall be available prior to selecting the technically-preferred option of the chosen interchange type. Railway When evaluating alternatives consideration shall be given to the railway authority requirements and American Railway Engineering and Maintenance of Way Association (AREMA). Roadside Safety Elimination of guide rail through slope flattening shall be the preferred method of disposing of excess material. The Successful Proponent shall recommend remedial measures to address roadside hazard conditions and identify need for new guiderail. The recommendation shall include cost estimates. All recommendations shall be in accordance with Ministry standards, Regional practices and the American Association of State Highway and Transportation Officials (AASHTO) Roadside Design Guide and documented in the Preliminary Design Report. Field Reviews The individual(s) responsible for highway design are required to undertake detail field reviews. The reviews must document the existing conditions and field recommendations for items such as drainage, culverts, watermains, sewers, guide rail, side roads and entrances. 15 68 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Roadway Geometry The Successful Proponent shall review the theoretical and actual horizontal and vertical alignment within the project limits and identify all locations that are substandard to the design speed. Cross Section The Successful Proponent shall review the theoretical and actual cross section elements within the project limits and identify all locations substandard based on such characteristics as safety, capacity and operations. The review shall include all cross-section elements for highway and cross roads and include such components as lane widths and shoulder widths. Staging/Detours — See Also Traffic Engineering The Successful Proponent shall be responsible for determining the preliminary design of all staging and construction phasing requirements, detailed staging/detouring strategies and preliminary construction estimates. The alignment and cross sections of the staging/detours shall be determined based on safety, costs, effectiveness, traffic operations and environmental impact. Property requirements during staging shall be identified. It is the responsibility of the Successful Proponent to design and consult with municipalities/other stakeholders for any proposed detours. The detour alternatives evaluated and requirements of the preferred detour plans must be documented in the TESR and PDR documents to ensure the Ministry and County has the required environmental clearance for any detours that may be required to construct the preferred improvement plan. Property The Successful Proponent shall ensure that all property owners impacted, or with the potential to be impacted, by the design proposals are notified by mail prior to any Public Information Centres. It is essential that the owners be aware of the potential for acquisitions, either permanent or temporary, prior to the final designs and the beginning of the appraisal/negotiation process. It is essential to know what property is owned by the Ministry, County, and/or local municipality before determining what additional property is required to complete the proposed construction. It is the Successful Proponent's responsibility to obtain the property mark-up from the Ministry, County or local municipality; the property mark-up delineates the applicable, existing Ministry ownership and title information, along the entire section of highway under review. The Successful Proponent is responsible for marking and recording, on the property mark-up, the names and addresses of all owners and tenants adjacent to the entire limits of the project, including the corresponding property assessment roll number. The Successful Proponent will be responsible for making any required arrangements (i.e., agreements, Permissions to Enter) with municipal authorities, private landowners etc. for the temporary use of property during the planning and preliminary design (i.e., site investigations, field testing, pre-engineering activities and temporary field offices). In situations where the owner refuses to sign "Permission to Enter", the situation should be documented and the owner's land left "as is". If the Successful Proponent has exercised all reasonable attempts, then the Successful Proponent should refer the matter to the Project Manager. 16 69 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Permissions to Enter that deviate from standard County/ Ministry practice or are precedent setting or have equity implications, along with all agreements are to be pre-reviewed by the Project Manager. Permissions to Enter must be sent to the Project Manager to be retained for record purposes. The Project Manager will supply the most recent Permission to Enter form. Access Management The Successful Proponent shall undertake an assessment of highway access management conditions within the project limits. This shall be completed by compiling background information, undertaking field reconnaissance, and analyzing the information/findings. The Successful Proponent shall ensure that the proposed alternative adheres to MTO's Highway Access Management Manual as it relates to Highway 3, and to the County of Elgin Roads Plan and Policies as it relates to County and local municipality roads. For the purposes of this assignment, access is considered to include local municipality roads, private roads, commercial entrances, industrial entrances, institutional entrances, or entrances to residential /farm parcels. Utilities All existing and proposed utility plants conflicting with each alternative shall be identified. The Successful Proponent shall identify all utility relocation requirements in accordance with the Ministry's "Utility Relocation Guidelines (Date: January 28, 2010)" document for each alternative. (This document has been prepared to provide a consistent approach in dealings between major utility companies (i.e. Bell Canada, Hydro One, Enbridge Gas, and Union Gas), Ministry staff and its Successful Proponents. The procedures in this document shall be followed but may be modified with the approval of the MTO Corridor Management Officer (Utilities) for individual circumstances. For other utility owners, similar processes and procedures will apply.) The Successful Proponent shall verify/obtain all existing and proposed utility information from utility owners and attend any on-site meetings with utility companies. The Successful Proponent shall identify all utility relocation requirements for each alternative, determine the most cost- effective relocation strategy. The Successful Proponent shall prepare a composite plan illustrating all existing utilities within the project area based on information provided by the utility owners. The Successful Proponent shall, after consulting with the MTO Corridor Management Officer (Utilities) and in conjunction with the utility owners, develop utility relocation plans for the technically preferred plan. Deliverables The Successful Proponent shall: • Carry out the required Preliminary Design of the physical project requirements, including all field reviews, relevant tests, inspections and studies, and with due regard for environmental, traffic accommodation and safety concerns, capital cost and operating efficiency, all in accordance with Technical Standards and Specifications; • Correspond with governmental ministries, agencies, First Nations and other public authorities for Preliminary Design information; 17 70 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 • Attend and prepare the minutes of all meetings with County & Ministry staff and external agencies. The Successful Proponent is responsible for making necessary arrangements with the appropriate County and Ministry staff for attendance at all meetings; • Negotiate on behalf of the County with external agencies and stakeholders relative to the Project, prepare draft agreements and secure all required clearances; • Keep the Project Manager informed of project progress; • Respond to any Ministry or County inquiries within five (5) Business Days; • Review utility relocation requirements; • Prepare and submit a preliminary estimate of cost for the construction work; and • Obtain Municipal approval where required. Highway Engineering Preliminary Design Deliverables The Preliminary Design deliverables include a Preliminary Design Report, a Transportation Environmental Study Report, Traffic Management Plan, a Public Information Centre (PIC), a PIC report and consultation. The information provided should include everything from the Preliminary Design Report Guideline, with the following additions: General - Details of existing conditions, problem identification, problem locations, deficiencies assessment and improvement recommendations. Each recommendation must be supported by a description of the source of data, analysis method, alternatives investigated, cost and benefit estimates, assumptions used in arriving at the recommendation, and how the recommendation specifically addresses the identified problem. - Assessment of signalized intersection versus roundabouts - Preliminary quantities - Preliminary project cost estimates - Additional consultation / study requirements Stakeholder Consultation - Existing correspondence - Documentation of stakeholder consultation - Approvals (Council Resolutions, Agreements, etc.) Geometric Design - Recommended typical cross sections (number of lanes, lane widths, shoulder widths, paved or partially paved shoulder widths, shoulder rounding widths, and pavement widening on curves for through lanes and auxiliary lanes) - Crossfall improvement recommendations - Recommended Lane arrangements - Engineering Plans and Profiles (1.2000 scale) identifying the recommended roadway geometric design - Intersection design (based on (1:500 scale) base mapping and level of detail in accordance with alignment level of detail). - Construction staging/detour plans (1.2000 scale) 18 71 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Operations - Intersection and intersecting road improvement recommendations (intersection angle, sight distance, alignment, cross-section, turning radii, auxiliary lanes, etc.) - Commercial and private entrance improvement recommendations (intersection angle, sight distance including triangles, alignment, cross-section, turning radii, auxiliary lanes, etc.) - Road closure recommendations - Highway Access Management Review Roadside Safety - Clear zone improvement recommendations Drainage Refer to the Drainage and Hydrology Engineering section for guidelines regarding preliminary design - Curb and gutter improvement recommendations - Drainage/Stormwater strategy Utility and Underground Services - Existing utility markup plan and identification of conflicts - Proposed utility relocation plan - Existing and proposed utilities that conflict with the Project Construction Staging - Provide a Traffic Management Plan with the recommended construction staging and sequencing plan activities The Successful Proponent shall: - prepare the Preliminary Design Report in accordance with current Ministry Preliminary Design Report requirements and standards (i.e. environmental and engineering components - prepare all drawings in AUTOCAD format (*.DWG) to required standards - include suitable content using a professional writing style and proper grammar in order to minimize MTO review time - follow a draft review process as necessary and incorporate changes required. The Ministry will require 7 copies of the draft report submitted for review and approval. 2.5 Surveying and Plan Preparation The Ministry requires that a successful Proponent, knowledgeable and specializing in Engineering Surveys, perform `existing condition' topographical surveys, OLS Boundary Certifications and supply all required data as specified in the Terms of Reference prepared to Ministry standards. Surveys and Plans Project Scope The Successful Proponent shall review the Survey Request Plan and perform an `existing conditions' engineering topographical field survey within the survey project limits. The MTO Geomatics Section requires that a Digital copy of the AutoCAD Civil 3D digital terrain model be supplied to them. The survey is to reflect the existing physical (field) conditions at the time of the 19 72 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 survey. The Successful Proponent shall ensure the field data capture is of sufficient accuracy and density to comply with the MTO Engineering Survey Manual and the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016, (these documents are available as an appendix to this document). Technical Services Required Alignment The MTO will provide the centerline alignment for Hwy 3 within the project limits, the successful Proponent will be responsible for generating all other road alignments within the survey request area as shown on the Survey Request Plans. See section 2.1 of the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016. Project Control See section 2.2 of the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016. Digital Terrain Model (DTM) See section 2.3 of the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016. Detail Data Collection See section 2.5 of the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016. Drainage See section 2.8 of the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016. Plans — General See section 2.12 of the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016. Naming Conventions See section 2.13 of the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016. Base Plans See section 2.14 of the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016. Deliverables Final Deliverables shall include, but is not limited to, the following: ■ Digital copy of the AutoCAD Civil 3D drawing in accordance with the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016. The AutoCAD Civil 3D deliverables shall be version 2016. Earlier or later releases will not be accepted by the Ministry. 20 73 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 ■ Digital data files of Least Squares Input and Output files. A co-ordinate closure report for each portion showing traverse network, raw observations, network adjustments and final co-ordinate values for each Horizontal Project Control Point. ■ Signed and dated Field Survey Report in a text format. The report must detail the components, procedures, difficulties and their resolutions, for the survey. ■ Signed and dated Drafting/Processing Report in text format. The report must include information on drawing names and respective coverage (chainages), listing of databases and any other relevant information. ■ Copies of Survey Field Notes taken for this project ■ A signed letter from an OILS, confirming in writing the boundaries relative to the legal survey monuments, centreline alignment, etc. See section 2.9 of the Regional Engineering Surveys Requirements Manual Version 2.1, March 2016 2.6 Traffic Engineering The assignment will include traffic engineering requirements in support of the preliminary design components of this project. The requirements include a review of existing and projected highway operations, traffic volumes and characteristics and the preparation of a Traffic Study Report. The purpose of this report is to identify and review any operational and safety issues and provide recommendations of improvement options. The report shall include, but not limited to, a review and analysis of: • traffic data • collision analysis, • signing requirements, • construction phasing /staging / detour and access, • preliminary traffic management plan • intersection control /traffic control signals, • illumination, • guide rail, • roadside safety/ roadside hazards • operational impacts • a review of correspondence Project Scope The Successful Proponent is required to develop and establish an appropriate level of detail and documentation for the preparation and completion of the Traffic Study Report. The major components of the report include, but are not limited to, a review, assessment and analysis of: a) Existing Conditions: The report must document the existing conditions of the roadways including existing traffic control, traffic volumes, collision data, capacity analysis, queue/storage lengths, roadway/intersection geometrics, sight distance, conditions of roadway, illumination, right of way limits, land use, etc. b) Future Conditions: The report must document future conditions based on anticipated development, traffic growth, road improvements, etc. 21 74 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 c) Operational Impacts: The Successful Proponent shall identify and make recommendations for any required operational and safety improvements. Impacts to pedestrians and cyclists shall also be reviewed. The Successful Proponent shall identify and make recommendations on all intersections and entrances/accesses with a high incidence of collisions, featuring such things as the intersection angle, sight distance, alignment, width and turning radii or any other geometrics that do not conform to Ministry standards, Regional practices and the Commercial Site Access Policy and Standards Manual. d) Analysis of Alternatives: The Successful Proponent shall formulate, analyze and provide alternative options to correct the deficiencies, detail all impacts and benefit/cost of each of the options and provide a recommended course of action. The Successful Proponent shall detail how the improvement will specifically address the identified concerns. The Successful Proponent shall define and justify the criteria used for evaluating the alternatives. e) Appendix: The Appendix shall include all supporting documentation and calculations (i.e. LOS (Level of Service) calculations, traffic control signal warrants, auxiliary lane analysis, traffic volume information, etc.) The Successful Proponent shall submit to the Project Manager 4 copies of the draft Traffic Study Report for review and comment. The report shall be submitted a minimum of 15 business days prior to finalizing the Report. The Successful Proponent shall submit to the Project Manager 4 copies of the final Traffic Study Report and present it to Ministry for approval. The approved Traffic Study Report shall also be included in an appendix contained within the Preliminary Design Report. Ministry Standards and Regional Policies and Practices The Successful Proponent shall undertake all works for this discipline in conformance with the following Ministry standards and Regional policies and practices (the latest publication or release): • TAC - Geometric Design Guide for Canadian Roads (2017) • MTO Geometric Design Supplement • Ontario Traffic Manuals (OTM) Book Suite • Roadside Design Manual • MTO Traffic Data Collection and Processing Procedures and Standards • Guideline for Operational Performance Reviews • Traffic Management Guidelines for Structure Rehabilitation Projects • Traffic Control Signal Timing and Capacity Analysis at Signalized Intersections • Portable Temporary Traffic Signals Policy • Commercial Site Access Policy and Standards Manual • Full Road Closures Policy • Applicable Ministry and Regional Standards, Directives and Guidelines • Highway Safety Manual 22 75 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 For any deviation of the above Ministry and/or County standards and Regional practices, the Successful Proponent shall provide recommendations and rationale for Ministry and/or County acceptance. The Successful Proponent shall employ AutoCAD Standards complying with the requirements as indicated elsewhere in the Agreement. Technical Services Required Traffic Data All raw traffic data collected and processed for this project shall be provided as per the applicable Guidelines. The Successful Proponent shall format all data as per the "Header and Filename Convention for Data Collection" requirements. Data collection details will be provided to the Successful Proponent by the Project Manager. Traffic Volumes The Successful Proponent shall: • acquire 7-day directional volume information on mainline Highway 3 and Highway 4 • conduct 8-hour turning movement counts during the am & pm peak hours at the following roads: o Ron McNeil Line —Wonderland Rd o Wellington Rd — Ron McNeil Line o Wellington Rd —Water Tower Line o Wellington Rd — McBain Line The most current volume data completed by the Ministry and County will be made available to the Successful Proponent. Using the information provided by the Ministry and County and data to be obtained by the Successful Proponent, the Successful Proponent shall be required to use standard analytical techniques to assess the general traffic movement as well as the volumes and capacity within the study area. The Successful Proponent shall determine the projected AADT, SADT, LOS and DHV(s) for low growth and high growth scenarios using 5, 10, and 20-year horizon forecasts relative from the planned construction year and shall provide justification for the use of any DHV chosen to determine LOS. Historical growth rates will be provided to the Successful Proponent. Level of Service (LOS) and Capacity Analysis The Successful Proponent shall determine the existing LOS and shall provide justification for the use of any DHV chosen to determine LOS. The Highway Capacity Manual (HCM), Highway Capacity Software (HCS) 2010, ARCADY 7 and Synchro shall be utilized for LOS and capacity analysis. 23 76 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 LOS deficiencies for the existing conditions shall be identified, indicating the time period for such deficiencies for all sections of highway within the project limits including mainline, intersections and roundabouts. The LOS calculations shall include existing highways and all intersections. The LOS calculations shall also include comparisons for each highway segment and for seasonal and daily variations. The projected LOS deficiencies shall be identified, indicating the time period for such deficiencies for all sections of highway within the project limits including mainline and intersections. The LOS calculations shall include existing highways and all intersections. The LOS calculations shall also include comparisons for each highway segment and for seasonal and daily variations. The Successful Proponent shall document the following for each LOS improvement option: • the type of improvement, • the proposed timing for the improvement • the life expectancy of the LOS improvement. Inventory Count Stations The Successful Proponent shall confirm and document the location of existing traffic data collection stations within the project limits. The Successful Proponent shall determine and advise the Project Manager if any existing stations will be impacted. Collision Data The Successful Proponent will be provided general collision data for the most recent and complete five (5) year period. The Successful Proponent shall contact the County of Elgin and any other local road authorities, as necessary, regarding traffic volume information, collision information and future development proposals which may have an influence on the project Collision Analysis The Successful Proponent shall also identify and document collision trends and/or collision prone locations. For collision trends and/or operational problem locations, the Successful Proponent shall identify the potential cause(s) or contributing factors to the collisions, undertake an analysis and provide recommendations of potential corrective alternatives/measures. The analysis shall be completed using the Highway Safety Manual, Ministry standards and Regional practices. A benefit/cost analysis and collision modification factors (CMF) shall be discussed for each location. Permanent Signing For each alternative the Successful Proponent shall evaluate whether there will be concerns or conflicts with the proposed signage. Construction Staging / Detour The Successful Proponent shall be responsible for determining all preliminary construction staging / detour requirements. The alignment and cross sections of the stages/detours shall be determined based on safety, effectiveness, costs and environmental impact. 24 77 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 The Successful Proponent shall analyse and develop preliminary detour/staging drawings for all design options. All proposed detours will require Detour Design Criteria. The detour/staging drawings should consider items such as: • Detours that direct traffic onto roads or affect existing traffic on roads not under Ministry jurisdiction, the Successful Proponent shall contact the appropriate road authorities to confirm detours are viable and shall include possible detour options in public notices • Adequate vertical and lateral clearances are to be maintained. A minimum lane width of 3.5 metres and offsets between traffic and temporary concrete barrier of no less than 0.5 metres shall be maintained at all times. If this cannot be met, the Successful Proponent shall propose options to address inadequacies. • Illumination must remain operational throughout the staging • Temporary traffic signal requirements • Queue and delay analysis shall be completed for all proposed lane closures • All temporary detours or lane shifts shall be designed to the same speed as the main lanes • Recommended lane closure time restrictions are based on General Guidelines on Vehicle Capacity Through Work Zones NCHRP #280 or as recommended by the Regional Traffic Section Preliminary Traffic Management Plan The Successful Proponent shall prepare a Preliminary Traffic Management Plan. The purpose of this Traffic Management Plan is to: • determine the impact of any staging schemes for the safe and efficient movement of traffic • aid in the selection of preliminary staging schemes that will safely and adequately facilitate efficient operations without creating undue delay to the travelling public. • aid in proposing methods to inform the travelling public, emergency response agencies and other stakeholders of the potential impacts of staging/detour. The Successful Proponent shall recommend an optimum staging configuration, including preliminary cost estimates. The Successful Proponent shall review options for staging/detours and full road closures with alternate route selection. The Successful Proponent shall analyze, recommend and submit preliminary staging/detour drawings. For detour routes (full closure) that direct traffic onto roads or affect existing traffic on roads not under Ministry jurisdiction, the Successful Proponent shall include the following in the recommended construction staging information: • A detour preliminary design plan • Documentation confirming the detour route option is both viable and appropriate and was included in Public Notices. • Documented notification of the appropriate agencies • Written approval from the appropriate road authorities for the use of their roads OTM Book 7, Ministry standards and Regional practices shall be used, as a minimum, to plan and implement traffic management for this project. The Successful Proponent shall make provisions for the Preliminary Traffic Management Plan to be discussed and the appropriate documents to be reviewed before the draft Preliminary Design Report is submitted to the Ministry. The preliminary traffic control drawings are to be provided in the Appendix within the Preliminary Design Report. 25 78 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Terms of Reference `Project Specific' Permanent Traffic Signals The Successful Proponent shall review and provide recommendations for all permanent traffic control signals or alternatives (i.e. roundabouts) within the project limits. For existing permanent traffic signal systems within the project limits, the Successful Proponent is required to use OTM Book 12, Highway Capacity Manual (HCM) Methodology, Highway Capacity Software (HCS) 2010 and Synchro 8 for the analysis of the signalized intersections. For each intersection whereby, traffic control signals are warranted or nearing warrants, the Successful Proponent shall also evaluate a roundabout an alternative to a signalized intersection. Refer to Highway Engineering Section of this Agreement for further details. The Successful Proponent shall utilize 5, 10, and 20-year projected traffic volumes (relative to the planned construction year) to ascertain future traffic control signal warrant needs for all intersections as defined in OTM Book 12. If traffic control signals are warranted at any of the intersections, the Successful Proponent shall define the appropriate geometric improvements based on the projected traffic volumes. Temporary Traffic Signals The Successful Proponent shall identify and analyze locations within the study limits which may require the installation of temporary traffic signals. The Successful Proponent shall also make recommendations regarding any temporary traffic signal installations required in conjunction with anticipated construction staging. Illumination Requirements The Successful Proponent shall inventory and document all existing illumination within the Project limits and identify ownership (i.e. Ministry, County, Local Municipality, Private, Utilities, etc.), and conformance to Ministry standards and warrants. The Successful Proponent shall identify, analyze and recommend locations within the study limits which warrant illumination (partial, full, or temporary). This may include: • upgrading existing illumination • installation at additional locations to achieve partial or full illumination • temporary illumination for staging, detour, traffic management, and construction access. The Successful Proponent shall provide recommendations and details for the justification of illumination. The Successful Proponent shall include illumination warrant calculations in an appendix of the report. 26 79 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 SECTION 3.0 - PROPOSAL REQUIREMENTS 3.1 Proposal Submissions All proposal submissions must be submitted in two separate envelopes with the submission labels as provided by the County of Elgin affixed firmly to the outside of each sealed envelope with all details completed as required on the labels. The term envelope shall have the same meaning as "package". Both separately sealed envelopes shall be submitted at the same time. Any submissions which contain pricing information in Envelope 1 will be rendered informal and will be disqualified. All information related to pricing/fees must be submitted in Envelope 2 only. Failure to include the submission requirements may result in your proposal being disqualified. 3.2 Technical Proposal Submission Requirements — ENVELOPE 1 The first address label entitled "Technical Proposal" shall be firmly affixed to outside of envelope one. This envelope shall contain three (3) total hard copies of the proposal with one (1) copy marked "Master" being an original document with original signature(s) and one (1) electronic copy. The submission shall be no longer than twenty (20) single sided pages (Aria) 12 font or equivalent), excluding a schedule, appendix and Curricula Vitae. The proposal submissions must include at a minimum the following information and shall be submitted in the same sequence in order to be considered responsive. a) Section 1: Overview/ Executive Summary Provide a general overview of their RFP response, highlight key features of the Proposal, indicate reasons why the Proponent is interested in taking on this project and its familiarity with the County of Elgin, MTO and similar Environmental Assessment Studies. This section should also include the complete name and address of the firm and the name, mailing address, and telephone number of the person the County should contact regarding the proposal. Proposals should confirm that the firm will comply with all of the provisions in this RFP. b) Section 2: Understanding of the Project/ Requirements Proponents should provide a comprehensive narrative that illustrates their understanding of the project's requirements and the needs of the County and MTO, including a short discussion on the approach to undertaking the assignment. Proponents should identify how they will identify and implement means to accelerate the project schedule where possible. Proponents should identify project issues and risks and clearly define how they would mitigate the issues and risks to ensure that the project is successfully delivered on schedule, on budget, on scope and with a high level of quality. 