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18 - September 22, 2020 County Council Agenda Package 000* llgin n Table of Contents I. Orders — September 22, 2020... ... ... ... ... ......... ... ... ... ... ... ... ....... ... ... ... .... 2 II. Elgin County Council Minutes — September 8, 2020... ... ... ... ... ... ....... ... ...... 3 III. Reports Index— September 22, 2020... ... ... ... ... ....... ... ......... ... ... ... ... ... .... 16 IV. Report —Tree Commissioner/Weed Inspector Quarterly Report April — June 2020... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 17 V. Report —Administration Policy 1.35 —Visitors and Resident Absences During a Pandemic... ... ... ... ... ... ... ... ... ... ... ... ........ ... ... ... ... ... ... ... ... ... ..... 21 VI. Report — Server Room UPS Review... ... ... ... ... ... ... ... ... ... ........ ... ... ... ... .... 34 VI I. Report — 2019 Annual Report and Audited Financial Statements ... ... ... ... ... 39 Vill. Report — Borrowing By-Law... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... .... 82 IX. Report — Legislative Amendments to the Highway Traffic Act — Off Road Vehicle Use on Public Roads... ... ... ... ... ... ... ... ... ... ... ....... ... ... ... ... ........... 84 X. Report — COVID-19: Body Holding Services... ... ... ... ... ... ... ... ... ... ... ........... 107 XI. Correspondence — Information Index... ... ... ... ... ... ... ... ... ........ ... ... ... ... ...... 111 XI I. Monthly Project Update from SWIFT...... ... ... ... ... ... ... ... ... ... ........................ 112 XIII. Update from the Community Schools Alliance Executive Committee... ... ...... 117 XIV. In-Camera Agenda — September 22, 2020... ... ... ... ... ... ... ... ... ... ... ... ... ... ... 118 XV. By-Law 20-47: By-Law to Amend the Procedural By-Law... ... ... ... ... ... ... ..... 119 XVI. By-Law 20-48: By-Law to Amend and Restate By-Law 20-44... ... ... ... ... ... ... 122 1 1010� E111no . . ORDERS OF THE DAY FOR TUESDAY, September 22, 2020 - 9:00 A.M. ORDER 1 st Meeting Called to Order 2nd Adoption of Minutes 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations 5th Motion to Move Into "Committee Of The Whole Council' 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items 10th Recess 11 th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-laws 14th ADJOURNMENT Video Conference Meeting — IN-PERSON PARTICIPATION RESTRICTED NOTE FOR MEMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: htts://www.facebook.com/E IinCountyAdm in/ Accessible formats available upon request. 2 Page 1 September 8, 2020 Pragres fve by Nature ELGIN COUNTY COUNCIL MINUTES September 8,2020 Council Present: Warden Dave Mennill (in-person) Deputy Warden Duncan McPhail (electronic) Councillor Bob Purcell (electronic) Councillor Sally Martyn (in-person) Councillor Tom Marks(in-person) Councillor Mary French (electronic) Councillor Grant Jones(in-person) Councillor Dominique Giguere (electronic) Councillor Ed Ketchabaw(in-person) Staff Present: Julie Gonyou, Chief Administrative Officer(in-person) Jim Bundschuh, Director of Financial Services (electronic) Stephen Gibson, County Solicitor(in-person) Brian Lima, Director of Engineering Services (electronic) Brian Masschaele, Director of Community and Cultural Services (electronic) Michele Harris, Director of Homes and Senior Services (electronic) Alan Smith, General Manager of Economic Development(electronic) Nancy Pasato, Manager of Planning (electronic) Jennifer Ford, Senior Financial Analyst(electronic) Lisa Czupryna, Senior Financial Analyst(electronic) Katherine Thompson, Supervisor of Legislative Services(in-person) Carolyn Krahn, Legislative Services Coordinator(in-person) 1. CALL TO ORDER Elgin County Council met this 8th day of September, 2020 in the Council Chambers, at the County Administration Building, St. Thomas at 9:00 a.m. with Warden Mennill in the chair. Some Councillors and staff participated electronically by video conference. 2. ADOPTION OF MINUTES Moved by: Councillor Ketchabaw Seconded by: Councillor Jones Resolved that the minutes of the meeting held on August 11, 2020 be adopted as amended. 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. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 3 Page 2 September 8, 2020 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Proclamation—Childhood Cancer Awareness Month—Warden Mennill The Warden proclaimed the month of September as Childhood Cancer Awareness Month in the County of Elgin and commended its thoughtful observance to all citizens of the municipality. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor Marks 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 Martyn 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—August 2020—Warden Mennill The Warden provided County Council with a brief update on his recent activities. The Warden thanked Elgin County staff for their efforts in serving Elgin County and provided an update on County operations. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT the August 315t, 2020 report titled, Warden's Activity Report and COVID-19 Update, submitted by the Warden, be received and filed for information. 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 Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 4 Page 3 September 8, 2020 6.2 Final Plan of Subdivision Approval — Kemsley Farms Subdivision — Manager of Planning The Manager of Planning advised Council that final approval was given for a plan of subdivision in the Municipality of Central Elgin on August 13, 2020. Moved by: Councillor Marks Seconded by: Councillor Ketchabaw RESOLVED THAT the September 8th, 2020 report titled, Final Plan of Subdivision Approval Kemsley Farms Subdivision, submitted by the Manager of Planning, be received and filed for information. 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 Elgincentives Analysis: The Approach — General Manager of Economic Development and Tourism The General Manager of Economic Development and Tourism presented an approach to analyze the performance of the Elgincentives program. The results of the analysis will be presented at the end of the year to help Council determine the extent of the County's future support of the program. Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw RESOLVED THAT the August 315t, 2020, report titled, Elgincentives Analysis: The Approach, submitted by the General Manager of Economic Development, be received and filed for information. 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. 6.4 Modifyinq Name of John Kenneth Galbraith Reference Library, Dutton — Director of Community and Cultural Services The Director of Community and Cultural Services presented a report recommending that the word "Reference" be dropped from the name of the Dutton branch of the Elgin County Library,thereby modifying the name to John Kenneth Galbraith Library, Dutton. 5 Page 4 September 8, 2020 Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT the name of the Dutton branch of the Elgin County Library be modified from John Kenneth Galbraith Reference Library, Dutton to John Kenneth Galbraith Library, Dutton effective immediately. 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. 6.5 2020/21 Ambulance Funding Update—Senior Financial Analyst The Senior Financial Analyst provided Council with an update on the recent announcements regarding funding for Land Ambulance Services communicated from the Province to the County of Elgin. Moved by: Councillor Marks Seconded by: Councillor Jones RESOLVED THAT the August 25th, 2020 report titled, 2020/2021 Ambulance Funding Update, submitted by the Financial Analyst, be received and filed; and THAT the 2020 budget for Provincial Funding of Land Ambulance be updated as outlined in the report titled, 2020/21 Ambulance Funding Update. 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 Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.6 Homes — Long-Term Care (LTC) Changes in 2020-2021 Funding — Senior Financial Analyst The Senior Financial Analyst provided an overview of the total 2020 per diem funding changes for base level of care and project funding as announced by the Ministry of Health and Long-Term Care. Moved by: Councillor Martyn Seconded by: Councillor Purcell 6 Page 5 September 8, 2020 RESOLVED THAT the August 215t, 2020, report titled, Homes—Long-Term Care (LTC) Changes in 2020-2021 Funding, submitted by the Senior Financial Analyst, Director of Financial Services and Director of Homes& Senior Services, be received and filed for information. 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. 6.7 July 2020 Financial Update—Director of Financial Services The Director of Financial Services presented a financial update for July 2020. The budget comparison for the County shows unfavourable performance of$39,000 for the month of July, primarily the result of COVID-19 costs, bringing year-to-date favourable performance to$302,000. Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT the August 28, 2020, report titled, July 2020 Financial Update, submitted by the Director of Financial Services, be received and filed for information; and, THAT borrowing By-Law No. 20-44 be approved to submit a long-term financing application with Ontario Infrastructure and Lands Corporation (OILC)for$12 million; and, THAT a debenture by-law for the first installment of$6 million be brought forward to the September 22, 2020 Council meeting for Council approval; and, THAT a debenture by-law for the second installment of$6 million be brought forward to a November, 2020 Council meeting for Council approval. 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. Page 6 September 8, 2020 6.8 Administration Building Accessibility Elevator Addition — Director of Engineering Services The Director of Engineering Services presented a report seeking Council's approval to re-engage the services of L360 Architecture to prepare construction and building permit application design drawings, tender documentation, and provide contract administration services associated with the Administration Building southeast and northeast elevator additions, and front entrance accessibility upgrades. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT L360 Architecture be retained to review, revise, and update the 2012 Administration Building Southeast Elevator Addition construction and permit plans previously prepared, to comply with all applicable provincial codes, legislation, and standards. In addition, that L360 Architecture provide all the services to the County of Elgin as set out in their January 30th, 2020 fee proposal in the amount of$58,255.00 (excluding HST); and, THAT L360 Architecture also prepare new construction and permit plans for the Administration Building Northeast Elevator Addition. In addition, that L360 Architecture provide all the services to the County of Elgin as set out in their January 30th, 2020 fee proposal in the amount of$81,020.00 (excluding HST); and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the proposal service agreement. 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 Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.9 Engineering Services for the Port Bruce Bridge Replacement Expanded Scope of Work—Director of Engineering Services The Director of Engineering Services presented a report regarding the expanded scope of work for the Port Bruce Bridge replacement. Additional archaeological assessment requirements and ongoing delays associated with material delivery resulting from the COVID-19 pandemic require an increase to the scope of engineering services for the balance of the construction project. Moved by: Councillor Giguere Seconded by: Councillor Martyn RESOLVED THAT the August 315t, 2020 report titled, Engineering Services for the Port Bruce Bridge Replacement Expanded Scope of Work, submitted by the Director of Engineering Services, be received and filed; and, THAT the provision of engineering services associated with the Port Bruce Bridge Replacement previously awarded to K. Smart Associates Limited Consulting Engineers and Planners be increased in the amount of$119,585.77(excluding HST). 8 Page 7 September 8, 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 Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.10 Elgin/Graham Scott Enns LLP — Short Term Rental — Storage Room 343-A — County Solicitor and Director of Engineering Services The County Solicitor presented a report regarding the short-term rental of Room 343-A in the County Administration Building to Graham Scott Enns LLP, specifically for the period August 1, 2020 to July 21, 2021, and for the sole purpose of storage, to facilitate renovation of its offices to accommodate social distancing amongst its employees. Moved by: Councillor Marks Seconded by: Councillor Jones RESOLVED THAT, for the period August 1, 2020 to July 31, 2021, and at a basic annual rent of$936.00, County Council approve the short-term rental of Room 343- A in the County Administration Building, 450 Sunset Drive, St. Thomas, Ontario, to Graham Scott Enns, for the sole purpose of temporary storage space; and, THAT, County Council approve incorporation of the terms and conditions of such short-term rental arrangement into a Memorandum of Understanding prepared by the County Solicitor; and, THAT, County Council authorize the Warden and Chief Administrative Officer to execute such Memorandum of Understanding prepared by the County Solicitor. 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 Connectivity Committee Appointment—Supervisor of Legislative Services and Community Relations The Supervisor of Legislative Services and Community Relations presented a report recommending that Council consider appointing Joshua Kiirya as a Community Member on the Connectivity Committee. 9 Page 8 September 8, 2020 Moved by: Councillor Marks Seconded by: Councillor Ketchabaw RESOLVED THAT the August 29th, 2020, report titled, Connectivity Committee Appointment, submitted by the Supervisor of Legislative Services and Community Relations, be received and filed for information; and, THAT Joshua Kiirya be appointed as a Community Member of the Connectivity Committee. 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. 6.12 Environmental Advisory Committee Appointments—Supervisor of Legislative Services and Community Relations The Supervisor of Legislative Services and Community Relations presented a report regarding six(6) applications received for the Environmental Advisory Committee. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT the August 25th, 2020, report titled, Environmental Advisory Committee Appointments, submitted by the Supervisor of Legislative Services and Community Relations, be received and filed for information; and, THAT Robert Braam, Sarah Emons, Primrose Kisuule, Kim Smale, Ray Price, and Michaela Lenz be appointed as members of the Environmental Advisory Committee. 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. 10 Page 9 September 8, 2020 6.13 Bill 197,COVID-19 Economic Recovery Act,2020 Changes to the Municipal Act and Elgin County Procedural By-law—Supervisor of Legislative Services and Community Relations The Supervisor of Legislative Services and Community Relations presented an overview of the changes made to Schedule 12 of the Municipal Act, 2001, specifically electronic participation in meetings and proxy voting. Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw RESOLVED THAT the August 24th, 2020, report titled, Bill 197, COVID-19 Economic Recovery Act, 2020 Changes to the Municipal Act and Elgin County Procedural By-law, submitted by the Supervisor of Legislative Services and Community Relations, be received and filed for information; and, THAT Council of the County of Elgin approve amendments to the Procedural By- Law to provide for the continued option of electronic participation after the Elgin County State of Emergency is lifted; and, THAT Elgin County Council forgo the inclusion of proxy voting in the Procedural By- Law. 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. 6.14 Integrity Commissioner/Closed Meetinq Investigator/Ombudsman Agreement Extension with Independent Resolutions Inc. — Supervisor of Legislative Services and Community Relations The Supervisor of Legislative Services and Community Relations presented a report on the extension of the current contract with Independent Resolutions Inc. as Integrity Commissioner/Closed Meeting Investigator/Ombudsman for the County of Elgin effective January 1, 2021 until December 31, 2022. Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT the September 1st, report titled, Integrity Commissioner/Closed Meeting Investigator/Ombudsman with Independent Resolutions Inc., submitted by the Supervisor of Legislative Services and Community Relations, be received and filed for information; and, THAT Elgin County Council enact By-Law No. 20-45, being a by-law to amend By- Law No. 17-42 and extend the appointment of Independent Resolutions Inc. as the Integrity Commissioner, Closed Meeting Investigator and Ombudsman for the County of Elgin; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the agreement. 11 Page 10 September 8, 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 Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.15 COVID-19 Emergency Team Planning—August Update —Chief Administrative Officer The Chief Administrative Officer presented the August update on the County's COVID-19 response and commended staff for adapting well to the hybrid approach to service, which allows staff to split their time between working remotely and working from a County facility. Moved by: Councillor Jones Seconded by: Councillor Giguere RESOLVED THAT the September 1, 2020, report titled, COVID-19 Emergency Team Planning—August Update, submitted by the Chief Administrative Officer, be received and filed for information. 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. 7. COUNCIL CORRESPONDENCE 7.1 Items for Information (Consent Agenda) 7.1.1 The Minister of Municipal Affairs and Housing with a letter regarding funding from the federal-provincial Safe Restart Agreement. 7.1.2 The Minister of Agriculture, Food and Rural Affairs with a letter regarding the Security from Trespass and Protecting Food Safety Act, 2020. 7.1.3 Consultant Project Manager, CIMA+, and Director of Engineering Services with a Notice of Online Public Information Centre regarding the Meeks Bridge Replacement—Municipal Class Environmental Assessment Study. 7.1.4 The Municipality of Chatham-Kent with a resolution regarding Emancipation Day in Canada. 12 Page 11 September 8, 2020 7.1.5 SWIFT with their Monthly Project Update for July 2020. 7.1.6 Western Ontario Wardens' Caucus with their August 2020 Update. 7.1.7 The County of Elgin Homes with their September Newsletter. 7.1.8 The Rural Initiatives/Planning Advisory Committee with Draft Minutes from their August 26th Meeting. 7.1.9 The Terrace Lodge Redevelopment Fundraising Committee with Draft Minutes from their August 24th Meeting. Moved by: Councillor Jones Seconded by: Councillor Martyn Resolved that Correspondence Items#1-9 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. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Councillor Marks announced his intention to run for the position of Warden for 2021. 8.2 Notice of Motion None. 8.3 Matters of UrgencV None. 9. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Ketchabaw Seconded by: Councillor Jones 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 Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes 13 Page 12 September 8, 2020 Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 10. CONSIDERATION OF BY-LAWS 10.1 By-Law 20-44—Approving the Submission of an Application to Ontario Infrastructure and Lands Corporation BEING a By-Law to Approve the Submission of an Application to Ontario Infrastructure and Lands Corporation ("OILC")for the Long-Term Financing of Certain Capital Work(s) of the County of Elgin (the"Municipality")- and to Authorize the Entering into of a Rate Offer Letter Agreement Pursuant to which the Municipality Will Issue Debentures to OILC. Moved by: Councillor Jones Seconded by: Councillor Martyn Resolved that By-Law No. 20-44 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 Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 10.2 By-Law 20-45—Extending the Appointment of Independent Resolutions Inc. BEING a By-Law to Amend By-Law No. 17-42 and Extend the Appointment of Independent Resolutions Inc. as the Integrity Commissioner, Closed Meeting Investigator and Ombudsman for the County of Elgin Pursuant to Sections 8, 9, 10, 11, 223.3, 223.13 and 239.2 of The Municipal Act, 2001, S.O. 2001, C.25, as amended. Moved by: Councillor Marks Seconded by: Councillor Ketchabaw Resolved that By-Law No. 20-45 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 Yes Malahide Warden Dave Mennill Yes 14 Page 13 September 8, 2020 9 0 0 - Motion Carried. 10.3 By-Law 20-46—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 September 8, 2020 Meeting. Moved by: Councillor Jones Seconded by: Councillor Martyn Resolved that By-Law No. 20-46 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 Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 11. ADJOURNMENT Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that we do now adjourn at 9:54 a.m. to meet again on September 22, 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 Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 15 REPORTS OF COUNCIL AND STAFF September 22, 2020 Staff Reports —ATTACHED Tree Commissioner/Weed Inspector— Quarterly Report April — June 2020 Director of Homes and Seniors Services —Administration Policy 1.35 —Visitors and Resident Absences During a Pandemic Manager of Information Technology — Server Room UPS Review Director of Financial Services — 2019 Annual Report and Audited Financial Statements Director of Financial Services — Borrowing By-Law Director of Engineering Services — Legislative Amendments to the Highway Traffic Act - Off Road Vehicle Use on Public Roads Chief Administrative Officer— COVID-19: Body Holding Services 16 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt a, FROM: Jeff Lawrence Tree Commissioner/Weed 1011111111 Inspector . .. DATE: July 21St, 2020 �, e.r ;„ r �u ,z Progressive by Nature SUBJECT: Tree Commissioner/Weed Inspector Quarterly Report April - June 2020 RECOMMENDATION: THAT the July 21St, report titled, Tree Commissioner/Weed Inspector Quarterly Report April - June 2020, submitted by the Tree Commissioner/Weed Inspector, be received and filed for information. INTRODUCTION: The following is a summary of activity related to the Elgin Woodlands Conservation By- Law for the period of April 1, 2020 to June 30, 2020 and weed inspection activity for the second quarter. DISCUSSION: Logging Activity/Applications to Harvest: A total of 17 applications to harvest were submitted from April 1, 2020 to June 30, 2020. Applications were filed by municipality as follows: West Elgin-8, Dutton/Dunwich-1, Southwold-2, Central Elgin-0, Malahide-5, and Bayham-1. The total volume for harvest was approximately 455 thousand board feet. The total forested area involved in these harvests was approximately 525 acres. Applications for Woodland Clearings: One (1) application to clear a portion of woodlands within the county was received in the second quarter of 2020, for a total area to be cleared of 0.6 hectares (-1.5 acres). The application is still within the public consultation phase of review. 