27 80 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 c) Section 3: Proponent Background & Qualifications In this section, the Proponent should include a summary of key staff including their professional qualifications, skills and related project experience, as well as an identification of their duties and responsibilities on this assignment. Qualifications and Experience: Project Manager The Proposal should clearly identify one Project Manager who will be available and dedicated to this project for the duration of the assignment. The Project Manager should be committed to this project and not assign his/her responsibilities to deputy project managers, coordinators, etc. Note that the County reserves the right to terminate the Agreement if the named Project Manager is no longer available to complete the assignment and an acceptable qualified alternative (approved by the County) is not available. The Project Manager assigned to this project will be the point of contact for all communications throughout this project. The Project Manager must be a licensed Professional Engineer in Ontario and should have a minimum of fifteen (15) years' experience relating to project management of planning and engineering design for large scale transportation corridor EA assignments. The Project Manager should have: • Proven ability to manage projects of similar size and scope to deliver completed quality work on time and within budget; • Proven knowledge of provincial and municipal planning processes; • Proven knowledge of engineering standards and specifications for provincial facilities; • Proven ability to coordinate a multi-disciplinary team on projects of similar size and nature; • Proven ability to work cooperatively and effectively with a wide variety of interests/authorities including the public, levels of government, utility companies and special interest groups as demonstrated on projects of similar size and nature; and • Proven communication, problem-solving, judgement and leadership skills. Proponents should include details of the Project Manager's qualifications and should demonstrate his/her recent experience on previous successfully completed EA projects in the last 5 years. To assist the County and MTO in evaluating, the Project Manager's experience should be highlighted in this section and the Proponent should not rely solely on resumes. When describing the previous key projects, the Proponent should identify project cost/size, date, location, the Project Manager's roles and responsibilities on the previous assignments, and owner contact information. The County reserves the right to contact previous assignment owners to verify the information provided. 28 81 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Qualifications and Experience: Technical Team It is important that key team members be named for each of the key planning and engineering disciplines required to complete the project work plan, with an accompanying commitment of guaranteed availability. Continuity of key personnel will be required, with a contractual obligation for substitutions only with full written approval of the County's Project Manager. Team Leads for the disciplines listed below (ie. Environment, Transportation, Engagement, Engineering) should be experts in their technical fields who have a detailed understanding of existing Ontario rules, regulations and accepted technical analysis requirements. The following details should be provided for each Supporting Team Member/ Sub-consultant: Firm Name / Professional Qualifications /Years in Operation; Three (3) relevant project experience; and if a sub-consultant, and indication if previously worked for Prime Consultant The Proponent should provide a list of proposed key staff resources to be utilized on the project and should include their professional qualifications, related project experience and duties and responsibilities on this particular project. The Technical Team should preferably include experience covering the following disciplines as a minimum: • Environment: o Cultural heritage o Socio-Economic o Air Quality and Climate Change o Archaeology o Biophysics o Noise • Transportation: o Strategic multi-modal (auto, commercial vehicle, pedestrian, cycling) o Traffic operations o Traffic safety o Demand forecasting • Engagement o Public Consultation and Facilitation; • Engineering o Topographical surveying o Signals and illumination; o Stormwater and drainage; o Geotechnical and foundation engineering; and o Road design. Proponents that demonstrate previous completion of similar projects using the "same" project team will be scored favourably. 29 82 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Resources An organization chart should be provided in the Appendix which shows all the project team members including all sub-consultants. Proposed resources must be available for the duration of the contract and cannot be changed without prior written authorization from the County. Proponents should include in their Proposal, strategies to deal with any unforeseen events requiring the replacement of team members. The Proponents shall identify any requirements/ expectations regarding roles and involvement of County or MTO staff and resources for the project. d) Section 4: Detailed Tasks, Milestones and Project Schedule A Gantt Chart or other detailed timeline charts outlining the detailed tasks, milestones and timing of each step should be included. The project timeline should be clear and specific and correspond to the pricing schedule proposed. Proponent's staff time requirements for each task should be included. No extension to the Study will be allowed without prior written approval by the County. Proponents should confirm in their Proposal that they will meet the requirements of environmental statutory duty on behalf of the County and MTO, including but not limited to the Ontario Environmental Assessment Act, the Canadian Environmental Assessment Act, the MTO Class EA and all other legislative requirements. Proponents should provide sufficient details for evaluators to review to assess the scope, techniques, approaches, outcomes/results and related work that will be undertaken for each task/deliverable. Proponents should clearly demonstrate in their Proposal, the cost control measures that will be implemented to ensure that the lump sum for the services will not be exceeded. The Proponent should provide a Quality Assurance/Quality Control (QA/QC) Plan outlining the Consultant's policies on QA/QC, including the process for quality control of the work provided by the Consultant and its sub-consultants. e) Section 5: Client References Provide at least three (3) references the County may contact. References should be from sources of similar project experience relevant to the requirements of this project and include projects where various timelines and schedules were managed simultaneously and the timeline and budget were met to deliver a successful project. Where the budget and timeline were not met, include details regarding the challenges faced and the workarounds utilized in order to complete the project. 30 83 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 f) Form of Proposal — Declaration Include a signed copy of the Form of Proposal — Declaration in envelope one. g) Registry Appraisal and Qualification System ("RAQS") Include a signed and completed RAQS Declaration Form (2011) in envelope one. 3.3 Financial Proposal Submission Requirements - ENVELOPE 2 The second address label entitled "Financial" shall be firmly affixed to the outside of envelope two. This envelope shall contain one (1) completed and executed hardcopy of the Price Form (electronic copy not required). Include per diem rates and any other fees on a separate sheet. Your proposal must clearly state which services are not included in your financial proposal. 1r'llhe IIPliriiiice IlFoirinri mind Ilp cur diiiieunri urates shdllllll be s uullbunriiiit°t d iiiiun a sedllled eunv6lll llpe sepairate"fr unn the "lr'ec.11hirtiiic.dll IR,eq uiiiiireinrieints The total estimated cost including disbursements for the work proposed shall be considered in the upset limit. Fees & expenses shall not include contingencies or HST. 3.4 Evaluation Process Each proposal will be evaluated on its clarity and the demonstrated understanding of the Project requirements, the services proposed and timeframes, as well as the proponent's experience and the anticipated benefit to Elgin County. A short list of firms may be created for purposes of an interview or presentation, should this be required. Proponents may be contacted to explain or clarify their proposals; however, they will not be permitted to alter information as submitted. An Evaluation Committee will be established from members of the County of Elgin, MTO or any others as deemed necessary. Proposals will be evaluated on the basis of all information provided by the Proponent. Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP. Failure to comply with these requirements may deem the proposal non-responsive. Selection of a proposal will be based on (but not solely limited to) the following criteria and any other relevant information provided by the Proponent at the time of submission as well as any additional information provided during subsequent meetings with the Proponent. In recognition of the importance of the procedure by which a Proponent may be selected, the following criterion outlines the primary considerations to be used in the evaluation and consequent awarding of this project (not in any order). The County reserves the right to evaluate and rank each submission using criterion noted. Actual scores will be confidential. The criteria below, outlines the broad specification for the proposed contract. The proposal submissions contained in Envelope 1 will provide the necessary information required to evaluate the submissions. 31 84 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 3.5 Evaluation Criteria Proposals will be evaluated based on the following weighted evaluation factors: a) First Phase Scoring (Envelope 1) Maximum Rated Criteria Weight Points Registry Appraisal and Qualification System ("RAQS") Pass/Fail Declaration Form (Mandatory Requirement) Firm's Understanding of Project Objectives and Requirements 20 Demonstrated understanding of Work Program /Approach 30 and Methodology/ Risk Mitigation Responsiveness to the RFP, completeness of submission 10 Firm's Experience and Key Individuals Experience Project Manager's similar project experience 15 Project Team's similar project experience (including sub- 15 30 consultants) References (Pass/Fail) P/F Key Personnel Availability / Project Schedule Timely availability to work on our project and meet 20 proposed schedule. b) Second Phase Scoring (Envelope 2) Cost of Work Cost for overall project 20 Total Score 100 3.6 Ratings For consistency, the following table describes the characteristics attributable to particular scores between 0-10. 0 Did not submit information 1 Does not satisfy the requirements of the criteria in any manner 32 85 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 2 Very poor to unsatisfactory 3 Minimally addresses some, but not all of the requirement of the criteria. Lacking in critical areas 4 Addresses most of the requirements of the criteria to the minimum acceptable level. Lacking in critical areas. Addresses most, but not all, of the requirements of the criteria to the 5 minimum acceptable level. May be lacking in some areas that are not critical. 6 Adequately meets most of the requirements of the criteria. May be lacking in some areas that are not critical. 7 Fully meets all requirements of the criteria. 8 Exceeds the requirements of the criteria but in a manner which is not particularly beneficial to the County's needs. 9 Exceeds the requirements of the criteria in ways that are beneficial. 10 Proposal exceeds the requirements of the criteria in superlative ways /very desirable. The firms achieving a minimum score of 56 will be shortlisted and Envelope 2, (Financial) will be opened for consideration. Second Phase of Rating -The lowest fee proposed shall be awarded the full amount of points available for the fee portion of the evaluation. All higher fees proposed shall be awarded points, rounded to the closest full point for the fee portion of the evaluation by the following: Lowest Fee _ Proposed Fee x Maximum Points = Total Cost Points. It should be emphasized that pricing is only one of the factors being considered in determining the most suitable Consultant. In submitting a proposal, the Proponent acknowledges the County's right to accept other than the lowest priced proposal and expressly waives all rights for damages or redress as may exist in common law stemming from the County's decision to accept a proposal which is not the lowest price proposal, if it is deemed to be in the County's best interest to do so. All qualified proposal submissions will be reviewed and evaluated. Additional information may be requested if necessary. Only the twenty (20) pages and schedule appendix of the proposal will be evaluated. Proponents must include all relevant information in the required twenty (20) page limit restriction. 33 86 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 3.7 Presentation and Interview The County may have the two highest scoring Proponents attend an interview to present the evaluation team with additional insight into the Proponent's ability to meet the requirements as requested in the RFP. The County reserves the right to interview more or fewer than two Proponents based on the scoring results. The interviews would be conducted by the representatives of the Evaluation Committee at the County Administration Building, 450 Sunset Drive, St. Thomas, Ontario N5R 5V1. Senior staff members to be assigned to this project must attend the interview. Presentations shall follow this general format: ➢ Introduction of Proponents Project Team (5 minutes) ➢ Proponent Presentation of the Proposal (15 minutes) ➢ Questions from Interview Committee (10 minutes) ➢ Questions from Proponents (5 minutes) The Proponents will be notified of the final format and exact date and time for interviews / presentations in advance. For the interview portion of the evaluation (if required), the County of Elgin will be using the rating criteria shown below and will evaluate each short-listed Proponent only. Interview Criteria and Weighting (Second Stage if required): Criteria Category Weighted Points Presentation 20 Response to Questions 10 Total Weighted Points 30 The score from the proposal evaluations and the Interview will be combined to determine an overall score. 34 87 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 SECTION 4.0 - GENERAL CONDITIONS 4.1 Rights of the County The County is not liable for any costs incurred by the Proponent in the preparation of their response to the RFP or selection interviews, if required. Furthermore, the County shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance by the County of any proposal or by reason of any delay in the award of the contract. The County reserves the right to accept any proposal, in whole or in part, that it feels most fully meets the selection criteria. Therefore, the lowest cost proposal, or any proposal may not necessarily be accepted. County staff shall evaluate all compliant proposals received by the closing time and make evaluations and recommendations for acceptance. The County reserves the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the Request for Proposal. The County reserves the right to modify any and all requirements stated in the Request for Proposal at any time prior to the possible awarding of the contract. The County reserves the right to cancel this Request for Proposal at any time, without penalty or cost to the County. This Request for Proposal should not be considered a commitment by the County to enter into any contract. The County reserves the right to enter into negotiations with the selected Proponent. If these negotiations are not successfully concluded, the County reserves the right to begin negotiations with the next selected Proponent. Proposals shall remain open and subject to acceptance for a period of ninety (90) days from closing date. In the event of any disagreement between the County and the Proponent regarding the interpretation of the provisions of the Request for Proposal, the Director of Financial Services or an individual acting in that capacity, shall make the final determination as to interpretation. No proposal shall be accepted from any person or Proponent who, has a claim or has instituted a legal proceeding against the County or against whom the County has a claim or has instituted a legal proceeding, without the prior approval of County Council. This applies whether the legal proceeding is related or unrelated to the subject matter of this RFP. 4.2 Conflict of Interest The Proponent declares that no person, firm or corporation with whom or which the Proponent has an interest, has any interest in this RFP or in the proposed contract for which this proposal is made. 35 88 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 The Proponent further declares that no member of the Council of the County and no officer or employee of the County will become interested directly or indirectly as a contracting party, partner, shareholder, surety, or otherwise in or in the performance of the Contract or in the supplies, work or business to which it relates, or in any portion of the profits thereof, or in any of the money to be derived there from. Should the Proponent feel that a conflict of interest or potential conflict of interest exists; the Proponent must disclose this information to the County prior to the submission of a proposal. The County may, at its discretion, delay any evaluation or award until the matter is resolved to the County's satisfaction. The County may allow a conflict of interest or potential conflict of interest to exist if it is satisfied that there are adequate safeguards in place and if the County determines that it is in its best interests to do so. The County reserves the right to disqualify a proposal where the County believes a conflict of interest or potential conflict of interest exists. 4.3 Modified Proposals In the event that a preferred proposal does not entirely meet the requirements of the County, the County reserves the right to enter into negotiations with the selected Proponent, to arrive at a mutually satisfactory arrangement and to make any modifications to the proposal as are in the best interests of the County. 4.4 Disqualification of Proponents More than one proposal from an individual firm, partnership, corporation or association under the same or different names will not be considered. Collusion between Proponents will be sufficient for rejection of any proposals so affected. 4.5 Confidentiality The proposal must not be restricted by any statement, covering letter or alteration by the Proponent in respect of confidential or proprietary information. The County will treat all proposals as confidential. The County will comply with the Municipal Freedom of Information and Protection of Privacy Act, and its retention by-law pursuant to the Municipal Act, in respect of all proposals. All Public Reports approved by the Council of the County will become public information. 4.6 Proposal Assignments The successful Proponent will not be permitted to assign or transfer any portion of the proposal as submitted or the subsequent agreement without prior written approval from the County. 36 89 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 4.7 Purchasing Policy Submissions will be solicited, received, evaluated, accepted and processed in accordance with the County's Purchasing Policy as amended from time to time. In submitting a proposal in response to this RFP, the Proponent agrees and acknowledges that it has read and will be bound by the terms and conditions of the County's Purchasing By-law. The Purchasing By-Law can be viewed on the County's website, www.elgin-county.ca 4.8 Failure to Perform Failure to comply with all terms and conditions of this proposal, and failure to supply all documentation, as required herein, shall be just cause for cancellation of the award. The County shall then have the right to award this contract to any other Proponent or to re-issue this RFP. 4.9 Agreement A written agreement, prepared by the County shall be executed by the County and the successful Consultant. The complete proposal package submitted by the successful proponent, together with the entire Request for Proposal documents prepared by the County, shall form part of the Agreement (see attached sample of agreement in Appendix A). 4.10 Insurance Requirements Any agreement resulting from this RFP will contain, at a minimum, the following insurance requirements: a) Comprehensive general liability insurance including bodily injury, property damage liability, personal injury liability, completed operations liability, blanket contractual liability, non-owned automobile and shall contain a severability of interest and cross liability clause to a limit of no less than five million ($ 5,000,000) dollars in respect to any one occurrence. The above-mentioned policy shall be endorsed to include the County of Elgin and MTO as an Additional Insured. b) Professional Liability insurance covering all activities as described in the Proponent's proposal to a limit of no less than two million ($2,000,000) per claim and in the aggregate. Such insurance shall provide coverage for errors and omissions made by the professional in the rendering of, or failure to render, professional services in connection with the Agreement. Upon completion of the work the policy shall remain in force for twelve (12) months. The Proponent must confirm that any property damage, personal injury or bodily injury resulting from an error or omission is considered an insurable loss whether coverage is under the Comprehensive General Liability Policy or the Professional Liability Policy (Errors & Omissions). c) Standard OAP 1 Automobile liability policy. d) The aforementioned policies of insurance shall contain or shall be subject to the following terms and conditions: 37 90 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 ➢ be written with an insurer licensed to do business in Ontario; ➢ be non-contributing with, and will apply only as primary and not excess to any other insurance or self-insurance available to Elgin County; ➢ contain an undertaking by the insurer to notify the County in writing not less than sixty (60) days before any material change in risk or cancellation of coverage. ➢ any deductible amounts shall be borne by the Proponent. ➢ Prior to the execution of the Agreement and within fifteen (15) business days of the placement, renewal, amendment, or extension of all or any part of the insurance, the Proponent shall promptly provide the County with confirmation of coverage insurance and, if required, a certified true copy(s) of the policy(s) certified by an authorized representative of the insurer together with copies of any amending endorsements applicable to the Agreement. 4.11 Indemnification The successful Proponent shall indemnify and hold harmless the County, its officers, Municipal Council, Employees and volunteers from and against any liabilities, claims, expenses, demands, loss, cost, damages, suits or proceedings by whomsoever made, directly or indirectly arising directly or indirectly by reason of a requirements of this agreement save and except for damage caused by the negligence of the County or their employees. 4.12 Compliance with the Accessibility for Ontario with Disabilities Act 2005 The Proponent shall ensure that all its employees and agents receive training regarding accessibility as outlined in the Accessible Customer Service Standard (Ontario Regulation 429/07) and the Integrated Accessibility Standards Regulation (Ontario Regulation 191/11). The Proponent is responsible to ensure that all of its employees, volunteers and others for which the Proponent is responsible are adequately trained. In accordance with the Accessibility for Ontarians with Disabilities Act, 20051ntegrated Accessibility Standards, the County requires content created for the municipality that is to be posted on our website to be provided in a format which is compliant with WCAG 2.0 Level AA requirements. As required under Section 14 of the regulation, any content published on our website after January 1, 2012 needs to be compliant with the WCAG requirements by the timelines set out in the Act. It is the successful Proponent's responsibility to produce the required documents in an accessible format. Inaccessible documents will not be accepted or posted on our website. 4.13 Disqualification The County may, in its sole discretion, disqualify a proposal or cancel its decision to make an award under this RFP, at any time prior to the execution of the Agreement by the county, if, ➢ the Proponent fails to cooperate in any attempt by the County to verify any information provided by the Proponent in its proposal; ➢ the Proponent contravenes one proposal per Person or Entity; ➢ the Proponent fails to comply with the laws of Ontario or of Canada, as applicable; ➢ the Proposal contains false or misleading information; 38 91 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 ➢ the Proposal, in the opinion of the County, reveals a material conflict of interest; ➢ the Proponent misrepresents any information contained in its proposal. 4.14 Record and Reputation Without limiting or restricting any other right or privilege of the County and regardless of whether or not a proposal or a Proponent otherwise satisfies the requirements of this RFP, the County may disqualify any proposal from any Proponent, where; ➢ In the opinion of the County Solicitor or the Purchasing Coordinator for the County, the commercial relationship between the County and the Proponent has been impaired by the prior and/or current act(s) or omission(s) of each Proponent, including but not limited to: a) Litigation with the County; b) The failure of the Proponent to pay, in full, all outstanding accounts due to the County by the Proponent after the County has made demand for payment; c) The refusal to follow reasonable directions of the County or to cure a default under a contract with the County as and when required by the County or it's representatives; d) The Proponent has previously refused to enter into an Agreement with the County after the Proponent's proposal was accepted by the County; e) The Proponent has previously refused to perform or to complete performance of contracted work with the County after the Proponent was awarded the contract; f) Act(s) or omission(s) of the Proponent has resulted in a claim by the County under a bid bond, a performance bond, a warranty bond or any other security required to be submitted by the Proponent on an RFP within the previous five years. ➢ In the opinion of County Council or the Chief Administrative Officer, or their designate, there are reasonable grounds to believe that it would not be in the best interests of the County to enter into an Agreement with the Proponent, for reasons including but not limited to the conviction or finding of liability of or against the Proponent or its officers or directors and any associated entities under any taxation legislation in Canada, any criminal or civil law relating to fraud, theft, extortion, threatening, influence peddling and fraudulent misrepresentation, the Environmental Protection Act or corresponding legislation in other jurisdictions, any law regarding occupational health or safety or the Securities Act or related legislation. 4.15 Proponent's Costs The Proponent shall bear all costs and expenses incurred by the Proponent relating to any aspect of its participation in this RFP process, including all costs and expenses related to the Proponent's involvement in; ➢ the preparation, presentation and submission of its proposal; ➢ the Proponent's attendance at the Proponent's meeting; ➢ due diligence and information gathering processes; ➢ site visits and interviews; ➢ preparation of responses to questions or requests for clarification from the County; ➢ preparation of the Proponent's own questions during the clarification process; and, ➢ agreement discussions. 39 92 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 The County is not liable to pay such costs and expenses or to reimburse or compensate a Proponent under any circumstances, regardless of the conduct or outcome of the RFP Process, including the rejection of all proposals or the cancellation of the RFP, and including any negligence of the County in the conduct of the RFP process. 4.16 Legal Matters and Rights of the County This RFP is not an offer to enter into either a bidding contract (often referred to as "Contract X) or a contract to carry out the project (often referred to as "Contract B"). Neither this RFP nor the submission of a proposal by a Proponent shall create any contractual rights or obligations whatsoever on either the Proponent or the County. The County may at its sole discretion change or discontinue this RFP process at any time whatsoever. The County may in its sole discretion enter into negotiations with any person, whether or not that person is a Proponent or a Short-Listed Proponent with respect to the work that is the subject of this RFP. The County may at its sole discretion decline to evaluate any proposal that in the County's opinion is incomplete, obscure or does not contain sufficient information to carry out a reasonable evaluation. Without limiting the generality of the RFP, the County may at its sole discretion and at any time during the RFP process; ➢ reject any or all of the Proposals; ➢ accept any Proposal; ➢ if only one Proposal is received, elect to accept or reject it; ➢ elect not to proceed with the RFP; ➢ alter the timetable, the RFP process or any other aspect of this RFP; and ➢ cancel this RFP and subsequently advertise or call for new Proposals for the subject matter of this RFP. In addition to and notwithstanding any other term of this RFP, the County shall not be liable for any damages resulting from any claim or cause of action, whether based upon an action or claim in contract, warranty, equity negligence, intended conduct or otherwise, including any action or claim arising from the acts or omissions, negligent or otherwise of the County and including any claim for direct, indirect or consequential damages, including but not limited to damages for loss of profit, loss of reputation, injury to property and bodily injury that results from the Proponents' participation in the RFP process, including but not limited to; ➢ the disclosure of a Proponent's confidential information; ➢ the costs of preparation of a Proponents Proposal, whether it is accepted, disqualified or rejected; ➢ any delays, or any costs associated with such delays, in the RFP process; ➢ any errors in any information supplied by the County to the Proponents; ➢ the cancellation of the RFP; and ➢ the award of the contract to a Proponent other than the Proponent recommended by the Proposal Review Committee. 40 93 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 4.17 Human Rights, Harassment and Occupational Health and Safety The Proponent shall be required to comply with the County's policies regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety. 4.18 Clarification The County may require the Proponent to clarify the contents of its proposal, including by the submission of supplementary documentation, or seek a Proponent's acknowledgement of the County's interpretation of the Proponent's proposal. The County is not obliged to seek clarification of any aspect of a proposal. 4.19 Supplementary Information The County may, in its sole discretion, request any supplementary information whatsoever from a Proponent after the submission deadline including information that the Proponent could or should have submitted in its proposal prior to the submission deadline. The County is not obliged to request supplementary information from a Proponent. 4.20 Default/ Non-Performance The County will reserve the right to determine "non-performance" or"poor quality" of service and further reserves the right to cancel any or all of this contract at any time should the Proponent's performance not meet the terms and conditions of the RFP upon 30 days written notification to the Proponent. "Non-performance" shall mean the failure to meet the complete terms and conditions of this Contract including, but not limited to, the response time. In the event of such cancellation, the County retains the right to claim damages as a result of such default. If the County terminates the Contract, it is entitled to: a) withhold any further payment to the Proponent until the completion of the work and the expiry of all obligations under the Contract; and b) recover from the Proponent any loss, damage and expense incurred by the County by reason of the default (which may be deducted from any monies due or becoming due to the Proponent). 