17 IIII,��I�1011l�alulur«uf,,. 2 Weed Complaints, Orders and Updates: Four (4) weed complaints were received in the second quarter of 2020. Two (2) of the complaints were for weeds not regulated by the Weed Control Act. One of the complaints resulted in the identification of a new Giant Hogweed site in the Port Bruce area. Steps have already been undertaken to destroy the Giant Hogweed. The remaining complaint resulted in two (2) adjacent landowners voluntarily destroying Poison Hemlock on their Malahide properties. For both the Giant Hogweed site and the Poison Hemlock sites, future monitoring and weed destruction efforts will be required over the next several years. Industry News: Giant Hogweed and Wild Parsnip are two of the weeds in the Carrot family (Apiaceae) on the Ontario Schedule of Noxious Weeds that tend to receive plenty of media coverage. As many Council members will know, getting the sap of these two plants on your skin and exposing that skin to sunlight can lead to severe burns in that area of exposure. Poison Hemlock is another member of the Carrot family on the Ontario Schedule of Noxious Weeds that also deserves some attention, as it is one of the most poisonous plants in Ontario. Consuming small quantities of this plant can be fatally toxic to many animals, including humans. F. 18 IIII,��I�1011l�alulur«uf,,. 3 Poison Hemlock tends to prefer moist soil conditions but will also do well in disturbed soil conditions. It is a fairly tall plant (anywhere from 6-10 feet) and tends to bloom in the late spring and early summer. Although it differs in size, the white Poison Hemlock flower is similar in shape to the Giant Hogweed, Wild Parsnip and the more common Wild Carrot flowers. It can be distinguished from other members of the Carrot family by its distinctively smooth stems with purple blotches and its finely divided leaves. Interested Council members can obtain additional information on Poison Hemlock at the following sites: http://www.omafra.gov.on.ca/english/crops/facts/ontweeds/poison_hemlock.htm https://www.fs.usda.gov/lnternet/FSE DOCUMENTS/ste1prdb5410121.pdf http://ipm.ucanr.edu/PDF/PESTNOTES/pnpoisonhemlock.pdf FINANCIAL IMPLICATIONS: None. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ® Fostering a healthy now and in the future. ways of addressing environment. community need. ® Delivering mandated ® Enhancing quality of programs and services ❑ Engaging with our place. efficiently and community and other effectively. stakeholders. 19 IIII,��I�1011l�alulur«uf,,. 4 LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: The above report details the activities of the Tree Commissioner/Weed Inspector for the period of April — June 2020. All of which is Respectfully Submitted Approved for Submission Jeff Lawrence Julie Gonyou Tree Commissioner/Weed Inspector Chief Administrative Officer Quarterly Report April — June 2020 20 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL All FROM: Michele Harris, Director of Homes and Seniors Services E1WnCo/,,,,.,,;,. % 1 y. DATE: September 15, 2020 Progressive by Nature SUBJECT: Homes —Administration Policy 1.35 — Visitors and Resident Absences During a Pandemic RECOMMENDATION: THAT the report titled: "Homes —Administration Policy 1.35 —Visitors and Resident Absences During a Pandemic" dated September 15, 2020 be received and filed; and, THAT Council approve the Homes —Administration Policy 1.35 —Visitors and Resident Absences During a Pandemic policy. INTRODUCTION: Visits to, and absences from, long-term care homes (LTCHs) across the province were suspended at the onset of the COVID-19 pandemic. A measured and cautious approach, by public health, Ministry of Long-Term Care and LTCHs, to resume visits has been in place including, but not limited to, virtual, window, outdoor and indoor visits. Allowing visitors is intended to support the emotional well-being of residents by reducing any potential negative impacts related to social isolation. On August 28, 2020, the Ministry of Long-Term Care (MOLTC) announced changes to short stay absences (for those who leave the Home for health-care related, social, or other reasons) and temporary absences (for those who leave the Home for one or more nights). On September 2, 2020, the MOLTC released a document called "Resuming Visits in Long-Term Care Homes" announcing changes to visitor guidelines within Long- Term Care Homes. DISCUSSION: COVID-19 Directive #3 for LTCH's under the LTCH Act, 2007 issued by the Chief Medical Officer of Health establishes requirements for visits to, and absences from, LTCHs. 21 IIII,��I�1011l�alulur«uf,,. 2 It is a requirement under the Long-Term Care Homes Act, 2007 and Ontario Regulations 79/10 to ensure infection prevention and control best practices, policies and procedures are in place to prevent infectious disease transmission with all care and services, including visiting and absences. Elgin County's Long-Term Care Homes continue to work closely with Southwestern Public Health to assess and improve preparedness for responding to COVID-19 including the development/implementation of policies and procedures to support the resumption of essential visitors, general visitors and short stay/temporary absences. A draft policy "Homes —Administration Policy 1.35 —Visitors and Resident Absences During a Pandemic" is attached for your reference and outlines the requirements for visits to, and absences from, Elgin County Long-Term Care Homes. The draft policy provides opportunities for visitors to attend the Home, and residents to access absences from the Home, while working to support the safety of residents, visitors and staff during a pandemic. FINANCIAL IMPLICATIONS: County of Elgin LTCH staff will provide support, screening and education for staff, residents and visitors regarding absences and visits through the MOLTC COVID-19 prevention and containment funding. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ® Exploring different ® Fostering a healthy now and in the future. ways of addressing environment. community need. ® Delivering mandated ® Enhancing quality of programs and services ® Engaging with our place. efficiently and community and other effectively. stakeholders. 22 IIII,��I�1011l�alulur«uf,,. 3 LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: Once approved, the "Homes —Administration Policy 1.35 —Visitors and Resident Absences During a Pandemic" will be made available on the County of Elgin Homes website for families and visitors; and, through communication and mandatory education for County of Elgin LTCH staff. CONCLUSION: The "Homes —Administration Policy 1.35 —Visitors and Resident Absences During a Pandemic" was drafted to meet the requirements of COVID-19 Directive #3 for LTCH's; and, to provide opportunities for visitors to attend the Home, and residents to leave for short stay/temporary absences while supporting the safety of residents, visitors and staff during a pandemic. All of which is Respectfully Submitted Approved for Submission Michele Harris Julie Gonyou Director of Homes and Seniors Services Chief Administrative Officer 23 X4,I Y E1g11 D!JA "'rr HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration SUBJECT: Visitors and Resident Absences During a Pandemic APPROVAL DATE: September 2020 REVIEW DATE: Page 1 of 10 POLICY: During a pandemic (e.g. COVID-19), visits to the Home, and absences from the Home, will be guided by ministry directives (e.g. COVID-19 Directive 43), Long-Term Care Home Act, 2007 and related legislation, and local/regional public health unit guidance (including consideration to local disease transmission and activity). PURPOSE: To provide opportunities for visitors to attend the Home, and residents to leave the Home, while ensuring the safety of residents and staff during a pandemic. Guiding Principles: This policy is guided by the following principles: • Safety—Any approach to visiting must balance the health and safety needs of residents, staff, and visitors, and ensure risks are mitigated. • Emotional Well-Being—Allowing visitors is intended to support the emotional well- being of residents by reducing any potential negative impacts related to social isolation. • Equitable Access—All residents must be given equitable access to receive visitors, consistent with their preferences and within reasonable restrictions that safeguard residents. • Flexibility—The physical/infrastructure characteristics of the home, its staffing availability, whether the home is in an outbreak and the current status of the home with respect to personal protective equipment(PPE) are all variables considered in the development of this policy. • Equality—Residents have the right to choose their visitors. In addition, residents and/or their substitute decision-makers have the right to designate caregivers. Visitors should consider their personal health and susceptibility to the virus in determining whether visiting a LTC home is appropriate. Further, Homes will maintain a list of visitors that is available for staff to access. 24 X4,I Y HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration SUBJECT: Visitors and Resident Absences During a Pandemic APPROVAL DATE: September 2020 REVIEW DATE: Page 2 of 10 PROCEDURE: 1. Short Stay Absence Guidelines: • Residents may leave the Home's property for a short stay absence for health care-related, social or other reasons • Does not include overnight stay, with the exception of a single-night emergency room visit • Short stay absences must be pre-arranged/scheduled at least 24 hours in advance of the absence, and must include the nature of the absence, the date of the absence, duration, the location(s)where the resident will be going; and the individuals the resident will be interacting with • A risk assessment will be completed prior to the short stay absence. If the planned absence is deemed to put the resident at risk for exposure, the family member/friend will be asked to make alternative arrangements for the short stay absence • For those residents capable of making their own decisions regarding a short stay absence, the resident must agree to the absence • All family members or friends must self-screen for COVID-19 symptoms prior to picking up the resident. If family members/friends fail the self-screen, the outing must be rescheduled • The individual who is taking the resident out will be required to have tested negative for COVID-19 within the previous 14-day period prior to the outing, and not subsequently tested positive • Family member(s)/friend(s) arriving at the Home will not enter the Home, but will be actively screened prior to the commencement of a short stay absence • Once the family member(s)/friend(s) have passed active screening, the resident will be brought to the front entrance/lobby by Home staff • Resident must pass active screening prior to leaving the Home for a short stay absence • Resident must be provided with a medical mask to be worn at all times when outside of the home (if tolerated) • Medications provided as per pharmacy leave of absence policy • Residents, family and friends are to be reminded about the importance of public health measures including physical distancing, hand hygiene, mask etiquette, respiratory etiquette, social circles, etc. 25 X4,I Y HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration SUBJECT: Visitors and Resident Absences During a Pandemic APPROVAL DATE: September 2020 REVIEW DATE: Page 3 of 10 • Upon return to the home, the resident must be actively screened but is not required to self-isolate (unless any high-risk activity/symptoms/known exposure during short stay absence) • The resident will be tested for COVID-19 with the next round of routine testing following the outing • Any care packages/items returned with the resident must follow guidelines —i.e. no homemade food, fresh fruit or vegetables; and, all items must be presented to the screener for disinfection, etc. • The Home reserves the right to cancel any future requests for short stay absences should it be deemed that the resident and/or the responsible family member are not following public health/ministry standards which potentially puts the resident at risk for exposure • Short stay absences will be cancelled in the event of an outbreak at the Home and/or as per ministry/public health direction 2. Temporary Absence Guidelines: • Residents may leave the Home's property for a temporary absence (one or more nights) for personal reasons • Temporary absences must be pre-arranged/scheduled at least 5 days in advance of the absence; and must include the nature of the absence, the date of departure, duration, location(s)where the resident will be going; and the individuals the resident will be interacting with • Medications provided as per pharmacy leave of absence policy • Homes management(Manager of Resident Care/designate) must review and approve all temporary absences based on a case by case risk assessment considering, but not limited to, the following: o The Home's ability to support self-isolation for 14 days upon the resident's return o Local disease transmission and activity o The risk associated with the planned activities that will be undertaken by the resident while out of the Home o The resident's ability to comply with local and provincial policies/bylaws • If the Home denies a temporary absence request, the Home will communicate to the resident/substitute decision maker in writing, including the rationale for the decision 26 X4,I Y E1g11 D!JA "'rr HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration SUBJECT: Visitors and Resident Absences During a Pandemic APPROVAL DATE: September 2020 REVIEW DATE: Page 4 of 10 • For those residents capable of making their own decisions regarding a temporary absence, the resident must agree to the absence, and the 14 days self-isolation upon return to the Home • All family members or friends must self-screen for COVID-19 symptoms prior to picking up the resident. If family members/friends fail the self-screen, the outing must be rescheduled • The individual who is taking the resident out will be required to have tested negative for COVID-19 within the previous 14-day period prior to the outing, and not subsequently tested positive • Family member(s)/friend(s) arriving at the Home will not enter the Home, but will be actively screened prior to the commencement of a temporary absence • Once the family member(s)/friend(s) have passed active screening, the resident will be brought to the front entrance/lobby • Resident must pass active screening prior to leaving the Home for a temporary absence • Resident must be provided with a medical mask to be worn at all times when outside of the home (if tolerated). Family members will be required to provide additional personal protective equipment as required during the temporary absence • Residents, family and friends are to be reminded about the importance of public health measures including physical distancing,hand hygiene, mask etiquette, respiratory etiquette, social circles, etc. • Upon return to the home, the resident must be actively screened and the resident will be required to self-isolate for 14 days • The resident will be required to be tested for COVID-19, 72 hours upon return from the temporary absence (or upon return to the Home if the resident is symptomatic/known exposure during temporary absence) • Any care packages/items returned with the resident must follow guidelines —i.e. no homemade food, fresh fruit or vegetables; and, all items must be presented to the screener for disinfection, etc. • The Home reserves the right to cancel any future requests for temporary absences should it be deemed that the resident and/or the responsible family member are not following public health/ministry standards which potentially puts the resident at risk for exposure • Temporary absences will be cancelled in the event of an outbreak at the Home and/or as per ministry/public health direction 27 X4,I Y HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration SUBJECT: Visitors and Resident Absences During a Pandemic APPROVAL DATE: September 2020 REVIEW DATE: Page 5 of 10 3. Visiting Guidelines: • Visits will be made available according to local/regional public health and provincial ministry guidelines/direction and will be offered equitably to all residents • Types of visits may include: virtual, window, outdoor, and indoor • Homes have the discretion to determine where general visits may be held(e.g. dedicated outdoor area, inside the resident's room, specified indoor area, etc.). In determining the location of visits, Homes will consider: o Staffing capacity for transferring residents into and out of the visiting location, and escorting visitors to the visiting location o Space available in the location for physical distancing • Signage will be posted indicating maximum room/area capacity • Visitors are to visit one resident only and are not to interact with other residents/visitors of the Home • Visitors are provided with Infection Prevention and Control (IPAC) education on hand hygiene,physical distancing, mask etiquette • Visitors will be provided guidance related to movement throughout the Home; which may include staff escort to and from designated visit area(s) • Visitor washrooms are for emergency use only; and will be designated • Homes are not required to supervise visits but have the discretion to do so in order to manage health and safety during visits • Any supervision of visits should respect the resident's right to communicate in confidence, receive visitors of their choice and consult in private with any person without interference • Homes have the discretion to require visits by general visitors to be: o Scheduled in advance o Limited in time,provided the visit is at least 30 minutes, starting from the time the visitor and resident have arrived in the visiting area o Limited in frequency,provided a resident receives at least one visit per week o In any appropriate area of the Home (e.g. dedicated outdoor area, resident room, specified indoor area, etc.) • Homes have discretion to manage visits as appropriate to balance the safety of residents, staff, and visitors with the needs of the Home and its residents 28 X4,I Y HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration SUBJECT: Visitors and Resident Absences During a Pandemic APPROVAL DATE: September 2020 REVIEW DATE: Page 6 of 10 Non-adherence by Visitors: • The following are procedures for responding to non-adherence by visitors in the Home: o Support visitors in understanding and adhering to the Home's visitor policy o Recognize visits as critical to supporting a resident's care needs and emotional well-being o Consider the impact of discontinuing visits on the resident's clinical and emotional well-being o Reflect and be proportionate to the severity of the non-adherence o Where the Home ends a visit or temporarily prohibits a visitor, specifies any education/training the visitor may need to complete before visiting the Home again o Protect residents, staff and visitors in the Home from the risk of COVID-19 Ending a Visit • Homes may end a visit after repeated non-adherence,provided: o Home has explained the applicable requirement to the visitor o The visitor has been given sufficient time and resources to adhere to the requirement(e.g. there is sufficient space to physically distance) Temporarily Prohibiting a Visitor • Homes have the discretion to temporarily prohibit a visitor in response to repeated and flagrant non-adherence with the Home's visitor policy. In exercising this discretion, Homes should consider whether the non-adherence: o Can be resolved successfully by explaining and demonstrating how the visitor can adhere to the requirements o Is within requirements that align with instruction in Directive 43 and guidance in this policy o Negatively impacts the health and safety of residents, staff and other visitors in the home o Is demonstrated continuously by the visitor over multiple visits o Is by a visitor whose previous visits have been ended by the home Any decision to temporarily prohibit a visitor should: o Be made only after all other reasonable efforts to maintain safety during visits have been exhausted o Stipulate a reasonable length of the prohibition 29 X4,I Y HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration SUBJECT: Visitors and Resident Absences During a Pandemic APPROVAL DATE: September 2020 REVIEW DATE: Page 7 of 10 o Clearly identify what requirements the visitor should meet before resuming visits (e.g. reviewing the Home's visitor policy, reviewing Public Health Ontario resources, etc.) o Be documented by the Home • Where the Home has temporarily prohibited a caregiver, the resident and/or their SDM may need to designate an alternate individual as caregiver to help meet the resident's care needs. • Essential visitors o Essential visitors defined as including a person performing essential support services (e.g. food delivery, inspector, maintenance, or health care services (e.g. phlebotomy) or a person visiting a very ill or palliative resident o Essential visitors include support workers and caregivers. However, an essential visitor does not need to be a support worker or caregiver, as long as they meet the definition o Support worker is a type of essential visitor who is visiting to perform essential support services for the Home or for a resident at the Home (physicians, nurse practitioners, maintenance workers or a person delivering food,provided they are not staff of the Home as defined within the Long-Term Care Home Act) o Caregiver_ is a type of essential visitor who is ■ Designated by the resident and/or their substitute decision maker; and ■ Visiting to provide direct care to the resident(e.g. supporting feeding, mobility,personal hygiene, cognitive stimulation, communication, meaningful connection and assistance in decision making) ■ Examples of caregivers include family members who provide meaningful connection, a privately hired caregiver,paid companions and translators o A maximum of 2 caregivers may be designated per resident at a time o Caregivers must be at least 18 years of age o The decision to designate an individual as a caregiver is entirely the decision of the resident and/or their substitute decision-maker(SDM) o Caregiver designations will be documented o A resident and/or their SDM may change