41 94 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 SECTION 5.0 - FORM OF PROPOSAL *Ir'o be liiiindlll uuded liiiin IIEinv llllgpe III IIE* 5.1 DECLARATION I/We the undersigned authorized signing officer of the Proponent, HEREBY DECLARE that no person, firm or Corporation other than the one represented by the signature(or signatures) of proper officers as provided below, has any interest in the proposal. I/We further declare that all statements, schedules and other information provided in this proposal are true, complete and accurate in all respects to the best knowledge and belief of the Proponent. I/We declare that this proposal is made without connection, knowledge, comparison of figures or arrangement with any other company, firm or persons making a proposal and is in all respects fair and without collusion for fraud. I/We further declare that no employee of the Corporation of the County of Elgin is or will become interested, directly or indirectly as a contracting party or otherwise in the supplies, work or business to which it relates or in any portion of the profits thereof, or in any such supplies to be therein or in any of the monies to be derived there from. I/We further declare that the undersigned is empowered by the Proponent to negotiate all matters with the Corporation of the County of Elgin's representatives, relative to this proposal. I/We further declare that the agent listed below is hereby authorized by the Proponent to submit this proposal and is authorized to negotiate on behalf of the Proponent. I/We further agree in submitting this proposal, we recognize the County may accept any proposal in whole or in part, or elect to reject all proposals. ACKNOWLEDGEMENT OF ADDENDA I/We have received and allowed for ADDENDA NUMBER in preparing my/our proposal. Insert#'s or"none" Company Name Signature Print Name *Ir'o be liiiindlll uuded liiiin IIEinv llllgpe ine NOTE: Failure to sign this page and return with your submission in envelope one will result in non-acceptance of your submission. 42 95 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 SECTION 5.0 - FORM OF PROPOSAL *"Ir'o be liiiunc.11ll uuded liiiin IIEinvdlllgpe "1r' 5.2 PRICE FORM Proposals shall specify the basis of the fee for engineering services that represents an all- inclusive cost to the County. Proposals should identify phases to which particular fee calculations apply and the Proponent shall apportion the fee to the following phases of service: 1. EA Study $ 2. Preliminary Design $ 3. Disbursements $ TOTAL COST: $ Proposals must specify the total upset cost of the proposal and the per diem rates for all proposed staff and any other fees that may be applicable, including the cost for disbursements noted above. Include per diem rates and any other fees on a separate sheet and include in Envelope Two. Your proposal must clearly state which services are not included in your financial proposal. Company Name Signature Print Name *"Ir'o be liiiunc.11ll uuded liiiin IIEinvdlllgpe "1r' NOTE: Failure to sign this page and return with your submission in envelope two will result in non-acceptance of your submission. 43 96 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 APPENDIX A - SAMPLE AGREEMENT THIS AGREEMENT made in duplicate this day of 2020. - BETWEEN - THE CORPORATION OF THE COUNTY OF ELGIN 450 Sunset Drive, St. Thomas, Ontario N5R 5V1 Hereinafter called the "County" (of the first part) -AND — < CONSULTANT NAME > Address Hereinafter called the "Consultant"(of the second part) WHEREAS on (date), the County issued Request for Proposal # (insert number) (if applicable and Addendum#(insert number)dated (date)for(enter the description of work) (the"RFP"); AND WHEREAS on (enter date of Consultant's proposal) the Consultant submitted a proposal in response to the RFP (the "proposal"); AND WHEREAS the County wishes to enter into an agreement with the Consultant for the services, as more particularly described in the RFP and the proposal, attached hereto as Schedule "A" and forming part of this Agreement (the "Services"); NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the premises and other good and valuable consideration, the sufficiency whereof is acknowledged hereby by the parties, the parties hereto agree with each other as follows: 1. The Consultant shall provide the Services pursuant to all the terms and specifications set out in Schedule "K. If there should be any conflict between the provisions of this Agreement and the provisions of Schedule "A", the provisions of this Agreement shall prevail. 2. The term of this Agreement shall commence 3. If either party, acting reasonably, determines that the other party has failed to perform its obligations pursuant to this Agreement, then such party may terminate this Agreement upon giving at least thirty (30) days' written notice to the other party. 4. The Consultant shall indemnify and save harmless the Owner, its elected officials, officers, employees and agents from and against any and all claims of any nature, actions, causes of action, losses, expenses, fines, costs (including legal costs), interest, or damages of every nature and kind whatsoever arising out of the negligence, errors, omissions, fraud or willful misconduct of the Consultant its officers, employees, agents and sub-consultants, or any of them, attributable to or connected with the performance, non-performance or purported performance of the 44 97 REQUEST FOR PROPOSAL NO. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD/ RON MCNEIL LINE/ FORD ROAD/ HIGHWAY 3 Consultant obligations pursuant to this Agreement, except to the extent that same is attributable or caused by the negligence of the Owner, its officers, employees and agents, or any of them. Further, this indemnity shall survive the expiration or early termination of this Agreement and continue in full force and effect. 5. This Agreement together with its schedule constitutes the entire understanding between the parties. Any change, addition to, or waiver of the terms hereof must be specifically agreed upon, in writing, and signed by both parties. Failure on the part of either party to insist upon the strict observance of any of the terms and/or conditions herein shall not operate as a waiver of such party's right to require the future observance of any such terms or conditions. 6. This Agreement shall not be assigned, in whole or in part, by either party hereto without the priorwritten consent of the other party. This Agreement, all its covenants, promises and conditions shall ensure to the benefit of and be binding upon the parties hereto and their respective permitted successors and assigns. 7. Either party may terminate this Agreement at any time, without notice, for just cause which shall include, without limitation, dishonesty, fraud, willful deceit or failure to properly fulfill the obligations hereunder where such failure is not remedied within ten (10) days after notice of same is given. 8. This Agreement shall be construed and interpreted in accordance with the laws of the Province of Ontario, Canada. IN WITNESS WHEREOF the parties hereto have duly executed this Agreement. "Consultant's name Per: DATE Name: Position: I have the authority to bind the corporation" "The Corporation of the County of Elgin Per: DATE Name: Julie Gonyou Position: Chief Administrative Officer Per: Name: Position: Warden We have the authority to bind the corporation" 45 98 REQUEST FOR PROPOSAL NO. 2019-33 �p ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN ,qgpl WONDERLAND ROAD / RON MCNEIL LINE / FORD ROAD / HIGHWAY 3 SCHEDULE1 Reference Documents Drainage and Hydrology Engineering • GWP: 3075-12-00, [2015] • GWP: 3070-14-00, [2015] • GWP: 3050-08-00, [2012] • GWP: 3043-12-00, [2012] • Hwy 3, fish existing and impact assessment, [December 2014] • Hwy 3, low risk notification form checklist [ September 2015] • Hwy 3, environmental screening document, [December 2015] • Hwy 3 environmental synopsis, [February 2016] • Hwy 3, St. Thomas, non-structural culverts, [June 2015] • Hwy 3 bypass storm drainage, [December 2013] • MTO hydrology requirement checklist, [January 2016] • MTO storm water management checklist, [January 2016] Environmental All MTO environmental policy documents are collectively titled Environmental Standards and Practices (ESP). The ESP documents provide the Ministry's staff and its agents with the requirements, guidance and tools to protect the environment during all stages of provincial highways management. All of the ESP documents are available electronically on the MTO public website at: Environmental Standards and Practices or from Service Ontario - Publications. The ESP documents shall represent the minimum expectations for the work that the Successful Proponent must follow. It is the responsibility of the Successful Proponent to verify which of the documents specifically apply to the work, unless otherwise specified. The latest version of all referenced and posted ESP documents shall be used. Highway Engineering Access Management • Highway Corridor Management Manual, Chapter 4 Access Management, September 2018 • Guideline for Entrance Modification/Relocation/Removal within Work Projects — Version 4, January 2013 99 REQUEST FOR PROPOSAL NO. 2019-33 �p ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN q ,n,7 WONDERLAND ROAD / RON MCNEIL LINE / FORD ROAD / HIGHWAY 3 SCHEDULE1 • County of Elgin Roads Plan and Polices, February 2009 Surveying The following will be provided to the Successful Proponent by the MTO Geomatics Section.- 0 Existing digital alignments for Hwy 3 within the project limits ■ 2015 SWOOP Aerial Imagery within the project limits ■ LIO Parcel Fabric within the project limits ■ MTO Title Records Sheets within the project limits ■ Digital copy of MTO Kardex legal plan index. ■ MTO P-Plans (TIFF format) within the project limits, as requested. ■ ETR plan plates (TIFF format) within the project limits. ■ Horizontal and Vertical Control (H&V) sheets for Hwy 3 within the project limits. ■ MTO Field Code Feature sketches. ■ Digital Notification of Field Work Operations Form ■ Sample Base Plan (for presentation purposes only). ■ AutoCAD Civil 3D Support Files The Ministry is not liable for the accuracy of any data supplied. All samples provided are to be used for format and content only. The Successful Proponent is responsible to ensure that all deliverables submitted are in full accordance with standards as outlined in the aforementioned manuals and guides. Traffic The following available information will be provided to the Successful Proponent and if additional data is required, it is to be collected as described in Section 16.12.2 (Traffic Data): • Hwy 3 - Wellington Rd 15 min 2016 • Hwy 3 - Wellington Rd Peaks 2016 • Hwy 3 - Ron McNel Line Ford Rd 15 mins 2017 • Hwy 3 - Ron McNel Line Ford Rd Peaks 2017 • Hwy 3 - Ron McNel Line Ford Rd Warrant 2017 • Hwy 3 - Hwy 4 - Sunset Rd 15 mins 2016 • Hwy 3 - Hwy 4 - Sunset Rd Peaks 2016 • Wonderland Road (CR-29) 2019 • Ron McNeil Line (CR-52) 2019 100 REQUEST FOR PROPOSAL NO. 2019-33 �p ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN q ,n,7 WONDERLAND ROAD / RON MCNEIL LINE / FORD ROAD / HIGHWAY 3 SCHEDULE1 • Ford Road (2019) • Wellington Road (CR-25) 2019 • Historical AADT, SADT, %DHV, % Trucks • Turning movement / side road volume counts • Collision data • Location of traffic counting stations • Signal timing plans and PHM 125 for the intersections of Highway 3 — Highway 4 /Sunset Road and Highway 3 — Wellington Road • LHRS listing for both sections of highway Only the Successful Proponent will be allowed access to hard copy collision reports of Highway 3 and Highway 4 at the Ministry located at the MTO's West Region Traffic Office at a time and date convenient to both parties. The Ministry will provide suitable access and workspace for the Successful Proponent to retrieve data from the collision reports. At no time will the Successful Proponent be allowed to photocopy or otherwise remove original copies of the hard copy collision reports from the Ministry. Only the Successful Proponent will be allowed access to hard copy collision reports of Wonderland Road (CR-29), Ron McNeil Line (CR-52), and Wellington Road (CR-25) at the County located at the County Administration Building at a time and date convenient to both parties. The County will provide suitable access and workspace for the Successful Proponent to retrieve data from the collision reports. At no time will the Successful Proponent be allowed to photocopy or otherwise remove original copies of the hard copy collision reports from the County. 101 Addendum N o. 1 E I gi 11 t1 t y Proe,ressive by Nature Request for Proposal No. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD / RON MCNEIL LINE / FORD ROAD / HIGHWAY 3 ................................................................................................................................................................................................................................................ .................................................................................................................................................................................................................................................... The addendum forms part of the contract documents and is to be read, interpreted and coordinated with all other parts of the RFP. The following question has been received; the County's response follows the question. Question 1: Sections 1.1 and 1.7 of the RFP indicate that only firms registered in MTO's RAQS in the Prime Specialty "Transportation (Systems) Planning — Transportation Study" will be considered as candidates for the Prime Consultant position. Typically a project of this nature would fall under the "Highway Planning — Functional Planning and Design Studies" specialty which encompasses all aspects of a preliminary design and EA study. Would the County/MTO consider revising the Prime Specialty to "Highway Planning — Functional Planning and Design Studies"? Answer 1: Yes Sections 1.1 and 1.7 are revised as follows: Only the firms registered in MTO's Registry Appraisal and Qualification System ("RAQS") in the Prime Specialty "Highway Planning - Functional Planning and Design Studies" will be considered as candidates for the Prime Consultant position on this assignment. End of Addendum No. 1 Issue Date- December 6, 2019 Total Pages- One (1) Please ACKNOWLEDGE receipt of ADDENDUM # 1 in the appropriate space on PAGE 42 of the Request for Proposal or include a copy of this Addendum with your submission. Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P- 519-631-1460, extension 129 1 E- mhoogstra(o-)elqin.ca 102 Addendum N o. 2 E I gi 11 C,0 LFt I t y Proe,ressive by Nature Request for Proposal No. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD / RON MCNEIL LINE / FORD ROAD / HIGHWAY 3 ................................................................................................................................................................................................................................................ .................................................................................................................................................................................................................................................... The addendum forms part of the contract documents and is to be read, interpreted and coordinated with all other parts of the RFP. The following question has been received; the County's response follows the question. Question 1: Can the County grant a one (1) week extension (from January 15 to January 22), given that this RFP runs through the Christmas holiday period? Answer 1: Yes Section 1.6 (RFP Schedule of Events) has been revised as follows: Last Date for Questions: January 15, 2020 RFP Close: January 22, 2020 Interviews/Presentations: January 30, 2020 (if required) End of Addendum No. 2 Issue Date- December 13, 2019 Total Pages- One (1) Please ACKNOWLEDGE receipt of ADDENDUM # 2 in the appropriate space on PAGE 42 of the Request for Proposal or include a copy of this Addendum with your submission. Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P- 519-631-1460, extension 129 1 E- mhoogstra(o-)elqin.ca 103 Addendum N o. 3 E I gi 11 C, LFt I t y Proe,ressive by Nature Request for Proposal No. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD / RON MCNEIL LINE / FORD ROAD / HIGHWAY 3 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... The addendum forms part of the contract documents and is to be read, interpreted and coordinated with all other parts of the RFP. The following questions have been received; the County's response follows each question. Question 1: The Elgin County Official Plan depicts a Highway 3 Bypass that would start at Sunset Drive and continue easterly and diagonally through the study area for this project. Please provide any planning documents that are available for the Highway 3 Bypass. Will this class environmental assessment need to consider the future Bypass in the generation and evaluation of alternatives? Answer 1: This class environmental assessment needs to consider the future Bypass in the generation and evaluation of alternatives. The following studies have been added to the addenda documents section-, - Route Planning Study Highway 3 - St Thomas to Tillsonburg — 1975 - Highway 3, Role and Function Study - Design and Conduct of OD Survey — 2002 - Highway 3, Role and Function Study - OD Survey, Summary Report — 2002 - Highway 3, Role and Function Study - Traffic Count Data — 2002 Question 2: As indicated within the RFP, a roundabout(s) should be considered as an alternative where appropriate. For the purposes of bidding this project, please describe the services required for MTO reviews and approvals for a roundabout. Would a submission and presentation to the Ministry's roundabout committee be required? Answer 2: There would be no submission and presentation to the MTO Roundabout Implementation Team. For the purpose of bidding this proposal the roundabout(s) alternatives require no additional services, 104 Addendum No. 3 RFP No. 2019-33 than would be provided when assessing any other intersection control measures. Such as assess all reasonable alternatives to address the safety and operational problems within the project study limits. Associated highway and/or sideroad geometric improvements including profile and horizontal curve improvements, cross-sectional elements (lane, shoulder and rounding widths, foreslopes and backslopes, ditch depths, cross-falls, etc), illumination, traffic control and staging, signage, roadside safety, drainage, property, environmental impacts and/or other techniques to improve safety and operations. Question 3: Traditionally, the Drainage and Hydrology report satisfies the environmental requirement for a Surface Water Report. Please confirm. Answer 3: The Drainage and Hydrology Report can satisfy the environmental requirement for a Surface Water Report, so long as the criteria outlined in section 3.11 of the ERD are met. Question 4: The reference material does not appear to include the traffic project limits and the survey request plan. Answer 4: Study Area Limits WMS Map-Traffic Investigation Limits June 27 2019 to be added to addenda documents section. Survey request was not indicated to be available and will not be available during proposal preparation. Question 5: Suggest that traffic counts for the Ron McNeil and Highway 3 intersection be added to the request for proposals. Answer 5: These documents will be made available as outlined in Schedule 1 (to the successful Proponent) Question 6: Can the County confirm if a geotechnical investigation is required as part of the scope of work for this assignment? 105 Addendum No. 3 RFP No. 2019-33 Answer 6: A geotechnical investigation is required as part of the scope of work for this assignment. Question 7: In Section 2.1 of the RFP document (page 8) reference is made to "traffic investigation study limit map provided in the reference material". Can the County confirm where this map is located as we could not locate it within the reference material provided? Answer 7: Document attached, refer to Question 4 response. Question 8: On RFP Page 8, paragraph 3, under Project Overview there is a reference to a `traffic project limits map' as part of the background material. Is this map available? Answer 8: Document attached, refer to Question 4 response. Question 9: On Page 19 of the RFP under Surveys and Plans Project Scope there is a note to review the Survey Request Plan. Can the County please provide the Survey Request Plan? Answer 9: Survey request plan was not indicated to be available and will not be available during proposal preparation. Please disregard reference to "Review the Survey Request Plan". Question 10: Is Cultural Heritage required for this project and if so, could the County please clarify the deliverable that is required. Answer 10: Cultural Heritage is not required for this project. 106 Addendum No. 3 RFP No. 2019-33 Question 11: Is a Noise assessment required for this project and if so, could the County please clarify the deliverable that is required. Answer 11: A Noise assessment is not required for this project. Question 12: Does the County have an allotted budget for this assignment that can be shared with the bidding proponents? Answer 12: An exact budget has not been allotted. The County in partnership with the MTO will designate the required shared funding to undertake the assignment. Question 13: Can the schedule utilize a 11x 17" page? Answer 13: Yes Question 14: Can the Schedule 1 reference documents be provided electronically at the bid stage that were not provided online already? Answer 14: These documents will only be made available as outlined in Schedule 1 (to the successful Proponent). Question 15: Can the County confirm whether discipline-specific reports/scope of work is required for the following (as listed on page 29, Section 3.2, of the RFP): cultural heritage, socio-economic, air quality, biophysics and/or noise? 107 Addendum No. 3 RFP No. 2019-33 Answer 15: The Technical Team should preferably include experience covering the disciplines outlined. There may not be defined reports or scope of work to all disciplines, but all disciplines outlined are considered supporting to other deliverables within the assignment. Question 16: The only reference to geotechnical and foundation engineering services is on page 29 for the Technical Team. In the RFP there are no geotechnical or foundation scope of work or deliverables listed. For bidding purposes, please clarify the required scope of work and deliverables required for geotechnical and foundations? Answer 16: The Technical Team should preferably include experience covering the disciplines outlined. There may not be defined reports or scope of work to all disciplines, but all disciplines outlined are considered supporting to other deliverables within the assignment. Question 17: The exact limits of the project are not entirely clear, could a map of the proposed work/study areas be provided? Answer 17: Document attached, refer to Question 4 response. End of Addendum No. 3 Issue Date: January 9, 2020 Total Pages: Five (5) Please ACKNOWLEDGE receipt of ADDENDUM # 3 in the appropriate space on PAGE 42 of the Request for Proposal or include a copy of this Addendum with your submission. Regards, 'r Mike Hoogstra, CPPB I Purchasing Coordinator P: 519-631-1460, extension 129 1 E: mhoogstra(o)elgin.ca 108 Addendum N o. 4 E I gi 11 t1 t y Proe,ressive by Nature Request for Proposal No. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD / RON MCNEIL LINE / FORD ROAD / HIGHWAY 3 ................................................................................................................................................................................................................................................ .................................................................................................................................................................................................................................................... The addendum forms part of the contract documents and is to be read, interpreted and coordinated with all other parts of the RFP. Please be advised that the closing date for this RFP has been extended to: Jainuairy 29, 2020 @ 1DO Ilp iinri (Illlocalll fiiinrie) Section 1.6 (RFP Schedule of Events) has been revised as follows: RFP Close: January 29, 2020 Interviews/Presentations: February 13, 2020 (if required) All outstanding questions will be answered early next week and will be included in Addendum 5. End of Addendum No. 4 Issue Date- January 17, 2020 Total Pages- One (1) Please ACKNOWLEDGE receipt of ADDENDUM No. 4 in the appropriate space on PAGE 42 of the Request for Proposal or include a copy of this Addendum with your submission. Regards, x'r Mike Hoogstra, CPPB I Purchasing Coordinator P- 519-631-1460, extension 129 1 E- mhoogstra(a)elqin.ca 109 Addendum N o. 5 E I gi 11 C,0 LFt I t y Proe,ressive by Nature Request for Proposal No. 2019-33 ENVIRONMENTAL ASSESSMENT STUDY AND PRELIMINARY DESIGN WONDERLAND ROAD / RON MCNEIL LINE / FORD ROAD / HIGHWAY 3 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... The addendum forms part of the contract documents and is to be read, interpreted and coordinated with all other parts of the RFP. The following questions have been received; the County's response follows each question. Question 1: Would the County/MTO be able to provide guidance as to the extent of the geotechnical investigation that is to be undertaken as part of this assignment to provide uniformity between bids? Answer 1: Revision to addendum 3. There is no Geotechnical investigation required as part of this assignment. Question 2: Can the County confirm the anticipated project schedule for this assignment (ie- when is the expected completion date of the EA and Preliminary Design)? Answer 2: The EA and Preliminary Design are to be completed prior to January 29, 2021. Question 3: Could the County and the Ministry provide a number of meetings (or frequency) expected on this project, and where the meetings are expected to be held for bidding purposes? Answer 3: The specific number of meetings may vary. For bidding purposes use the following schedule of meetings-, 1 Start-up 2 Progress Meetings (9) (Monthly) 3 Constructability and Staging Meeting 110 Addendum No. 5 RFP No. 2019-33 4 Council Presentation to Elgin County 5 MTO Senior Management Presentation — 30%, 60% & Final (100%) Question 4: What are the specific limits of the study area for this project as this affects the scope of many disciplines, such as archaeology, fisheries, terrestrial, traffic, drainage and survey? Answer 4: Previously Addressed. (Addendum #3) Question 5: Can the County provide the anticipated (or desired) delivery schedule for this project? Answer 5: Previously addressed. Question 6: Page 15 of the RFP identifies the use of the AASHTO Roadside Design Guide for assessing roadside hazards. Please confirm that the AASHTO Roadside Design Guide is to be used instead of the recently implemented MTO Roadside Design Guide (2017). Answer 6: AASHTO Roadside Design Guide is to be used on County Right of Way. MTO Roadside Design Guide (2017) is to be used on MTO Right of Way. Question 7: Page 15 of the RFP, notes that Traffic Impact Studies for developments in the area need to be reviewed. Could these Traffic Impact Studies be provided? If not, could the County/Ministry advise how many of these studies need to be reviewed for bidding purposes? Answer 7: For bidding purposes assume that two (2) Traffic Impact Studies for developments in the area need to be reviewed. The studies will be supplied to the Successful Proponent. Question 8: For bidding purposes how many alternatives are expected to be generated and evaluated? 111 Addendum No. 5 RFP No. 2019-33 Answer 8: For bidding purposes assume that four (4) alternatives are to be generated and evaluated. Question 9: Section 3 of the RFP requires a significant amount of information to be provided as part of the proposal, in particular for the technical team. Would the County consider increasing the page limit to 30 for this submission, and could the references/related experience for supporting technical team members be included in an Appendix? Answer 9: No changes will be made to the Technical Proposal Submission Requirements. Question 10: Can the County/Ministry provide an area for the archaeological scope for bidding purposes? Answer 10: For the purpose of bidding assume 5 ha are required for Stage 1 Archaeological Assessment. Question 11: In anticipation of the additional information that will be provided by the County in the addendum to be issued in response to the final questions submitted, including scoping details of the geotechnical investigation, would the County consider an extension of the submission date beyond Jan 22, 2020? Answer 11: Done January 29, 2020. (Addendum #4) Question 12: Regarding response #6 of Addendum #3, could the County provide the scope of the geotechnical investigation and reporting, including limits of investigation? Answer 12: Previously addressed, refer to Question 1. 112 Addendum No. 5 RFP No. 2019-33 Question 13: Regarding response #9 of Addendum #3, given the broad scope of the project, to ensure all submissions are being priced with the same survey limits, could the County provide a survey request plan? Alternatively, could the County provide an allowance for the survey work? Answer 13: The assignment limits were addressed in addendum #3. There is no allowance for survey work. End of Addendum No. 5 Issue Date: January 24, 2020 Total Pages: Four (4) Please ACKNOWLEDGE receipt of ADDENDUM No. 5 in the appropriate space on PAGE 42 of the Request for Proposal or include a copy of this Addendum with your submission. 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"O p O> N t6 °> C 0 O Y R R�G H p O} O t O x a U O Y Q N tip m J(L m co 0 p 0� c p 0 Q Y y M y 0M �U y N y.i ti U U U Gj y U i I� C i N U i I� U U Gj } i 7 0. i M Oi N U O U i O C O J aln J Cln O 00 ('J C �ln Y� OI�+R+U C In Y OO ('J o In Y LIn+R+J yRi> yO +R+O c, p C O C N I n C N p t 0 M 3 0 Z N O Z N O p 0 M C W ' O t 0 M O Z N O M C N C N N l n C 7 t 6 0 Z N 3 0 Z N C O C N O C M c7 O.,Oz ¢v Oz J OJ A 02: cn �0le U �OJ w °0� - --0- n �01 �NO� Qv Oz 0 n0� 2: nNO2: O Oz 0 OID a� J N N J N 0 Ol N c (n c is C C Oi O OV a y w p p C7 c Q c a M O Ev i� O O O O O O +' V Q O ++ +' cn cn cn cn cn � O > V = W fC O fC i N U_ O L N �- U O L 'L L W fC +' o � E' I- J LL O U 0 U 0 0 ° �, a w O H ca 0 +� 1 1 N Q 0 0 0 a� +� 5 x = c� ud OC W m d lu P= lu Elg mril"", �_Y`t'l REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh — Director of Financial Services DATE: April 22, 2020 SUBJECT: COVID-19 Cash Flow Analysis RECOMMENDATION: THAT the report titled "COVID-19 Cash Flow Analysis" dated April 22, 2020 be received and filed. INTRODUCTION: The financial performance and cash flow in 2020 will obviously be impacted by the COVID-19 pandemic. Forecasting is particularly difficult during this period of great uncertainty, however, at the same time forecasting is more essential during a crisis then during periods of stability. Despite the fact that any forecast will be imperfect, as experience is gained in this new situation, refinements can be made to the forecast model. Through this iterative process, we can improve the financial preparedness of the County ensuring Council is well situated to address the challenges Elgin faces. DISCUSSION: At the end of March, the County had almost $10 million of cash available to fund the immediate needs of the operations and $18 million in investments: Cash Investments March Ending Cash $10 million $18 million April-Dec. Capital (Expenditures) (34) April-Dec Net Income excluding amortization 16 Investments Coming due in 2020 14 (14) Change in Accounts Payable/Receivable 3 Net Increase/(Decrease) (1) (14) December Ending $ 9 million $ 4 million These changes result in an ending cash balance of $9 million. Fluctuations in cash flow are natural throughout the year but will be exacerbated by the crisis. The current forecast shows a cash balance in some months of the year being as low as $5 million as shown on the Attachment. This current forecast does not include any use of debt. The County has an existing $2 million available line-of-credit with the bank (can be extended to $15 million by the Warden and Treasurer per County By-Law) that can be drawn upon if short- term needs arise. Further, Council has approved $33 million of debt starting with $12 million at the beginning of 2021. If needed, Council could approve that this debt 118 commences earlier, providing Council with financial flexibility if conditions change and the need arises. The preliminary COVID forecast prepared by staff estimates negative performance to budget of $0.4 million in April-December ($0.2 million full-year). Services Savings $0.2 million Homes COVID Costs for May (0.1) Taxation write-offs (0.5) Total April-December Performance Forecast ($0.4) million March COVID Funding 0.1 January-March Other Performance 0.1 Full-Year Forecast ($0.2) million The County has looked at every opportunity to reduce costs by adjusting service levels and associated staffing given the COVID crisis achieving savings in Libraries, Emergency Services, POA and Economic Development. This forecast assumes increased spending at the Homes fully using provincial COVID funding supplemented by approximately $30,000 per month of in-kind support from redeployed staff to the Homes. If the pandemics impact on the Homes extends beyond May, the forecast would need to be adjusted if further offsetting provincial support is not provided. Financial difficulties on residents caused by the halted economy will result in estimated delays in tax receipts at the County starting in June of $2 million. However; by year-end the forecast assumes that all but $0.5 million will be recovered. The write-off projection is likely the forecast's assumption that could have the greatest variability. At this point in time, the tax write-off can be considered to be a conservative estimate, but if the crisis extends through the summer,the estimate might need to be revised upwards. CONCLUSION: The net forecast is negative full year performance of approximately $0.2 million driven by forecasted tax write-offs partially off-set by cost reductions in numerous service areas. Although tax receipts will have an estimated $2 million impact on cash flow, it is anticipated that the original plan of acquiring $12 million of Terrace Lodge Redevelopment debt in January 2021 can be maintained. The existing available line-of-credit can still be used for short-term cash flow issues and if conditions change significantly, a pull-ahead of the Terrace Lodge debt can be undertaken to provide any need cash requirements. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Julie Gonyou Director of Financial Services Chief Administrative Officer 119 O1-i N ^ ^ o N 00 L Ln NO o Ln n n 01 c-I O lzz E Ln ko Ln 01 -1 O N M M M M � 00 U M i--I N'', n N C4 00 OJ ' N c-I l0 lu � n N 00 e N W � N N E � � 00 N '', a-I MO c-I -4 Ln � N l0 M,, en -1i--I -4 Ln C Ln M N N M M Ln Z Ql rl ko tD O O M Ln N M m O N m Ln LnO O Ln y 00 r, � M en � 00 O c-I l0 C O Ql tD N c I a I N Ln N l0 V W l0 N N M �• N O M cI N ci NLn i M c-I Ln N. C1 `� Ln M Ln O N ul l0 Ln 00'.... M Lin N N M O tD E N r, 0 N M'.. tD n Ln LnN O0 enr-I +�+ N (:: �t lu m'... C1 LLn r-I -4 `� O0 Q LP M N,... N 00 Ln cI H M i--I 00 l0 Ln O O Q1 Ln Ln Ln n N � M Ln C1 � O N M •� +' rq rl W O 00'', 00 Ln C1 m O rl M r, O M cr l0 O - bD N O m ',. O m c-I O Ln 4 N a en rq Ln m -i c�i c i Ln Lri v Ln Q N W O 1 00 O 0) Il N''.. -tr N O L � l0 O � Ln V l0 M 00'', I� c�-I O M l0 O M l0 O S O T n r- 01 n l0'', tD Ql 0O M W N Ql O0 r, N O � 00 N rn m -1 O - am C Na) M N N',... Z Ln M N Ln c V O N 00 ^ ^ cal C4 rn v cN Ln c m m fo o Ln co No -1 00 Ln N \ 7 Ql Ln 6 Ln 0 Ln Ln O � c-I'', l0 N N N N a�-I I� Ln l0 I,'', l0 N N c-I Oc-I N'', 00 M N rq V O N N Ln Ql N'.. O N l0 tD rl N c-I O N M -4 00 Ln Lnr, LnC O0 l0 01 00 00 O N l0 00 M O m OMO ONO M M Q1. Lr Lr M lY1 l0 Ln O a-I 00 C N l0 M N 01 a-I M n O Ql "✓3 M N V N 1.0 LL O 01 ^ O O O Ln m m M M N'.. � Ln O M O o M Ln M y Ql O^ N C1 00 f6 � r- N U .i 1.0 U � O N n'.. M O M W 00 % Q Ln C ^ OLn � M',,,, O 00 O c-I 00 L6 N N a N c-I N a-I N M tD E c-I 00 r1 "a C w m f6 U o no a, o a c m a E b+ c 14 H �O Q idL "UOJ L 'O pE U 0O U 0, a aoao aan bD a N c 6 y c ra ° y c o bo In U u oc m o CU X U ° ¢ ¢ i C oc O c c U i U ¢ s Z N M � Z OJ Ln O] U LL S CJ LL rl N � a LU ¢ U Elgro" �Y`t'l M REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh — Director of Financial Services DATE: April 22, 2020 SUBJECT: March 2020 Year-To-Date (YTD) Budget Performance RECOMMENDATION: THAT the report titled "March 2020 Year-To-Date (YTD) Budget Performance" dated April 22, 2020 be received and filed. INTRODUCTION: The March YTD budget comparison for the County shows favourable performance of $207,000 for the first quarter of the year, partially explained by the Homes COVID funding received. It is anticipated that this favourable performance will be offset during the year as the COVID associated costs are incurred. DISCUSSION: Details of performance by department are as follows: March 2020 Year-To-Date k , 1 6� l l � to �u tititi u 111 ��ll ill ti5 lull 1 \\\1��4 11111��11ti�111u 0\\\11111 1111111�1111 ti�1 \\\\1011ti1111��1 U u � 1 � A � � A 11110 0\\llllll ll� l 44ti 11 \ \01011�\lll 11U IIII 1011� \\100111�I1 lti�I111A 10�111111111 10 �44ti�1101��Ol o o 11 11 1 1 lS ull 0\ 11 \1ti �111 ll 1 10ti � v11 l 1 l� �1 1 0� � 1 I1 o �� 1 A +1 i 46 011 �� I� I� . 0 rmolIN 117 ti 1 � 1 vl 0 I 1 �� IISS 1 1�1 IIII r IIII 1 1 i I� U o � I � o v 1 00 Il�ll1 U��II01 Illll�10111111u��11 �111��ll 00}ti��}}I��1� 111111101011� 1 U�ti l 11ti�11 11�1 l�ll1�� 1� � 1 V r 1 uo � � o � � 1 V � � Iua v v I� �011� 1�1��11I��1�11��1S�O1�:�01��1�01�1111�11�01��111�Ot��111�61ti�1111�1��011�1111��1�11��1111�1111�1hYai81��i06141�1�011��111�1�6��11�Ofi�11�O1�11h1�11�0�11�1�11�011�1111�1��01�� 10 l� 100 + l B I Grand Total (3,254,156) (3,4fi1,233j 207,077 121 The performance in 2020 will obviously be impacted by the COVID-19 pandemic. Significant COVID funding for the Homes was received in March of$112,000, but COVID cost in March were relatively minimal. It is anticipated that COVID costs will be a performance factor in the second quarter and is discussed in a report dedicated to the topic. The remaining performance is predominately explained by favourable performance in the Administration Building and Economic Development due to staff positions that were currently unfilled. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Julie Gonyou Director of Financial Services Chief Administrative Officer 122 m REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: April 20, 2020 SUBJECT: Increase in Billing Rate — County Prosecutor RECOMMENDATIONS: THAT Elgin County Council authorize an increase in the Billing Rate for the County Prosecutor to $140.00 per hour; and THAT the Chief Administrative Officer be directed to send notification of this increase to the City of St. Thomas and Elgin's Local Municipal Partners. INTRODUCTION: As of January 1, 2019, Council authorized an increase in the billing rate for the County Solicitor through the budget process. The Memorandum of Understanding for Legal Services was reviewed for consideration of increases in billing rates. The rate of the County Solicitor was increased in 2019 with the understanding that it would not be increased for 2020. The rate for the County Prosecutor/Solicitor was not increased in 2019 with the understanding that it would be increased in 2020. The billing rate for the previous County Prosecutor/Solicitor, had the incumbent remained in the position, was anticipated to increase to $125/hour. Given the higher qualifications of Mr. Huber, I now recommend an increase to $140/hour. CONCLUSION: In future, any increases to the County Solicitor and County Prosecutor/Solicitor billing rates will be contemplated as part of Council's budget deliberations. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 123 m REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer Carolyn Krahn, Legislative Services Coordinator DATE: April 22, 2020 SUBJECT: Service Delivery Review Progress Report No. 2 RECOMMENDATION: THAT the report titled "Service Delivery Review Progress Report No. 2" from the Legislative Services Coordinator dated April 22, 2020 be received and filed. INTRODUCTION: The purpose of this report is to provide Council with an update on the Service Delivery Review (SDR) process to date. DISCUSSION: 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 submitted to the province of Ontario by September 18, 2020, with an interim report due in June 2020. Following the SDR, the results will also be made available to the public on the County of Elgin's website. Weekly reports provided by StrategyCorp Inc. are attached to this report and will indicate progress achieved to date. The timeline originally established for the SDR has been impacted by the COVID-19 pandemic and a number of critical service area reviews, focus groups and conversations with leaders have not been possible. A key area of focus for the SDR is the County's three (3) Long-Term Care Homes and StrategyCorp Inc. has not been able to conduct any focus group meetings or interviews with Homes staff. We will continue to reassess the availability of Homes staff to participate in this process. Weekly strategy meetings are held with StrategyCorp Inc., Elgin's Chief Administrative Officer and Legislative Services Coordinator. Adjustments to the project schedule are made weekly to ensure the Service Delivery Review continues. 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 124 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 Carolyn Krahn Legislative Services Assistant 125 II�IIII �� u� " i I " ; n r. 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The Ministry of Natural Resources and Forestry with a letter announcing the release of "Protecting People and Property: Ontario's Flooding Strategy," a strategy introducing a series of action that will help Ontario prepare for, respond to, and recover from significant flood events. 2. Cynthia St. John, Chief Executive Officer of Southwestern Public Health, with a letter regarding Southwestern Public Health's audited Financial Statements for the period ending December 31, 2019. 3. Elgin County with a poster announcing the 2020 International Plowing Match Scholarship. 4. Elgin County OPP with their 2019 Year End Report. 5. Western Ontario Wardens Caucus with a letter and survey regarding the Impacts of COVID-19 Pandemic on Businesses in Western Ontario. 155 From: Great Lakesand Water Policy Section (MNRF) <rmnrwaterpolicyontario.ca> Sent:March 9,2020 11:39 AM Subject:Release of'Protecting People and Property: Ontario's Flooding Strategy' Hello, Ontario is taking action to protect people and property by strengthening the province's preparedness for flooding because the safety of the public and the protection of our communities is our number one priority. In response to Ontario's Special Advisor on Flooding report released last November, and the call from the communities around the province to address the issue of flooding, Ontario has released Protecting People and Property. Ontario's Flooding Strategy, available here. The Strategy introduces a series of new and enhanced actions that will help Ontario better prepare for, respond to, and recover from significant flood events. You can also visit our updated webpage, ontario.ca/floods to find emergency preparedness information, including safety and flood mitigation tips for homeowners. Thank you Water Resources Section Policy Division Ontario Ministry of Natural Resources and Forestry mn aterpolicy _ontario.ca 156 ///E"r � � � � � � �� Illllllllllllllllu � 5 W -✓art r9/G � r r ri/%r/r� �� ,� r ��/1�%%� r�'�� faarl'r�rrrr��s� l�J�✓/rJr//�� drrn`^'� rzl�� it �r� r ��,f,✓ �f I( r� p �r it { rr 4� ��IIIIIIIIII' r r x , r r ti, m Message from the Minister The flooding that impacted extensive areas of the province in the spring of 2019 was a difficult time for many of our communities and a reminder that we are vulnerable to these frequent, naturally occurring ' events. Premier Doug Ford and I saw first-hand the devastating effect the flooding had on the people of Ontario. In the weeks and months afterward, our government heard from people in communities across the province, calling for action to address the serious issue of flooding. Building healthier and safer communities is our number one priority and that's why we have been taking action to strengthen Ontario's preparedness for flooding. I am very pleased to present Ontario's Flooding Strategy, which has been developed after extensive public consultations held around the province and online. The strategy also draws on the expert advice of Doug McNeil, Ontario's Special Advisor on Flooding. After last spring's flooding, we knew we needed an external perspective— someone who could provide independent advice on improvements we can make. I would like to once again thank Mr. McNeil for his counsel. We know that we can't prevent flooding in Ontario—we can only reduce the impacts when it happens. This strategy is designed to help us do just that, by introducing a series of new and enhanced actions that will reduce flood risks and make our province better prepared for flooding events, better equipped to respond to them, and more capable of recovering from them quickly. We have been working across government to strengthen our approach to flooding in the province. This will ensure that our actions as a government are well-coordinated and as effective as possible in protecting people and property. But in order to succeed, we can't act alone. We all have a role to play to become better prepared for flooding. Our government will work in collaboration with municipalities, the federal government, homeowners, conservation authorities, industry and Indigenous communities—and together we can build a stronger Ontario. Hon. John Yakabuski, Minister of Natural Resources and Forestry 158 Contents Message from the Minister 1 Flooding in Ontario 3 Ontario's Approach to Managing FLood Risk 5 Introduction to Ontario's Flooding Strategy 7 Priorities Priority #1: Understand Flood Risks 9 Priority #2: Strengthen Governance of Flood Risks 17 Priority #3: Enhance Flood Preparedness 26 Priority #4: Enhance Flood Response and Recovery 33 Priority #5: Invest in Flood Risk Reduction 37 Implementation 40 159 Rooding in Ontario Flooding is common in Ontario and is a natural process. Even small changes in watershed Flooding becomes a hazard when it poses conditions, such as increased water in a threat to people, property or the soil, wetlands and lakes, can increase environment. As noted by the Royal flooding risk. Commission Inquiry into the Grand River Flood, "As long as people continue to live Many watercourses in Ontario have flood- in the flood plains, there will be flood susceptible development nearby that was victims." Source: Report on the Royal constructed before current planning Commission Inquiry into the Grand River Flood, 1974. policies were put in place. In other areas, buildings that were once seasonal Flooding is often the result of heavy or cottages built to withstand periodic flooding have been converted into year- prolonged rainfall, snowmelt, or a round homes with finished basements and combination thereof. Localized high other renovations that may make them intensity, short duration rainfall events more susceptible to flood damage. often associated with severe thunderstorms can cause flooding, Flooding is considered the most particularly in urban watersheds. Ice jams significant natural hazard in Ontario in associated with frazil ice formation and/or terms of death, damage and civil spring break up have also resulted in disruption and is the costliest type of severe flooding and there is some natural disaster in Canada in terms of concern that autumn ice jams may be property damage. The most severe becoming more common. High water flooding on record with respect to loss of levels and/or high winds on the Great life in Ontario occurred in October 1954 Lakes can also result in shoreline when Hurricane Hazel passed over the flooding. Toronto area. Eighty-one lives were lost Flooding along Ontario's rivers, lakes and and the cost of damage is estimated to be streams can occur at any time of the year upwards of$1 billion (in current dollars). and there is concern that the likelihood of extreme weather and flooding will increase with a changing climate. 160 The Insurance Bureau of Canada has While insurable payouts averaged $400 determined that property and casualty million per year from 1983 to 2008 in insurance payouts from extreme weather Canada, they exceeded $1 billion per have more than doubled every five to ten year for eight of the last nine years, years since the 1980s. leading up to 2017. Nationally, spending on flood-related damage accounts for 75% of all weather-related expenditures. Premier Doug Ford tours flood impacted area in Spring 2019 e'er xP ,. w ,. �✓ i A� j� r r a i r 161 Ontario ' s Approach to ManagingFlood Risk As noted in Ontario's Special Advisor on Flooding's re port, Ontario has a well-established approach to managing flood risk, which is based on the core components of emergency management: WOO uuuuuuuuuuuuuuuuu uuuiiiuuuuuuuu � i � ioa 00 I IIIIIIIIIIIIIIIIIIIIIIIII MNRF:Ministry of Natural Resources and Forestry MMAH: Ministry of Municipal Affairs and Housing SolGen: Ministry of the Solicitor General 162 Flood risk management is achieved natural hazards. Other agencies including through multiple provincial acts, the International Joint Commission, Water regulations, policies and technical guides Control Boards and Ontario Power and a wide range of provincial programs Generation also play critical roles. and services. Successful implementation relies on partnerships between provincial Individuals, including property owners, ministries, municipalities, Indigenous also have an important role to play in communities, conservation authorities, mitigating the impacts from flooding. stakeholder organizations and the federal Understanding flood risks, taking steps to government. reduce potential losses and being prepared in the event of a flood The Ministry of Natural Resources and emergency are effective measures in Forestry (MNRF) is the provincial lead for which everyone can participate. flooding. Additional provincial direction is provided by the Ministry of the Solicitor While Ontario has a well-established General, the Ministry of Municipal Affairs approach to managing flood risk and has and Housing, the Ministry of benefited greatly from the comprehensive Infrastructure, the Ministry of framework it has put in place, the Transportation, the Ministry of Agriculture, significant losses associated with flood Food and Rural Affairs and the Ministry of events in recent years indicate there is Environment, Conservation and Parks, room for improvement. based on established roles and responsibilities. Ontario's Flooding Strategy seeks to build on the success of Ontario's existing Municipalities and conservation model and its collaborative approach to authorities are central to the success of managing the risks of flooding by local flood management, having distinct identifying a comprehensive set of actions delegated roles from the province along that, taken together, will help to further with legislated and regulatory strengthen Ontario's resiliency to flooding, responsibilities to ensure new erosion and other natural hazards. development is directed away from 163 Introduction to Ontario ' s Rooding Strategy -The Gover-nment of Ontar-io is committed to pr,otecting people and pr,oper,ty by str,engthening the pr-ovince's prepay-edness for flooding, -This Str,ategy outlines steps to be taken by Ontarlo over, the next several year-s to help achieve this goal, -This Str,ategy contains actions that ar,e designed to addr-ess and build upon the r-ecornmendations is by Ontar,io's Special Advisor- on Flooding and ar-e infor-med by the following pr-inciples of effective flood management, iir 111 iin c 111 p L e s o f ffectilive FLood Mainagemeint Local governments hold the primary Where development exists, systems responsibility for identifying and must be in place to support effective managing flood risks; early warning and emergency response; Provincial and federal governments must play a key role in supporting Recovery efforts are most effective local decision-making; when they incorporate the principle of "build back better" — an approach to Local decisions on how to best post-disaster recovery that reduces manage flood risks need to be based vulnerability to future disasters and on the latest data and science; builds community resilience; and The most cost-effective and We all have a role to play— risks sustainable way of reducing risks is to should be managed in strong keep people and property out of high- partnership with municipalities, risk areas; conservation authorities, the federal government, private landowners, industry and Indigenous communities. 164 implementation of the actions contained within this Str'ategy will r-equir-e suppor-t fr-orn our, par,tner's, -The pr-ovince is committed to wor-king with munici pali ties, the federal gover-nment, horneowner-s, conser-vation author-hies, inc ustr'y and indigenous commu ni ties to advance the actions contained within this Str,ategy, Each pr,ior,ity ar-ea is suppor-ted by a corripr-ehensive set of actions and associated activities to be taken by the pr-ovince over- the next sever-a[ years to help achieve the goals and objectives outlined within this Str'ategy and then-eby incr-ease Ontar,io's resiliency to flooding, GoaLs Objectives 1 . Increase public health and safety 0 Keeping people and property out of high- risk areas and not creating new, or 2. Reduce property and environmental aggravating existing, flood risks; damage 0 Reducing the impacts of flooding on 3. Reduce economic losses existing communities; 4. Reduce social disruption 0 Ensuring Ontarians are aware of flood risks and are taking steps to prepare for 5. Reduce public and private expenditures them; 6. Reduce critical infrastructure disruption 0 Ensuring efficient and effective services are in place to respond to flood-related iir IIII o iir IIII° IIII e s emergencies when they occur; and 0 Ensuring Ontarians impacted by flooding 1 . Understand flood risks can get back on their feet as soon as possible. 2. Strengthen governance of flood risks 3. Enhance flood preparedness 4. Enhance flood response and recovery 5. Invest in flood risk reduction 165 V I r IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII ........ ................. ........... To effectively manage the risks posed by flooding, we must understand what the risks are and make decisions on how to manage flood risks, informed by the best science and information available. Understanding flood risk in Ontario is a vital first step in improving the ability of the province to reduce impacts of flooding. This priority seeks to increase municipal and government understanding of flood risk in Ontario. The intended outcome of this priority is to ensure Ontarians, including municipal and provincial agencies, are aware of the flood risks, how these can be mitigated and how risk management decisions are made. 166 and property. The underlying principle is to identify where natural hazards, such as floodplains, occur and concentrate development away from them. As a tool, accurate mapping ensures that applicable authorities direct development V:. ;yininC�C�C � � r'Cirni ,, away from areas that pose unacceptable preparing flood maps and risks to public safety. developing appropriate land use The identification of hazard areas supports planning policies that reflect the municipalities and planning authorities in identified hazardous areas is the implementing the Provincial Policy Statement current and r'nC:st effective and helps conservation authorities to undertake their mandated role in preparing approach to hazard mitigation and for and protecting against the risk of natural management in Ontario, hazards under the Conservation Authorities Act. Clear, defensible and scientifically driven survey and mapping standards for flood and Although the actual floodplain line can be other water-related natural hazards are dynamic, having accurate flood maps as a important to support: tool can help communities make efficient and effective planning decisions and provides a. Municipal land use planning (Planning clarity for developers and home owners. The Act); usefulness of flood maps also extends into other aspects of flood management such as b. Protection of people and property emergency management. The Office of the against risk of natural hazards by Auditor General suggests that up-to-date conservation authorities (Conservation flood maps would allow municipalities to Authorities Act); and better plan for future growth in areas of low flood risk and build infrastructure resiliency in c. Emergency management and high-risk flood areas. response (Emergency Management and Civil Protection Act). Flood management involves multiple agencies across government. Each agency As noted in the report by Ontario's Special may participate in a range of roles including Advisor on Flooding, the management of flood mapping, flood forecasting and warning, floodplains and other hazardous areas begins land use planning, water management and with their identification. Ontario uses strong emergency response. A common need land use planning policies to protect people across all agencies is the ability to access 167 and reference accurate flood mapping Disaster Mitigation Program (2015-2020) has information. enabled some areas around the province to update their flood mapping. While these Ontario's Flooding Strategy seeks to advance updates are supported by the province, and enhance flood mapping in Ontario by updates have been made based on the creating an integrated, sustainable and initiative of the municipality or conservation systematic provincial flood mapping program authority in applying for funding from the designed in partnership with municipalities federal government and were not necessarily and conservation authorities. Through strategic in nature. implementation of the following activities, sound local decisions will be able to be made based on current data and mapping. Activities 11 ; t l Lislh a II uLt1- g un y III"Loo Mapping TlhunuiL Tunn To ensure a collaborative and strategic flood mapping program, the province will establish �� a multi-partner flood mapping technical team. 0 This team, consisting of staff from provincial � and federal government agencies, ja municipalities, conservation authorities and !Y 0 academia, will coordinate the activities within this action as well as provide input into the p mapping review and update of current flood m in technical guides, as outlined in Priority #2 IDeveLop a ll a Lti-Year Approach -to Updating 117- Lood Mapping The Flood Mapping Technical Team will be Photo Credit GRCA responsible for developing a multi-year approach to updating flood mapping. Recent funding provided to municipalities and conservation authorities under the National 168 To develop a multi-year approach, the Team will: • Evaluate the state of flood mapping; • Identify priority areas for updating or producing new flood mapping; • Determine the costs associated with various technological options to update mapping; • Evaluate opportunities for funding partnerships; • Establish a working group with provincial agencies to identify custodians for flood mapping information, including base data, with clear roles and responsibilities; • Create mechanisms for data sharing, data maintenance, data access and data distribution; and 1Mahn-t hn 117- Lood-iireLa-ted • Make necessary updates to policies, regulations and legislation to ensure flood Foundational geospatial data is critical to mapping information can be shared with other agencies and the public. flood management because it serves as authoritative data for the entire flood mapping This multi-year approach will be aligned with process. When combined with quality federal commitments to work with the assurance through field validation, this data provinces and territories and Indigenous supports all aspects of flood management, communities to complete all flood maps in from flood mapping to land use planning and Canada. flood mitigation. Two primary geospatial datasets are used in flood mapping: • Imagery data, for two-dimensional feature positions such as roads, rivers and buildings; and • Elevation data, for three-dimensional heights such as height of river bank or of roads. 