a designation in response to a change in the resident's care needs that is reflected in the plan of care; availability of a designated caregiver, either temporary (e.g. illness) or permanent o A maximum of 2 caregivers per resident may visit at a time 30 X4,I Y E1g11 D!JA "'rr HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration SUBJECT: Visitors and Resident Absences During a Pandemic APPROVAL DATE: September 2020 REVIEW DATE: Page 8 of 10 o One essential visitor may be permitted if the Home is in outbreak, or, the resident is self-isolating or symptomatic pending the direction of local public health o Where a support person requires immediate access to the Home in an emergency situation, the Home does not need to ask for a verbal attestation for a negative COVID-19 test result o Homes are responsible for providing surgical/procedure masks, gloves, gowns, and eye protection (i.e. Face shield or goggles)for essential visitors as required • General Visitors o A general visitor is a person who is not an essential visitor and is visiting: ■ To provide non-essential services, who may or may not be hired by the Home or the resident and/or their substitute decision-maker; and/or ■ For social reasons (e.g. family member or friends)that the resident or their substitute decision-maker assess as different from direct care, including care related to cognitive stimulation, meaningful connection, and relational continuity o A maximum of 2 general visitors per resident may visit at a time o General visitors younger than 14 years of age should be accompanied by an adult o General visitors are not permitted if the Home is in outbreak or the resident is self-isolating or symptomatic • Prior to visiting any resident for the first time, monthly, and as required/identified, the Home will provide training to caregivers that addresses how to safely provide direct care, including putting on and taking off required personal protective equipment(PPE) and hand hygiene • Homes may not require a person visiting an ill or palliative resident to verbally attest to a negative COVID-19 test result given the urgency of the situation • Homes are responsible for providing surgical/procedure masks for general visitors for indoor visits • General visitors are responsible for bringing their own cloth mask or face covering for outdoor visits 31 X4,I Y HOMES AND SENIORS SERVICES �r�-ra�ssP Pr> a�c! POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration SUBJECT: Visitors and Resident Absences During a Pandemic APPROVAL DATE: September 2020 REVIEW DATE: Page 9 of 10 Screening Measures for Visitors Measures Applicable To Active screening on entry for symptoms All types of visitors, including short stay and exposures for COVID-19, including and temporary absences temperature checks Attest to not be experiencing any of the All types of visitors, including short stay typical and atypical symptoms and temporary absences Verbally attest to the Home that they have Support workers tested negative for COVID-19 within the Caregivers previous two weeks and not subsequently General visitors visiting indoors tested positive Individual picking resident up for short stay and temporary absences Verbally attest that, in the last 14 days, Caregivers they have not visited another home in an General visitors —indoor and outdoor outbreak or a resident who is self-isolating Individual picking resident up for short or symptomatic stay and temporary absences Prior to visiting any resident for the first All types of visitors; including individuals time, and at least once every month taking resident out for short stay and thereafter, verbally attest to the Home that temporary absences they have read/re-read the Home's visitor policy • Education • Public Health Ontario resources should be made available as education on Infection Prevention and Control (IPAC) and Personal Protective Equipment(PPE) as follows: Caregivers General Visitors Document: Recommended steps: Putting Document: Recommended steps: Putting on PPE on PPE Video: Putting on Full PPE Video: Putting on One-Piece Facial Protection 32 X4,I Y HOMES AND SENIORS SERVICES �r�-rassP Pr> ac! POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration SUBJECT: Visitors and Resident Absences During a Pandemic APPROVAL DATE: September 2020 REVIEW DATE: Page 10 of 10 Video: Taking off Full PPE Video: Taking off One-Piece Facial Protection Video: How to Hand Wash Video: How to Hand Wash References: 1. Ministry of Long-Term Care: "Resuming Visits in Long-Term Care Homes"Released September 2, 2020 2. COVID-19 Directive 43 for Long-Term Care Homes under the Long-Term Care Homes Act, 2007; Date of Issuance: August 28, 2020 33 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL All FROM: Al Reitsma, Manager of Information mi Technology .n' ,' r % 1 y DATE: September 22"d, 2020 Progressive by Nature SUBJECT: Server Room UPS Review RECOMMENDATION: THAT the incremental cost of $10,264 (plus taxes) to install a server room UPS capable of providing 222 minutes of runtime be added to the IT capital budget in 2021; and, THAT the cost of installing the electrical circuit required to locate the server room UPS in the Administration Building basement, estimated at from $6,500 to $7,500 be added to the 2021 administration building maintenance budget; and, THAT the incremental cost of $7,000 for regular battery maintenance every five (5) years be added to the IT capital budget starting in 2026. INTRODUCTION: On March 29t" a hydro outage at the County of Elgin Administration Building eventually caused a loss of computing services including internet access. This report provides a high-level review of the incident, the effects on IT equipment and recommendations to lessen the impact of any future such incident. DISCUSSION: The County of Elgin Administration Building, including the server room, is backed up from a hydro outage by an emergency generator. There is a very brief period of time between when the generator detects a power failure and the time it begins to supply power to the building. During that brief period of time an uninterruptable power supply (UPS) located in the server room provides power to servers and communications equipment in the server room. During normal operations the UPS monitors and 34 IIII,��I�1011l�alulur«uf,,. 2 conditions the power supply into the server room to insure a consistent and even power supply. In the event that the emergency generator is incapable of providing electricity, the UPS provides approximately 55 minutes of power. The UPS is configured to notify IT staff by email when the UPS starts and stops supplying power. In the case of an emergency generator failure the server rooms cooling system would not be functional, in which case the server room would reach critically high temperatures well before the UPS batteries are drained. Once the temperature in the server room reaches 85 degrees, a high temperature alarm is triggered and Engineering/IT staff are notified via a phone call from the monitoring company (RMB). Servers are configured to automatically shut down when the internal server temperature reaches 107 degree in order to safeguard them from damage due to excessive heat. The hydro outage on March 29t" was unusual. When the emergency generator detected a power issue, it failed to start due to the fluctuation of the different phases, only 1 of 3 phases was supplying full power to the building. This situation affected equipment differently. The server room UPS detected that full power was not being supplied and therefore started supplying power to server room equipment excluding cooling units. The UPS sent an email alert to IT staff notifying them that it was supplying battery power, however, because it was a Sunday the email went unnoticed for a period of time. The cooling system was somewhat functional, enough to keep the server room below the 85-degree trigger for longer than 55 minutes. Co-incidentally, at the same time that the UPS was drained the high temperature alarm in the server room was triggered and a phone call was made to Engineering/IT by RMB alerting them of the situation. The Engineering department was at the building attending to a fire alarm and responded to the temperature alert after which time IT staff were alerted of the situation. Cooling system failures have happened in the past for various reasons. In response to a past cooling system failure a second/backup cooling unit was installed in the server room. In the event that both cooling units fail due to a power failure and the issue is detected early enough the server room can be kept below 107 degrees with the use of fans and open windows in the office adjoining the server room but only for 55 minutes. Having a UPS with a longer battery run time to keep servers and communication equipment running while the source of the power failure is diagnosed and remedied would be beneficial. 35 IIII,��I�1011l�alulur«uf,,. 3 The impact to users was somewhat lessened because it was a Sunday afternoon, however, Homes staff were unable to access cloud-based charting and pharmacy systems and had to rely on paper based back up system. Access to cloud-based applications on the internet where restored in about an hour while full server access took another two (2) hours to restore. Restoring servers that shutdown improperly due to a loss of power is a more time-consuming process than if they are properly shutdown. The server room UPS a Liebert NX was installed in May of 2006. It has been serviced by the vendor every year and has had the batteries replaced every 5 to 6 years as per the vendors recommendation. The last battery replacement was in October of 2016 and the UPS is scheduled for replacement in 2021 as per vendor life span recommendations of 14 to 16 years. Following the March 29t" outage, a review of the server room UPS was completed with the vendor and no issues were identified. The vendor provided two budgetary quotes for a replacement UPS. The first for a UPS that would provide 55 minutes of run time for $29,112 plus tax. The second for a UPS that would provide 222 minutes of run time for $39,376 plus tax. The larger unit would not fit into the server room and would need to be located in the basement. There would be additional cost to wire the UPS in the basement. An estimate of between $6,500 to $7,500 was received from Tim Lovett for the wiring. In order to improve the response to UPS alerts, IT staff has configured the UPS to send out an SMS text message in addition to the email message currently being sent out notifying staff of UPS issues. As well, the Engineering Department has made improvements to the emergency generator to prevent fluctuation of the different phases. FINANCIAL IMPLICATIONS: The cost to install a server room UPS is $10,264 (plus taxes); the cost to install the electrical circuit required to locate the server room UPS in the Administration Building basement is estimated at from $6,500 to $7,500; and the cost for regular battery maintenance every five (5) years is $7,000. 36 IIII,��I�1011l�alulur«uf,,. 4 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ❑ Fostering a healthy now and in the future. ways of addressing environment. community need. ® Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and community and other effectively. stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: The power outage at the County Administration Building on March 29th caused and issue with the building's emergency generator which in turn caused the server room UPS to drain and then caused servers and communications equipment to shut down. The UPS vendor, Vertiv Canada, provided a budgetary quote of $39,376 for a UPS with 222 minutes of runtime. In addition to the quoted amount there will be a cost of from $6,500 to $7,500 for an electrical circuit to locating the UPS in the basement since it will not fit in the server room. 37 IIII,��I�1011l�alulur«uf,,. 5 All of which is Respectfully Submitted Approved for Submission Al Reitsma Julie Gonyou Manager of Information Technology Chief Administrative Officer 38 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt a, FROM: Jim Bundschuh Director of Financial 1011111111 Services; Mathew Waite Financial Analyst �u ,z DATE: September 11, 2020 Progressive by Nature SUBJECT: 2019 Annual Report and Audited Financial Statements RECOMMENDATION: THAT the 2019 Annual Report, Financial Information Return (FIR) and Audited Consolidated Financial Statements be approved for publication. INTRODUCTION: The attached 2019 Annual Report is a document that allows Council to communicate the state of the Corporation to the residents of Elgin County. It speaks to the achievements, the financial results and performance measures for 2019. Also attached are the audited financial statements. DISCUSSION: The Financial Information Return (FIR) is provincially mandated reporting documents in a standardized format required to be reported to the province and published for the public. The intent of the Annual Report is to make the information from the FIR easy to understand using charts and explanations. The Annual Report and FIR are to be published on the County's website for access by the public. The attached audited consolidated financial statements are consistent with the financial results contained within the annual report. The auditor has completed the review of these statements. Their independent auditors' report, included as part of the financial statements, indicates that the statements fairly present the financial position of the County. 39 IIII,��I�1011l�alulur«uf,,. 2 FINANCIAL IMPLICATIONS: Total performance to the 2019 approved budget of net income of $7.9 million was a favourable $2.2 million. The province provided $0.7 million of funding to assist in Efficiency Funding. This money will be held in reserve and used to improve operations once projects have been identified. Public Health returned prior year surpluses to the municipalities resulting in $0.5 million of unbudgeted reduction in net contributions. Department performance added $0.5 million (0.9% of budget) for total favourable performance. Favourable tax performance of $0.2 million is due to Supplemental Taxes adding unanticipated incremental revenue. Lastly, favourable interest rates on GICs provided a further $0.2 million in additional revenue. The positive net income results in an ending financial position of $219.7 million. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ❑ Fostering a healthy now and in the future. ways of addressing environment. community need. ❑ Delivering mandated ❑ Enhancing quality of programs and services ® Engaging with our place. efficiently and community and other effectively. stakeholders. Additional Comments: LOCAL MUNICIPAL PARTNER IMPACT: None. 40 IIII,��I�1011l�alulur«uf,,. 3 COMMUNICATION REQUIREMENTS: The annual report, the audited financial statements and the FIR will be posted to the County website and the FIR will be submitted to the province. CONCLUSION: The attached Annual Report provides the residents of Elgin an easy to understand synopsis of the financial details found in the audited financial statement and the FIR. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Jim Bundschuh Chief Administrative Officer Director of Financial Services 41 ,P Progressive 'y Nature re � ✓ I ,I �" f r"yn � 8 u� '�! 2019 ANNUAL REPORT for the year ended December 31, 2019 42 2 III III LW... II%IE III II%..If.. 43 III III iitei s Tableof Contents....................................................................................................................3 Message from the Warden (2019) .........................................................................................4 2019 Awards and Achievements............................................................................................6 2019 Budget............................................................................................................................7 2019 Financial Results............................................................................................................8 Revenues and Costs........................................................................................................8 MunicipalPosition........................................................................................................12 Municipal Performance Measures Program (MPMP) ..........................................................14 �w f-� Arienne Parzei - Port Burwell U IIN IL Y G IIN 3 44 Message iii -n III i On behalf of Elgin County Council and staff, I am pleased to provide you with the Annual Report for the year ending in December 31, 2019. 2019 was a year of significant change and growth at the County of Elgin as a new group of passionate elected officials took the reigns at the County of Elgin. At the end of 2018 1 was delighted to once again take a seat at the Elgin County Council table after many years away. I was honoured that my fellow Councillors trusted me with the challenging and rewarding position of Head of Council during the first year of a Council Term. There were many new faces around the table and we were able to quickly come together as a team to find creative solutions for the issues facing our communities. Working collaboratively and building strong relationships with Elgin County's partners was a particular priority of mine during 2019. 1 embarked on a cross-County tour of Elgin visiting each local Council to discussing County initiatives and engage in two-way communications around howthe County can better meet the needs of its seven (7) Local Municipal Partners. Another extremely important relationship that we cultivated in 2019, is the one with our counterparts at the City of St. Thomas. I am proud to say that our two Councils met jointly twice during 2019 to brainstorm ideas for collaborative partnerships that will realize efficiencies and ensure a seamless service experience for residents of both the County and the City. After 25 years the County re-evaluated its flag raising policy providing opportunities for community advocacy organizations to have their flags flown at the Elgin County Heritage Centre. It was a privilege to proclaim September as Childhood Cancer Awareness Month and to draw attention to the stories of these courageous children and their families. Council also turned its attention to advocacy in 2019. We sought to elevate Elgin County's voice at the Provincial level and influence policy in the areas of long-term care, health, education and economic development. At the end of the year Council began the process of developing a strategic plan for the remainder of the Council term.This plan will guide the actions of both Council and staff and act as a resource allocation map for the coming years, set financial and operating targets and align the senior leadership team with Council's strategic priorities. I look forward to what we will be able to achieve in the coming years. Duncan McPhail 2019 Elgin County Warden 4 III III LW,,. II%IE: III II%fl 45 4 Y Warden Duncan McPhail U IIN IL Y G IIN 5 46 Early in the year, our Council made the decision to proceed with a redevelopment of our Terrace Lodge Long Term Care Home, rather than proceed with a new build. Collectively, we decided to proceed with a "greener" and more cost-effective, no-compromise solution for our residents. We are on-track to break ground in the spring of 2020. Our Council advocated for and received funding from both the Federal and Provincial Governments for a replacement bridge in Port Bruce. Plans are now well underway for the replacement bridge as well as the relocation of the temporary bridge that was installed in 2018. In September, our community's new Provincial Offences Administration Building Opened to the public. We are exceedingly proud of our$5.1 M state of the art facility located next to the County Administration Building. We have worked on solving our internet connectivity problems in the County — meeting with local providers and trying to reduce "red tape". We have been vocal and advocated for change in a number of key areas — including education, health and long-term care. As well, we have engaged our community in our decision making and have plans to enhance this in the future. We have developed new policies, such as a Community Flag Raising Policy which represents our Community's interests and we have ensured that we have the internal capacity and "bench strength" to position us for success during our term and well into the future. 6 III III U �... 47 Budget ' pmu Elgin County Council approved a $ 65,931,240 operating budget, with a 3.2% increase in County taxes on an average property, which is 0.7% lower than previously anticipated. This will represent a 3.0% increase on the average home or approximately$44. Council remains committed to achieving affordable taxes while maintaining and expanding high quality services for residents. The County has been able to do this, despite significant revenue losses of approximately$6 million in OMPF and Ford property tax,through the use of reserves, grant funding, and measured tax increments over ten years. In 2019, Council continued to implement several initiatives committed to in previous budget cycles including the reconstruction of Terrace Lodge,timely maintenance of existing road infrastructure, a $3.5 million grant to the St. Thomas Elgin General Hospital, and investment in small business through a Community Improvement Plan (CIP). Council has been able to maintain an affordable increase in taxes while improving service through the addition of a Fire Trainer and a full-time planner. Not only does the addition and renovation of Terrace Lodge providing savings as compared to the previous plan of new construction, it improves quality of space for its residents over the new build design. Highlights of Council's commitment to improving the prosperity and quality of life in the community over the next ten years include: • A new POA Courthouse facility • $2.5 million granted to the St. Thomas Elgin General Hospital through 2018 with a further$1.0 million in contributions planned for a total of$3.5 million by 2022. • $1 million in CIP funding to improve streetscapes and improve the economic outlook for the County's businesses will be enhanced with an additional $80,000 annually by reallocating the additional revenue from the elimination of the vacancy rebate/reduction • $0.5 million in funding to attract government and private sector support for high speed internet (SWIFT) • The county roads will average over$12.5 million annuallyfor capital budget funding, focused on timely investments in existing infrastructure to ensure the lowest possible lifecycle costs.This includes the rehabilitation of the King George Lift Bridge and the reconstruction of Sparta Line. • Seeking match funding to conduct a $100,000 transportation study U IIN IL Y G�IIN 7 48 pmu i a c iii a III R ess The consolidated financial statements have been prepared in accordance with generally accepted accounting principles for local governments as recommended by the Public Sector Accounting Board (PSAB) of the Canadian Institute of Chartered Accountants. The statements and related information are the responsibility of management and include the County's share of the financial activities of the Elgin-St. Thomas Board of Health. The Municipal Act, 2001 requires that the County appoint an independent auditor to express an opinion as to whether the financial statements present fairly the County's financial position and operating results. As part of the annual audit, the auditors will deliver a written report providing their opinion on the results of the financial statement audit. Revenuesand Costs The consolidated statement of operations reports annual revenue and expenses for 2019 on a comparative basis to the prior year and the budget. The net of revenue and expenses is the change in economic resources available to the County and thereby results in a change in the accumulated surplus. Sources of Revenue (Millions) Other Contributions User Charges $3.8 $6.7 5% 9% Transfer Payments $31.1 39% Requisitions of Local Muncipalities $37.3 47% In 2019, the County received revenue of $78.9 million and incurred expenses of $68.8 million for a net gain of$10.1 million. The vast majority of revenue is derived from property tax revenue and transfer payments from the provincial and federal governments. 