169 The province will support the creation and Identify how to prioritize on the maintenance of foundational geospatial data, acquisition of elevation data; including: Identify costs associated with data acquisition, information infrastructure • Continue collaborating with many and staff resources; partners in the public and private sectors, to acquire and deliver high-resolution Distribute elevation data as Open imagery on a 5-year cycle; Data in order to maximize access for agencies and the public, spur • Ensure that the acquisition and delivery of innovation and support economic high-resolution imagery continues to growth and use beyond flood provide seamless coverage of southern management; and Ontario and corridors of coverage over most populated areas in Ontario; and Ensure elevation data acquisition standards and maintenance targets • Continue with imagery acquisitions in the are aligned with provincial flood future to allow changes to the urban and mapping technical guides. natural landscape to be considered for flood management. Update IProvlun 1 L S-taindairds for 11 ; -t lbUslh a P rovlun 1 L II ;L v -Horn I17- Lood Mapping Mapping Illurourur To support effective and consistent approaches to flood mapping and provide In 2016-18, the provincial and federal support and guidance to the community of governments collaborated to collect Light mapping practitioners in Ontario, the Detection and Ranging (LiDAR) elevation province will incorporate advancements in data across portions of south-western flood surveying and mapping technologies Ontario. LiDAR is an optical remote-sensing including new and emerging data acquisition technique that uses laser light to densely methods, by developing standards to ensure sample the surface of the earth, producing the consistency and accuracy of flood and highly accurate measurements in three other water-related hazard mapping dimensions. This data has been used by pp g across the province, regardless of the data municipalities and conservation authorities for acquisition methods employed. This initiative flood mapping, however many other areas of will: the province lack current and accurate elevation mapping. Develop and consult on provincial To support an effective flood mapping direction for survey and mapping specifications, requirements and program, the province will: standards, recognizing new technologies, approaches and accuracy standards for Explore creating a Provincial Elevation flood hazard mapping and other water- Mapping Program which will: related natural hazards; 170 • Investigate additional types of mapping -They Ontario government wants to formats to supplement flood hazard mapping that is used to support land use help Ontarians understand the risks planning. This could include flood risk posed by flooding and the steps (emergency management and response mapping) and other forms of mapping they can take to try and mitigate that may be useful to the public; thorn • Collaborate with municipalities and conservation authorities including the This includes working with partners to ensure multi-agency Flood Mapping Technical Ontarians are provided with information on Team; the water management systems and decisions made regarding the Great Lakes, • Examine the suitability of consolidating inland lakes and rivers where they live, work survey and mapping guidance for the and play. purpose of addressing all water-related natural hazards; Ontario's Flooding Strategy seeks to make • Provide clear guidance that enhances Ontarians aware of the risks posed by consistency across the province, ensuring flooding and what can be done to manage the relative accuracy and them. By implementing the following representativeness of mapping products activities, Ontarians will be better equipped to while also providing mechanisms to take steps to minimize the effects of flooding. address varying survey and mapping requirements based on the risk posed to __________________________________________________________________________________. people and property; Activities • Explore opportunities to standardize mapping content and cartographic Ilincirease Access -to 117- Lood-IlReLated requirements for existing and any new formats of flood mapping; and Illu �urur1�u • Ensure that provincial flood mapping To support public awareness by providing technical guidance is aligned with information, Ontario will: provincial elevation data acquisition and maintenance targets. Create a public education and outreach program designed to help Ontarians understand the risks they face and steps that they can take to prepare— including creating a central provincial website that ��Ulu provides information on commonly asked questions about flooding and weblinks to publicly available resources; 171 • Use the results of Ontario's first broad, opportunities for improving communication multi-sector provincial climate change about water management in Ontario during impact assessment to provide Ontarians times of flooding. Local water managers, as with a greater understanding of flood risk partners to the province, play a significant in the province; role when it comes to managing water • Work with partners like Conservation resources including where possible, Ontario, the Association of Municipalities manipulating operations to minimize the of Ontario, the Intact Centre for Climate impacts of high-water levels. Adaptation, the Institute for Catastrophic Loss Reduction and the Insurance Bureau To increase public understanding of the of Canada to share best practices for complexities of local water management and identifying and responding to flood risks the decision-making process involved in and building resilience; managing water levels, Ontario will: • Work with the real estate and insurance industries to raise awareness among Encourage the federal government homeowners about the increasing risk of (Public Service and Procurement flooding; and Canada) to initiate a review of the Lake Nipissing Operational Guidelines; • Work collaboratively with Ontario ministries and municipal partners to Engage with municipalities and other ensure the public has access to traveller watershed partners in the Muskoka and information and all-flood related road Magnetawan watersheds regarding the closures on the Ontario 511 website. establishment of a communication protocol. Key intentions of the protocol Ilincirease Tur un p ur un y airouind will be to inform municipalities and -tear Il an ur un-t Decisions partners of watershed conditions and improve understanding of the complex suite of factors that are considered in Ontario's Special Advisor on Flooding water management. This would contribute confirmed that, based on an analysis of the to an environment where municipalities information available for all systems that are informed and engaged on the critical experienced flooding in spring 2019, nothing operational decisions that are made to pointed to human error or the negligent balance the interests across the operation of water control structures as the watershed. Should the protocol prove cause of the flooding. The sheer amount of useful, opportunities to implement the water (snow and rainfall) on the landscape protocol in other areas of the province directly contributed to the flooding. Measures that could benefit will be explored; taken by water managers everywhere were Facilitate a meeting with the Upper effective in reducing the magnitude of Ottawa River Watershed stakeholders to flooding and associated damage throughout discuss developing a structured approach the drainage basins. However, the Special to sharing water management information Advisor on Flooding also identified several during spring freshet. Ontario will use its 172 experience with the Sturgeon-Nipissing- French Water Management Group when considering the development of a more formal structure; Increase transparency through real-time monitoring of sewage overflows from municipal wastewater systems into Ontario's lakes and rivers, work with municipalities to ensure that proper monitoring occurs and inform the public of overflow incidents; and Facilitate dialogues with water management partners, including the International Joint Commission, the Ottawa River Regulation Planning Board, Ontario Power Generation and others to develop opportunities and tools which will: Increase understanding of local management and structural operations; Increase public access to real time data, water level forecasting and post-flood analysis; and Increase clarification regarding organizational roles and responsibilities and provide opportunities to evaluate current policies. 173 pp i Yk �+''rp..-. 7 /F/lr��i l��IG✓1(�l�' 4 q U�i�,! ��li�r 011 u y, y, r 1 �1 IIIIIIIIIIIIIIII �u Flood management responsibilities are carried out by several provincial and local agencies. A key role of the province is to develop policy. Municipalities, along with conservation authorities, where they have been established, implement these policies at a local level. Policies are implemented through a wide array of tools including legislation, regulation and technical guides. Partner agencies, including water power producers and water control boards, also have varying levels of influence in managing water flows and levels. With the number of agencies and tools involved, governance can be confusing, and policies can slip through the cracks. The province acknowledges the need to clarify these roles and responsibilities and ensure policies are being implemented appropriately with all applicable partners. The goal of this priority is to ensure all the agencies involved in flood management work together to minimize the risks of flooding. The intended outcome of this priority is to have consistent application of provincial policy, and to ensure that local development is directed away from areas which present unacceptable risk. 174 1 Activities Na u 1 IID CLairify RoLes and RespoinsilbiLfties, �Iii in Idein-tifying -tr r aL Hazads 0110 Sever-a[ differ-ent agencies and As part of their responsibility to manage levels of gover-nment shar-e r-oles natural hazards, the province, municipalities and conservation authorities all have the and r-esponsi bi li ties for the mandate to identify areas that may pose a management of flooding and other- risk to the public. natural hazards, The province will work with these partners to clarify provincial, municipal and Some of these roles are clearly defined in conservation authority roles and legislation and regulation, while others have responsibilities for identifying hazardous evolved over time and may not be clearly areas. assigned to individual organizations or sufficiently documented. Conservation authorities have a long- standing partnership with the province and While it is important that there be clear lines municipalities in delivering a range of natural of accountability for the various parties hazard management programs and services, involved in flood management, the reality is that has been assigned through various non- that some mitigation, preparedness and legislative or regulatory mechanisms over response roles must be shared between many decades. municipalities and multiple ministries by nature of the services they provide. As noted by the Special Advisor on Flooding, when roles and responsibilities are shared amongst several different agencies, it diffuses control, expertise and ultimate decision- making and accountability among the agencies. In order to limit these outcomes, Ontario's Flooding Strategy seeks to clarify and communicate roles and responsibilities for flood management and increase accountability for decisions regarding flood management. 175 The province will work with municipalities and conservation authorities to create a regulation under the Conservation Authorities Act outlining mandatory programs and services to be delivered by conservation authorities related to the risk of natural hazards. This could include standards and requirements for the �IIIIIIIIII delivery of those programs and services. AsnotedbyOntario'sSpecialLur1y �Vurlu� III"Loo1un IIoL and III pour 1I 1L1-ties Advisor on Flooding, Ontario has a robust framework for lane: use Gaps exist in the responsibility for managing planning policy that has gone a some types of flooding such as urban flooding, which is caused by excessive runoff way to reduce and mitigate in developed areas where the water doesn't floc risks in the province, but there have anywhere to go. Even residents who is roorn for improvement, don't live near a body of water could be at risk of flooding in these situations. While the legislative, policy and regulatory framework has been in place for several Ontario will establish an Urban Flooding decades, concerns have been raised Work Group with representatives from the regarding local implementation of these Ministries of Natural Resources and policies and the associated technical Forestry, Environment, Conservation and requirements. In some cases, new or Parks, Municipal Affairs and Housing, Infrastructure and Transportation, as well intensified development has occurred in or as select municipalities. The priorities of adjacent to flood-prone areas that has not the Work Group will be to identify roles been consistent with the policy framework. and responsibilities related to urban The framework is intended to prohibit flooding, determine new or emerging development in these areas, or in special urban flooding issues and develop a circumstances such as Special Policy Areas, provincial framework for urban flooding allow for strictly limited development in policy. historic communities in the floodplain. Consideration of other planning interests, including financial and economic rationale, have been used to help justify these types of decisions. These decisions often result in greater reliance on other tools in the continuum of the emergency management framework. These include structural mitigation measures like flood protection 176 berms and floodproofing. They also include common approaches being hazard land flood warning systems, temporary sandbag designations and associated policy direction dikes, disaster assistance and/or insurance. in official plans and zoning by-laws which Reliance on these tools indicate less outline permitted uses in these areas. adherence to an avoidance-first approach to Municipalities may also work with local managing the impacts of flooding, resulting in conservation authorities to include hazard increased risks and greater long-term costs. land mapping and schedules in planning documents. Ontario's Flooding Strategy seeks to enhance Ontario's land use planning framework to From July 22 through October 21 , 2019, the ensure municipalities make decisions Ontario government consulted on the consistent with provincial policies and that proposed policies of the Provincial Policy development, redevelopment and Statement through a posting on the intensification continues to be directed away Environmental Registry of Ontario and from areas where flooding and erosion meetings with municipal and stakeholder present unacceptable risks to people, groups. A separate Indigenous engagement property and the environment. process also occurred in the fall of 2019. Given the Special Advisor on Flooding's review commenced in July, the decision was Activities made to delay proposed changes to the natural hazard policies related to flooding Update the IIIurovlun1L 11oL1y hazards until his report was received and recommendations considered. In response to the Special Advisor on The Provincial Policy Statement provides Flooding's recommendation dealing policy direction on matters of provincial specifically with the Provincial Policy interest related to land use planning and Statement, as well as additional feedback development, sets the policy foundation for received through the broader consultation, regulating the development and use of land, the province incorporated the following and supports the provincial goal of enhancing natural hazard policy changes in the 2020 the quality of life of all Ontarians. Provincial Policy Statement, to better show the linkages between land use planning and Natural hazard policies, including those natural hazard management: related to flooding hazards are found in Section 3.1 of the Provincial Policy Added reference to the "impacts of a Statement. These policies generally direct changing climate" in the Section 3.0 development away from hazardous areas, Preamble to highlight the unknown including areas associated with flooding realities of our changing climate and the hazards. Municipalities implement this policy need to consider heightened awareness direction in a variety of ways, with the most 177 of these realities in natural hazard This includes addressing new and emerging planning decisions; hazard management issues and mitigative • measures that have arisen during the Acknowledged in the Section 3.0 Preamble, the role conservation intervening time, which are not consistent authorities play in preparing and with current policies and approaches. protecting against the risk of natural hazards; p • Added a reference in the infrastructure policy section (1 .6.4) to ensure the natural hazard policies are considered when locating infrastructure and public service facilities; P; • Strengthened the linkage between the Provincial Policy Statement natural hazard policies and the provincial technical r guides, which outline direction set by the province for implementing the natural hazard policies; and • Enhanced existing stormwater r , management policies to support commitments in the government's Made- in-Ontario Environment Plan to protect water and support climate resilience. Update Il xui -Hing TeclhiinicaL GuideHines The existing approved series of natural Photo Credit: MNRF hazard technical guides used to support municipal and conservation authority The province will undertake a comprehensive implementation of provincial natural hazards review of Ontario's natural hazard technical were created between 1996 to 2002. guides, with a focus on flooding and erosion, Science and technology have moved rapidly and will: since this time and, as was clearly noted by the Special Advisor on Flooding, a review of Examine and analyze existing flood level the existing guidance including updates as values specified on the Great Lakes — St. required is warranted. Lawrence and connecting channels, considering recent high-water levels and 178 what may be predicted under a changing province and municipalities to adopt a more climate; structural-based approach to flood mitigation. • Structural measures for flood mitigation, Evaluate the hazard methodologies of shoreline erosion along the Great Lakes including regional flood control facilities, and allowances in the context of newer or berms and flood protection landforms, are emerging methods; seen by some as representing opportunities to either `protect' existing communities from • Evaluate riverine flood standards relative flooding, or to open up new development to their sensitivity to be affected by opportunities in previously identified climate change; hazardous lands. The province has not • Evaluate hydrologic and hydraulic supported shifting policy in this direction for a methodologies included in existing number of established reasons. Existing technical guides; policies do not support using structural approaches to flood mitigation to open new • Assess existing policies and approaches areas for development. Structural measures for designating and defining floodplains, are costlier to build and maintain, are not including concepts around the use of the resilient to climate change and present floodway and flood fringe concepts, increased residual risks to people and particularly in the context of development; property if these structures fail. Berms, • Review floodproofing guidance and make dykes, flood protection landforms and other recommendations on updates to existing structural measures can be overtopped, guidance including an examination of the making flooding worse and failing to keep suitability of consolidating floodproofing people and property out of the floodplain, guidance for addressing flooding across often inspiring a false sense of security, riverine, large inland lakes and Great thereby encouraging further development in Lakes guidance; hazardous areas. • Evaluate existing Special Policy Area policies and procedures; and Despite the existing policy prohibition, Ontario is seeing these structures proposed • Where appropriate, proceed with updates more often to solve local land use planning to items listed above if they are found to and hazard mitigation issues. Considering be outdated or if there are methods or this, and stemming from recommendations standards determined to be better suited from the Special Advisor on Flooding, the to protecting people and property. province will undertake the following activities Review IPoU y and II oLog1 L to evaluate existing policies and their overarching approaches related to the use of Approaches IIx11ug1u structural measures: In recent years, increasing development Evaluate the strengths, weaknesses, needed to support a growing population and opportunities and threats of adopting a economy has created pressure on the 179 flood management approach that 1Mahn-t h Uaiinand Pervious includes increased use of structural Suur f aces approaches to flood mitigation through the use of berms, dykes and flood protection landforms, that could include Develop policy tools and approaches to adopting these measures into technical prevent new wetland loss and work guidance for rivers and streams, large towards the net gain of wetlands in inland lakes and the Great Lakes; Ontario, focusing on areas where wetland loss has been the greatest including: • Further evaluate the use of regional flood control facilities in Ontario and determine Maintaining and improving policy and whether the province should take steps to approaches to encourage wetland regulate their use while considering a conservation on private land; range of options from allow to prohibit; .. Consolidating and improving wetland • Explore policy options regarding the use mapping between municipal, of structural measures; and conservation authority and provincial agencies through the adoption of • Work with municipalities, conservation provincial wetland mapping authorities and the development sector to standards; explore adopting a risk-based approach to flood management in Ontario that Developing best management would support: practices for wetland creation/restoration as part of green Setting risk-management objectives; infrastructure or alternatives to traditional drainage works and Identifying and assessing risks; infrastructure to help build resilience and improve other ecosystem Developing and evaluating strategies services; to reduce risk; Evaluating the effectiveness of Monitoring, evaluating and reporting existing policies and approaches to on how risks are being managed; encourage wetland conservation on Continuously improving private land, such as tax incentive management activities as part of an programs; adaptive management framework Exploring approaches to integrate and continuous improvement the economic value of wetland process; and ecosystem services into decision- Applying flexible adaptation making, such as promoting green infrastructure alternatives to strategies that can change over time traditional infrastructure; and preserve other flood risk management options. Maintaining and strengthening partnerships such as the Ontario Eastern Habitat Joint Venture with 180 Ducks Unlimited Canada that Account for climate change consideration work to promote, conserve in the design and rehabilitation of urban, and restore Ontario wetlands; rural and agricultural drainage works within the province, including reviewing Continuing to work with partners to provincial standards for drainage pipe address threats to wetlands, capacity; including detection, monitoring, removal and control of invasive Identify further climate change impacts on species; and provincial infrastructure assets including accelerated asset deterioration due to Continuing to support Great Lakes increased frequency and severity of policies and initiatives for wetland extreme precipitation events; conservation aligning with the commitments made in the Canada- Facilitate the development of adaptation Ontario Agreement on Great Lakes strategies to increased frequency of Water Quality and Ecosystem inundation of provincial infrastructure, Health. including consideration for altering zoning and land use, change of building codes • Continue to encourage and promote and condition assessment of aging municipal use of Ontario Provincial infrastructure; Standard Specification OPS 356 "Construction Specification for Pervious Utilize available weather data and climate Concrete Pavement for Low-Volume change projections in long-term provincial Traffic Applications; and infrastructure planning; • Provide guidance on the use of green Encourage municipalities to update their infrastructure to reduce stormwater runoff requirements for new development to that is considered in long-term mandate the use of higher intensity and infrastructure planning and land use duration storms in design standards; decisions, which may help improve flood mitigation and climate resilience. Encourage and support ongoing efforts by Metrolinx to improve and protect existing Enhance the 111 1f1 un y of rail infrastructure, maintenance facilities IProvlun laL linfiras-bruc-ture andand transit stations, for example, through 0-their II a iLt 117- oiinirn design standards, operational procedures, asset management, flood mapping, etc. to enhance resiliency to Promote the broad use of location- flooding and washouts; and specific Intensity Duration Frequency curves developed and utilized since 2016 Work with Conservation Ontario to as part of the implementation of Climate minimize delays in the implementation of Change Consideration in the design of floodproofing mechanisms and the highway drainage infrastructure; installation of public safety devices around conservation authority flood and erosion control infrastructure through proposed 181 exemptions from environmental made under Section 28 of the assessment requirements. Conservation Authorities Act; Consider legislative amendments to the Conservation Authorities Act that update the regulation of hazard lands and their relationship to land use planning approvals under the Planning Act; and Explore whether new legislative or regulatory authority is required, such as: Enshrining existing flood management technical standards into regulation to ensure flood mitigation activities are carried out in accordance with provincially approved standards; Enabling the establishment of regional hazard teams, including for flooding, Update IExis-thn IPoLi y, III,,,,,egisLa-tive which may be struck to work uand Ill uL -toury IR- equhreirnein-ts collaboratively toward common goals; Requiring municipalities to conduct Ontario has a strong flood management flood vulnerability studies and develop policy framework which has resulted in resiliency plans and enhanced reduced flood impacts across communities. emergency plans for highly vulnerable However, there are potential opportunities to areas; and improve the effectiveness and efficiency of the framework through new or expanded Creating a provincial one-window for all flood-related data and information legislated or regulatory authority. Ontario will collected and disseminated. evaluate the existing framework and: • Update municipal wastewater policies and develop a new stormwater policy to improve the way stormwater is planned for and managed over the long-term, in order to help communities mitigate the impacts of flooding and extreme weather conditions; • Review the Development, Interference with Wetlands, and Alterations to Watercourses and Shorelines regulations 182 l , .�� /,. ,,,. r rai, /� G/. t �y�r��/l/�///� „ ,�✓��/ J�r,� /r�l II,D;� 1 l� Jlx u/ FJF� rr r r ,. ,,,,,, r u�r✓rvuof{/��1)/�l .1�'UJn(II B r 1 P+il • rnwm ,. r�yrp �,< "/! l„� � �N:.r r«irll✓% s/1 a 1 J,,, s�i ful�t �J ! V�urn, I ra+"' ! " fsls r��ws,,,�., .."w" �" ^,'« „. ,,,,, �0.2 q��U,r�y ✓w", I ..t�r"�rr,�lt «�<s7�iryµ, �i' « I �i ,�//r�i/��Y� f� �rn�j°ro�. �t I�, »m,.,, •: � r nry ,,P NIY „„�,' „ ,.. 1 a(�M�'�'opr/1i/i/ sr, ,„.� .�,� / d/ 2V;. s>` �X��ir�� NG'�f I mf" r' I✓�!t�wo„ I. � �m'� ww sw ( � � ��., ��F�a s��I� � ��',• µNA " rr,' r; u IIIIIIIIIIIIIIII � ;;,;,�qum,� Flooding will continue to happen in Ontario, no matter the level of preparation for a flood event. By knowing when and where floods are more likely to occur, agencies and Ontarians can be better equipped when it happens. The goal of the priority is to ensure Ontarians have access to current and timely information in order to prepare for flood events. Increased preparedness for future flood events, by having access to up-to-date flood mapping, is the intended outcome of this priority. 183 2. Maintain an understanding of the flood risk at the local, watershed and provincial level; and u u 3. Provide information for the safe operation of dams. II IIII Ontario's Flooding Strategy seeks to enhance the early warning system to ensure people As noted by Ontario's Special are receiving the information they need to plan for and respond to flooding. AdvisoronFlooding, flood forecasting a n C warning plays an . . important role in reducing risk to life;, Activities and reducing g roperty darnage ..... 111un-t1un III"Loo 117- orecas-Hing and particularly for residents located in urunlun a floodplain or flood vulnerable area where permanent mitigation The province will continue to chair the Provincial Flood Forecasting and Warning works do not exist, Committee. The Committee provides a Climate change scenarios are indicating that program link between agencies responsible Ontario may be exposed to more intense for flood forecasting and warning, flow measurement and data collection. It also heavy rainfall events and corresponding addresses policy and implementation needs flooding. A robust approach to flood and issues, and facilitates training as needed. forecasting and warning in Ontario will assist This includes a program link with other to prepare Ontario for future flood threats. partners. The goals of flood forecasting and warning Continuation of this Committee will allow us are to increase lead time to: to support and continue to: 1 . Reduce the risk of loss of life, injury Promote and provide input and direction and property damage due to flooding to flood forecasting/warning and related by issuing flood messages and information to those that may be at programs; risk and to those agencies and 0 Represent the program's partners, to individuals that respond to the flood review and recommend on matters of event; policy, standards, agreements, criteria, funding, training requirements and other 184 components of the provincial flood The province will continue to maintain and forecasting and warning program; update the Ontario Flood Forecasting and • Facilitate discussion and dissemination of Warning Implementation Guidelines to: matters related to flood forecasting and warning which may include technological 0Ensure clarity of roles and responsibilities; advancements, current challenges, Outline the essential components of a training/education and other relevant Flood Forecast and Warning system. This topics; and will include practical and real-life • Promote the Ontario Flood Forecasting examples of the ranges (from simple to and Warning Implementation Guidelines complex) of flood forecast and warning to ensure standard messaging and systems with recognition that each communications. system should be designed to reflect the local watershed characteristics and Successful implementation of this Flooding resources; and Strategy will involve collaboration with the Provincial Flood Forecasting and Warning Provide templates for consistent flood Committee. messaging. The province will continue its partnership arrangement with the federal government and the supporting financial commitment through the Canada-Ontario Agreement on Hydrometric Monitoring. This agreement outlines the co-management of a comprehensive stream monitoring network in Ontario. The continuation of this agreement will allow us to support and continue to: • Provide information used by flood forecasting and warning professionals to support early warning for flood — allowing forecasters to make better informed decisions to keep Ontarians safe from floods; and • Monitor the effectiveness and location of stream gauges to ensure that there is appropriate coverage and where necessary repositioning gauges. 