2012 was the first year that transfer payments were less than tax revenue, and now stands at 47% of revenue being derived from taxes and only 39%from transfer payments. Annual OMPF (Ontario Municipal Partnership Fund) payments have been reduced resulting in a cumulative loss of $5 million in OMPF transfer payments placing an increased burden on Elgin County rate payers. 8 ANNLW... IIIE:::IIII II 49 Spending by Cost Element (Millions) External Transfers Tax Write- 4 Offs/Rents/Other 6% $1.0 2°% Wages& Benefits Amortization 28.7 10.6 42% 15% Materials 6.4 9% Contracted Services 18.1 Other 26% $90Ali 32% Other Homes $2.4 :.:. . ,I $19.6 23% 68% Other Roads& $10.5 Bridges 43% $8.2 77°% Ambulance $9.7 40% Roads& Bridges $4.3 17% Of the total expenditures of $68.8 million, wages & benefits account for 42% of those expenditures, with 68% of these expenses occurring at the long-term care homes. Contracted services and materials combined account for a further 36% of cost with over half attributed to ambulance and roads-bridges.Amortization accounts for 15%of the total expenses, this sector being dominated by roads and bridges with 77% of the amortization cost. External transfers are predominately to the City of St. Thomas for providing Social U IIN IL Y G�IIN 9 50 Services. In addition, Provincial Offences fines collected net of expenses flow through as transfers to the local municipalities. The 2019 budget planned for net income of $7.9 million, however due to tight financial controls and other factors, Elgin achieved $2.2 million of performance resulting in actual net income of$10.1 million. Significant performance to budget is as follows: Budget Performance (Millions) Public Health Taxes 0.5 $0.2 23% Interest Income $0.2 9% Departmental $0.6 27°% Provincial Funding $0.7 32% The province provided $0.7 million of funding to assist in Efficiency Funding. This money will be held in reserve and used to improve operations once projects have been identified. Department performance added $0.6 million (0.9% of budget) for total favourable performance. Public Health returned prior year surpluses to the municipalities resulting in $0.5 million of unbudgeted reduction in net contributions. Favourable tax performance of $0.2 million is due to Supplemental Taxes adding unanticipated incremental revenue. Lastly, favourable interest rates on GICs provided a further $0.2 million in additional revenue resulting in total performance for the County of$2.2 million. 10 ANNLW... 51 Net Spend by Service Category (Millions) Homes&Senior Services Transportation Services 19% $8.3 19% 30% General Government $2.12.1� ,,,,�iiaaaaaaaaaai��///// ,.. %/ Social Services $2.2 8°% Property Tax Related $1.2 4% Planning& Library&Cultural Development Services $1.1 Public Health Services $3.3 $1.0 Ambulance Services 12°% 4°% $2.9 4°% 11% Net spending represents the County's total expenditures less funding from external sources. In other words, it represents the amount County rate payers are contributing to expenditures through the levy. Transportation is the single largest net cost to Elgin County with 30%of net expenditures. Soft services which include: Homes & Senior Services, Social Services, Library, Ambulance and Public Health services combined account for just more than half of the County's net expenditures. General Government accounts for 8% of the County's net spending. It is important to note that general government includes the costs of information technology, finance and human resources departments required to support the above-mentioned services being provided to Elgin's residents. It also includes a $0.25 million grant to the hospital redevelopment as part of $3.5 million ten-year commitment. Planning & Development and Property Tax Related costs equate to 8% of net expenditures. The Property tax related costs are comprised of Municipal Property Assessment Corporation (MPAQ costs and tax write-offs. MPAC is a not-for-profit corporation whose main responsibility is to provide its customers - property owners, tenants, municipalities, government, and business stakeholders - with consistent and accurate property assessments. Every municipality in Ontario is assessed its share of the cost of operating this corporation. U IIN IL Y G�IIN 11 52 Municipal Position The consolidated statement of financial position reports the County's financial and non- financial assets, liabilities and accumulated surplus as of December 3111, 2019 on a comparative basis. Financial assets are those assets on hand, which could provide resources to discharge liabilities to finance future operations. The difference between financial assets and liabilities, or net financial assets, is an indicator of Elgin County's ability to finance future activities and to meet its liabilities and commitments. Non-financial assets represent economic resources that will be employed by the County to deliver programs and provide services in the future. The sum of financial assets and non-financial assets represents the accumulated surplus, or municipal equity/position of the County. Municipal Position (Millions) Roads& Bridges $134.2 61% {4tititisti 'ti4"l '�a4 ��,alllll�ttddti till,,atl?P�ibi 4at1 4att11 . Buildings Financial Assets $23.8 $26.9 11% 12% Pre-Paid Land& Equipment, Improvements $0.4 Assets under Furnishings& 0% Vehicles $20.4 Books Construction 9% $1.6 $7.7 $4.7 1% 4% 2% By the end of 2019 the County municipal position was $219.7 million. Elgin County's municipal position is composed of both financial and non-financial assets. The financial assets of $26.9 million, up $4.9 million from the prior year, comprise 12% of the County's equity. A portion of these financial assets play a key role in allowing the County of Elgin to meet its financial obligations during the three-month period between receipts of property tax revenue. The remainder represents the self-funded capital required to rebuild Terrace Lodge. The non-financial assets represent the infrastructure of the County. The County's equity in non-financial assets is predominately comprised of roads and bridges (61%), buildings (11%), land and land improvements (9% - includes land for roads as well as building), and assets under construction (4%). Sustaining this infrastructure is critical to the long-term 12 ANNLW... 53 success of the County. This is achieved through Council's commitment to making timely investments into the capital maintenance of the assets. For example, Council committed $35 million to rebuild Terrace Lodge and has increased annual investments into roads and bridges from $7 million to $11 million over the ten-year period ending 2020. The Plan to Support Current Service Levels table shows how the annual investment in infrastructure compares to required investment based on lifecycle years and costing. The required investment based on this methodology is $17.3 million. The ten-year financial plan average investment of$15.5 million is below this required level. Although there is a shortfall of $1.5 million, council added significant investment in the 2020 ten-year capital plan to address the shortfall. Plan to Support Current Service Levels Average Annual Costs Replacement Costs Asset Type Units Unit Require- Ten-Year Over/ Unit Total Cost ment Plan (Short) Cost (Millions) Millions Millions Millions Linear Assets tkm) Road Surface-Rural 545 11,787 6.4 318,300 173.5 Road Surface-Urban 50 34,9701 1.7 1,273,500 63.7 Road Surface Treatment 100 17,906 1.8 212,300 21.2 Road Base-Rural 645 379,080 244.5 Road Base-Urban 50 7,582 0.4 379,080 19.0 Brid es&Culverts Tvpical Bride 59 28,440 1.7 2,122,400 125.2 Large culvert 79 5,306 0.4 530,600 41.9 Major Maintenance Sloe Failure 0.5 Total Core Infrastructure 12.9 12.6 0.3 689.0 Non-Linear Assets Buildings(SQ. FT.) 326,674 9 3.1 1.6 (1.5) 318 103.9 Equipment 1.3 1.3 0.0 0.0 Land Book Value 18.0 Total Non-Linear 4.4 2.9 (1.5) 121.9 Total Asset Value 17.3 15.5 1.8 810.8 Less: Rural Road Base&Land 262.5 Total Replacement Costs 548.4 U IIN IL Y G IIN 13 54 i iii iii paIII Perfan n sures Rrogr n MPMP is a performance measurement and reporting system that promotes local government transparency and accountability. It also provides municipalities with useful data to make informed municipal service level decisions while optimizing available resources. The County inspects road conditions every 2 years and has a consultant complete bridge inspections every 2 years. Measure Description 2016/7 2017/8 2018/9 Adequacy of Roads % of paved lane kilometres 62.0% 49.3% 50.9% rated adequate Adequacy of Bridges % of bridges and culverts & Culverts where the condition is rated as 83.5% 86.3% 86.3% good to very good. Maintenance Costs Per paved lane kilometre $3,371 $3,608 $3,405 General Government General Government - % of costs for governance, 4.9% 4.3% 4.6% corporate management and program support. A road is adequate when surface distress is minimal and no maintenance or rehabilitation action is required. A bridge or culvert is rated in good to very good condition if distress to the primary components is minimal, requiring only maintenance. Primary components are the main load carrying components of the structure, including the deck, beams, girders, abutments, foundations. The past deterioration of the road and bridge system that occurred for approximately two decades starting around the 1990s is being addressed by Council through the long-term planning that sees the annual capital spending on the road system increasing from $4.9 million in 2010 to over$17 million by 2025, as approved in the 2020 ten-year plan. Paved roads are defined as roads with asphalt surface, concrete surface, composite pavement, portland cement or surface treatment. Maintenance includes frost heave/base/utility cut repair, cold mix patching, hot mix patching, shoulder maintenance, surface maintenance, surface sweeping and surface flushing. Surface maintenance activities include crack sealing, spray patching and slurry seal. Also included in these costs are bridge maintenance and winter control costs, but amortization is excluded. The County of Elgin contracts with its seven municipal partners to provide road maintenance based on a set per kilometre dollar amount. General government administration includes departments primarily involved in general administration, financial management and human resources. The costs provide governance, corporate management and support to the operational departments. Excluded from these costs are amortization, MPAC and tax write-offs. 14 ANNLWiii.... II%IE::P II%..If.. 55 //��/%%ii/ i i• r r ' I 9 i Port Stanley Bike Share For your online source of information regarding: • Consolidated Financial Statements • Financial Information Return (FIR) • Municipal Performance Measures Program (MPMP) • Council Remuneration • Salaries over$100,000 Please visit: iittp.11www,,elgi ty,, IF'Igi C tylF.i e/i c� ile �,piip Elgin,"/,"// % /, Progressive by Nature 450 Sunset Drive St. Thomas, Ontario, N5R 5V1 (519) 631-1460 www.elgincounty.ca 0 U IIN ILY C G IIN 15 56 CORPORATION OF THE COUNTY OF ELGIN Consolidated Financial Statements December 31, 2019 57 CORPORATION OF THE COUNTY OF ELGIN Consolidated Financial Statements For the Year Ended December 31, 2019 Table of Contents PAGE Independent Auditors' Report 1 - 2 Consolidated Statement of Financial Position 3 Consolidated Statement of Operations and Accumulated Surplus 4 Consolidated Statement of Change in Net Financial Assets 5 Consolidated Statement of Cash Flows 6 Notes to the Consolidated Financial Statements 7 - 21 Consolidated Schedule of Segment Disclosure 22 - 23 58 GRAHAM SCOTTENNs oLP CHARTERED PROFESSIONAL ACCOUNTANTS P519-633-0700 ' F519'633-7009, R519'773-9265 ' F514-773-9683 458 Sunset Drive,St.Thomas.0N N5,R5V1 25 John Street South,Aylmer,0N M51-12131 www.gmharnieou8enns.oam INDEPENDENT AUDITORS' REPORT To the Members of Council, Inhabitants and Ratepayers of The Corporation of the County of Elgin: Opinion We have audited the consolidated financial statements of The Corporation of the County of Elgin, which oonpdyu the consolidated statement of financial position as at December 31, 2019, and the consolidated statement of operations and accumulated surplus, consolidated statement ofchanges in net financial uyyuty and consolidated statement ofcash Oorry for the year then ended, and notes to the consolidated financial stu1unuunty, including u summary of significant accounting policies. In our opinion, the Municipality's consolidated financial statements present fairly, in all material respects,du financial poybdonofduMkudo u] 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 u000ndunou with Canadian generally uoouptud auditing' standards. Our responsibilities under d/oyu standards are further described in the Auditors'Responsibilities for the Audit of the Financial Statements section of our report. We are independent ofthe Municipality in u000ndunou with the uihiou] requirements that are relevant to our audit of the consolidated financial statements in Canada, and we have fulfilled our other ethical responsibilities in accordance with these requirements. Wuhu|iuvudhu1dhuuudduvidunourruhuvuohtuinudiyyuffioiuntunduppropdate to provide u basis for our opinion. Responsibilities of Management and Thome Charged with Governance for the Consolidated Financial Statements Management is responsible for the preparation and fair presentation of the consolidated financial statements in u000ndunou with Canadian accounting standards for public sector entities, and for such internal control as nuunugunuunt determines is nuouyyury to unuh|u the preparation of consolidated financial statements that are free from nuatedu] misstatement,whether due to fraud orerror. Ln preparing the consolidated financial statements, management is responsible for assessing the Municipality's ability to continue uyugoing concern, disclosing, as applicable, matters related to going concern and using the going concern huyiy of accounting un|uyy nuunugunuunt either intends to liquidate the Municipality or to ouuyu operations, or has no realistic alternative but todoso. Those charged with governance are responsible for overseeing the 's financial reporting process. Auditors' Responsibilities for the Audit of the Consolidated Financial Statements Our objectives are to obtain ruuyonuh|u uyyurunou about whether the consolidated financial statements as urrho|u are free from nuatedu] misstatement, whether due to fraud or unnc and to issue an auditor's report that includes our opinion. Reasonable assurance iyu high level of assurance,but iy not u guarantee d/u1unuuddoonductudinu000ndunou with Canadian gunuod|y uoouptud auditing standards will uhwuyy detect u nuatedu] nuiyytatunuunt when it exists. Misstatements can anse from fraud or error and are considered material if, individually or in the aggregate,they could reasonably be expected to influence the economic decisions of users taken on the basis of these consolidated financial statements. -l- se GRAHAM SCOTTENNSUP CHARTERE0 PROFESSIONAL ACCOUNTANTS P519-633O00 ' F519-633-7000 P5�19�73-9265 ' E518773g683 460 Sunset Drive,St.Thomas,ON N5R5V1 25 John Street South,Aylmer,ON N5H2CI eww.8mhxmuooUamns.00m INDEPENDENT AUDITORS' REPORT (CONTINUED) Auditors' Responsibilities for the Audit ofthe Consolidated Financial Statements (Coutiuned) As part of an audit in u000ndunou with Canadian gunuod|y uoouptud auditing' standards, we uzuroiyu professional judgment and maintainprofessional skepticismthroughout the audit. als o: , ldumdfv and assess the dyky of material misstatement ofthe consolidated financial stu1unuunty, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that iy sufficient and appropriate to provide u huyiy for our opinion. The risk of not detectingu nuatedu] nuiyytatunuunt resulting from fraud is higher than for one resulting from unnc as fraud may involve collusion, forgery, intentional omissions,misrepresentations, or the ovenide of intemal control. , Obtain an understanding ofinturnu| control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose ofexpressing un opinion on the uffeodvunuyy of the Municipality's intenial control. , Evaluate the appropriateness of accounting policies used and the ruuyonuh|unuyy of accounting uydnuatey and related disclosures made hymanagement. , Conclude on the appropriateness of management's use of the going concem basis of accounting and, based on the audit evidence obtained, whether umaterial uncertainty uziyty related to events or conditions that may ouyt significant doubt on the Municipality's ability to continue as u going oonourn. If we conclude that u nuatedu] uncertainty exists, we are required to draw attention in our auditor's report to the related disclosures in the consolidated financial statements or, if such disclosures are inadequate,to modify our opinion. Our conclusions are huyud on the audit evidence obtained uptothe date of our auditor's report. However, future events or conditions may cause the Municipality to cease to continue uyu going oonourn. , Evaluate the ovuod| presentation, structure and content of the consolidated financial statements, including the disclosures, and whether the consolidated financial statements represent the underlying transactions and events inu manner that achieves fair presentation. We communicate with those charged rrdhgovurnunou regarding, among other matters, the planned scope and timing of the audit and significant audit findings, including any significant dufioiunoiuy in inturnu| control that we identify durino our audit. -2- on CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Financial Position As at December 31, 2019 2019 2018 FINANCIAL ASSETS Cash 10,751,590 15,003,288 Investments (Note 2) 23,716,980 14,299,324 Accounts receivable 3,111,854 3,171,024 Loans receivable (Note 3) 140,000 170,000 Total financial assets 37,720,424 32,643,636 FINANCIAL LIABILITIES Accounts payable and accrued liabilities 7,505,468 7,176,921 Employee post-retirement benefit liabilities (Note 4) 1,353,826 1,408,459 Long-term debt(Note 5 & 14)) 1,961,500 2,014250 Total financial liabilities 10,820,794 10,599,630 NET FINANCIAL ASSETS 26,899,630 22,044,006 NON-FINANCIAL ASSETS Tangible capital assets (Note 6) 192,398,168 187,118,875 Prepaid expenses 404,446 381,776 Total non-financial assets 192,802,614 187,500,651 ACCUMULATED SURPLUS (NOTE 9) 219,702,244 209.544.657 The accompanying notes are an integral part of these consolidated financial statements. -3- 61 CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Operations and Accumulated Surplus For the Year Ended December 31, 2019 Budget Actual Actual (Note 12) 2019 2018 REVENUES Requisition of local municipalities 37,083,551 37,312,350 35,535,217 Transfer payments Federal 3,225,249 3,240,387 1,607,046 Provincial 25,034,564 24,644,903 23,549,359 Municipal 3,327,033 3,264,659 3,496,250 User charges 6,860,371 6,746,345 6,679,489 Investment income 431,570 618,828 428,364 Other contributions 3,310,815 3,165,985 3,318,339 Total revenues 79,273,153 78,993,457 74,614,064 EXPENSES General government 7,251,867 6,069,674 5,631,868 Property assessment and support 779,703 781,803 767,262 Emergency measures 120,597 31,866 35,778 Provincial offences 1,926,689 1,428,557 1,704,156 Transportation services 13,169,737 12,894,520 13,286,357 Public health services 5,865,025 5,885,321 6,069,131 Ambulance services 10,216,595 10,162,095 9,996,330 Social and family services 738,687 713,876 789,467 Assistance to aged persons 24,420,725 24,429,371 23,710,394 Social housing 1,583,140 1,488,464 1,395,985 Libraries (Note 11) 2,962,249 2,932,678 2,835,616 Cultural services 717,482 687,001 535,660 Planning and development 365,984 315,925 292,931 Economic development 1,127,788 961,297 1,266,453 Agriculture and reforestation 58,986 53,422 52,389 Total expenses (Note 13[a]) 71,305254 68,835,870 68,369,777 ANNUAL SURPLUS 7,967,899 10,157,587 6,244,287 ACCUMULATED SURPLUS, BEGINNING OF YEAR 209,544,657 209,544,657 203,300,370 ACCUMULATED SURPLUS, END OF YEAR(NOTE 9) 217,512,556 219,702,244 209,544,657 The accompanying notes are an integral part of these consolidated financial statements. -4- 62 CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Change in Net Financial Assets For the Year Ended December 31, 2019 Budget Actual Actual 2019 2018 ANNUAL SURPLUS 7,967,899 10,157,587 6,244,287 Acquisition of tangible capital assets (17,943,272) (15,842,016) (14,669,557) Amortization of tangible capital assets 10,562,909 10,562,723 10,712,850 (Increase) decrease in prepaid expenses - (22,670) 94,088 Loss on equity transfer of Health Unit assets (Note 14) - - 2,665,395 Write-down of tangible capital assets - - 41,770 INCREASE IN NET FINANCIAL ASSETS 587,536 4,855,624 5,088,833 NET FINANCIAL ASSETS , BEGINNING OF YEAR 22,044,006 22,044,006 16,955,173 NET FINANCIAL ASSETS, END OF YEAR 22.63 L542 26,899,630 22.044.006 The accompanying notes are an integral part of these consolidated financial statements. -5- 63 CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Cash Flows For the Year Ended December 31, 2019 2019 2018 OPERATING ACTIVITIES Annual surplus 10,157,587 6,244,287 Items not involving cash: Amortization of tangible capital assets 10,562,723 10,712,850 Change in employee post-retirement benefit liabilities (54,633) (293,820) Write-down of tangible capital assets - 41,770 Loss on equity transfer of Health Unit assets (Note 14) - 2,665,395 20,665,677 19,370,482 Change in non-cash assets and liabilities related to operations (Note 13 [b]) 395,047 2,245,894 21,060,724 21,616,376 INVESTING ACTIVITIES Net increase in investments (9,417,656) (4,182,138) CAPITAL ACTIVITIES Acquisition of tangible capital assets (15,842,016) (14,669,557) FINANCING ACTIVITIES Repayment of long-term debt (52,750) (2,669,737) NET CHANGE IN CASH (4,251,698) 94,944 CASH, BEGINNING OF YEAR 15,003,288 14,908,344 CASH, END OF YEAR 10,751,590 15.003.288 The accompanying notes are an integral part of these consolidated financial statements. -6- 64 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 Corporation of the County of Elgin (the "Municipality") is an upper-tier municipality, comprised of seven local municipalities, in the Province of Ontario. It conducts its operations guided by the provisions of provincial statutes such as the Municipal Act, Municipal Affairs Act and related legislation. 