185 Ministry of Transportation road weather information and some conservation authorities; • Assess the characteristics of stream gauge stations collaboratively with partners to determine the appropriate data transmission method. This could include satellite (Geostationary Operational Environmental Satellite), cellular internet protocol address, telephone, as well as dual and redundant communications; • Review gauge alarming processes at stations in watersheds that exhibit a higher risk or quicker response to precipitation and snowmelt and where local flood thresholds are known. This will enable Ministry and conservation authority staff to define thresholds and request automated system notifications when water levels have exceeded a threshold of concern; • Explore the value of additional manual snow monitoring locations in those watersheds where snow cover and snow Enhance III"Loo 117- orecas-Hing andwater content are factors in spring uriin iun g flooding and formalize the process of using remote sensing products to better estimate the distribution of snow; Ontario will continue to examine efficient means of enhancing flood forecasting and 0 Review the province's Snow Network for warning, and will: Ontario Wildlife monitoring stations for the purpose of better supporting flood Implement a federal collaborative climate forecasting and warning. Harmonizing the monitoring agreement between Ontario Snow Network for Ontario Wildlife and other agencies that supports the database with the Surface Water sharing of weather data and will work Monitoring Centre database by having towards making this information available Snow Network for Ontario Wildlife in open data form. This agreement network contacts measure snow water includes data from Environment Canada equivalent when carrying out existing Weather Stations, MNRF Stations, snow surveys. Implement a data portal 186 that allows for expedited data submission interest are changing snow and ice and validation; conditions, including effects of mid-winter melt events, changing frozen ground • Develop ways that citizens can play a role conditions, rain-on-snow events and in collecting precipitation information, changing spring runoff processes; such as daily rainfall and snow depth; Explore the relationship between trends in • Work with federal, provincial, industry and the magnitude, duration, frequency and local partners to support the sharing of timing of high flow events, water balance data. This would not only allow partners to dynamics and changing water conditions; openly access a suite of water and climate data but enable additional 0 Explore the use of remotely sensed partners to share their data and imagery to operationally monitor the strengthen flood forecasting and warning. hydrological conditions of a watershed This data would be consolidated into the associated with flooding; and existing Surface Water Monitoring Centre hydrometric monitoring database; and 0 Explore the feasibility of using a low-cost micro computer-based data collection • Evaluate existing provincial-scale flood and transmission system for community modelling tools and explore the feasibility monitoring of hydrologic state variables of of providing longer-range forecasting sufficient accuracy to meet program capabilities and incorporating other tools. needs. Enhance Science un IResearch Enhance e Use of S -teLU-te Irnagery Natural processes that contribute to flooding Continue to support flood-related are changing. Continued research into the emergency response efforts in northern mechanisms responsible for flooding is Ontario by acquiring, processing, required to ensure that we are continually interpreting and distributing satellite learning about and are able to adapt to these imagery in near real-time including: changes. Ontario will work to identify and Continuing satellite monitoring efforts advance science and research projects in targeted to major rivers flowing into support of enhancing and validating flood Hudson Bay and James Bay, forecasting and warning efforts by the including the Moose, Albany, province and will: Attawapiskat, Severn and Winisk - during the spring ice break-up period • Establish or use existing experimental between March and May; and watersheds to validate, calibrate and Continuing to work with the Canada improve existing models or to develop Centre for Remote Sensing in new models; Natural Resources Canada and • Clarify relationships between watershed Public Safety Canada in the flood conditions and high flow events. Of and ice monitoring of the major rivers 187 flowing into Hudson Bay and James best source for flooding information using an Bay. engaging platform. • Work with federal partners to seamlessly Ontario 511 registered users can be notified integrate imagery from the three new Canadian radar satellites (RADARSAT through phone or email through the website's Constellation Mission) into existing emergency alert opt-in function when flooding provincial flood and ice condition mapping is predicted to have a major impact, and monitoring processes for northern especially as it pertains to road washouts and rivers; highway closures. In addition, the website has an emergency information panel on its • Explore the technical and logistical front page that, when used, becomes the first requirements and costs associated with information a user sees when visiting the expanding satellite-based flood website. The website also features a monitoring and mapping services to ensure year-round and province-wide newsroom where more detailed news and mapping and monitoring of flooding on information can be posted. Ontario 511 is major northern rivers to support also active on Twitter and can share emergency management efforts; information on flooding. • Explore the utility of providing a wider In addition to Ontario 511 , the government range of satellite services, tool will: development, process automation, training and science transfer in collaboration with federal partners; and Undertake trial projects to evaluate the effectiveness of snowfall intensity • Explore opportunities to leverage satellite measurements collected through the data to monitor critical flooding attributes Road Weather Information Systems such as snow extent, snow water Network and sensors that can equivalent, flood extent, water levels and approximate snowfall intensity using antecedent moisture conditions and visibility sensors; implement provincially if feasible. Undertake trials using mini-Road Weather 1Mahn-t hn un-t urio' II o -their Information Systems stations that are Illun f ourur -tioin Sys-t e urn solar powered for areas without access to power; The Ontario 511 website (https:H511 on.ca/) 0 Construct 24 new Road Weather supports Ontario's Flooding Strategy by Information Systems stations across the raising awareness when flooding is impacting province and provide access to municipal highways and the travelling public. Ontario station data through data sharing 511 as a public communication tool can agreements; share key messages and direct users to the 188 • Support provincial flood forecasting and warning initiatives through increased real- time and historical weather data sharing; • Work on field instrumentation projects using Road Weather Information Systems; and • Work with service providers to develop forecasting products. The Ontario government will continue to utilize Ontario 511 traveller information services to raise awareness when flooding is impacting provincial highways and the travelling public. Ontario 511 will also notify users that are registered for "Emergency Alerts" through text or email when flooding is predicted to have or is currently causing a major impact to provincial highways. 189 - y V" I PPP777 ups y . I i /alms r I V Flooding is inevitable even when all planning and early warning measures are executed completely. Now the province and municipalities respond to flood events is critical to ensure the safety of people and property and our communities. The goal of this priority is to ensure emergency response and recovery programs are well coordinated and effective in supporting communities and Ontarians in their time of need. Ensuring the people of Ontario receive the support they need to respond to and recover from flood emergencies would be an intended outcome for this priority. 190 well coordinated and that Ontarians receive the support they need to respond to flood emergencies. II�UV IIIIIIIIIIII III Response is one of the inter-dependent components of erner-gency management in Ontar-io, Response includes actions taken to address and deal with the impacts of a flood emergency, such as providing logistical support, sandbags, social and health services, and the taking of emergency actions such as community evacuations during flood events. Activities Preparing for response can include training for emergency response staff and meeting Enhance IlErneirgeincy Respoinse n with stakeholders prior to a flooding Activities emergency to create and maintain appropriate awareness of the threat and risks Continue to implement the Auditor to ensure an effective response. General's recommendations for improving emergency management in accordance The Emergency Management and Civil with a workplan and report on progress Protection Act and its associated Ontario through existing business plans; Regulation 380/2004 establishes Ontario's legal basis and framework for managing Continue to encourage ministries to emergencies and assigns roles and enhance their continuity of operations program on an annual basis; responsibilities to several provincial ministries and agencies, municipalities, the Finalize the procurement of an emergency Commissioner of Emergency Management management software solution which will and the Chief of Emergency Management make the interaction with communities Ontario. during times of emergency more efficient. This solution will provide a more effective Ontario's Flooding Strategy seeks to enhance means of communicating and tracking flood emergency operations to ensure support requests from municipalities to ensure that they are assigned, prioritized response efforts are effective, efficient and and actioned more quickly; 191 • Ensure that the process for requesting expanded the household items eligible for assistance is better understood by assistance under the Disaster Recovery municipal officials during both their Assistance for Ontarians Program, updated preparedness activities and during times the caps on them to provide more assistance of emergency; and to applicants and introduced a shorter, more • Continue to evolve the Incident user-friendly application form. The province Management System by developing also introduced a "build back better" funding updated guidance. pilot project under the Municipal Disaster Recovery Assistance Program to help municipalities affected by spring flooding make climate resilience improvements when rebuilding damaged infrastructure after the natural disaster. The Flooding Strategy seeks to ensure that areas recovering from flood disasters are well supported and better equipped to withstand future flood events. Pr-ovine is ll y, Ifina�nc is l assistance is delivered through two r-ogr-ar°ris.............. the Disaster, Recovery overy Assistance Activities for- O n ta r i a n s Prog ra rn for, llyul �If� I �� If� hornc�,yc;wnc r-s, tenants, small owner...... I � I � IlullnlillilpL Illlil -tllr Illoyury er-a t r- businesses and far-rns and III 't IIr1 PiLo't Milli 't not for...... r-ofit or-gani a Lions, and the ResiHeince II II cein-tiny Municipal Disaster Recovery Review the outcomes of the "build back Assistance Pnogg-arn for— better" pilot project to determine whether municipalities, integrating this type of funding into the Municipal Disaster Recovery Assistance These programs provide funds for eligible Program offers good value for money for expenses following a natural disaster to help Ontarians; and Ontarians and municipalities recover from Review program materials to ensure extraordinary costs. municipalities have clear information regarding eligible items under the The province is committed to ensuring that Municipal Disaster Recovery Assistance provincial disaster recovery programs are Program, including costs for disposal of meeting the needs of Ontarians. In 2019, we waste materials from a flood. 192 Review the IllurnpLernein-ta-Hoin of Disas-ter Illovury Asia-tun ce for Oin-tairiains for Spading 2019 Review the implementation of the program for spring flooding in 2019 to determine if changes are needed to make the program more responsive to the needs of those affected by flooding. Suppoir-t the Ill veLopirnein-t of FedeiiraL III"Loo Illunuurunce and ReLoca-Hoin Ill rograirns Work with federal departments to support federal commitments to create a new low- cost national flood insurance program to protect homeowners at high risk of flooding and without adequate insurance protection, as well as to develop a national action plan to assist homeowners with potential relocation for those at the highest risk of repeat flooding. 193 i ui uu i uuuu°°iui IIIII umiiili' �� m � / iiloV II�I�II l U oto Credit: IIIIIIIIIIIIIIII �u ,,,,,,, ;; � The province acknowledges that, in order to carry out certain activities related to flood risk mitigation, we will need to work with the federal government to secure the required funding. It is also acknowledged that with several agencies involved in flood management, funding should also be shared and opportunities for collaboration explored. The goal of this priority is to ensure financial investments to reduce flood risk are strategic and collaborative. Having flood protection, mitigation works and activities that are well funded would be an intended outcome of this priority. 194 authorities to invest in local flood risk reduction initiatives. Activities I everage Exis-Hing 117- und1iing Progrir Ontar,ians rely on sever-a[ pr-ovinc ial ans and feder-al funding pr-ogr-arris to Continue to support municipalities in suppor-t flood mitigation, enhancing and implementing asset management plans through the Ontario The province currently offers several Community Infrastructure Fund, which will infrastructure programs that help fund help municipalities make the best possible investment decisions for their municipal flood infrastructure and flood and infrastructure assets. This will support erosion control works owned by Ontario's municipal planning for stormwater conservation authorities. Private property management and consider opportunities owners also have a role in financing for adaptation and mitigation (as required improvements to their properties and to in the phase-in of O. Reg. 588/17 -Asset shoreline protection works to help mitigate Management Planning for Municipal flood and erosion risk. Infrastructure); 0 Continue its cost share funding It is also incumbent on the federal arrangement with municipalities through government to do its part to address the the Water and Erosion Control serious issue of flooding. Ottawa currently Infrastructure Program in order to support provides funding through the Disaster high priority repairs to conservation Mitigation and Adaptation Fund. Ontario will authority infrastructure. These repairs are engage with the federal government to critical to public safety and natural hazard encourage them to provide additional funding management. It is recognized that some for initiatives like flood mapping and other high priority, larger maintenance and cost-shared flood mitigation projects through repair projects may span several years national funding programs such as an toward completion; updated National Disaster Mitigation 0 Continue to provide funding to Program. conservation authorities for core flood- related activities through the Section 39 The Flooding Strategy seeks to ensure transfer payment program, under the Ontarians can access funding programs for Conservation Authorities Act in order to flood protection and mitigation works and support conservation authority activities help municipalities and conservation related to the management of flooding, erosion and other natural hazards. These 195 programs are critical to public safety and natural hazard management; Support federal efforts to launch a new call for proposals under the Disaster Mitigation and Adaptation Fund to address the impacts of climate change, encouraging adjustments to the program to ensure that the most impactful projects are supported, including those related to natural infrastructure, whether they are from small, rural and Indigenous communities or large urban centres; Encourage the federal government to extend the National Disaster Mitigation Program or develop a successor program, so that municipalities, conservation authorities and Ontario and Quebec (in consideration of the Ottawa River) can undertake or update flood mapping in all critical areas; and Ensure municipalities are aware of mechanisms to help finance shoreline protection, including local improvement charges and area rating. 196 ImpLementation Ontario's government is committed to protecting people and property from the effects of flooding, The activities and actions contained in this The province is committed to working with its strategy are intended as the next step federal and provincial counterparts to towards building healthier and safer encourage agencies such as the International communities and ensuring Ontario is well Joint Commission and the Ottawa River positioned for meeting the challenges Regulation Planning Board to review associated with a changing climate. recommendations provided by Ontario's Special Advisor on Flooding and to take steps But we can't do it alone. We all have a role to to help make Ontario more resilient to play in reducing impacts of flooding. While flooding. the MNRF is the provincial lead for flooding, Ontario's Flooding Strategy recognizes that Some of the actions contained in this strategy responsibility for different aspects of flooding may require new or enhanced legislation, in Ontario is shared by several provincial regulation, policies, programs and guidelines. ministries, along with municipalities, Any new legislative authority or financial conservation authorities, the federal commitments will be sought in advance of government and other organizations. rolling out proposed changes. Strengthening preparedness requires the cooperative efforts of all levels of government and collaboration with a wide-range of Ontarians including individuals and businesses, stakeholder organizations and academic institutions. Successful implementation of the actions contained in this strategy will require support from all levels of government, businesses and residents. The province is committed to working with Indigenous communities, municipalities and private and public sector organizations to advance the actions. 197 "it is not hard to see that flooding, whether it is as a result of spring freshet, urban flooding or high Great Lakes water levels, is having a growing effect on Ontarians and has reminded us that there is always room to improve." Doug McNeil Ontario's Special Advisor on Flooding 2019 a `I 1!tl i1 ff L"9Photo i 198 0 0 st. "rhomas Site Woodstock Site H�ESTE 0007 Administrative Office 410 Buller Street 1230 Talbot Street Woodstock, ON SOUTHWESTERN V 0: St. Thom ON N4S 41\12 Pu ll i c Hea lth N5P 1G9 as, Oxford - Elgin -St.Thomas April 8, 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, RE: 2019 FINANCIAL YEAR— PUBLIC HEALTH The Board of Health at its April 2, 2020 Board meeting approved the audited statements for the period ending December 31, 2019. A copy is attached for your information. If you have any questions, please contact me at 631-9900, ext. 1202. This is an extraordinary time for everyone. Be safe and be well. Sincerely, 9,4L T Cynthia St. John Chief Executive Officer copy.. Monica Nusink, Director of Finance, Southwestern Public Health enclosure- 2019 SWPH Audited Statements 199 OXFORD ELGIN ST. THOMAS HEALTH UNIT Operating as SOUTHWESTERN PUBLIC HEALTH Financial Statements December 31, 2019 200 SOUTHWESTERN PUBLIC HEALTH Financial Statements For the Year Ended December 31, 2019 Table of Contents PAGE Independent Auditors' Report 1 - 2 Statement of Financial Position 3 Statement of Operations and Surplus 4 Statement of Change in Net Financial Debt 5 Statement of Cash Flows 6 Notes to the Financial Statements 7 - 18 Schedule of Expenditures 19 - 21 Twelve Months Statement of Operations and Surplus 22 201 GRAHAM SCOTTENNSLLP CHARTERED PROFESSIONAL ACCOUNTANTS, P519-833O700 ^ F510-833-7809 P51�773-9265 ' E519-773-9683 4S8 Sunset Drive,St,Thomas,0N N5,R5V1 25 John Street South,Aylmer,8N M5112CI eww.8rahamouoUemns.omm INDEPENDENT AUDITORS' REPORT To the Board of Health,Members of Council,Inhabitants and Ratepayers of the participating municipalities of the County of Oxford, County of Elgin and City of St. Thomas: Opinion We have audited the finunou] statements of Southwestern Public Health, which oonpdyu the statement of financial position as at December 31, 2019, and the statement of operations and surplus, statement of changes in net debt and statement of cash Oorry for the year then ended, and notes to the financial statements, including u summary of significant accounting policies. In our opinion, the organization's financial statements present fairly, in all material respects, the financial position of the organization as at December 31, 2019, and the results of its operations and its cash flows for the year then ended in accordance with Canadian accounting standards for public sector entities. Basis for Opinion We conducted our audit in accordance with Canadian generally accepted auditing' standards. Our responsibilities under those standards are further duyodhud in the ,4uuYA/rx' Responsibilities for the ,4uuY/ of the Financial Statements yuodon of our report. We are independent of the organization in u000ndunou with the ethical requirements that are relevant to our audit of the financial stu1unuunty in Canada, and we have fb|fiUud our other ethical ruyponyihUdiuy in u000ndunou with these requirements. We hu|iuvu that the audit evidence we have obtained is sufficient and appropriate to provide uhuyiy for our opinion. Other Information Note 18 in these financial statements provides details on the merger between the Elgin Bt. Thomas Health Unit and the Oxford County Health Unit. Our opinion is not modified with respect to this matter. Responsibilities of Management and Those Charged with Governance for the Financial Statements Management is responsible for the preparation and fair presentation of the financial statements in u000ndunou with Canadian accounting standards for public sector entities, and for such internal control as nuunugunuuntdetenninuy is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud orerror. Ln preparing the financial statements, management is responsible for assessing the orgunizudon'y ability to continue uyu going oonourn, disclosing, uyuppUouh|u, mutturyrulatudtogo oonourn and using the going oonourn basis of accounting unless management either intends to liquidate the organization or to cease operations, or has no realistic u]nernudvu but todo so. Those charged with goveniance are responsible for overseeing the organization's financial reporting process. Auditors' Responsibilities for the Audit ofthe Financial Statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from matenal misstatement,whether due to fraud or error, and to issue an auditor's report that includes our opinion. -l- unu GRAHAM SCOTTENNSLIX CHARTERED PROFESSIONAL ACCOUNTANTS P51Q'G33-O7DO ' F510-633-7GUQ PG19-773-02G5 ' E51&7T3-QG83 4SU Sunset Drive,St.Thomas,0N N5R5V1 2,5 John Street South,Aylmer,8N N5112CI mww.grahamScVUemns.com INDEPENDENT AUDITORS' REPORT (CONTINUED) Auditors' Responsibilities for the Audit ofthe Financial Statements (Coutiuned) Reasonable assurance is u high level of assurance, but is not u guarantee that an audit conducted in accordance with Canadian generally accepted auditing standards will ulvvuyo detect u cnuteciu] misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually orinthe aggregate, they could reasonably he expected to influence the economic decisions of users taken on the basis of these financial statements. Ay part ofun audit in u000ndunou with Canadian generally accepted auditing' standards, we exercise professional judgment and maintainprofessional skepticismthroughout the audit. als o: , ldumdfv and uyyuyy the dyky of material nuiyytatunuunt of the financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide u huyiy for our opinion. The risk of not detecting u nuatedu] misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions,misrepresentations, or the ovemide of inter-nal control. , Obtain un understanding ofinturnu| control relevant to the audit in order todesign audit procedures that are �u the y�m but not the f the ��odv fdh appropriate rnou mroun�you�ouy, no�for purpose o uzpruyyn�� an opinion onou effectiveness o ou o unizution'yinturnu|oontro|. , Evaluate the appropriateness of accounting policies used and the ruuyonuh|unuyy ofaccounting uydnuatey and related disclosures made hymanagement. , Conclude on the appropriateness of management's use of the going oonourn basis of accounting and, based on the audit evidence obtained, whether a material uncertainty exists related to events or conditions that may ouyt significant doubt onthe orgunizudon'y ability to continue as going oonourn. If we conclude that u nuatudu] uncertainty exists, we are required to draw attention in our auditor's report to the related disclosures in the financial statements or, if such disclosures are inadequate,to modify our opinion. Our conclusions are huyud on the audit evidence obtained up to the date of our auditor's report. Horruvuc future events or conditions may cause the organization to ouuyu to continue as ugoing oonourn. , Evaluate the ovuod| presentation, structure and content ofthe financial statements, including the disclosures, and whether the financial statements represent the underlying transactions and events in u manner that achieves fair presentation. We communicate with those charged rrdhgovurnunou regarding, among other matters, the planned scope and timing of du audit and significant audit findings, including any significant dufioiunoiuy in internal control that rru idondfydu�no our audit. St. Thomas, Ontario April%,%@%@ CHARTERED PROFESSIONAL ACCOUNTANTS Licensed Public Accountants -2- una SOUTHWESTERN PUBLIC HEALTH Statement of Financial Position December 31, 2019 2019 2018 FINANCIAL ASSETS Cash 2,147,092 4,192,533 Accounts receivable 328,328 207,038 Government remittance receivable 230,927 201,473 2,706,347 4,601,044 FINANCIAL LIABILITIES Accounts payable and accrued liabilities 1,860,115 1,361,056 Deferred revenue (Note 3) 550,848 1,133,950 Due to Province of Ontario 180,013 110,070 Long-term debt(Note 5) 7,846,000 8,057,000 10,436,976 10,662,076 NET FINANCIAL DEBT (PAGE 5) (7,730,629) (6,061,032) NON-FINANCIAL ASSETS Prepaid expenses 60,137 44,573 Tangible capital assets (Note 4) 9,234,318 9,008,370 9,294,455 9,052,943 ACCUMULATED SURPLUS (PAGE 4) 1,563,826 2,991,911 Approved by the Board: Director Director The accompanying notes are an integral part of these financial statements. -3- 204 SOUTHWESTERN PUBLIC HEALTH Statement of Operations and Surplus For the Year Ended December 31, 2019 (Note 15) (Note 18) Budget 2019 2019 2018 REVENUES Operating grants Municipal: County of Elgin 940,957 941,063 585,088 City of St. Thomas 731,225 731,307 454,709 County of Oxford 2,083,877 2,083,687 1,457,565 Province of Ontario (Note 7) 16,192,646 16,035,724 10,183,870 Healthy Kids Community Challenge (Note 8) - - 84,486 Public Health Agency of Canada (Note 9) 170,100 159,326 83,642 Canada Health Infoways (Note 10) - - 26,159 Student Nutrition (Note 11) 133,850 180,046 54,591 Total operating grants 20,252,655 20,131,153 12,930,110 Other Other fees and recoveries 171,609 153,333 158,536 Clinics 35,000 33,302 19,491 Interest 60,000 82,034 43,485 Total other revenue 266,609 268,669 221,512 TOTAL REVENUES 20,519,264 20,399,822 13,151,622 EXPENDITURES - SCHEDULE (PAGE 19) 20,519264 19,766,778 12285,628 EXCESS OF REVENUES OVER EXPENDITURES - 633,044 865.994 SURPLUS, BEGINNING OF PERIOD (NOTE 18) 2,991,911 2,991,911 - CONTRIBUTED SURPLUS AT MAY 1, 2018: Elgin St. Thomas Health Unit - - 1,525,489 Oxford County Public Health - - 600,428 - - 2,125,917 TRANSFER OF SURPLUS (NOTE 2) - (2,061,129) - ACCUMULATED SURPLUS, END OF PERIOD (NOTE 2) 2,991,911 I,563,826 2,991,911 The accompanying notes are an integral part of these financial statements. -4- 205 SOUTHWESTERN PUBLIC HEALTH Statement of Change in Net Financial Debt For the Year Ended December 31, 2019 (Note 15) (Note 18) Budget 2019 2019 2018 EXCESS OF REVENUES OVER EXPENDITURES - 633,044 865,994 Amortization of tangible capital assets - 548,503 250,485 Net acquisition of tangible capital assets - (774,451) (629,366) Change in prepaid expenses - (15,564) (14,293) County of Oxford reserve contribution - - 531,523 Surplus returned to municipalities - (1,081,301) - Contingent reserves returned to municipalities - (979,828) - (INCREASE) DECREASE IN NET DEBT - (1,669,597) 1,004,343 NET FINANCIAL DEBT, BEGINNING OF PERIOD 6,061,032 6,061,032 7,065,375 NET FINANCIAL DEBT, END OF PERIOD 6,061,032 7,730,629 6,061,032 The accompanying notes are an integral part of these financial statements. -5- 206 SOUTHWESTERN PUBLIC HEALTH Statement of Cash Flows For the Year Ended December 31, 2019 (Note 18) 2019 2018 OPERATING ACTIVITIES Excess of revenues over expenditures 633,044 865,994 Items not involving cash: Amortization of tangible capital assets 548,503 250,485 Change in non-cash assets and liabilities: Accounts receivable (121,290) 178,863 Government remittances receivable (29,454) (100,545) Prepaid expenses (15,564) (14,293) Accounts payable and accrued liabilities 499,059 268,394 Deferred revenue (583,102) 986,111 Due to Province of Ontario 69,943 634,771 Cash provided by operating activities 1,001,139 3,069,780 CAPITAL ACTIVITIES Net acquisition of tangible capital assets (774,451) (629,366) Cash applied to capital activities (774,451) (629,366) FINANCING ACTIVITIES Funding returned to municipalities (1,081,301) - Contingent reserves returned to municipalities (979,828) - Reserve contribution from the County of Oxford - 531,523 Repayment to long-term debt (211.000) (137,000) Cash applied to financing activities (2,272,129) 394,523 NET CHANGE IN CASH DURING THE YEAR (2,045,441) 2,834,937 CASH, BEGINNING OF PERIOD 4,192,533 1,357,596 CASH, END OF PERIOD 2,147,092 4.192.533 The accompanying notes are an integral part of these financial statements. -6- 207 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 Southwestern Public Health (the "organization") provides health services to the residents of the City of St. Thomas, County of Elgin and the County of Oxford and is accountable to the Province of Ontario as outlined in the Health Protection and Promotion Act. 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The financial statements of the organization are prepared by management in accordance with Canadian accounting standards for public sector entities. Significant aspects of the accounting policies adopted by the organization are as follows: Basis of Accounting The financial statements are prepared using the accrual basis of accounting. The accrual basis of accounting records revenue as it is earned and measurable. Expenses are recognized as they are incurred and measurable based upon receipt of goods or services and/or the creation of a legal obligation to pay. Accounting Estimates The preparation of these financial statements is in conformity with Canadian accounting standards for public sector entities which requires management to make estimates and assumptions that affect the reported amount of assets and liabilities, the disclosure of contingent assets and liabilities at the date of the financial statements, and the reported amounts of revenues and expenditures during the current period. These estimates are reviewed periodically and adjustments are made to income as appropriate in the year they become known. In particular, the organization uses estimates when accounting for certain items, including: Useful lives of tangible capital assets Employee benefit plans Financial Instruments The organization's financial instruments consist of cash and cash equivalents, accounts receivable, accounts payable and accrued liabilities and long-term debt. Unless otherwise noted, it is management's opinion that the organization is not exposed to significant interest, currency, or credit risk arising from these financial instruments. Government Transfers Government transfers are recognized in the financial statements as revenues in the financial period in which events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met including performance and return requirements, and reasonable estimates of the amounts can be determined. Any amount received but restricted is recorded as deferred revenue in accordance with Section 3100 of the Public Sector Accounting Handbook and recognized as revenue in the period in which the resources are used for the purpose specified. -7- 208 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Tangible Capital Assets Tangible capital assets are recorded at cost, which includes all amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost, less residual value, of the tangible capital assets, excluding land are amortized on a straight-line basis over their estimated useful lives as follows: Land improvements 20 years Building 40 years Roof 20 years Component equipment 24 years Computer equipment 4 years Amortization begins the first month of the year following the year the asset is placed in service and to the year of disposal. Assets under construction are not amortized until the asset is available for productive use. Deferred Revenue The organization administers other public health programs funded by the Province of Ontario and reported on a Provincial fiscal year end of March 31st. Any unexpended funding for these programs at December 31st is reported as deferred revenue on the statement of financial position. Additionally the organization receives certain grants and other funding from external sources for administering public health programs and may defer funds not spent at December 31st if the respective funding agreement has a term beyond the year end. Employee Benefit Plans The organization accounts for its participation in the Ontario Municipal Employees Retirement System (OMERS), a multi-employer public sector pension fund, as a defined contribution plan. The OMERS plan specifies the retirement benefits to be received by the employees based on the length of service and pay rates. Employee benefits include post employment benefits. Post employment benefits are subject to actuarial valuations and are accrued in accordance with the projected benefit method, prorated on service and management's best estimate of salary escalation and retirement ages of employees. Any actuarial gains and losses related to past service of employees are amortized over the expected average remaining service period. Recent Accounting Pronouncements PSAB released a standard related to Financial Instruments (PS 3450). The standard applies to all local governments for fiscal years beginning on or after April 1, 2019. The standard applies to all types of financial instruments. The new standard requires that equity and derivative instruments be measured at fair value, with changes in value being recorded in the statement of remeasurement gains/losses. The standard gives the option of cost/amortized cost vs. fair value of remaining instruments, which is elected upon by the government organization. The organization has not yet determined what, if any, financial reporting implications may arise from this standard. -8- 209 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 2. ACCUMULATED SURPLUS The accumulated surplus consists of the following individual fund surplus/(deficit) and reserves as follows: 2019 2018 SURPLUS General reserve 175,508 1,060,713 Contingency reserve, set aside by the Board - 979,828 Invested in tangible capital assets 9,234,318 9,008,370 9,409,826 11,048,911 AMOUNTS TO BE RECOVERD Net long-term debt (7,846,000) (8,057,000) ACCUMULATED SURPLUS 1,563,826 2,991,911 The organization approved the creation of a reserve for contingencies to meet unforeseen program or corporate expenditures. The balance of the reserve is not to exceed 5% of the total annual budget. In 2019, the Board elected to return the continency reserve to the funding municipalities. 