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The consolidated financial statements of the Municipality are prepared by management in accordance with Canadian generally accepted accounting principles for local governments as recommended by the Public Sector Accounting Board of the Canadian Institute of Chartered Professional Accountants. Significant aspects of the accounting policies adopted by the Municipality are as follows: Reporting Entity The consolidated financial statements reflect the assets, liabilities, revenues, expenses of the reporting entity. The reporting entity is comprised of all organizations, committees and local boards accountable for the administration of their financial affairs and resources to the Municipality and which are owned or controlled by the Municipality. All inter-fund assets, liabilities, revenues and expenses have been eliminated. Consolidated Entities There are no organizations or local boards that are consolidated in these financial statements. Proportionate Consolidation The Oxford Elgin St. Thomas Health Unit has been consolidated on a proportionate basis, based upon the percentage of grant money provided by the Municipality in comparison to the County of Oxford and the City of St. Thomas. Trust Funds Trust funds administered by the Municipality have not been included in the consolidated statement of Financial Position nor have their operations been included in the Consolidated Statement of Operations. At December 31, 2019 the Municipality held $23,707 (2018 - $26,550)in trust funds. Basis of Accounting The consolidated 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 as a result of receipt of goods or services and the creation of a legal obligation to pay. -7- 65 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Investments Investments, consisting of money market funds and guaranteed investment certificates, are recorded at the lower of cost plus accrued interest and fair market value. Investment income earned on available funds is reported as revenue in the period earned. Non-Financial Assets Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. The change in non-financial assets during the year, together with the excess of revenues over expenses, provides the Change in Net Financial Assets for the year. i) 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 are amortized on a straight-line basis over their estimated useful lives as follows: Land improvements 20 years Buildings 20 -40 years Furniture, fixtures and equipment 8 - 16 years Computer equipment 2 -4 years Vehicles 4 years Roadways 5 - 80 years Bridges 20 - 60 years Library books 8 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, at which time they are capitalized ii) Contributions of tangible capital assets Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and that fair value is also recorded as revenue. iv)Works of art and cultural and historic assets Works of art and cultural and historic assets are not recorded as assets in these consolidated financial statements. -8- 66 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Deferred Revenue The Municipality receives funds for specific purposes which are externally restricted by legislation, regulation or agreement. These restricted funds are not available for general municipal purposes and are recognized as revenue in the fiscal year the funds are used for the specified purpose. Government Transfers Government transfers are recognized in the financial statements as revenues in the period in which events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met, 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. In addition, the Municipality periodically receives senior government capital funding in the form of infrastructure grants and receives ongoing funding from both senior levels of government as a result of an allocation of the gas tax funds. Employee Benefit Plans The Municipality provides a pension plan for its employees through the Ontario Municipal Employees Retirement System (OMERS). OMERS is a multi-employer pension plan which operates as the Ontario Municipal Employees Retirement Fund. The fund is a contributory defined benefit pension plan. As this is a multi-employer plan, no liability is recorded on the Municipality's books. The employer's contribution to a multi-employer, defined benefit plan are expensed as the obligations arise. For those self-insured benefit obligations that arise from specific events that occur from time to time, such as obligations for workers' compensation and life insurance and health care benefits for those on disability leave, the cost is recognized immediately in the period the events occur. Any actuarial gains or losses that are related to these benefits are recognized immediately in the period they arise. The Municipality is an employer included under Schedule 11 of the Workplace Safety and Insurance Act, it self-ensures the entire risk of its own WSIB claims and is individually liable for reimbursing the WSIB for all costs relating to its workers' WSIB claims. The cost of the claims are expensed as incidents occur, while the liability for future benefit costs is determined by WSIB. -9- 67 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Provincial Offences Fines The County administers the Provincial Offences Act (POA) on behalf of the Ministry of the Attorney General for the Elgin County Court Service Area. Fine revenue is recognized as the fine payment is received. Fine revenue includes all monies received less payments made to other municipalities for monies received on their behalf. Revenue also includes outstanding transfers of fine receipts collected by other municipalities. Tax Revenues In 2019 the Municipality received $37,312,350 (2018 - $35,535,217) in property tax revenues. The authority to levy and collect property taxes is established under the Municipal Act 2001, the Assessment Act, the Education Act, and other legislation. The amount of the total annual property tax levy is determined each year through Council's approval of the annual budget. Tax rates are set annually by Council for each class or type of property, in accordance with legislation and Council-approved policies, in order to raise the revenue required to meet operating budget requirements. Taxation revenues are recorded at the time billings are issued. Additional property tax revenue can be added throughout the year, related to new properties that become occupied, or that become subject to property tax, after the return of the annual assessment roll used for billing purposes. The Municipality may receive supplementary assessment rolls over the course of the year from MPAC that identify new or omitted assessments. Property taxes for these supplementary/omitted amounts are then billed according to the approved tax rate for the property class. Taxation revenues in any year may also be reduced as a result of reductions in assessment value rising from assessment and/or tax appeals. Each year, an amount is identified to cover the estimated amount of revenue loss attributable to assessment appeals, tax appeals or other deficiencies in tax revenue (e.g. uncollectible amounts, write-offs, etc.). Use of Estimates The preparation of financial statements requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities, and disclosure of contingent assets and liabilities at the date of the financial statements, and the reported amounts of revenues and expenses during the period. Significant estimates include assumptions used in estimating provisions for accrued liabilities, and in performing actuarial valuations of employee future benefits. Actual results could differ from these estimates. -10- 68 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Financial Instruments The Municipality's financial instruments consist of cash and cash equivalents, accounts receivable, accounts payable and accrued liabilities and long-term liabilities. Unless otherwise noted, it is management's opinion that the Municipality is not exposed to significant interest, currency, or credit risk arising from these financial instruments. Environmental Provisions and Contaminated Sites The Municipality's may be exposed to litigation or other costs of remediation due to contaminated properties in it's jurisdiction. A liability for remediation is recognized in the financial statements when an environmental standard exists, contamination exceeds the standard, the government is responsible for the remediation and a reasonable estimate of the liability can be made. As at December 31, 2019 there were no properties that the Municipality was responsible to remedy and as such no liability has been accrued. 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 Municipality has not yet determined what, if any, financial reporting implications may arise from this standard. PSAB released a standard related to Revenue (PS 3400). This standard will apply for fiscal years beginning on or after April 1, 2022, which would be the year end December 31, 2022. This standard will impact the timing of the revenue reported by the organization. Examination and audit of the types of revenue will determine the impact of this standard. The Municipality has not yet determined what, if any, financial reporting implications may arise from this standard. 2. INVESTMENTS The investments consist of guaranteed investment certificates with maturity dates extending to January 2021 money market funds, recorded at cost plus accrued interest. Interest rates ranged from 2.1% to 3.58% during the year. The cost plus accrued interest approximates the fair market value of these investments due to the liquidity and nature of these investments. 2019 2018 Guaranteed investment certificates 23,716,980 14299.324 -11- 69 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 3. LOAN RECEIVABLE In 2016 $100,000 was loaned to the Municipality of Central Elgin for the development of the Belmont Library. The loan is non-interest bearing and is to be repaid over 10 years. The balance outstanding at the end of the year is $60,000 (2018 - $80,000). In 2017 $100,000 was loaned to the Township of Southwold for the development of the Shedden Library. The loan is non-interest bearing and is to repaid in 10 installments of $10,000 annually. The balance outstanding at the end of the year is $80,000 (2018 - $90,000). 4. POST EMPLOYMENT BENEFITS 2019 2018 Vacation credits 639,855 637,479 Workplace Safety and Insurance premiums - Schedule II Employer 713,971 770,980 1,353,826 L408.459 The provision of certain employee vacation plans allow for the accumulation of vacation credits for use in future periods. The value of these credits at December 31, 2019 is $639,855 (2018 - $637,479). The Municipality is a Schedule 11 employer under the Workplace and Safety and Insurance Act. As a Schedule II employer the Municipality assumes liability for any award made under the Act. The Workplace and Safety and Insurance Board has evaluated the liability estimates for future benefit costs at December 31, 2019 as $713,971 (2018 - $770,980). 5. LONG-TERM DEBT The long-term debt represents the Municipality's proportionate share of the Oxford Elgin St. Thomas Public Health's debt to finance construction of a new office building completed in 2014. The organization was advanced $9 million in 32 day banker acceptance notes at the CDOR rate of 1.22% plus a stamping fee of 0.40%. At the same time, the organization entered into an interest rate swap contract to fix the interest rate on the long-term financing at 2.85% for a 30 year period. As a result of these transactions, the organization has fixed their rate on this debt obligation at 2.85% plus 0.4% as a stamping fee (3.25% for 2019 and 2018). The stamping fee is reviewed every 15 years to determine if the risk assessment of the organization has changed. The Municipality's proportionate share of interest expense on the term loan was $64,088 (2018 - $73,528). -12- 70 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 6. TANGIBLE CAPITAL ASSETS December 31,2019 Cost Opening Additions Disposals Ending Land 18,770,343 329,026 - 19,099,369 Land improvements 2,932,030 326,434 - 3,258,464 Buildings 37,589,754 4,214,993 - 41,804,747 Furniture,fixtures,and equipment 7,198,369 758,293 (115,012) 7,841,650 Computer equipment 997,676 668,889 (218,353) 1,448,212 Vehicles 1,886,933 391,095 (224,291) 2,053,737 Roadways 231,165,777 12,906,117 (4,216,594) 239,855,300 Bridges 37,090,930 456,643 - 37,547,573 Library-books and equipment 2,815,816 380,170 (227,204) 2,968,782 340,447,628 20,431,660 (5,001,454) 355,877,834 Work In Progress 12,257,481 (4,589,644) 7,667,837 Total Cost 352,705,109 15,842,016 (5,001,454) 363,545,671 Accumulated Amortization Opening Amortization Disposal Ending Land - - - - Land improvements 1,807,960 132,128 - 1,940,088 Buildings 17,159,578 845,020 - 18,004,598 Furniture,fixtures and equipment 4,130,262 658,736 (115,012) 4,673,986 Computer equipment 434,595 366,392 (218,353) 582,634 Vehicles 1,364,335 213,995 (224,291) 1,354,039 Roadways 119,497,398 7,137,278 (4,216,594) 122,418,082 Bridges 19,890,643 891,783 - 20,782,426 Library-books and equipment 1,301,463 317,391 (227,204) 1,391,650 165,586,234 10,562,723 (5,001,454) 171,147,503 Work In Progress - - - Total Accumulated Amortization 165,586,234 10,562,723 (5,001,454) 171,147,503 Net Book Value Opening Ending Land 18,770,343 19,099,369 Land Improvements 1,124,070 1,318,376 Buildings 20,430,176 23,800,149 Furniture,fixtures and equipment 3,068,107 3,167,664 Computer equipment 563,081 865,578 Vehicles 522,598 699,698 Roadways 111,668,379 117,437,218 Bridges 17,200,287 16,765,147 Library-books and equipment 1,514,353 1,577,132 174,861,394 184,730,331 Work In Progress 12,257,481 7,667,837 Total Net Book Value 187,118,875 192,398,168 -13- 71 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 6. TANGIBLE CAPITAL ASSETS (CONTINUED) December 31,2018 Cost Opening Additions Disposals Ending Land 18,949,091 2,864 (181,612) 18,770,343 Land improvements 2,971,059 12,113 (51,142) 2,932,030 Buildings 38,747,183 1,229,812 (2,387,241) 37,589,754 Furniture,fixtures,and equipment 6,762,348 637,025 (201,004) 7,198,369 Computer equipment 879,530 449,610 (331,464) 997,676 Vehicles 1,903,791 - (16,858) 1,886,933 Roadways 227,472,910 5,110,101 (1,417,234) 231,165,777 Bridges 37,090,930 - - 37,090,930 Library-books and equipment 2,701,244 352,352 (237,780) 2,815,816 337,478,086 7,793,877 (4,824,335) 340,447,628 Work In Progress 5,381,801 6,875,680 12,257,481 Total Cost 342,859,887 14,669, 557 (4,824,335) $ 352,705,109 Accumulated Amortization Opening Amortization Disposal Ending Land - - - - Land improvements 1,697,830 117,802 (7,672) 1,807,960 Buildings 16,400,958 942,022 (183,402) 17,159,578 Furniture,fixtures and equipment 3,486,604 720,928 (77,270) 4,130,262 Computer equipment 440,141 206,794 (212,340) 434,595 Vehicles 1,102,291 278,902 (16,858) 1,364,335 Roadways 113,702,363 7,176,883 (1,381,848) 119,497,398 Bridges 18,927,192 963,451 - 19,890,643 Library-books and equipment 1,233,175 306,068 (237,780) 1,301,463 156,990,554 10,712,850 (2,117,170) 165,586,234 Work In Progress - - - Total Accumulated Amortization 156,990, 554 10,712,850 (2,117,170) 165,586,234 Net Book Value Opening Ending Land 18,949,091 18,770,343 Land Improvements 1,273,229 1,124,070 Buildings 22,346,225 20,430,176 Furniture,fixtures and equipment 3,275,744 3,068,107 Computer equipment 439,389 563,081 Vehicles 801,500 522,598 Roadways 113,770,547 111,668,379 Bridges 18,163,738 17,200,287 Library-books and equipment 1,468,069 1,514,353 180,487,532 174,861,394 Work In Progress 5,381,801 12,257,481 Total Net Book Value 185,869,333 187,118,875 During the year there were write-downs of tangible capital assets of$nil(2018-$41,770). The County does not capitalize interest costs associated with the acquisition or construction of a tangible capital asset. -14- 72 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 7. PENSION AGREEMENTS The Municipality makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS), which is a multi-employer plan, on behalf 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. The OMERS Administration Corporation, representing plan members and employers, is responsible for overseeing the management of the pension plan, including investment of the assets and the administration of the benefits. 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 $107.7 billion in respect of benefits accrued for service with actuarial assets at that date of$104.3 billion leaving an actuarial deficit of$3.4 billion. Because OMERS is a multi-employer pension plan, any pension surpluses or deficits are a joint responsibility of the Ontario municipal organizations and their employees. As a result, the Municipality does not recognize any share of the OMERS pension surplus or deficit. The amount contributed to OMERS for 2019 was $1,513,095 (2018 - $1,505,460) for current service. OMERS contribution rates for 2019 and 2018, depending on income level and retirement dates, ranged from 9.0%to 15.8%. 8. CONTINGENT LIABILITIES As at December 31, 2019 certain legal actions are pending against the Municipality. The final outcome of the outstanding claims cannot be determined at this time. However, management believes that ultimate disposition of these matters will not materially exceed the amounts recorded in these consolidated financial statements. As at December 31, 2019 certain legal actions are pending against the Municipality in relation to the Imperial Road bridge collapse on February 23, 2018. Council has allocated $350,000 to a new Legal Settlement Reserve within the Contingencies Reserves to be used to offset future costs if and when they are incurred. Estimated costs to settle claims are based on available information and projections of estimated future expenses developed based on the Municipality's historical experience. Claims are reported as an operating expense in the year of the loss, where the costs are deemed to be likely and can be reasonable determined. Claim provisions are reported as a liability in the consolidated statement of financial position. -15- 73 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 9. ACCUMULATED SURPLUS The accumulated surplus consists of the following balances: 2019 2018 SURPLUS Tangible capital assets 192,398,168 187,118,875 Share of surplus in Oxford Elgin St. Thomas Health Unit 434,834 791,854 Reserves 10,089,256 15,516,954 202,922,258 203,427,683 AMOUNTS TO BE RECOVERED Committed for completion of assets under construction 44,275,067 36,105,568 Long-term debt(Note 5 & 14) (1,961,500) (2,014,250) Self-financed capital projects (25,533,581) (27,974,344) ACCUMULATED SURPLUS 219,702,244 209,544,657 RESERVES Reserves set aside for specific purposes by Council: Contingencies 9,447,404 14,890,939 Homes for senior citizens 377,237 384,078 Libraries and cultural services 221,474 199,396 Other municipal services 43,141 42,541 Total reserves 10,089,256 15,516,954 10. ALLOWANCE FOR TAXES RECEIVABLE The Municipality makes annual estimates and allowances for potential exposure to property tax appeals, reassessments, environmental and collection issues. Included in the taxes receivable of its lower-tier municipalities' are taxes, penalties and interest due from two specific gas pipeline properties that are undergoing various appeals and financial restructuring. The Municipality's exposure to loss on these balances is estimated to be approximately $350,000 if it is determined that nothing is recoverable from these properties. At year end, the Municipality made an assessment of the exposure based on the current information available. Based on this information, it was determined an allowance amount for these properties is indeterminable and as such no amounts have been allowed for in these financial statements. -16- 74 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 11. LIBRARY OPERATIONS The Municipality Council, operating as a Committee of Council, oversees operations of the Elgin County library system. A summary of revenues and expenses of the library system operations is as follows: Budget Actual Actual 2019 2019 2018 Revenues Province of Ontario 116,739 116,739 116,739 Fines 35,996 34,118 31,570 Book sales, donations, and other project revenue 16,000 26,486 34,487 Province of Ontario - project 4250 - 4250 Total revenues 172,985 177,343 187,046 Expenses Salaries and benefits 1,993,930 1,989,267 1,909,550 Lease space 434,193 434,838 424,876 Electronic resources and periodicals 86,358 76,489 77,394 Programs 11,996 28,976 26,826 Photocopy, office supplies 25,898 25,744 22,900 Telephone, fax 20,004 19,998 21,070 Travel, mileage 12,500 10,422 10,926 Staff development 16,496 9,772 7,321 Other 22,237 9,626 11,844 Furniture and fixtures 6,996 5,625 4,481 Project costs 14,539 4,530 12,360 Expenses before amortization 2,645,147 2,615,287 2,529,548 Amortization 317,102 317,391 306,068 Total expenses 2,962,249 2,932,678 2,835,616 Net operating costs 2.789 264 2,755,335 2,648,570 -17- 75 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 12. BUDGET FIGURES County Council completes separate budget reviews for its operating and capital budgets each year. The approved operating budget for 2019 is reflected on the Consolidated Statement of Operations. Budgets established for capital investment in tangible capital assets are on a project-oriented basis, the costs of which may be carried out over one or more years and, therefore, may not be comparable with current year's actual expenditure amounts. The 2019 operating and capital budgets were approved on February 12, 2019. 