3. DEFERRED REVENUE 2019 2018 Merger- One time funding 413,248 670,960 St. Thomas -Low German Needs Assessment 85,844 69,576 Sewage Inspection Program 17,175 17,439 Needle Exchange Program 16,684 28,035 Student Nutrition 12,146 52,467 Other 5,751 164,824 Healthy Smiles Ontario: Dental Equipment- One time funding - 85,831 School Health Screening - One time funding - 44.818 Total Deferred Revenue 550,848 L 133.950 -9- 210 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 4. TANGIBLE CAPITAL ASSETS December 31, 2019 Cost Opening Additions Disposals Ending Land 572,909 - - 572,909 Land improvements 161,330 - - 161,330 Building 7,451,439 184,842 - 7,636,281 Roof 157,000 - - 157,000 Building component equipment 833,170 106,466 - 939,636 Information technology equipment 1,292,806 483,143 - 1,775,949 10,468,654 774,451 - 11,243,105 Accumulated Amortization Opening Amortization Disposals Ending Land improvements 32,268 8,067 - 40,335 Building 739,348 186,286 - 925,634 Roof 31,400 7,850 - 39,250 Building component equipment 349,571 34,716 - 384,287 Information technology equipment 307,697 311,584 - 619,281 1,460,284 548,503 - 2,008,787 Net Book Value Opening Ending Land 572,909 572,909 Land improvements 129,062 120,995 Building 6,712,091 6,710,647 Roof 125,600 117,750 Building component equipment 483,599 555,349 Information technology equipment 985,109 1,156,668 9,008.370 9,234,318 -10- 211 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 4. TANGIBLE CAPITAL ASSETS (CONTINUED) December 31, 2018 Cost Opening Additions Disposals Ending Land 572,909 - - 572,909 Land improvements 161,330 - - 161,330 Building 7,373,729 77,710 - 7,451,439 Roof 157,000 - - 157,000 Building component equipment 769,346 63,824 - 833,170 Computer equipment 804,974 487,832 - 1,292,806 9,839288 629,366 - 10 468,654 Accumulated Amortization Opening Amortization Disposals Ending Land Land improvements 26,890 5,378 - 32,268 Building 616,453 122,895 - 739,348 Roof 26,167 5,233 - 31,400 Building component equipment 323,721 25,850 - 349,571 Computer equipment 216,568 91,129 - 307,697 1,209,799 250,485 - 1,460,284 Net Book Value Opening Ending Land 572,909 572,909 Land improvements 134,440 129,062 Building 6,757,276 6,712,091 Roof 130,833 125,600 Building component equipment 445,625 483,599 Computer equipment 588,406 985,109 8.629.489 9,008,370 The opening figures have been restated to include the tangible capital assets from both the Oxford County Public Health and the Elgin St. Thomas Health Unit at May 1, 2018. -11- 212 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 5. LONG-TERM DEBT a) The balance of long-term debt reported on the Statement of Financial Position is made up of the following: 2019 2018 RBC bankers' acceptance to finance construction of new office building 7,846,000 8,057,000 Principal payments relating to the long-term debt outstanding are due as follows: 2020 2021 2022 2023 2024 Thereafter Total 218,000 226.000 232.000 24L000 248.000 6.681000 7.846.000 On January 2, 2014 the former Elgin St. Thomas Health Unit converted the short term construction loan into long-term financing. The former organization was advanced $9,000,000 in a 32 day banker acceptance notes at the CDOR rate of 1.22% plus a stamping fee of 0.40%. The former organization at the same time entered into an interest rate swap contract to fix the interest rate on their long-term financing at 2.85%for a 30 year time frame. As a result of these transactions, the former organization had fixed their rate on this debt obligation at 2.85% plus the stamping fee (for a total of 3.25% for 2019). The stamping fee is reviewed every fifteen years to determine if the risk assessment of the organization has changed from the last review at which point the rate could increase if additional risk is determined. As a result of the interest swap agreement, if the organization were to repay the long- term debt at December 31, 2019 an additional cost of $551,364 would be incurred. An additional $250,000 can be borrowed at any time and added to this swap agreement. 6. RECONCILIATION FOR MINISTRY OF HEALTH SETTLEMENT PURPOSES 2019 2018 Excess of Revenues over Expenditures 633,044 1,417,635 Reconciling items: Principal portion of long-term debt (211,000) (204,000) Vacation and compensating time 6,711 147,440 Amortization 548,503 371,614 Eligible expenses transferred to tangible capital assets (774.451) (651.388) Excess of Revenues over Expenditures for Ministry of Health Purposes 202,807 1,081,301 -12- 213 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 7. PROVINCE OF ONTARIO 2019 2018 Cost shared programs General Public Health Programs 9,017,400 6,011,598 Vector Borne Diseases 119,600 96,127 Small Drinking Water Systems 30,700 20,469 Total cost shared programs 9,167,700 6,128,194 Other programs and one-time funding Healthy Babies Healthy Children 1,652,494 1,115,930 Healthy Smiles Ontario operating 938,145 672,623 Merger Costs - One Time Funding 858,452 453,104 Smoke-Free Ontario 642,865 450,006 Senior Dental 637,663 - Infectious Disease Control Initiative 389,000 260,510 Public Health Nurse Initiative 361,000 232,134 Harm Reduction Program Enhancement 300,000 222,693 Chief Nursing Officer 243,000 163,434 Infection Prevention and Control Nurses Initiative 180,200 126,864 Medical Officer of Health Compensation Initiative 166,826 72,423 Prenatal and Postnatal Nurse Practitioner Services 139,000 92,656 Healthy Smiles Ontario - One Time Funding 100,637 37,163 School Health Screening - One Time Funding 65,068 15,932 Needle Exchange Program 56,595 28,486 Enhanced Food Safety -Haines Initiative 50,000 41,666 Enhanced Safe Water Initiative 31,000 21,640 Needle Exchange Program - One Time Funding 26,400 6,980 Electronic Cigarettes Act Protection and Enforcement- One Time Funding 24,190 21,432 Public Health Inspector Practicum Placement- One Time Funding 5,489 20,000 Total other programs and one-time funding 6,868,024 4,055,676 Total Province of Ontario grants 16,035,724 10,183,870 -13- 214 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 8. HEALTHY KIDS COMMUNITY CHALLENGE The organization is an administrator for funding from the Minister of Health and Long-Term Care for funds to carry out the Ontario's Healthy Kids Community Challenge. The program requires the implementation of local activities based on one specific theme related to healthy eating or physical activity every nine months. The organization reports on a fiscal year end of March 31st to the Minister of Health and Long-Term Care. Any unexpended funding for this program at December 31st is reported as deferred revenue on the statement of financial position. 2019 2018 Revenue - 84,486 Expenditure Program Supplies - 67,264 Salaries - 13,778 Purchased Services - 3.444 84,486 Program excess of revenue over expenditures - - 9. PUBLIC HEALTH AGENCY OF CANADA The organization receives funding from the Public Health Agency of Canada for funds to carry out the Creating Connections project. The organization and local developers will partner to improve walkability in the City of St. Thomas. Any unexpended funding for this program at December 31st is reported as deferred revenue on the statement of financial position. 2019 2018 Revenue 159,326 83.642 Expenditure Purchased services 132,046 83,642 Salaries 21,760 - Benefits 5,440 - Program excess of revenue over expenditures 80 - -14- 215 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 10. CANADA HEALTH INFOWAYS The organization receives funding from Canada Health Infoway (CHI) - a not-for-profit corporation funded by the Government of Canada to foster and accelerate amongst other matters the development and adoption of electronic health information systems, common standards, health surveillance, and telehealth technologies, which are compatible and interoperable on a pan-Canadian basis. Any unexpended funding for this program at December 31st is reported as deferred revenue on the statement of financial position. 2019 2018 Revenue - 26.159 Expenditure Program supplies - 26,159 Program excess of revenue over expenditures - - 11. STUDENT NUTRITION The organization receives funding from a number of external agencies including the United Way and VON to provide healthy foods to participating schools in Oxford County. Any unexpended funding for this program at December 31 st is reported as deferred revenue on the statement of financial position. 2019 2018 Revenue 180,046 54,591 Expenditure Program supplies 180,046 54,591 Program excess of revenue over expenditures - - 12. OPERATING LEASES The organization leases two buildings from the County of Oxford at$44,167 per month plus HST on an ongoing monthly basis to April 30, 2020. Subsequent to year end, the leases were renewed at $45,860 per month plus HST for lease terms ending April 30, 2022. On an annual basis the landlord increases the annual rent by the percentage increase of the Consumer Price Index. The minimum annual lease payments required in the next year in respect of operating leases are as follows: 2020 543,547 2021 550,318 2022 183,439 -15- 216 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 13. CASH FLOW FROM THE PROVINCE OF ONTARIO MINISTRIES OF HEALTH AND LONG-TERM CARE AND CHILDREN AND YOUTH SERVICES The organization receives funding from the Province of Ontario Ministry of Health and Long-Term Care, Public Health Division and Health Promotion Division, and the Ministry of Children and Youth Services to carry out general public health programs and related health programs and services. Funding provided from the Ministry for the year ended December 31, 2019 is as follows: Public Children Health and Youth Division Services General Public Health Programs 9,017,400 - Healthy Smiles Ontario 1,008,100 - Merger Costs 1,000,006 - Smoke-Free Ontario Strategy 684,000 - Ontario Senior Dental Care Program 675,975 - Infectious Disease Control Initiative 389,000 - Social Determinants of Health Nurses Initiative 361,000 - Harm Reduction Program Enhancement 300,000 - Chief Nursing Officer 243,000 - Infection Prevention and Control Nurses Initiative 180,200 - Medical Officer of Health Compensation Initiative 166,826 - Prenatal and Postnatal Nurse Practitioner Services 139,000 - Vector-Borne Diseases 119,600 - Needle Exchange Program 60,900 - Enhanced Food Safety -Haines Initiative 50,000 - Healthy Smiles Ontario capital 34,450 - Enhanced Safe Water Initiative 31,000 - Small Drinking Water Systems 30,700 - Healthy Growth/School Health Screening 20,250 - Needle Exchange Program - One Time Funding 18,684 - Public Health Inspector Practicum Placement 12,506 - Healthy Babies Healthy Children - 1,653,539 14,542,597 1,653,539 -16- 217 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 14. PENSION AGREEMENTS The organization makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS), which is a multi-employer plan, on behalf of members of its staff. The plan is a defined benefit plan which specifies the amount of the retirement benefit to be received by the employees based on the length of service and rates of pay. Each year, an independent actuary determines the funding status of OMERS Primary Pension Plan (the Plan) by comparing the actuarial value of invested assets to the estimated present value of all pension benefits the members have earned to date. The most recent actuarial valuation of the Plan was conducted December 31, 2019, and the results of this valuation disclosed actuarial liabilities of$106.4 billion in respect of benefits accrued for service with actuarial assets at that date of$103 billion leaving an actuarial deficit of$3.4 billion. Since any surpluses or deficits are a joint responsibility of all Ontario municipalities and their employees, the organization does not recognize any share of the OMERS Pension surplus or deficit in these financial statements. The amount contributed to OMERS for the year ended December 31, 2019 was $1,091,807. OMERS contribution rates for 2019 and 2018 depending on income level and retirement dates ranged from 9.0%to 15.8%. 15. BUDGET FIGURES The operating budgets approved by the organization and the Province of Ontario for 2019 are reflected on the statement of operations and are presented for comparative purposes. The budget figures have been ammended as originally approved to include Merger and Senior Dental, both approved subsequently to the original budget. 16. PUBLIC SECTOR SALARY DISCLOSURE ACT 1996 The Public Sector Salary Disclosure Act, 1996 (the "Act") requires the disclosure of the salaries and benefits of employees in the public sector who are paid a salary of$100,000 or more in a year. The organization complies with the Act by providing the information to the Ontario Ministry of Health and Long-Term Care for disclosure on the public website at www.fin.gov.on.ca. -17- 218 SOUTHWESTERN PUBLIC HEALTH Notes to the Financial Statements For the Year Ended December 31, 2019 17. FINANCIAL INSTRUMENTS Risks and Concentrations The organization is exposed to various risks through its financial instruments. The following analysis provides a measure of the organization's risk exposure and concentrations at the statement of financial position date. Liquidity Risk Liquidity risk is the risk that the organization will encounter difficulty in meeting obligations associated with financial liabilities. The organization is exposed to this risk mainly in respect of its accounts payable and accrued liabilities. Credit Risk Credit risk is the risk that one party to a financial instrument will cause a financial loss for the other party by failing to discharge an obligation. The organization's main credit risk relate to its accounts receivable. Interest Rate Risk Interest rate risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in market interest rates. The organization is exposed to interest rate risk on its fixed and floating interest rate financial instruments. Given the current composition of long- term debt (proportion of debt at a fixed interest rate compared to a floating interest rate), fixed-rate instruments subject the organization to a fair value risk while the floating-rate instruments subject it to a cash flow risk. It is management's opinion that the entity is not exposed to any significant market, foreign currency or price risk. No financial liabilities of the organization were in default during the period. The organization was not subject to any covenants during the period. There have been no changes to the assessed levels of theses risks in the year. 18. MERGER A merger between the Elgin St. Thomas Health Unit and the Oxford County Health Unit was effective May 1, 2018, and was given formal approval on March 29, 2018 under the Health Protection and Promotion Act R.R.O. 1990, Regulation 553, Areas Comprising Health Units, Schedule 7. As such the prior period presented represents the period from May 1, 2018 to December 31, 2018. -18- 219 SOUTHWESTERN PUBLIC HEALTH Schedule of Expenditures For the Year Ended December 31, 2019 (Note 15) (Note 18) Budget 2019 2019 2018 GENERAL PUBLIC HEALTH PROGRAMS SALARIES AND WAGES Nursing 2,973,725 2,847,837 1,441,106 Management 2,142,830 2,079,909 1,138,847 Inspection and environment 927,687 870,910 477,455 Clerical and support 832,708 811,362 662,073 Nutrition and health promotion 518,755 432,795 348,326 Maintenance and security 73,500 116,796 63,029 7,469,205 7,159,609 4,130,836 FRINGE BENEFITS Group pension 1,177,000 1,091,807 693,979 Canada pension plan 389,000 393,173 189,982 Medical insurance 389,000 360,326 236,137 Long term disability 274,000 258,455 169,205 Employer health tax 222,500 213,305 137,086 Employment insurance 160,500 176,373 86,342 Dental plan 210,000 149,391 98,372 Workplace safety insurance 112,000 93,729 66,802 Group life insurance 52,950 47,845 29,473 Supplementary unemployment benefits 40,000 43,511 39,690 Part-time benefits 15,500 14,505 8,230 Employee assistance programs 3,000 7,858 5,814 Vision and other - - 4,548 Benefits to other programs (978,874) (883,354) (573,490) 2,066,576 1,966,924 1,192,170 FEES AND HONORARIA Audit and legal 100,000 121,618 99,652 Labour relations 100,000 11,364 11,194 Board 38,700 27,931 9,818 Clinical services 29,000 15,459 7,781 Meeting expense 13,600 10,729 3,256 281,300, 187,101 131,701 TRAVEL 198,981 182,748 124251 -19- 220 SOUTHWESTERN PUBLIC HEALTH Schedule of Expenditures For the Year Ended December 31, 2019 (Note 15) (Note 18) Budget 2019 2019 2018 EQUIPMENT 705,327 359,070 575,964 PROGRAM SUPPLIES 230248 245,213 283,552 AMORTIZATION - 548,503 250,485 RENT AND UTILITY SERVICES Building and facilities rental 553,160 558,356 356,969 Interest on long-term debt 459,420 256,352 180,783 Maintenance and supplies 203,605 224,670 145,796 Utilities 101,000 87,751 55,173 Property taxes and insurance - - 1,582 1,317,185 1,127,129 740,303 ADMINISTRATIVE Professional development 95,711 102,065 64,192 Telephone 89,000 89,376 51,657 Insurance 60,000 56,367 37,662 Printing and supplies 46,000 44,631 33,119 Public awareness and promotion 49,515 36,223 38,340 Engagement strategies 39,250 35,936 37,591 Fees and subscriptions 35,560 37,284 14,163 Equipment maintenance and rental 18,000 12,457 10,311 Postage and courier 15,000 8,380 8,693 Staff recruitment 6,500 4,084 3,960 454,536 426,803 299,688 VECTOR-BORNE DISEASES PROGRAM 159,467 157,588 132,925 SMALL DRINKING WATER SYSTEMS PROGRAM 40,934 40,933 27,293 TOTAL COST SHARED PROGRAM EXPENDITURES 12,923,759 12,401,621 7,889,168 -20- 221 SOUTHWESTERN PUBLIC HEALTH Schedule of Expenditures For the Year Ended December 31, 2019 (Note 15) (Note 18) Budget 2019 2019 2018 OTHER PROGRAMS AND ONE-TIME EXPENDITURES Healthy Babies Healthy Children 1,653,539 1,652,494 1,115,930 Healthy Smiles Ontario 1,008,100 938,145 691,563 Merger Costs 825,000 858,452 413,665 Smoke-Free Ontario 684,000 661,871 463,114 Senior Dental 675,975 637,663 - Infectious Diseases Control 389,000 389,000 261,226 Social Determinants of Health Nurses Initiative 361,000 361,000 235,195 Medical Officer of Health Compensation Initiative 320,870 320,871 72,324 Harm Reduction 300,000 300,000 232,945 Chief Nursing Officer 243,000 243,000 163,435 Infection Prevention and Control Nurses Initiative 180,200 180,200 126,864 Student Nutrition 133,850 180,046 54,591 Public Health Agency Canada 226,800 159,246 83,642 Prenatal and Postnatal Nurse Practitioner Services 139,000 139,000 93,040 Healthy Smiles Ontario: Dental Equipment& Software 107,494 107,494 34,992 Needle Exchange Program 60,900 56,595 35,120 Enhanced Food Safety -Haines Initiative 50,000 50,000 41,667 Low German Partnership 119,576 33,733 26,684 Enhanced Safe Water Initiative 31,000 31,000 21,611 Needle Exchange Program 24,400 21,198 6,981 School Health Screening 18,015 18,015 15,932 Sewage Inspection Program 33,786 16,611 52,941 Public Health Inspector Practicum Placement 10,000 9,523 20,000 Healthy Kids Community Challenge - - 84,486 Canada Health Infoways - - 26,159 Electronic Cigarettes Act Protection and Enforcement - - 22,353 Total other programs and one-time expenditures 7,595,505 7,365,157 4,396,460 TOTAL EXPENDITURES 20,519,264 19,766,778 12,285,628 -21- 222 00 00 0\ Q-) O "O N o" O "O 00 1- N MN V 00 O \p l� 00 1- Q-) oV -- M o1 00 rj bq l� M M \p O 00 o1 M --� --� M U 00 Q-) Q-) 00 00 00 N (n m Q-) 00 I'O o\ N — N 00 a un a W 00 Q-) (:1 — 01 N — 00 (n N l� 00 N �n Q-) 00 Q-) o1 Q-) � 01 N O 00 00 CSC W H = O N N O M � � � _6 ti M M M M oo (n (n yp l� �--� N co N AO 00 Fil G) 69 i i i i i i oV o0 01 00 l� O M W p O a1 M � 00 vp 00 � � � O U � C�j N M M M O0.0 *0 � A w a w � � � C�j w C�j C�j x CA Cj oun o � C o � 0 Cj CA f40 C41 �c o o W W CA C�j �, Z C�j o o —qJ W a� �. U CA Cj cli N N WZIJ UUU > cd :E CJ — Z W U �Y W"Nr w� v III I I II„� 0 a. IIIIIII 0 1 N 1111°° III 1 IIIII IN °11111 10 II IIIIIII........ P IIIIIII........ IIII N G 1IM A 1111°° IIIII°°"1 I I IIIIIII �� IIIIIII Are you a resident of Elgin County FOR MORE INFO VISIT: or St. Thomas and studying at a WWW, IIIE 111 0 III(III (III "III1 YII, post-secondary institution in OR CALL: Canada in a discipline related to „ ) agriculture? DEADLINE TO APPLY: You may be eligible for the JUIRIE International Plowing Match ElginCounty Legacy Agricultural Scholarship! 224 d �o4�Vo �I fl MOE ),T I k I SO q r f 9 rpt+rmffim t MDR III fr IT ^� ' i wuiwi I "Committed to pu6Cu safety, delmemg pmactive and innovative poCu in partnership with our communities" 225 Table of Contents /0P Governance and Accountability 3 Police Service Board � ' � �� Q�duudpuou��IVlou�uoouum�� Detachment Commander Organization 4 Staffing Elgin OPP Auxiliary Business Planning 6 Crime Management Plans^� Traffic Management Strategy r Community Satisfaction Survey Community Mobilization and Engagement i Community Safety Officer 1.11 a r Detachment Statistics 14 Calls for Service Traffic&Marine Safety Crime Prevention Criminal Offences Financial Reports 20 Overtime Revenue Criminal Record Checks RIDE Grant y, m 0 1 226 l!/ a �e i f 76, i(( w WF,IYd1i� 1 1 Our Elgin Police Services Board is very proud of all the great work our Elgin Group detachment has done. They keep us up to date and informed at all times. The Police Services Board front line staff as well as the Detachment Commander and office staff perform their duties in an exemplary fashion keeping Elgin a safe and Chair: Sally Martyn healthy community to live in. The reports brought to our meetings are truly Ida McCallum eye openers for all of us and help us understand the complexities of their Trudy Kanellis work. Dan Froese We were a totally new board in 2019, with the retirement of Joanne Ferguson and Bonnie Vowell as our Provinvial appointees. We thank Joanne and Bonnie for their many years of commitment to the board. We welcomed Trudy Kanellis as one new provincial appointee and are still awaiting the appointment of the second. Dan Froese and Ida McCallum are two new members representing respectively, Bayham, Malahide and Southwold, Dunich-Dutton and West Elgin. I was also new this year representing Central Elgin. Our board has worked very well together and attended meetings of the Zone 6 region to learn and grow. At this time, we want to thank Detachment Commander Brad Fishleigh for his great leadership over the past 10 years and wish him all the best in his retirement. He will be sorely missed. Sincerely, Sally Martyn Board Chair On behalf of the dedicated officers and staff of the Elgin OPP Detachment, it gives me great pleasure to present the 2019 Annual Report. This report will demonstrate the high level of commitment Elgin County OPP has brought to all municipalities of the Elgin Group. Elgin officers and staff have worked in partnership with many stakeholders including our partners in the Provincial and Ontario Courts, Family and Childrens Services, The Ministry of Natural Resources,neighboring OPP Detachments and w, Municipal Police Services, and the dedicated members of our Community Policing Committees, to deliver a"community first"policing service. In 2019 our policing priorities, as identified through community consultation,were Traffic Safety, Crime Prevention, and Increased Visibility. Inspector Brad Fishleigh In 2019 Elgin OPP continued to focus on service delivery using the Ontario Mobilization and Engagement Model of Community Policing. We have engaged our community partners and stakeholders to form collaborative partnerships and develop strategies that will allow us to respond more effectively to social issues like mental illness, domestic violence, and issues involving youth. With the continued support of the Police Services Board,Municipal Councils, and our Community Policing Committees, Elgin County OPP will continue to provide a service that is professional, transparent, and appropriate to the circumstances,respecting the individual dignity of all persons. This will be my last report as your Detachment Commander as I will be retiring in 2020. I would like to express my deepest gratitude for the support I have received from the Police Service Board and all municipal officials as well as our partner agencies and stakeholders. The officers of Elgin County Detachment are second to none and will continue to provide a professional service to our communities while a n 27 Detachment Commander can be identified. ELGIN COUNTY OPP Police Service Board Elgin County CAO Inspector Detachment Commander Staff Sergeant Auxiliary Unit (15) Detachment Manager Patrol Sergeants (4) Detective Sergeant Detachment Sergeant Patrol Constables (28) Detective Constables (4) Civilian Administrative Assistants Emergency Response Team Street Crime Unit (3) Community Safety Officer / Traffic Management(3) Domestic Violence Coordinator Court Services Security Officers Regional Analyst Community Mobilization Engagement Elgin County OPP Detachment staffing remains unchanged in 2019. We have had many officers move on to new areas of the organization to be replaced by new officers from other areas in the province. The Elgin County Auxiliary Unit is led by S/Sgt, Jeff Lister. Our Auxiliary unit is currently at 12 members and we continue to recruit for future openings with two new officers scheduled to attend training in March. The unit continues to provide a great service to the community as you will see on the following page. 228 . M p1, .E12in County Auxiliary Unit 2018 Year in Review The Elgin Auxiliary Unit currently has a compliment of 14 members. Our members participated in over 40 events throughout Elgin County. Those events included major operational events, ride alongs with officers on regular shifts and supplementing the marine patrol program. The Auxiliary unit also supported many community events across the county. Below you will see a sampling of some of the events we were able to participate in throughout the year. — Prescription Drug Drop Off Day — Rosy Rhubarb — Kids and Cops Fishing Derby in Port Bruce, Pt Glasgow, Springwater C.A. — Canada Day Celebrations — Rollover Demonstrations - Remembrance Day Ceremonies — Santa Claus Parades Patrol Major Event Admin 2019 Community Event Hours Training Hours Totals Hours Hours Hours Total 592.5 26 218 511.25 353 1700.75 17 r J 0 i G Rye 229 2017-2019 Action Plan Our Annual Business Plan has been changed to a three year Action Plan to coincide with the new OPP three year Strategic Plan. Our 2017-2019 Action Plan priorities as identified with community and Police Service Board consultation are: Crime - Reducing victimization resulting from Domestic Violence and related occurrences - Reduction in property crimes including Break & Enters and theft from motor vehicles - Reducing victimization from cyber and /or technology-enabled crime Drugs - Continued emphasis on drug investigations focusing on trafficking and drugs in schools Traffic - Concentrating on The Big Four; impaired driving, speeding/aggressive driving, inattentive/ distracted driving, and seat belt use. - Motorcycle related collisions -Animal related collisions Other - Marine patrol and emergency response on Lake Erie - Response to persons with mental illness or in crisis - Reducing 911 pocket dials - Reducing false alarms Crime Management Plan Elgin County Detachment has a comprehensive Crime Management Plan that is administered through the leadership of Regional Detective Sergeant Victoria Loucks. The Crime Unit includes four detectives assigned to major case investigations and three detectives assigned to the Street Crimes Unit investigating property crimes and drug investigation.The Domestic Violence Investigator position has been bundled with the Community Mobilization and Engagement Officer and is supervised by the Detachment Sergeant. The Crime Unit is responsible for oversight and investigation of all serious crimes that occur in our detachment area. The foundation of the plan supports the OPP Results Driven Policing methodology and focuses on public safety through crime prevention and investigative excellence. Traffic Management Strategy Elgin County Detachment has developed a Traffic Management Strategy with a goal of reducing motor vehicle collisions, specifically those that result in injury and death. Our focus in 2019 continued to be enforcement and education around aggressive driving, impaired driving, seat belt use, and distracted driving. These four driving habits are within complete control of the driver and together can have the largest impact on road safety. Elgin County Detachment continues to employ a Traffic Team designated to traffic enforcement. Our Traffic Team is dedicated to be responsive to community identified traffic issues as well as issues identified through analysis by our Regional Analyst. Using analytics provided by the Regional Analyst and the Focused Patrol Program the traffic team will continue to focus their efforts where they are most needed and can have the greatest impact on traffic safety. 230 Community Satisfaction Survey Year: 2017 1. 98.4% of respondents felt "very safe" or"safe" in their community. 2. Of the 98 respondents (or 25.9%) who said they had contacted the OPP in the past year, 89.9% were "satisfied" or"very satisfied" with the ease of contacting the OPP. 3. Overall, 93.4% of respondents were "very satisfied" or "satisfied" with the quality of police service provided by the OPP. 4. 91.9% of respondents were "satisfied" or "very satisfied" with the OPP's ability to work with communities to solve local problems. 5. 83.8% of respondents were "satisfied" or"very satisfied" with the OPP's visibility in the community. Community Policing Committees Elgin County OPP is very blessed to have a strong network of Community Policing Committees to represent the municipalities we serve. We work in partnership with our committees to identify and resolve issues of crime and traffic that are identified by the community. In addition, our committees volunteer countless hours of their time to support many community initiatives, particularily those that assist children, the elderly and vulnerable groups. Elgin County has seven Community Policing Committees located in West Elgin, Southwold, Dutton Dunwich, Port Stanley, Belmont, Malahide, and Bayham. Elgin County OPP is very appreciative of the hard work all of our committees do to support their community and the OPP. In 2019 we continued to work with our committees using the Ontario Mobilization & Engagement Model of Community Policing and all committees are now using the model as a guide to assist them in setting priorities and objectives. Ontario's Mobilization&Engagement Mode�of community Pofidng bx I IIII / PW cn w � 231 Community Mobilization and Engagement What is Community Mobilization and Engagement? Elgin County OPP follows Ontario's Community Mobilization and Engagement Model of Community Policing. Prevention and early intervention by collaboratively working with community partners has proven time and again to provide the most impact and lasting solutions to crime and the o reduction of harm or victimization. Building strong relationships with community residents and stakeholders is an effective and efficient method of preventing crime and increasing the quality of life for the residents of Elgin County. F This fairly new approach allows for more flexibility to address policing needs and priorities at the local level by g involvin residents in efforts to improve the overall quality of life in their NNv�NNvv�, all J neighbourhoods. It also allows for a fundamental PC Carlson going blue to support St. Thomas Elgin - , shift In police work from the traditional response r Alzheimer's Society r`? to calls for service, to a more holistic approach that builds upon localized community capacity to address the risk factors associated with crime and victimization.The goal of engaging the community is to move from police led initiatives to community led initiatives that contribute to the safety of all. -i"i9vs, � , v g „ o n us e i i�Asa PC Carlson at the West Elgin PRIDE Flag raising along Safe Communities Committee at the 2019 Seniors Picnic— with St. Thomas Elgin Rainbow alliance members and P/C Carlson Co-chairs this committee MP Karen Vecchio As the Community Mobilization and Engagement, Mental Health and Abuse Issues Coordinator, Constable Carlson works closely with community members, community stakeholders, businesses and community groups to develop innovative responses and solutions to crime and social disorder. Taking part in numerous committees and collaborations such as the Elgin County Situation Table (co-chair), SAFE Communities (Co-chair), Elgin Alliance to End Violence Against Women, Elgin Elder Abuse Committee and the Elgin County Drug Strategy Committee, Constable Carlson utilizes his 29 years of 232 diverse policing experiences from across Ontario to provide the policing perspective to the multitude of committees and groups that he is part of. Working closely with the LGBTQ2S+ community, Constable Carlson works to foster trust and break down barriers recognizing diversity and the responsibility of the OPP to work towards creating a safe and accepting environment for persons of all gender identities, expressions and sexual orientation. The following Community Mobilization Projects took place in 2019 and are ongoing; 1. Elgin Community Drug and Alcohol Strategy Development 2, Elder Abuse Prevention 3. Mental Health and Crisis Response Team 4. Police and Hospital Transition Framework 5. Senior Frauds/Scams 6. Formation of a Community Policing Committee in Dutton/Dunwich 7. Rapid Response Working Group —Alzheimer's Society am go In Rapid Response Working Group — Alzheimer's Society Constable Carlson represents the Ontario Provincial Police on the Alzheimer Society rapid response working group. In this provincial initiative Constable Carlson has been working closely with Ontario Alzheimer Societies in designing resources, training and an educational video series for police officers. The training is designed to assist police officers in dealing with cases where someone living with dementia go missing. This includes working with the family, care partners, long term care or retirement home to quickly locate the missing person. The training also gives officers knowledge on prevention and referral processes and strategies. Elgin County Drug and Alcohol Strategy Identified through community concerns, in 2018 the Elgin Situation Table identified a need for a comprehensive drug and alcohol strategy within our community. A dedicated workgroup/taskforce was formed whose primary focus will be to develop a collaborative plan based on a "Four Pillars" approach of prevention, treatment, harm reduction a�a�a�a�a�a�a�a�a�a�a�a�a�a�a�a�a�a�a�a�a�a�a�////iiiiiiiiiii�ii�ii�ii�ii�ii�ii�ii�ii�ii�ii�ii�ii�ii�ii�ii�ii�///i and justice. The mission: Create, implement and evaluate a O% /// comprehensive drug and alcohol strategy that meets the needs of our community based on the pillars of prevention, treatment, harm reduction and justice. The vision: A safe and healthy Community in Elgin County without the negative impacts of drugs and alcohol. The workgroup has worked hard throughout 2019 to continue to develop a community base Drug and Alcohol Strategy. This project is anticipated to be complete in 2021. 