13. SUPPLEMENTARY INFORMATION: 2019 2018 [a] Current fund expenditures by object: Salaries, wages and employee benefits 28,703,991 27,634,931 Materials and services 6,864,357 6,900,216 Contracted services 18,129,737 18,085,613 Rents and financial expenses 478,998 517,615 Interest on long term debt 64,088 73,528 Amortization 10,562,716 10,712,850 Transfer to others 4,031,983 4,445,024 68,835,870 68.369.777 [b] Change in non-cash assets and liabilities related to operations: Decrease in loans receivable 30,000 10,000 Decrease (increase)in accounts receivable 59,170 (325,429) (Increase) decrease in prepaid expenses (22,670) 94,088 Increase in accounts payable and accrued liabilities 328,547 2,467235 395,047 2.245.894 -18- 76 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 14. OXFORD ELGIN ST. THOMAS HEALTH UNIT (OPERATING AS SOUTHWESTERN PUBLIC HEALTH) 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 a result of this merger, the Municipality's proportionate share of the Health Unit decreased from 59% in 2017 to 25% at December 31, 2018. This decrease resulted in a transfer of equity invested in tangible capital assets net of long-term debt totaling $2,665,395 to Oxford County the new merger partner. 15. SEGMENTED INFORMATION The Municipality is a diversified municipal government institution that provides a wide range of services to its citizens, including contract police services, fire, roads, community services, water and sewer. For management reporting purposes the Municipality's operations and activities are organized and reported by Fund. Funds were created for the purpose of recording specific activities to attain certain objectives in accordance with special regulations, restrictions or limitations. The Municipality services are provided by departments and their activities are reported in these funds. Certain departments that have been separately disclosed in the segmented information, along with the services they provided, are as follows: General Government General government is comprised of Municipality council, administration, treasury, human resources and information technology, providing services to Council and the other departments. Provincial Offences Provincial offences consists of the operations of the County's Court offices, including trials and proceedings and receiving payment for fines resulting from charges laid by various police forces and officials operating within the County. Distribution to area municipalities are also reflected. Transportation Services The Municipality Engineer's office oversees the maintenance and capital works operations of roads and bridges throughout the Municipality in accordance with minimum maintenance standards. -19- 77 CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 15. SEGMENTED INFORMATION (CONTINUED) Ambulance Services The Municipality provides land ambulance services to residents from five stations located throughout the Municipality. Health Services Health services are comprised of the Municipality's proportional share of the operation of the Oxford Elgin St. Thomas Health Unit and other public health transfers. Homes for Seniors The Municipality operates three long-term care facilities with a total of 247 beds, and two Adult Day programs for senior citizens. It operates under provincial legislation and oversight of the Ministry of Health and Long-Term Care. Social and Family Services Social and family services consist of the Municipality share of services that provides employment and income assistance, social housing and child care assistance to eligible participants. The social and family services program for the County is administered by the City of St. Thomas. Library and Cultural Services Library and cultural services are comprised of the operations of the Municipality library and archives system, Museum and other cultural services and transfers. -20- 7s CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2019 15. SEGMENTED INFORMATION (CONTINUED) Planning and Development Planning and development services include the preparation and administration of the Municipality's Official Plan, economic development, tourism and agricultural and reforestation services within the Municipality. For each reported segment, revenues and expenses represent both amounts that are directly attributable to the segment and amounts that are allocated on a reasonable basis. Therefore, certain allocation methodologies are employed in the preparation of segmented financial information. The General Revenue Fund reports on Municipality services that are funded primarily by taxation such as property and business tax revenues. Taxation and payments-in-lieu of taxes are apportioned to General Revenue Fund services based on the Fund's net surplus. Certain government transfers, transfer from other funds, and other revenues have been apportioned based on a percentage of budgeted expenses. The accounting policies used in these segments are consistent with those followed in the preparation of the consolidated financial statements as disclosed in Note 1. For additional information see the Schedule of Segment Disclosure. 16. SUBSEQUENT EVENT Subsequent to year end, the Municipality was exposed to economic risks associated with the coronavirus pandemic. These risks are beyond the Municipality's control. The overall impact of these risks cannot be identified at this time but could impact the Municipality's operations, future net surplus, cash flows and financial condition. The Municipality has experienced the following impacts: • The Municipality suspended some of it's operations in March 2020 and the Municipality staff are working from alternate locations; • The Municipality has waived interest and penalty charges on tax payments due from it's residents. The Municipality is unsure of the resulting overall impact on future cash flows or on the valuation of the year end receivable balances. -21- 79 O vi 0, 00 vi l� N M 00 O O l� Vl N 00 Vl Ol Ol 00 00 CD M M Ol 00 Ol Ol O O� O 00 V1 00 b4 Q ,.a N O M N M N 00 �O Vl U O vi O O N O N Ol O O M1 O O O O 00 Ml 'cl "C 7-r Vl ,r N -C I a (an, N O O M N 00 '0 N N �O O M O N OCl U O N N� ONO O O O a O Obi N 00G� U 00 O �O 00 00 a N l� z o oc �ClN ' O WCC O m 00 V)Do N 00 �c i " O -� 69 CD CD M M � 0 �-I � l M N 00 "0 00 M M "0 M V) 'pr, T 00 r) v 00 M zT �-I Q-I � 0 � cz o CtC — .Ur U 4r Z Act ct l� 00 Q O Ol N 0, U l� O M M Ol N O Ol N 00 00 Ol ct M 00 O O N l� OO 00 M M Ol M ;t W or. OO N N 00 M OO M 't U O O OO M 00 l� 00 00 OO OO N M V) OO O N 69 N l O 000 0 M Ol V) OO i 75 �-I Q-I � y 0 0 � W b ¢ o 3 cn � pa., y v� 0 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL All FROM: Jim Bundschuh, Director of Financial Services ElWnCor % 1 y DATE: September 15t", 2020 Progressive by Nature SUBJECT: Borrowing By-Law RECOMMENDATION: THAT the September 15t", 2020, report titled, Borrowing By-Law, submitted by the Director of Financial Services, be received and filed for information; and, THAT the Borrowing By-Law 20-44 approved to submit a long-term financing application with Ontario Infrastructure and Lands Corporation (OILC) for $12 million be amended to address corrections required by Ontario Infrastructure and Lands Corporation (OILC). INTRODUCTION: The by-law approved at the September 8, 2020 Council meeting requires minor changes required by OILC. DISCUSSION: The by-law requires the use of the formal name of the corporation through out the document and the title of the Chief Administrative Officer needed to be revised to include her Clerk function. FINANCIAL IMPLICATIONS: None. 82 IIII,��I�1011l�alulur«uf,,. 2 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ® Exploring different ❑ Fostering a healthy now and in the future. ways of addressing environment. community need. ❑ Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and community and other effectively. stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: The debenture by-law for $6 million will come to the Council meeting in October as a result of this required change. CONCLUSION: The amended by-law is presented to Council for their approval. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Julie Gonyou Director of Financial Services Chief Administrative Officer 83 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Brian Lima Director of Engineering 1011111111 Services .y. Peter Dutchak, Deputy Director of Engineering Progressive by Natur Services DATE: September 15, 2020 SUBJECT: Legislative Amendments to the Highway Traffic Act - Off Road Vehicle Use on Public Roads RECOMMENDATION: THAT the appropriate by-law be prepared to prohibit the use of "Off Road Vehicles" as defined by the Highway Traffic Act on Elgin County roads, and; THAT a copy of the report be provided to Elgin's Local Municipal Partners and the Elgin Group Police Services Board. INTRODUCTION: Effective July 1, 2020 the Ministry of Transportation has made legislative amendments to the Highway Traffic Act (HTA) to add additional types of off-road vehicles (ORVs) to the existing list of ORVs permitted on public roads. Municipalities must create new permissive by-laws to enable their use on public roads under the municipality's jurisdiction if so desired. Effective January 1, 2021, for municipalities listed in Regulation 8/03, all ORV types, including the new vehicle types, will automatically be permitted to use municipal roads unless a municipality passes a by-law restricting or prohibiting their use. The list of municipalities provided in Regulation 8/03 includes all of Elgin's local municipal partners with the exception of the Town of Aylmer and does not include the County of Elgin. Staff reports regarding the use of ORVs on County roads have been tabled before County Council on two previous occasions; in March 2004 and September 2015 respectively (reports attached). In both instances County Council supported the following resolution; "THAT the County of Elgin does not agree to allow use of County Roads by "Off Road Vehicles" as defined under the Highway Traffic Act, Section 191.8." 84 IIII,��I�1011l�alulur«uf,,. 2 DISCUSSION: Recent legislative amendments have increased the ORV types permitted on municipal roads and allow municipalities to create new by-laws prohibiting their use. Proposed for January 1, 2021, in local municipalities listed in Regulation 8/03, all types of ORVs will automatically be permitted to use municipal roads. Municipalities must create a by-law to restrict or prohibit their use. Regulation 8/03 lists all of Elgin's local municipal partners with the exception of the Town of Aylmer and does not include the County of Elgin. Staff consulted the OPP, the County Solicitor and the County's Insurer for their comments as it relates to ORV use on County roads. Received comments are summarized below. OPP — Does not support ORV use on County roads for numerous reasons. Speed variation between cars and trucks with ORVs could be catastrophic. Size and speed variation of vehicles is a great causal factor in motor vehicles collisions. Enforcement related to ORVs has proven to be difficult as there seems to be a large number of riders who fail to stop for police which can prove to be dangerous to the operator and public. There are certainly responsible riders and owners who comply with the laws and regulation laid out for ORVs. However, the added complexity of slower moving vehicles on County Roads may have dire consequences. County Solicitor— The expansion and permission of use of ORVs on County highways will attract a significant risk of liability for personal injury/death and property claims to Elgin County as owner/municipal authority with applicable jurisdiction over such highways in respect of inevitable accident/collision incidents thereon. In my opinion, it is both short-sighted and naive to simply take the position that extended permission for ORV on County highways is acceptable simply because the Province of Ontario has moved to allow such use. In a province as vast as Ontario, there are practical realities, including but not limited to the nature and volume, which should be accounted for in determining whether such extended permission should be granted. The result of such differing realities is that the extension for use of ORVs in southwestern Ontario will and should be different from that in, for example, remote areas in northwestern Ontario. strongly recommend that use of ORV on Elgin County highways be prohibited, and out of an abundance of caution, Elgin County enact a by-law prohibiting such use on Elgin County highways. County Insurer and Consultant - I don't believe ORVs have a place on public roads. Bodily injury is greater and essentially, I see more liability policy claims from accident victims. It would be prudent for the County of Elgin to continue in 85 IIII,��I�1011l�alulur«uf,,. 3 the same direction as they have in the past...with continued restriction for ORV use on County Roads by by-law. Furthermore, many ORVs are generally not recommended for use on paved surfaces by ORV manufacturers. Municipalities already have numerous areas of potential risk exposure. As such, it would make sense to not introduce another risk exposure, especially one from an inherently high-risk activity. County staff share similar opinions to the comments received from the OPP, County Solicitor and County Insurer. Staff are also cognizant of roadway design fundamentals that have not explicitly incorporated ORVs as vehicle types using County roads into road design. In addition, staff would anticipate an increased road maintenance demand on road shoulder sections that experience high ORV usage. Acknowledging County Council's previous position regarding ORV use on County roads, and considering comments received from the OPP, the County Solicitor and the County's Insurer, staff continues to recommend the prohibition of ORV use on County roads. Anticipated legislation amendments on January 1, 2021 will automatically permit ORV use upon the municipal roads under the jurisdiction of local municipalities listed in Regulation 8/03. Although the County of Elgin is not listed within Regulation 8/03, it is prudent for the purposes of public clarity to pass a by-law prohibiting such use. The County Solicitor has also recommended to enact a by-law prohibiting the use of ORVs on County roads. FINANCIAL IMPLICATIONS: None. 86 IIII,��I�1011l�alulur«uf,,. 4 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ❑ Fostering a healthy now and in the future. ways of addressing environment. community need. ❑ Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and community and other effectively. stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: Proposed legislation amendments to the Highway Traffic Act will automatically permit ORV use on local municipal roads throughout Elgin County (with the exception of the City of St. Thomas and the Town of Aylmer which are not included in Regulation 03/08) beginning January 1, 2021. Depending on the action of Elgin's local municipal partners, signage may be necessary to inform road users as to which roads ORVs are permitted to use. COMMUNICATION REQUIREMENTS: It is recommended that a copy of this report be circulated to the Elgin Group Police Services Board. It is also recommended that the notice of ORV prohibition on Elgin County Roads be posted on the County of Elgin's website to increase public awareness. CONCLUSION: Effective January 1, 2021, for municipalities listed in Regulation 8/03, all ORV types, will automatically be permitted to use municipal roads unless a municipality passes a by-law restricting or prohibiting their use. The list of municipalities provided in Regulation 8/03 includes all of Elgin's local municipal partners with the exception of the Town of Aylmer and does not include the County of Elgin. Staff solicited comments from the OPP, County Solicitor and the County's Insurer with respect to ORV use on Elgin County Roads. All parties endorsed the prohibition of 87 IIII,��I�1011l�alulur«uf,,. 5 ORV use on County roads based upon their experience and professional fields of expertise. County Council has previously supported the prohibition of ORV use on County roads by resolution in 2004 and in 2015. As recommended by the County Solicitor, a by-law should be enacted prohibiting ORV use on County Roads out of an abundance of caution. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer Peter Dutchak Deputy Director of Engineering Services 88 Elg mril"", �_Y`t'l��' REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: August 24, 2015 SUBJECT: Off Road Vehicles and All Terrain Vehicles INTRODUCTION: On July 1, 2015 the Province of Ontario implemented changes to permit more types of Off Road Vehicles (ORV) and All Terrain Vehicles (ATV) within Ontario, where permitted by local road authorities. This report recommends that the 2004 decision by Council be maintained. DISCUSSION: Ontario implemented changes to ORVs and ATVs within Ontario (Attachment A), and those changes affect the roadways within Elgin County. The changes permit additional types of vehicles such as: single rider ATV; two-up ATVs; side-by-side ORVs; and utility terrain vehicles. The new regulations, Ontario Regulation 316/03 require municipalities to pass by-laws to permit ORVs and ATVs to travel on municipal roads. The by-law may stipulate: which roads; the months of operation; and the hours of operation. A report was presented to County Council in 2004 (Attachment 8), and the following was adopted, "THAT the County of Elgin does not agree the use of County Roads by "Off Road Vehicles" as defined under the Highway Traffic Act, Section 191.8; and also, THAT the Elgin County Municipalities and the Elgin Group Police Services Board be so informed". The County's insurance provider was solicited for comments regarding risk management considerations for municipalities. The insurer provided a recently published bulletin (Attachment C), of risk management considerations. Some of the significant municipal issues are financial impact to policing, increased municipal maintenance and increased municipal liability to name a few. CONCLUSION: Staff concluded that County roads have not been designed nor being maintained for ORVs and ATVs to operate on the same road platform. The County's insurer confirmed an increased liability and operational costs if such use was permitted by by-law. Therefore, staff does not recommend permitting ORVs and ATVs to use County roads. 89 RECOMMENDATION: THAT the report titled "Off Road Vehicles and All Terrain Vehicles" from the Director of Engineering Services, dated August 24, 2015 be received and filed. All of which is Respectfully Submitted Approved for Submission Clayton Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer 90 ATTACHMENT A Drive an ATV ----------------------------------------------------------------------------------------------------------------------------------------------- Beginning July 1,2015, the province is implementing new changes to ORV and ATV. These changes include: • Allowing more types of off-road vehicles (ORVs) and all-terrain vehicles (ATVs) -including two-up ATVs, side-by-side ORVs and utility terrain vehicles (UTVs) -on the shoulder of public roads, where permitted • Mandating that all riders - including drivers and passengers of all ages - wear an approved motorcycle helmet and use a seatbelt or foot rests, where applicable • Children under the age of eight will not be allowed as a passenger on any ATV/ORV operating on-road • Limiting the number of passengers to the number of available seating positions • Requiring compliance labels on all ATVs/ORVs • Clarifying access and exemptions for farmers and trappers and for Far Northern Ontario municipalities For more information on these changes . click here <http://www.ontario.calenglishldriverldrive-A TV-fag.shtm1> ATVs and other types of ORVs are popular year-round utility and recreational vehicles that can offer hours of enjoyment for outdoor enthusiasts, as long as you obey the law and follow safety precautions. This information will help you enjoy your ATV/ORV safely. Smart Ride Safe Ride AN/ORV Handbook The Smart Ride Safe Ride handbook outlines the rules and requirements for ATVs and ORVs. It will tell you: • where you can ride your ATV/ORV • who can drive an ATV/ORV in Ontario • the road rules you need to follow • how to be a safe and responsible ATV/ORV rider Read the Smart Ride Safe Ride <http://www.antaria.ca/english/driver/ pdfs/smart-ride-safe-ride-ATV.pdf> handbook (PDF - 6.16 MB) TestyourATV Safety Knowledge <http://www.ontario.calenglish safety/atv-safety- elearnincil index.shtml> For more detailed information on the legal requirements for driving an ATV/ORV in Ontario, consult the Off-Road Vehicles Act(ORVA) <http://www.e-laws.gov.on.calhtml/statuteslenglishlelaws statutes 90004 e.htrn> and the Highway Traffic Act. <http://www.e-laws.gov.can.calhtmllregslenglishlelaws revs 030316 e.htrn> On-road riding ATV/ORV requirements Some ATVs/ORVs can travel along certain provincial highways and on municipal roads, if the municipality has a bylaw permitting on-road ATV/ORV use. For the purposes of on-road riding, a single-riderATV is a type of ORV that has: • four wheels that contact the ground • steering handlebars • a seat that is straddled by the driver • designed for a driver only and no passenger 91 Only an ATV/ORV that meets these standards can be used on the road. They must also meet other equipment-related requirements. For more information about these requirements . click here Where to ride Permitted ATVs/ORVs can travel on: • Highways 500 to 899 • many 7000-series highways • highways with low traffic volumes ATVs/ORVs cannot travel on: • 400-series highways • the Queen Elizabeth Way • sections of the Trans-Canada Highway For a complete list of provincial highways where on-road ATV/ORV use is permitted, please refer to Ontario Regulation 316/03 <http✓/ .e®/a s. ov.on.calht i/sourcelre slenglish/2 /ela s src re s rO3316 e.ht > . Schedule B and for a list of provincial highways where on-road use is prohibited. Please refer to Ontario Regulation 316/03 ScheduleA. For a list of highways in Ontario where ATVs are prohibited from crossing, please check Schedule 1 of Regulation 863 of the Off-Road Vehicles Act <http://www.e-laws.gov.on.calhtmilregslenglishlelaws re s 900863 e.ht Who can ride For on-road riding, an ATV/ORV driver must: • be at least 16years old • hold at least a valid G2 or M2 licence • wear an approved motorcycle helmet, securely fastened under the chin with a chin strap • wear a seat belt,where provided • travel at speeds less than the posted speed limit, as outlined below For on-road riding, a passenger on an ATV/ORV: • cannot be under the age of eight • must wear a seat belt or use foot rests, when applicable • must wear an approved motorcycle helmet, securely fastened under the chin with a chin strap Rules of the road ATVs/ORVs on the road must travel at speeds less than posted speed limit: • no more than 20 km/h on roads with a posted speed limit of 50 km/h or less • no more than 50 km/h on roads with a posted speed limit greater than 50 km/h Municipalities may set lower speed limits or additional rules for ATVs/ORVs. ATVs/ORVs travelling along a road must: • be driven in the same direction as traffic • travel on the shoulder - if the shoulder is unsafe or impassable or not wide enough, an ATV/ORV can be driven on the travelled portion of the road • have headlights and tail lights on 92 Off-road riding Your vehicle For off-road riding, your ATV must be registered and display a rear licence plate (except in exempt areas like far northern Ontario)U must be insured under a motor vehicle liability policy. These requirements also apply to other types of (ORVs) including two-up ATVs side-by-side ORVs and utility terrain vehicles. Who can drive For off-road riding, an ATV/ORV driver must: • be at least 12 years old, unless directly supervised by an adult or while driving on land occupied by the owner of the ATV/ORV • carry the ATV/ORV's registration permit or a true copy Drivers and passengers must wear an approved motorcycle helmet, securely fastened under the chin with a chin strap. Where to ride Crossing a Highway The driver can directly cross a highway on an ATV/ORV where permitted only if.- • it is registered and displays a rear licence plate • it is insured under a motor vehicle liability policy • the driver is at least 16years old and has a valid driver's licence of any class • the driver and passengers are wearing approved motorcycle helmets, securely fastened under the chin with a chin strap For a list of highways in Ontario where AVTs/ORVs are prohibited from crossing, please check Off-Road Vehicles Act <http:// ,e-la s.gov.on.ca/ht l/rega/engllah/ela a r g 900863 e,ht >. Exemptions Exemptions can be found in the Ontario Regulation 316/03. Beginning July 1,2015, farmers and trappers and public work employees are exempt from ATV/ORV width and weight restrictions while performing commercial duties. Additionally, municipalities in Far Northern Ontario may prohibit the use of ATVs/ORVs on certain roads. Be a safe and responsible rider • take an ATV/ORV safety course and learn to ride from an expert • know your ATV/ORV and read its operator's manual before you ride • graduated licensing requirements apply to young and novice drivers when driving on-road • do a pre-ride inspection and check oil, gas and other fluid levels, lights, brakes and tire pressure • stay in control -never ride beyond your skill level or abilities • always ride according to trail, road and weather conditions • use extreme caution when turning, crossing, climbing and descending hills - always cross obstacles using the proper technique • drive sober- it's against the law to drive while impaired by alcohol or drugs. They will affect your judgement and slow your reaction time • ride with others and always let someone know where you're going and when you expect to return • be responsible and courteous, and respect others on the trail • ride in designated areas only. • Preserve the environment and keep noise levels low 93 Recommended for you ~ Frequently Asked Questions <http://www.ontario.calenglish ~ ~ Winter driving Brochure <http://www.ontario.calenglishlsafetV POF 1.85N1BV Frequently Asked Questions Q1 :What types of ORVs and ATVs can operate Q2 :What are the requirements Q6 What tVpes of roads can ORVs and ATVs driven on-road? <#q7> QS : Do municipalities have to pass bV-Iaws to allow ORVs on thei r roads? <#qB> Q9 : What are the rules to drive an ORV on-road? <#qg> Q10 : Are there age restrictions for passengers riding on- road? <#q,10> 011 : What are the new operator and rider requirements? <#q,1,1> Q12 : What tVpe of insurance is required to operate on-road? <#q,12> 013 : What are the requirements for an ATV's overloading warni compliance label? <#ql4> 015 : How will on-road operation be enforced? <#q 1 5> 016 : WhV has on-road access been extended to Crown I and roads within <#q 1 6> Q1 7 : What changes have been made to the farmer and trapper exempti on? <#a,l 7> Q1 8 : What changes have been made to the public works exemption? <#q,18> Q19 : What changes have been made to the Far Northern Ontario exemption? <#q,19> O1 : What types ofORvs and ATVs can operate on-road? Effective July 1.2015. more types ofORVo and ATVs are allowed on some provincial highways and municipal roads, where permitted. These vehicles include: ~ Single-rider ATVs ~ Two-upATVo ~ Side-by-SideORVo ~ Utility Terrain Vehicles (UTVo) 94 02 :What are the requirements for riding ORVs on-road? ORVs that meet the requirements under Section 1of the Highway Traffic Act(HTA) Regulation 316/03 <http://www.orrtario.ca/laws/rept.//atiot7 030316> and Section 10of the regulation may operate on permitted provincial highways and municipal roads where a by-law permits their use. • Check Section 1 </7ttp://www.ot7tario.ca/laws/regL//atlon/030316 #BKO> of the regulation to find out if your ORV orATV is eligible for on-road use. • Check Section 10 <http://vinmiw.ontatio.ca//awslregulation/ 030316#3K20> of the regulation for specific industry standards and equipment requirements. Please check your ORV's compliance label to ensure that the manufacturer certifies it meets one of the following standards outlined below. An ORV that does not meet any of these standards is restricted to off-road use only. •fl manufactured after December 31,2001,the ORV must meet the equipment configuration and performance requirements outlined in at least one of the following applicable standards: ANSI/SVIA-1-2001, entitled American National Standard for Four Wheel All- Terrain Vehicles — Equipment, Configuration, and Performance Requirements ANSI/SVIA 1-2007, entitled American National Standard for Four Wheel All- Terrain Vehicles ANSI/SVIA 1-2010, entitled American National Standard for Four Wheel All- Terrain Vehicles ANSI/ROHVA 1-2011,entitled American National Standard for Recreational Off-Highway Vehicles COHV 1-2012, entitled Canadian Off-Highway Vehicle Distributors Council Standard for Four Wheel All-Terrain Vehicles COHV 2-2012, entitled Canadian Off-Highway Vehicle Distributors Council Standard for Recreational Off-Highway Vehicles ANSI/OPEi 871.9-2012, entitled American National Standard for Multipurpose Off-Highway Utility Vehicles COHV 3-2013, entitled Canadian Off-Highway Vehicle Distributors Council Standard for Multipurpose Off-Highway Utility Vehicles ANSI/ROHVA 1-2014, entitled American National Standard for Recreational Off- Highway Vehicles Learn more about the COHV Voluntary Standards tt :// www.cohv.ca/standard . t / . Q3 : What is a two-up ATV? A two-up ATV is designed for a driver and one passenger only; must have a seat designed to be straddled by the passenger while sitting facing forward behind the driver; and, foot rests for the passenger that are separate from the foot rests for the driver. All ATVs must display an overloading warning label and a manufacture compliance label in plain view. 95 Please check your ATV compliance label to ensure the manufacturer certifies it meets one of the standards for this type of ATV. Q4 : What is a side-by-side ORV? A side-by-side ORV is a type of ORV that must have: • four or more wheels that contact the ground • a steering wheel • seats that are not designed to be straddled • has an engine displacement equal to or less than 1,000 cubic centimetres • a weight of 1,700 kilograms or less • an overall width of 2.03 metres or less (excluding mirrors) • a roll-over protective structure • a handle or device that an occupant can grasp • a seat belt for each seating position • a rear view mirror All ORVs must display a manufacture compliance label in plain view. Please check your ORV's compliance label to ensure the manufacturer certifies it meets one of the standards for this type of ORV. QS : What is a utility terrain vehicle (UTV)? A UTV is a type of ORV that must have: • four or more wheels that contact the ground • a steering wheel • seats that are not designed to be straddled • a minimum cargo capacity of 159 kilograms • a weight of 1,814 kilograms or less • an overall width of 2.03 metres or less (excluding mirrors) • an occupant protective structure • a handle or device that an occupant can grasp • a seat belt for each seating position • a rear view mirror All UTVs must display a manufacture compliance label in plain view. Please check your UTV's compliance label to ensure the manufacturer certifies it meets one of the standards for this type of UTV. Q6 : What types of roads can ORVs and ATVs use? On selected provincial highways identified in Schedule B of HTA Reg. 316/03. d'�/��://tn��n��n�.�rr�r�cr�°i�r.�•cx/lcxtn�s/r^��a7ra/cz�i�rr�r/C�,3(�,31�//t'' :��:�, On municipal roads where a by-law permits their use. Municipalities may also create rules to specify the months and/or hours that ATVs and ORVs can operate on their roads. ORVs may not operate on provincial highways and roads identified in Schedule A of HTA Reg. 316/0 3. :hap,- onle.'irio.ce.xl hx ws/v°egule.ztio n/ 03031611 B °S2,--- If there is no municipal by-law then operation of an ORV, ATV and UTV is prohibited. If in doubt, check with the municipality first before riding. 96 Q7 = Where should ORVs be driven on-road? Along the shoulder of the roadway in the same direction of traffic. If the shoulder is obstructed or if there is no shoulder, ride as close to the right of the road as possible. If the ORV is too large to fully operate on the shoulder of a roadway with all tires on the shoulder, the ORV may ride on the roadway as close to the right of the road as possible. Q8 = Do municipalities have to pass by-laws to allow ORVs on their roads? Yes. Unlike the snowmobile framework, municipalities must opt-in to the ORV framework. This means they may pass a by-law to allow these additional types of ORVs on their roads, but municipalities are not required to pass a by-law. Existing by-laws may need to be amended to allow these additional types of ORVs on municipal roads. If a by-law does not exist then ORV operation is not allowed. If in doubt, check with the municipality first before riding on their roads. Q9 = What are the rules to drive an ORV on-road? Only those with a minimum G2 or M2 licence may operate an ORV on highways and municipal roads where permitted. Operators must wear an approved motorcycle helmet that is securely fastened under the chin with a chin strap. Graduated Licensing System requirements apply to young and novice drivers when driving on- road. The driver must carry the registration permit or a true copy (i.e. photocopy of both front and back of the permit). Q10 = Are there age restrictions for passengers riding on-road? Yes. Children under the age of eight are not permitted to be a passenger on an ORV that is operating on-road. This requirement aligns with existing Highway Traffic Act seat belt rules. Q11 = What are the new operator and rider requirements? Where applicable, the existing operating requirements for single-rider ATVs have been transferred to these additional types of ORVs. There are new rules that include: • Ifthe vehicle was manufactured with seat belts,everyone must buckle up. • If the vehicle has passenger foot rests,the passenger must be able to reach these foot rests. • The number of occupants is limited to the number of available seating positions. • No passengers under the age of 8 are allowed and additional passenger restrictions apply if the driver is a young and novice driver with a minimum G2 or M2 licence. • All riders-drivers and passengers-must wear an approved motorcycle helmet. 97 012 :What type of insurance is required to operate on-road? The ORV must be insured under a motor vehicle liability policy that complies with the Insurance Act and with section 2 of the Compulsory Automobile Insurance Act. Q13 : What are the requirements for an ATV's overloading warning label? ATVs, including single-rider and two-up ATVs, manufactured after December 31, 2001 must display an overloading warning label placed on the ATV at the time of original manufacture to show the maximum weight capacity as outlined in Section 11 <:l7ttp://www.ontario.ca/laws/regulation/030316#—B 23> of the regulation. This label must be displayed in plain view and not altered or damaged. 014 : What are the requirements for an ORV's compliance label? All ORVs manufactured after December 31,2001 must display a compliance label placed on the vehicle at the time of original manufacture to show the manufacturer's certification that the vehicle meets one of the specified vehicle standards identified in the regulation under Section 10 <I7ttp //www.ontario.oa/laws/repcilatiot7/03O3l6#—B 24> of the regulation. This label must be displayed in plain view and not altered or damaged. 015 : How will on-road operation be enforced? There will be an education period in place from July to September 2015 to allow the public and riding community to adjust to these changes. This allows stakeholders, the broader public and riding community to familiarize themselves with the changes prior to Part Itickets being issued for new offences specific to these additional types of ORVs. During this public education period, police officers may still issue tickets for traditional HTA offences (e.g., speeding, disobeying traffic signals, etc.) and lay charges for new offences through a summons. Full enforcement is expected by September 2015. 016 : Why has on-road access been extended to Crown land roads within municipalities? Currently, as part of the Ministry of Natural Resources and Forestry's (MNRF) Public Lands Act Free Use policy, ORVs are permitted to operate on Crown land. These changes clarify that MNRF is the road authority for roads on Crown land administered under the Public Lands Act (PLA) and determine ORV access to Crown land roads. These changes also extend to allow the governing body of provincial parks and conservation reserves to determine ORV access to roads under their jurisdiction. Q17 : What changes have been made to the farmer and trapper exemption? 98 All existing exemptions remain under Section 27 . tt .11 wwwont rio.c llagarslre.g rf tion/030316#8K49> of the regulation. The new changes now allow farmers and trappers to use ORVs of any size while carrying out their commercial duties. Q18 : What changes have been made to the public works exemption? All existing exemptions remain under. Section 28 tt �a w ear.:ll wont rio.c /f /re �r/ tion/030316#BK50> of the regulation. The changes now allow public works employees, as defined in the regulation, to use ORVs of any size while carrying out their commercial duties. Q19 : What changes have been made to the Far Northern Ontario exemption? All existing exemptions remain under Section 29 . tt ://wwwont rio.cal l wslregulation/030316#BK51 > of the regulation. The changes have returned local decision-making to municipalities in Far Northern Ontario which allow them to determine ORV use on their roads. These municipalities may now pass by-laws restricting ORV use on their roads. 99 ATTACHMENT B REPORT TO COUNTY-COUNCIL FROM: Clayton Watters,Manager of Engineering,Services DATE; Februarys 17,2004 SUBJECT: Off Road Vehicles INTRODUCTION As of July 2003, munlclpallties were given authority to determine whether or not off road vehicles should be allowed access to highways under their authority. As such, the Township of Malahide during Its deliberations felt that the matter of Off Road Vehicles should be considered at the County level so that a uniform Implementation across the County be established. C�� Section 191.8 of the Highway Traffic Act(HTA)has been amended'for Off Road Vehicles (ORV)to,have more access to the shoulder and paved portions of some Ontario highways. The HTA defines an ORV as; A four wheels that are all In'contact with the ground, steering handlebars, a seat that is designed to be straddled by the driver,and meet the requirements of the Motor Vehicle Safety Act, j Municipalities can determine which highways that ORV would be allowed to use. They would not be allowed access .to Provincial Highways in Elgin County because of the j summer traffic volumes exceed the threshold of 5000 Summer Average Daily Traffic. Staff's concern is that If ORV's are allowed on County of Elgin right of ways the ORV speed limits are substantially reduced from the posted limit, in a posted 50 km/h zone the maximum limit for the ORV would be 20 km/h.In an 80 km/h zone the limit for the ORV is 50 km/h. Vehicles tend to drive approximately 15 km/h over the speed limit so theoretically the speed differential could be as much as 45 km/h or 40 feet per second. As an example,all roads have been designed to maintain a minimum sight distance where ever possible. Approximately 200 metres of sight distance is available at any-polnt on a County Road(with a fever exceptions). If a vehicle was travelling 100 km/h,90 ft/sec,and an ORV Is travelling at S0 km/h, 45 ft/sec,they would meet within 4 seconds in that 200 metres of sight distance. Within that 4 seconds,the vehicle travelling at 100 km/h must see the.ORV, react,and adjust their speed. 'There would be no room for error. 100 Normally vehicle are,judging themselves by the,other vehicles travelling at or near their speed.The travelling public would not have ample_experience dealing with vehicles going more than half the speed.Therefore,the possibly for increased collisions would Incur. Today the rural community has the right to use ORV for their farm use Therefore this legislation would be for the recreational user. In other words,the County of Elgin would be encouraging ORV users to play on County Roads. Staff believes that vehicles and ORV's do not mix on County Roads, The County of Elgin roads were designed for vehicular traffic. Road design has not accommodated for,two lanes of traffic and a third lane for ORVs on the shoulder. County Road shoulders in most cases are 3 meters In width, but some are less,An ORV can use the driving lanes if the shoulders are not sufficiently designed. In this case two different mixes of motorized vehicles would be using the same area of the roadway. The risk of accidents increases dramatically. If Council has an Interest In allowing the ORVs the use of the County of Elgin rights of ways our Insurer and legal council should be requested for comments. CONCLUSION: i Off Road Vehicles .and vehicles designed-for highway use do not mix. The speed differential is to great for both to safely use the same road platform. Our, community Is predominately rural in nature and as such our farming community presently has the right to use the right of ways for their business. Recreational use should be on private lands. RECOMaM1ENDATWN: THAT the County of Elgin should not permit the use of County Roads by Off Road'Vehicles as defined under the Highway Traffic Act section 191.8;and also,. That the municipalities of Efgln County and the Police Services Board be so Informed, i t Respectfully Submitted Approved for Submission Clayton Watters Nark . Manager of Engineering Services Chief Administrative Officer I I 101 ELGIN GROUP.POLICE SERVICES BOAR? Chair David M.hock Tel.(519)031-1460 Ekt,161' 460 sunset Drive Fax (619)633-7061 St.Thomas,Ontario N5R 5'J1 Res.(619)633-1603 February 26,2004 Munlorpalllyof Honourable HarinderTakhar eayhom Minister of Transportation 77 Wellesley St.W.,3'd Floor Ferguson Block Municipality of TORONTO,Ontario M7A 1Z8 Central Elgin Dear Minister. I The Elgin-Group Police Services Board,at its meeting held on February 6, Municipality of 2004,considered the changes to Ontadds Off-Road'Vehicies Legislation/ nutton/Dunwich Regulation and adopted the following resolution: 'THAT the Elgin Group Police Services Board does not support the Municlpautyof new legislation allowing murildipalitles to pass l laves permitting West Elgin Off-Road Vehicles (ORV) to travel on roadways due to potential safety concerns and liability issues of ORV travelling on roadways at t a much lesser speed than vehlolei�presently using the roadways,,as well,ORV would require head and tail lights,and ORV drivers would Township or require licensing and insurance;and, Malalside THAT the Elgin Group Municipalities be encouraged not'to pass such an authorizing by-law. Township,of sotrtttwoid -Carried. (aligned)Chair David Rock" We look forward to your response to the recommendation. Yours truly, - (da) W David Rock, Chair. cc: Elgin Group Municipalities 102 PI 91 d ix GaunlW Couacll 1 , March 9,2004 a Sp'eakal Eve County Ciounotl 132 The Chair of r i Moved by Councillor Wilson x Picnic would Seconded by Councillor Wowed roVe<i ., r r staff of 8 hours of the second ambulance vehicle in St,Thomas be a'PP November 21 'PRAT an up• Moved by Cc increasing from tho current A9'MouHe dap on-site coverageof a heursdT day op•sLLa h,,, aeon ad b coverage.Provided the Ministry of Health provides its share of funding dollars',and, ➢q 'k l a? THAT the rat THAT staff monitor the current hours of operatkrn at the C coon eats from aMinistry iStation and r c the Chair oft report back to Council in July 2064 for reassessment wfkh comments farm lMa Min s ry° ' the business case Pr°P°sltion and discussion on Improvements made to 1Ma serv^lca to J M1x r y data. I' ., ( li -Carried. 1 y�n Council recer a ' era attendance. w �V, t I.I a r—G 1+p CO q a ° avie 16 Oil Weli fOrinkli Moved by Councillor Faulds ' x Ennfnearina I Seconded by Councillor McIntyre •` Council lor W P lit: questions ar ° t THAT the report entitled Compliance care eceIved and iilod�d February is being can: 2004,from the General Mana9ar,Long- „Carded, `I �� occurred to for the gang 'I l r o er. Caro u' I a T ono e➢ t err c °d C ;Moved by Cc �(I Serronded bt 4 I r• Moved by Councillor Wilson .THAT Installs Seoepded by Councillor gaLdwln located at WV ComPuence Review"at Terrace L°dgs"dated FebnkaGYr' !or dlfacussior THAT the report entitled Votary Lo Term Care be received and Prlad. 