233 Community Safety Officer Constable Adam Crewdson will complete his four year commitment as our Community Safety Officer (CSO) in May of 2020. In 2019 Adam showed continuing successes with strengthening connections with community stakeholders, schools, and media partners. During the school year Adam spends much of his time within the elementary schools teaching the Knowledge Influences Decisions Supports (K.1.D.S) program to grade six students. This program which is similar to V.1.P program discusses the topics of- Youth and the Law (Youth Criminal Justice Act, making the right choices, etc.), Peer to Peer Relationships (healthy relationships, taking responsibility for your actions, bullying, etc.) Internet Safety (staying safe online, sexting, etc.) and Drug Awareness Adam further assisted the Thames Valley District School Board and London Catholic School Board in training grade six teachers on how to implement and use the K.I.D.SN.I.P program within their classes for 2019. Adam continued to support school administration with non-investigative questions and solutions to ongoing issues with high needs youth. New this year was Adam's support of the YMCA Children's Safety Village in London, Ontario. Schools from Elgin County elect to attend the Safety Village for presentations on pedestrian, cycling, and various other safety topics. Adam conducted the grade one and two programs for students. This provided more direct one on one support for our schools by having a local officer provide the classes. This was previously facilitated by the London Police Service. Adam also dedicated time within West Elgin High School providing students and staff continued face to face interaction with police throughout the school year. MEDIA Adam has continued to work with our media partners within the County and area. This has allowed for greater messaging on public safety and current crime and traffic issues. Adam often covers off regional issues for main stream media at the request of West Region Headquarter. Recently, other OPP Counties have had new media officers join the regional media team. Adam has taken a mentorship role with these new media officers to ensure consistent messaging throughout our area. Social media continues to be a priority for Adam. This enables our communities to be instantly connected to investigations and police activities within their specific communities. SNP'W'wnikcei VF"r..l ,¢"'"" OFF WNmat Rgam Wf tth I r 1 s t tWi f7Rla xml t It ,t+ myr a h wr f t p ansl In spurawaPrr r ton A,,rap by 7 r.lgW�mDP'p North of h scanthe waama hark o,rn,V",gxtnrmnr,e;,tlr c,a, r IiLK;ew Nu aclt Crtar¢Call ill mCh fur9#vanrap Gk it!liC3 01122ar RLIMCStopaers."ac rda trvfa,amyl a s to d lli-ed a apt+.@ there w l t@ trSl Rirroa,rrrtY e4 ,t ,I I ie „ tptl�li°I I 1 m i I�yy o IIN smmwng,do eW�ame nawmxxaw nae.ew+w4mww 234 COMMUNITY Being available to the community is a key role for the CSO's. In 2019 ` Adam attended many events throughout Elgin County, often with the , jro support of our Auxiliary Unit. Adam continues to support the Youth Task Team in West � Elgin/Dutton. This group provides support and advocates for youth wellness and involvement in the communities of West Elgin and Dutton-Dunwich. Adam further connects with the youth and community members throughout Elgin County by attending Early Year events, library's, presenting at service groups and da cares. SPECIAL PROJECTS Adam continues to ensure historic homicides within Elgin County remain in the media to be easily accessible to the public using social media. This will ensure investigations and family intrests are not forgotten for years to come. One example is the Smith-Haveron double hoimicide that included collorbation with the family and media partners. r d P ` IIII' III{ V � r SONYA CNINK1594 Adam connected with the Cywink family and was able to highlight the invesitgation to date and allow the public to have access to this using social media. Adam partnered this year with Middlesex County OPP to run a citizen police academy for residents of Elgin and Middlesex. This had Elgin County residences attending a six week course to learn about the OPP. The course covered topics from OPP resources to current trends in crime. On numerous nights this showcased our own officers within Elgin County. This was the first time that Elgin County OPP has created and taken part in a citizen police academy. Regionally, Adam continues to represent the Elgin County OPP on the OPP West Region Diversion and Inclusion Counsel and the West Region Ceremonial Team. This allows the Elgin County OPP to gain further expourse and recognition throughout the region. Provinically, Adam sits on the innovations from the frontline steering committee. This group is committed to the officers of our organization by providing positive changes at an orginzational level. Adam will be returning to front line policing on platoon and will bring the knowledge and connections he has made over the last four years with him, making him an asset for other officers. Thanks Adam for your commitment and a job very well done. 235 Community Street Crime Unit Our Community Street Crime unit has been very successful in 2019 obtaining 77 judicial authorizations for search warrants. Below are some of the major investigations they have been involved in. Funeral Break and Enters — Since December 2018, break-ins began to occur while innocent mourning victims were at the funerals of their lost loved ones in Strathroy, Stratford, Elgin, Middlesex, Huron, Oxford, Norfolk and Lambton counties. The pattern of the suspect(s) was unravelled by CSCU members which led to countless daily hours of scraping the online obituaries in order to narrow targeted locations to where the suspect(s) could strike. Between December 2018 and August 2019, a total of 34 break and enters with this matching MO took place. CSCU members would stage at selected locations in hopes to capture the villain(s) of these heinous crimes in the act. Once the suspect(s) were captured several search warrants were executed resulting in the recovery of more than $100,000 worth of stolen goods snatched from the homes of Southwestern Ontario families who were attending funerals at the time of the break-ins. r . i Trailer Theft Investigation —This investigation started off as a property crime Search Warrant which opened up an untouched multijurisdictional trailer theft scheme where victims had their enclosed trailers stolen, VIN's replaced and registered as new in order to disguise the theft. As a result, approximately 35 trailers were discovered to be stolen and recovered by the CSCU members. t Turner Road —What started off as a stolen property occurrence, a search warrant was executed at a residence where it was learned the occupants were deeply rooted as Sikh Organized Crime members. Intelligence was gained and shared with the appropriate intelligence units. 236 Marijuana Grow Op —An investigation involving cocaine dealing resulted in the largest seizure of an illegal marihuana grow in the East of Elgin County. The farm was staged with a full working crew and supervision, all unlicensed and not permitted. Street value of the marihuana was conservatively estimated to be 1.5 million dollars. ,e 1 %/ % Yuc^tIIVm i i Property Theft— CSCU were quick to identify subjects involved in break and enters in the Malahide area which led to a Search Warrant at the suspect's residence recovering an abundance of stolen property identified to be out of St Thomas and surrounding area. �Ylr� U Break and Enter/Theft — CSCU members noticed a trend of property crime in the West Elgin area involving the thefts of ATV's and vehicles. CSCU followed up with investigative leads based on similar MO's used by Persons of Interest. As a result of this, CSCU observed a POI being in possession of a stolen 70,000 construction pick-up truck that was taken during a break and enter in Lambton County. Firearms were also stolen. Search Warrants were executed at the property of the accused and numerous pieces of stolen property including ATV's, the $70,000 pick-up truck, and numerous pieces of expensive construction equipment were recovered. Intelligence linking a ring of property crime groups within Elgin and Chatham was gathered after executing search warrants on electronic devices that were owned by the accused. 237 Elgin County OPP Calls for Service 15,500 - IN// ............. 15,000 - 14,500 - 14,000 - 13,500 - 13,000 - 12,500 2017 2018 2019 5 Year Elgin County Total Calls For Service 4000 3000 - 2000 1000 - 0 - West Elgin Dutton Southwold Central Malahicle Bayham Dunwich Elgin IM 20171 1185 807 1092 2535 1332 1194 02018 1081 886 1134 3117 1455 1216 M 2019 1248 1008 1565 3685 1520 1154 Elgin Group Total Calls for Service by Municipality 11% 12% 15% 10% U West Elgin M Dutton 0 Southwold 0 Centra I 15% 0 Malahicle E3 Bayha m 37% Elgin Group Total Calls Distribution 2019 238 Traffic Safety .' �IY p�I�MY Ih io m mOpiR. The safety of motorists on Elgin County roads has always been a priority for Elgin Detachment. Our Traffic Management Team is dedicated to enforcement and response to traffic complaints within the County. Officers conducted 548 static RIDE checks in 2019, in addition to other tactics used to identify and remove 109 impaired drivers and issue 102 suspensions. Festive RIDE was in operation from Nov 23rd to Jan 2nd. During that time officers conducted 97 RIDE checks charging 9 impaired drivers and issuing 3 drivers licence suspensions. As you can see from the Motor Vehicle Collision chart below, we have seen a significant increase in total crashes with 914 in 2018 compared to 720 in 2018. We will continue to use statistical analysis and focus on targeted enforcement of Impaired Driving, Aggressive Driving, Seat Belt Use, and Distracted Driving to attempt to bring the total crashes down. These four factors can often be the difference between a minor crash with no injuries and a major crash resulting in injuries or death. Below are the causal factors for crashes in Elgin County in 2019: Causal Factors Fatal Crashes Remaining Crashes 2018 2019 2018 2019 Alcohol Involved 3 1 27 21 No Seat Belt 2 1 13 0 Aggressive Driving 0 0 80 125 Distracted Driving 1 1 66 95 Animal Related 0 0 266 395 1000 800 600 400 200 0 i/ Damage Personal Injury Fatal Car/Deer 1112017 552 142 6 285 020181 597 1 116 7 266 2019 770 136 1 8 1 370 239 Marine SafetIp r�JuJ�rr�' Elgin County Detachment has 5 qualified marine operators conducting marine patrols, supported by the Elgin Auxiliary Unit. The Marine Unit is out early for the May long weekend to ensure the boating public is ready for the boating season with properly equipped vessels and properly qualified captains. Officers are on the water patrolling every weekend and attend water related community events including Can-Fest, Harbourfest and Tall Ships in Port Stanley and Tub Daze in Port Burwell. The marine unit is responsible for approximately 450 square kilometers of Lake Erie and covers approximately 100 km of shoreline along the north shore of the Lake. This includes the four ports of Port Burwell, Port Bruce, Port Stanley and Port Glasgow. Year Marine Hours # of Vessels Checked # of Charges (Criminal, Provincial, Marine) 2017 194 303 7 2018 322 395 10 2019 1454 1 No Data 18 IN r 11%l J :o VI}7l� I' rrr i - l�y"'///rn/Hp/y b , tylJ+u; r 240 Crime Prevention In 2019 Elgin County Detachment continued our committement to crime prevention. A large component of this goal is the pro-active education provided through media outlets and presentations provided by our CSO. We continue to follow the principles of Intelligence Led Policing. Using analytics from the Regional Analyst we identify areas of concern and assign officers to specific focused patrols related to crime and traffic trends. The creation of our Community Street Crime Unit has increased the effectiveness of our investigations and provided targeted enforcement. 5000 4000 3000 2000 1000 / 0 Criminal Charges POA Charges Foot Patrol Focused M 2017 662 5396 955 411 ❑2018 712 5478 719 741 2019 1252 5029 212 961 Enforcement Statistics False Alarms - Elgin OPP officers responded to 299 false alarms in 2019 down from 343 in 2018. 911 Calls - Elgin OPP Officers responded to 1206 - 911 calls in 2019 up from 822 in 2018. Break & Enter We experienced an overall increase in Break & Enters across the County with a total of 160 compared to 99 in 2018. 60 40 20 0 � West Elgin Dutton Southwold Central Malahide Bayham Dunwich Elgin IM 2017 27 8 11 35 21 24 ❑2018 19 10 19 29 13 9 2019 29 14 22 51 27 17 Break and Enter By Municipality 241 Domestic Violence We experienced a notable increase in domestic violence occurrences in Elgin County in 2019 with a total of 294 in 2019 compared to 193 in 2018. In 2019 we have continued to work with our partner agencies, like Violence against Women Services Elgin County, to increase awareness and education and provide alternative services from the community. 180 40 20 0 West Elgin Dutton Southwold Central Elgin Malahide Bayham Dunwich 132017 51 25 35 66 36 50 ❑2018 32 16 14 60 43 28 2019 58 23 45 86 40 42 Domestic Occurrences by Municipality Other Crimes 400 300 200 100 0 Robbery Assaults Sexual Theft Theft Theft Mischief Auto Assaults Under Over from MV Theft ®2017 2 106 28 313 103 130 255 74 ❑2018 3 129 26 283 117 84 143 79 2019 1 226 34 223 89 85 133 80 Elgin Group Other Crimes Drugs 120 80 60 40 20 0 i i Occurrences Search Warrants CDSA Charges ®2017 84 6 49 ❑2018 101 11 31 2019 21 14 22 242 ST ('800) 222-- .BPS 8477) Elgin County OPP continues to support the London Elgin Middlesex Crime Stoppers Program. This program has been very successful in 2019, handling 1789 tips that resulted in the clearance of 36 criminal cases, 32 arrests, 2 weapons seized, and over $61,740 in seized drugs. Crime Stoppers Ontario Stats (Statistics 1983 to November 30, 2018). Arrests: ==� 124,009 Cases Cleared: 133,244 Rewards Paid: $8,098,397 Arson Loss Value: $16,769,779 Property Recovered: �$306,406,496 Drugs Seized: $1,924,799,718 Total Dollars $2,231,206,214 Recovered: i i 243 71r7 F'10f a", rf If c if iif If R.e.., 1,,), o r s M 'Sc Elgin Group Overtime Report The charts below outline the overtime expended for the Elgin Group excluding provincial responsibility. Elgin County OPP has implemented a number of strategies to reduce the use of overtime, including the creation of overlap shifts from 3.00 pm to 3.00 am and noon to midnight to match peak time for calls for service.In addition there are policies that govern when officers are called in on overtime. 4100 4000 3900 3800 3700 3600 3500 3400 2017 2018 2019 22% 9% 8% ■Admin M Court ❑Crime ❑Traffic 21% ■Operational ■Other 31% 9% Overtime Expenditure by Type 244 Elgin Group Revenue Report The chart below outlines the revenue collected on behalf of the municipality for services provided by the OPP. JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY $ 2 073.75 $ 1,982.75 $ 2,629.50 $ 3,389.00 $ 3,512.75 $ 3,603.50 $ 4,739.00 AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER $ 6 186.00 $ 4,184.00 $5 675.00 $4 860.00 $3 283.00 ORO Criminal Record Checks The chart below provides a breakdown of criminal records checks completed by Elgin Detachment in 2019, a decrease of 209 checks less than those completed in 2018. Of the 2590 Criminal Records checks completed 161 persons required fingerprints for RCMP verification. Criminal Record Checks 2019 Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total Vulnerable Screening 115 94 157 167 267 202 132 179 203 212 159 118 2005 Regular 27 36 41 44 36 38 33 41 24 42 35 23 420 Other 10 9 17 19 13 13 15 22 12 24 8 3 165 TOTAL 152 139 215 230 316 253 180 242 239 278 202 144 2590 R.I.D.E. Grant Each year Elgin County OPP completes an application for a RIDE Grant through Mothers Against Drinking and Driving. In 2019 Elgin OPP received $13,539.38 and all of that grant money has been spent to provide officers at RIDE checks throughout the County, with the bulk of those checks occurring during the Festive RIDE Season. We are very proud and appreciative to be partners with Mothers Against Drinking and Driving in the fight to keep impaired drivers off our roadways. w / Y � ,, i Ali � ��"'„II��U{"1�l!��IIIIIII{Ill��ir,lllllllll �� dII �� uuuuiii 245 ECgin County ORP,Supports Me Communities We (Pot-we rOr1l� � > Y , ' f s j l I�illl �a �F r .7y I oo Iti + � ( t, / �1,, li�caiii/ l�r.,, //rr r��r,r,, �r�� i,rr,✓f�,i/ ; + 0 ; r 0/ Elgin County OPP, 42696 John Wise Line, RR#5 St Thomas, ON. N5P 3S9 EMERGENCY CALL 911 246 From: Western Ontario Wardens Caucus <kburns@elgin.ca> Sent:Tuesday,April 21,2020 2:21 PM To:Julie Gonyou Subject:Impacts ofCOVID-19 Pandemic on Businesses in Western Ontario w,\ ', "WOWC O II IIII111111111 �� i�� l iiiii1 t,,,i sliiii iiiiii o ° � � ��ta iri The Impacts of COVID-19 Pandemic on Businesses in Western Ontario series of surveys were completed between March 19th -April 10th. A total of 1638 businesses completed these surveys in ten (10) Counties in the Western Ontario region. 55% of the businesses have 4 employees or less. 45% of these businesses will have difficulty making ends meet in the next few months. The most significant supports that businesses are looking for from the Provincial and Federal government are Financial Aid (not in the form of loans) and Employment Insurance supports for staff. 41% of businesses are looking for tax/payment deferral from their municipal government. -.• the Full Survey Western Ontario Wardens' Caucus 1 226-374-6654 wowc.ca 247 ti WCp �� AM �IIIIIIIIIIII �e r Ifs d 1 Y I J � -�j i uuuuumuumiM �� >� Y I III � I /" m �ii��ugaipll �li�llll k Y�r ¢ fir r j � Table of Contents Tableof Contents .................................................................................................................................................................. 2 Summary............................................................................................................................................................................... 3 Q1:Which of the following best describes the impact of COVID-19 on your business right now? ..........................................4 Q2:What measures are you likely to use/need to address the economic impact of the COVID-19 pandemic? ............................................................................................................................................................................ 5 Q3: If you have completed a cash flow projection for the next 6 months,what best describes your situation? ..................................................................................................................................................................................6 Q4:What help do you need from your Provincial and Federal government right now? ...................................................... 7 Q5:What help do you need from your local municipal government right now? ................................................................. 8 Q6:Any other comments—omitted—see local surveys...........................................................................................................X Q7: How many employees work at your company? ..............................................................................................................9 Q8:Where is your business located? -................................................................................................................................10 Q9:What is your email address?—omitted for privacy........................................................................................................ X Q10:What industry is your business part of? ..................................................................................................................... 11 249 Summary The Impacts of COVID-19 Pandemic on Businesses in Western Ontario series of surveys were completed between March 19t" -April 10th A total of 1638 businesses completed these surveys in ten (10) Counties in the Western Ontario region. Of note, 55% of the businesses have 4 employees or less. 45% of these businesses will have difficulty making ends meet in the next few months. The most significant supports that businesses are looking for from the Provincial and Federal government are Financial Aid (not in the form of loans) and Employment Insurance supports for staff. 41% of businesses are looking for tax/payment deferral from their municipal government The following survey summary will be made available to the fifteen (15) member Counties of the Western Ontario Wardens' Caucus for distribution to our provincial and federal representatives. A follow up 2.0 Business Impact Survey was launched on Tuesday, April 14t" by the member Counties of Western Ontario. 2.0 will determine the shift in the economy since the first surveys were completed and the impact on our rural economies from COVID-19. The Eastern Ontario Leadership Council (EOLC) has also shown an interest in the Business Impact survey and may be following suit with similar surveys. Appreciation is extended to Perth County Economic Development &Tourism, for creating the survey and sharing it with the region. Survey Notes For Questions 1-3, results are representative of ten (10) Counties, the remaining questions were representative of eight (8) Counties. Counties that participated in the survey include; Dufferin Elgin G rey Huron Lambton Middlesex Perth Rural Oxford (ROEDC) Tillsonburg Wellington 250 Question #1 Which of' the following best describes the impact of C VI -13 on your business right no IMPACT IS VERY SIGNIFIGNNTANN GltO'U'wtING FAST r f ,IMPACT IS SIGI'~,hIFICANITANIDSTEADILY INCREASING i VMI,PACT IS NOTICEABLE II BIT NOT SIGNIFICANT IMPACT IS LIMITED SO Fad r� o mm---�.............:: �...............................:: m-----...:300 / ----- Which of the following best describes the impact of COVID-19 on 'dour business right now? ,�ououVlGuuuu uuuuuuuuuuuuuuuuuuuuuuuuuuuuuu uuuuuuu uuuuuuuuutltltltltltltltlVuuuuuuuuuuuuuuuuuu dl i j N Impact is limited so far mi Impact is noticeable but net significant IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII i��i��i��i / Impact is significant and steadily i increasing uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu I Iluuuu uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu'u'u N Impact is very significant and growing ffast �1111JiiJJJliiia iai 251 Question #2 What measures are you likely to us,e/need to address the economic impact of the COVI -19 panclermic OTHER('PLEASE SPEC FY) IMPLEMENTING FLEX IBLEWORK HOUIRS/'J ORK FORM I HOMIIE OPTIONS REDUCTIONS IN I HOURS OF OPERATIONI/PRODUIiCTION y HUTPAWNOf OPERATIONS/CLOSED BUSINESS TEMPORARILY ' EMERGENCY LOANIS � LAYOFFS p i �� .. 'hat measures,are you likely to use/need to address the economic impact of the COVID-19, p'andermic IIIIIIIIIII Layoffs IIIIi Emergency loans Shut down,of operations/Closed business temporarily vvvvvvvvvvvvvvvvvuuu'uuuuuuuuuuuuu ,,. in Reductions in hours of ,,, IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII �� operation/production: IIIIIIIIIII Implementing Flexible work hours/work form home options ■Other(please specify) 0/0 /Il UM 252 Question #3 1 If you have completed a cash flow projection for the next 6 months, what best describes your situation?' OTHER(PLEASE SPECIFY) WILL BE OK FOR 6 MONTHS �„ WILL HAVE,OIFFICUIILT'Y MAX ING ENDS MEET IN I A FEW MONTHS TIME 4 hIIEEO HELP IMMIEOIATELf' i / / d if Out 20EI 3 "� i �0 5 Er � / If" you acre co completed a oafs flow projection for t e next months, what best describes your situation? uu I u� � �luuuuuuuuuuu ui4uuuuuuuu IIV uuv uu�uuuu0u8'jjj�r��' uuuuuuupp uuuuuumluuuuumluuuupimluuuuumliuuuuuuluuuuumliuupiumluuuuuml uuuum ��YYhm ( I �� uuuuuuuuuuuuuuuuuuuuuuuu'u,'uuuuuuuuu�uuuuuuuuuuuuuuu uuuu'uu,'uuuuuuuuu�uuuuuuuuuuuuuuu�uuuuu'u,'uuuuuuuuu�°uu II%uu Puuuuuuuuu uim �IIIIIIIIIII feed help immediately uuul of ouuu�ul ul iil mom i mul Will have difficulty making ends meet in fear month: time Will be OK for 16 monithli o/ a ., ::/ IIIIIIIIIIIIII Sher lease specify) ✓s.. 253 Question #4 �.�......................... �.......................�..� What help do you need from your Pro vrinicall and Federal governments right now? NONE YET w PAYMENT DEFERRALS REMIT VNIANICIAL ID/H h I ?+,,,li ND,OUTS/IE IERGENI, Y LOANS, n a 150, 100, 150, 200 250 300, 3504M i ......................................................................................................................................................................... What help o your need from your Provinicail an Feder rall governments rii I t now? r ul IV 6� u�uVi Ilpouuiooumo2r aau� IIIIIIIIIII Cash Hllandouts/Ernergency Loma RE Financial Aid/El` i Ip;�1111 ��Illllllllllllll�upp Rent f »ttttt�111111�»tttl»»,� ti �� lltititititi, »�111� IIIIIIIIIII Payment Deferrals None yet AIII 254 C-uestion # S What do you need from your municipal governmient right now? NIONIIE YET J REMIT �ASfll,H NDOIUTiS/E ^IIERGENII FUNDING TAX/JPAYMIENT DEFERRAL NMI- i i 0 What help do you need from your munic pall government riot now.? uuuulnl Tax/Payment Deferral III Cash Hanr9oults/Emergenicy Funding Bent �� uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuNuuuuuuuu�� uuuuuuuuuuuuuuuuuuuu iIIIII None yet' ................... ... 255 Question # 7 ......... w I How manyernployees wc rl at your ca I ny? 1 ......................... ......... ._.....a_.._. ..... ..�� .,�.� �._.__. ............................................................ --------------------------------- _....__� . 04 549 49 50-99 1009 299 499 59 ANb kj" "Hi" % ..............."I'l""I'll""I'll'll"I'll"I'll",'ll"I'll'll""I'll""I'll",,,'ll"I'll"I'll",'ll"I',,""I'llI..... Hlow many employees work ait your company? uuuuumiiiipu 1111111111110-4 .�� u i uuuugiiipuuuuuuuuuuuuuuuuuuuuuuuuuuuu iiiipuuuuuuuuuuuu uuuuuuuuuuuuuuu iiiipuuuuuuuuuuuu uuuuuuuuuuui uui iiiiiuuuuuuuuu uui wuuuuuuuuuuuuuu'u'uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu'u'uuuuuuuuuuuuuuuuuuu uuuuuuuuuu'u'uuuuuuuuuuuuuuuuuuu uuuuuuuuuu'u'uuuu uuuuuuuuuuuuuuuV „'� J ' i pp O111W5-19 uuuuuuuVuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuVVuuuuuu uuuuuuuuuuuuuuuuuuuu uVVuuuuuuuuuuuuuuuuu uuuuuuuuuuuuVVuuuuuu uuuuuuuuu uIVVVVV 2 0-4 lllllllllu 50-99 uuuuuu 109-299 ■300-499 509 and more Othier/Vounteer IN 256 Question #8 Business Location IV ,,-------- �w,.� . j - �IIIIIIIIIII� ��IIIIOIIOOIIoou o�. I® Dufferin, Elgin iii G re Herron: ��;, IIIIIIIIIIIIII Lamtorm � IIIIIIIIIIII II I" id 'Iese ; ■ Perth 51 IlRq RE D IN Tillson!burg� � ' rri Yrrrrrrrrn " zIN Wellington ��'%, "" ' �� oi�uu'u'uuuuuuuuu uuuuu • '�� 0/0 ��'�i, uuuuuuuu uuuuuuuu uuuuuuu uu uuuuuuuuuuuuuuuuuuuuuuu uuuuuu u�uuuuuu '�� u�� '�, i uuuuuuuui uuuuuuuuui uuuuuuuiuuu uuuuuuuuuuuuuuuuuuuuuuuiuuuuuuuuuuu uuuuuui uuuuuuuuuuuu �i i'a iu uu is EL� 257 Question #10 What industry is your business part of? OTHER(PLEASE SPECIFY) TRANSPORTATION IIIIII PROFESSIONAL SERVICES o RETAIL HEALTHCARE �': ,,'1 CONSTRUCTION TOURISM/HOSPITALITY I I IMALL BUSINESS&ENTREPRENEURSHIP MANUFACTURING&ASSEMBLY AGRI-BUSINESS IU� UUU � U�� 0 50 100 150 200 250 300 350 4Cff i i III „%/ Wheat inlduistry is your business part of? 1 &Agri-Business 1111i Manufacturing&Assembly Small Business&Entrepreneurship IIIIIIIIII Tourism/Hospitality IIIIIIIIIII Construction ■Hlealthcare Retail N Professional Services Transportation tr�� Other(please specify) j" ttttttttttttttttttttttttttt f( i i i 258 Measuring the impacts of COVID-19 on Businesses In an effort to monitor the progression of COVID-19 on local businesses are seeking your assistance in providing high level reporting so that we can advocate on your behalf with all levels of government. Your front-line observations and input are valuable and we appreciate your time in completing this survey. 1. Which of the following best describes the impact of COVID-19 on your business right now? Impact is limited so far Impact is noticeable but not significant Impact is significant and steadily increasing Impact is very significant and growing fast 2. What measures are you likely to use/need to address the economic impact of the COVID-19 pandemic? Layoffs Reductions in hours of operation/production Emergency loans Implementing flexible work hours/work from home options Shut down of operations Other(please specify) 3. If you have completed a cash flow projection for the next 6 months, what best describes your situation? Need help immediately Will have difficulty making ends meet in a few months time Will be OK for 6 months Other(please specify) 4. What help do you need from your Provincial and Federal governments right now? 259 1 5. What help do you need from your local municipal government right now? 6. Any other comments? 7. How many employees work at your company? 8. Where is your business located? 9. What is your email address? 10. What industry is your business part of? Agriculture Healthcare Hospitality Professional Services Retail Manufacturing Construction Transportation Other(please specify) 260 2 wowc �".�h � i t �, � t r„ 1 111 Yr r i- '..Br4. i � '� � ..ae l ��,..,,, w��c,,.l� ll�� ,,...., �� .��1..111 ��... 1 ��/ III , �i�� . .II!, �� f1 I� ��.,,I,l. .,µ kburns@elgin.ca 1 226.374.6654 1 wowc.ca I @wowcinc 261 CLOSED MEETING AGENDA April 28, 2020 Staff Reports: 1) County Solicitor and Director of Engineering — Municipal Act Section 232 (2) (a) the security of the property of the municipality or local board — Mervin Riddell Lease 2) Chief Administrative Officer and Purchasing Coordinator — 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 — Medavie EMS Contract 3) Chief Administrative Officer and Purchasing Coordinator — 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 — Integrity Commissioner and Closed Meeting Investigator Agreement 4) Chief Administrative Officer and Director of Financial Services — 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— Southwestern Integrated Fibre Technology Funding 5) Chief Administrative Officer— Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees, (d) labour relations or employee negotiations (VERBAL) 262