26,2dg4,from the General Manager" ng- •;: Carried. i , guncitor W qn —Te Se call e , u..lcq a. ad M .. Cass The TacMniaa1 Sepicea Officer handed out an avant prog ram,.Which will be hosted b exhlh r. rEr�aI eerin° Elgin County Road SupervisorsEA56001 led that Indiv4deal Road Supervisors would be �y¢Ved by Cc Aylmer on June 2-3,24Q4 Fie econded by tf I� roquesttng staff pad'ialpatlan art Khe.event from ihelr respeup munlcipaRMy Councl n v ' as wail a donor racagpiticn night would be Ma1d on rtF Fauids n°tad the grand apaning for the East Elgin Community Campl'a t would be dune 11 'JVardE A a�l s ad Councli'lors to aced, and an oourag rllrsmank fc i May 28• Cmunty R• z i ', Moved by Councillor McIntyre r II Seconded by C°wncJIW Baldwin L4. June 2.3,2004"dated February 26, ao I chnical'�, THAT the report entitled"MuniolPai Trade Show, 2904,from the Te Services Officer be received and tiled. �',usslon° 4 -Carried. CyRcac tE could er of En I ear n Se 0 by Cc Moved by Councillor Wilson hied lot � ,s Sananded by Councillor Faulds .: hine 5 SeCtlonlgt.8; and- Vehicles- THAT the County of Elgin doss not agree to allow use nt County Roads kry""O C Traffic Act, , Vehicles"as defined under the Hghwap police Services Board be so�6 r,,. in County Munisipalltias and the Eigln GrauP P rlho re.. r� i lii THAT the Elgin informed, _Carried Unanimously. ,', W l 103 ATTACHMENT C Frank Cowan Risk Management Centre ofEXCELLENCE Company Risk Management Considerations for ORVIATVs on Municipal Roads Effective July 1, 2015, more types of ORVs and ATVs are allowed on municipal roads,where permitted.These vehicles now include: • Single-riderATV • Two-up ATVs • Side-by-Side ORVs • Utility Terrain Vehicles(UTV) According to the Highway Traffic Act, Regulation 316/03— Operation of Off-Road Vehicles on Highways, Section 4.1, off-road vehicles may be driven on iunicipal roads only if the municipality passes a by-law. The municipality may stipulate in the by-jaw the designated . Specify the roads and the months of operation as well roads,the months of operation and the hours these vehicles as the hours of operation on municipal roads in may access the roads. Without a by-law, these vehicles all communications cannot operate on municipal roads. If the municipality had - Post signage as drivers approach the designated passed such a by-law in 2006,then they only need to update roads, such as"You are now entering an area where the existing by-law ORVIATVs are allowed to operate—please share The Highway Traffic Act applies to, these vehicles. The the road." vehicles must be insured in accordance with the InsuranceAct . Post speed limits for ORV/ATV vehicles and with Section 2 of the Compulsory Automobile Insurance . Determine your inspection and maintenance Act.The speed limits that apply are 20 km/hr maximum,on requirements and update your existing road policies/ roads that have speed limits 50 km1hr or less and 50 km/ procedures and documentation hr maximum on roads that have speed limits over 60 km/hr. , Gravel shoulders and drop-offs must be properly The municipality can designate a lower speed limit. maintained for common law duty of care purposes . Review the sufficiency of the shoulder that would' Municipal Issues to Consider: permit the operation of the ORVIATV on the shoulder. • Private property damage and trespassing issues may If the Oli must be operated on the roadway,are be more prevalent as these vehicles access there stopping sight distance constraints(horizontal or municipal roads vertical alignment) on the roadway that would cause • Public property damage a motorist overtaking an ORVIATV to take evasive • Financial impacts on policing and education action to avoid a collision with a slower moving • Do police have the required equipment to go after ORVIATV? drivers that are breaking the rules? • Municipalities should avoid including in the by-law • Increased municipal maintenance requirements roads where the shoulders are not adequate for the • Increased municipal liability use of ORV1ATVs • Road safety audit to address the risks/threats to the Municipalities should determine which roads are not safe operation of these vehicles on the shoulder and compatible with recreational usages, i.e. commuter road allowance routes/truck routes • If these vehicles are allowed on the roads,will this put While the Frank Cowan Company does its best to provide useful general inormabon and pressure on the municipality to allow them on their guidance an matters of interest to its clients,statutes,regulations and the Common 18N trail systems? continually change and evolve,vary frornjurisdii luji and are subject to differing • Interpretations and opinions The infamation provided by the Frank Cowan Company Is not Does the municipality have the manpower to maintain intended to replace legal or other professionai advice orservices.The information provided by the roads and enforce the rules? the Frank Ccfwan Company herein Is provided"as Is"and WthmA any warranty,either express or implied,as to its flIness,quality,accuracy,applicablifity or timeliness.Before taking any Risk Management Recommendations: action,consult an appropriate prof=ional and sa60y yourself about the Illness,accuracy, • Let the public know(via newspaper/radio/social media/ applicability or timeliness of any Information or opinions contained herein.The Frank Cowan Company assumes no liability whatsoever for any mrom or omissions assoolaterl with the website)that ORV/ATVs are allowed/art not allowed Information provided herein and furthermore assumes no liability for any decision or action on municipal roads lakenin reiiance on the information contained In these materials or for any darnages,losses, costs or expenses In a way connected to It ............. ..... excelle nee.frankeowainconi frankcowruti ....... .................................. 104 Ministry of Transportation Ministere des Transports Safety Program Development Branch Direction de 1'e1aboration des Ontario 87 Sir William Hearst Avenue, Room 212 programmes de securite Toronto, Ontario M3M 0134 87,avenue Sir William Hearst,bureau 212 Toronto, Ontario M3M 0134 July 10, 2020 Dear Municipal Stakeholder, I am pleased to announce that as of July 1, 2020 the province expanded the types of off-road vehicles permitted on-road to two new additional types: off-road motorcycles commonly known as dirt bikes; and, extreme terrain vehicles, which are semi-amphibious vehicles with six or more wheels. This updated regulation can be found at hftps://www.ontario.ca/laws/regulation/030316. It is important to note that the same on-road access rules for existing off-road vehicles continue to apply for these new vehicles on provincial roadways (Please see Schedule B of Ontario Regulation 316103: Operation of Off-Road Vehicles on Highways). Similarly to the previously permitted vehicle types, municipalities may permit the use of off-road motorcycles and extreme terrain vehicles in their local jurisdiction through by-law. However, municipalities with existing by-laws permitting off-road vehicles will need to amend their by-law after July 1, 2020 if they want to allow these the new types of vehicles on their local roads. By-laws created before July 1, 2020 apply only to those classes of off-road vehicle which were permitted to operate on-road at the time: all-terrain vehicles, two-up all-terrain vehicles, and side by sides (utility terrain- vehicles, recreational off highway vehicles). To support municipalities with these changes, the ministry has developed guidance documents to help municipalities decide whether to permit these new vehicles on their local roadways. These documents also provide guidance for proposed, yet to be proclaimed, changes for municipalities listed in Ontario Regulation 8/03 which will amend the way off-road vehicles are permitted on-road access to municipal roads. In municipalities listed in Ontario Regulation 8/03, off-road vehicles will automatically be allowed on municipal roads unless the municipality creates a by-law to prohibit or restrict their use. These new provisions have a target implementation date of January 1, 2021 and will replace the current requirement that those municipalities listed in Ontario Regulation 8/03 must enact a by-law to permit off-road vehicles to operate on identified municipal roads. If you have any questions regarding these future changes, please contact the general inquiry line for the Safety and Information Management office of the Operations Division at 905-704-2960. For reference, the guidance documents are attached. I would ask that you please forward this notice and enclosed guidance material to the attention of municipal staff in charge of traffic safety and those responsible for enforcing off-road vehicle laws in your area. If there are any questions regarding these amendments, please do not hesitate to contact the Acting Manager at the Safety Program Development Office Erik Thomsen at (647)-638-5210 or erik.thomsen@ontario.ca. /2 105 -2- Thank you for your assistance in communicating this change. Sincerely, Angela Litrenta A/Director Safety Program Development Branch Ministry of Transportation Attachment— Municipal Guidance Materials 106 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Julie Gonyou Chief Administrative Officer 1011111111 Jeff Smith, CEMC/Fire Training Officer E1p.n' ' ,� 1 114 �� DATE: September 10, 2020 �, e.r ,, Progressive by Nature SUBJECT: COVID-19: Body Holding Services RECOMMENDATION: THAT the September 10, 2020, report titled, COVID-19: Body Holding Services, submitted by the Chief Administrative Officer and Community Emergency Management Coordinator/Fire Training Officer, be received and filed for information. INTRODUCTION: Through the pandemic there have been some efforts to improve our region's capacity to respond to both pandemic and other crisis situations involving significant mass mortality situations. The PaLM lab team (Pathology and Laboratory Medicine) and the City of London Emergency Management Team created a five (5) transport truck trailer fleet with appropriate storage and shelving to handle 250 bodies. The County of Elgin has the option of having access to this fleet in the event of a mass casualty situation in our community by contributing to the City of London to offset the ongoing operating expenses associated with this service. DISCUSSION: On September 8, 2020, the Chief Administrative Officer had a call with the Integrated Vice President from London Health Sciences Centre and St. Joseph's Health Care London to discuss body holding services during the pandemic, including a potential partnership with the City of London. Correspondence received from the St. Thomas Elgin General Hospital (STEGH) CEO Robert Biron, on August 10t", indicated that STEGH has put in place an Expedited 107 IIII,��I�1011l�alulur«uf,,. 2 Death Response and morgue processes structured by the Ministry of Health. CEO Biron suggested that municipalities and their services (e.g., Long-Term Care Homes) wish to explore this opportunity further. Funeral homes in Elgin County have been given a directive regarding their response and removal timeframes from Long-Term Care Homes (LTCH). Funeral homes have also been working with the Bereavement Association of Ontario and the Chief Coroner to develop guidelines for the safe preparation of a COVID positive individual for burial. It is unlikely that Elgin's Long-Term Care Homes will require a body holding service as a large proportion of gravely ill residents would be transported to the hospital. Should we face capacity concerns, it would be at the funeral home level. Elgin and St. Thomas have a number of trucking firms who may be able to offer a more advantageous arrangement of the lease or acquisition of a refrigerated transport trailer. If there was a potential need for a body holding capacity in Elgin, it is likely an Elgin- based solution would be best to ensure priority status. As noted above, STEGH does not seem to have capacity concerns. FINANCIAL IMPLICATIONS: • PaLM and the City of London Emergency Management Team created a five (5) transport truck trailer fleet with storage to handle up to 250 bodies (see attached); • There is an annual cost of approximately $30,000 per year to maintain the fleet; • City of London has agreed to cover these costs for the next twelve (12) months; • City of London is seeking a contribution to offset the annual maintenance costs (approximately $5,000), and the City of London will cover the balance. A contribution would signal a shared commitment. It is recommended that Elgin pursue a local option and provide an update to Elgin County Council at a future meeting. 108 IIII,��I�1011l�alulur«uf,,. 3 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ® Exploring different ❑ Fostering a healthy now and in the future. ways of addressing environment. community need. ❑ Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and community and other effectively. stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: No direct impact on Local Municipal Partners. COMMUNICATION REQUIREMENTS: Information will be distributed to the City of St. Thomas, St. Thomas Elgin General Hospital, and the City of London/St. Joseph's Health Care and London Health Sciences Centre. CONCLUSION: To ensure Elgin County has priority access to body holding services, it is recommended that a local solution be developed. The CEMC/Fire Training Officer will reach out to Elgin/St. Thomas funeral homes and reassess their position on capacity should a second wave of COVID-19 occur in our area. If there is a capacity concern, staff will contact local transportation/trucking companies and share any plans and costs with County Council at a future meeting. 109 IIII,��I�1011l�alulur«uf,,. 4 All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer Jeff Smith Community Emergency Management Coordinator/Fire Training Officer 110 CORRESPONDENCE — September 22, 2020 Items for Information — (Attached) 1. SWIFT with their Monthly Project Update for August 2020. 2. Community Schools Alliance with a letter giving a brief update on the activities of the Executive Committee. 111 WIFIT J i SoulhWi"enskxn-lrife rafiNJ hbre Tea^r,hu"rooWjy Monthly, Project Update August 2020 • Procurement o All contracts executed; implementation is underway. • Implementation o Implementation underway and progressing well with one major delay to report ■ NOR_EXE_06 (Long Point) is expected to be delayed by 6 months due to high water levels and permitting issues ■ Lake Erie water levels are higher than normal which has caused saturation in and around the Long Point area. Construction will be targeted during the summer months so that conventional construction methods can be used. ■ Due to the environmental sensitivity of the Long Point area, a total of 5 construction permits are required for this project and are taking longer than anticipated. In addition to the required municipal permits, permits are required from the Long Point Region Conservation Authority, the Department of Fisheries and Oceans, and the Ministry of Environment, Conservation and Parks. Execulink has hired an engineering consultant to address this issue. 0 The first in-service customers were reported by EhTel on project WEL_EHTEL_04. This project continues to progress well ahead of schedule with 212 of 674 premises passed to date. o Construction started/underway in 7 projects including the start of construction on project CHA TEK 03 in the Delaware Nation Moravian of Thames First Nation. 0 89 of 766 KM of fibre construction completed to date 0 766 of 11,404 premises passed to date o See attached Monthly Dashboard for details for each project. ..n cl se 3 II cl II u s • Procurement o Phase 3 procurements are progressing well;SWIFT anticipates that the procurement process will be completed by the end of 2020 in all Phase 3 regions. o RFPs issued and announced in all municipalities. o Dufferin County ■ Procurement closed on 29-May-20/ PAC approval received / Evaluation and project selection underway/All project announcements to be made by the province in due course. o Caledon ■ Procurement closed 12-Jun-20/ PAC approval received / Evaluation and project selection underway/All project announcements to be made by the province in due course. 112 o Oxford County ■ Procurement closed 19-Jun-20/ PAC approval received / Evaluation and project selection underway/All project announcements to be made by the province in due course. o Grey County ■ Procurement closed 10-Jul-20/ PAC approval received / Evaluation and project selection underway/All project announcements to be made by the province in due course. o Windsor ■ Procurement closed 31-Jul-20/ PAC approval scheduled for 01-Oct-20 / Evaluation and project selection underway/All project announcements to be made by the province in due course. o Essex County ■ Procurement closed 07-Aug-20/ PAC approval scheduled for 01-Oct-20 / Evaluation and project selection underway/All project announcements to be made by the province in due course. o Bruce County ■ Procurement closed 28-Aug-20/ PAC approval scheduled for 15-Oct-20 / Evaluation and project selection underway/All project announcements to be made by the province in due course. o Remaining RFP Close Dates ■ Simcoe 25-Sep-20 ■ Waterloo Region 02-Oct-20 ■ Niagara Region 23-Oct-20 ■ Brant 30-Oct-20 ■ Middlesex 06-Nov-20 ■ London 06-Nov-20 ■ Chatham-Kent 13-Nov-20 ■ Perth 20-Nov-20 ■ Elgin 27-Nov-20 ■ Huron 04-Dec-20 • Implementation o Project details including implementation schedules will be known once the procurements are closed and contracts have been executed. o SWIFT anticipates that implementation will start towards the end of 2020 and beginning of 2021. ',4 o r S C II : it oj e arv; IIs S II cl II u • Procurement o RFPs issued for Windsor, London and Chatham-Kent o Windsor procurement is closed and evaluation is underway o London procurement scheduled to close 06-Nov-20 o Chatham-Kent procurement scheduled to close 13-Nov-20 • Implementation o Project details including implementation schedules will be known once the procurements are closed and contracts have been executed. o SWIFT anticipates that implementation will start towards the end of 2020 and beginning of 2021. • Private Sector contributions have increased by$10.9M (based on first 4 complete procurements). • SWIFT+ contributions of$3.9M received (Lambton County and Dufferin County) in order to facilitate the award of an additional projects in those counties. • Total project funding increased from $209M to$223M as a result. • Note: Federal and Provincial contribution are `up to' amounts and will depend on the results of the Phase 3 procurements. 113 SMM $3 9$223M ti�31S1CC„IL , ��i�� rii'it°0o IIIIIIIIIIIIIIIIIIIIII V A3 S clII(is • CA3 was executed with the province on 07-Aug-20 and is now effective. • Municipal Loan Guarantee o $27.5M short-term bridge financing required in order to fund gap between SWIFT's requirement to pay ISPs per the Construction Act and anticipated reimbursement of claims. o SWIFT's current Phase 2 financing agreement with TD Bank will be extended to cover Phase 3. o Municipal guarantees are required to guarantee the overall loan and 100%participation is required or else there will be a shortfall the overall loan available. o TD Bank has provided SWIFT with a Demand Operating Facility Agreement which will be presented to the SWIFT Board in September. Once approved by the board, this agreement will be executed by SWIFT. • COVID-19 o Major risks have subsided now that construction has resumed. o Need to keep an eye on supply issues and possible second outbreak. .oIn.In.u r c clIlliorns UIw)dclIIe • As part of SWIFT's commitment to expand broadband services in Southwestern Ontario, the project has now released approximately$197M in Requests for Proposals (RFPs) to improve access to high-speed internet across the region. Including: o -$182M worth of SCF eligible RFPs. • Lambton County ($1 1.3M) • Norfolk County ($8.3M) • Wellington County ($12.1 M) • Oxford County ($8.2M) • Dufferin County ($7.2M) • Caledon ($5.2M) • Grey ($16M) • Niagara Region ($13.3 M) • Waterloo Region ($11.9 M) • Brant ($4.8 M) • Bruce ($13.6M) • Essex ($12.8M) 114 • Perth ($5.5M) • Huron ($7.2M) • Simcoe ($28M) • Middlesex ($10.6M) • Elgin ($6.1 M) o -$14.8M worth of Non-SCF eligible RFPs. • Chatham-Kent($11.4M) • London ($2.8M) • Windsor ($1 M) • All project areas have now been announced and SWIFT is on track to close all phase 3 RFPs before the end of 2020. • Note:All SCF related announcements are to come from the province as per SWIFT's agreement in the CAs. Once provincial direction is provided, SWIFT and the municipalities are free to communicate the relevant information. • Recent Announcements: o SWIFT Broadband Expansion Project to Brine First Customer Online o Lambton County Invests $2.6M to Fund Additional SWIFT Project o SWIFT Fibre O tip c Project Breaks Ground in Kettle and Stony Point First Nation • Receive SWIFT News Alerts o Subscribe to SWIFT's Newsroom to receive project updates directly to your inbox and stay up to date with @SWI FT-Broad band on Twitter or on Facebook at @SWIFTRuralBroadband. 115 F F y F 2 2 2 j o n u 0 p n F i i n< 1 lip 0 lip 0 0 lip lip lip A A A n n n n n n n n n n In z z z z z n n n R R R R R R ri 8 11 b re 2 I< z z ol 0 ul ul ul xi xi O ul 0 0 u u� < < <, O o 0 zS S S S Ij z z Community Schools Alliance � � Follow us on Twitter:@csaont Find us on Facebook www.communityschoolsalliance.ca c�...... September 16, 2020 Dear colleague, This letter is being sent to all members and former members of the Community Schools Alliance. I am writing to give you and the members of your council a brief update on the activities of the Executive Committee of the CSA since our last Annual General Meeting in Ottawa on August 18, 2019. The executive held eleven meetings either by teleconference or, more recently, by videoconference and addressed a wide range of issues affecting schools in rural Ontario and the North. We also met with Minister of Education Stephen Lecce and/or Parliamentary Assistant Sam Oosterhoff on three occasions. Because of the pandemic and the decision of the Association of Municipalities of Ontario to hold its annual August 2020 conference virtually, the executive cancelled its 2020 Annual General Meeting and elections. The terms of all eleven executive committee members were extended for one year. It is hoped that we will be able to hold our next annual meeting and elections at the 2021 AMO conference in London on August 15 to 18, 2021. The executive has also waived membership fees in the Community Schools Alliance for current members for both 2019-2020 and for 2020-2021. Membership for all individuals and municipalities who had paid a membership fee for 2018-2019 is extended to August, 2021 at no cost. Should you have questions or comments for the Community Schools Alliance, please direct them to us at: coirnirnuniityscllhoollsalllliianceoffiice@grnaiill.coin The executive will continue to meet regularly to monitor and review issues that impact our schools in rural Ontario and the North. Thank you for your past support of the Community Schools Alliance. Respectfully submitted, Doug Reycraft Chair, Community Schools Alliance 181 Main Street Glencoe ON N0L1 M0 (519) 494-2508 117 CLOSED MEETING AGENDA September 22, 2020 Staff Reports: 1) Director of Engineering 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— Enabling Accessibility Funding Agreement. 2) Director of Engineering Services and County Solicitor— Municipal Act Section 239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board, (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose — Improvements at Centennial and Elm (to be distributed prior to meeting). 3) County Solicitor— Municipal Act Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board, (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose— Reforestation Orders (verbal report). 4) Chief Administrative Officer and Community Emergency Management 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— Community Emergency Management Support for the Municipality of West Elgin. 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— LTCH Staff Testing Option (verbal report). 6) 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— Service Delivery Review. COUNTY OF ELGIN By-Law No. 20-47 "BEING A BY-LAW TO AMEND BY-LAW NO. 19-41, REFERRED TO AS THE PROCEDURAL BY-LAW AND TO REPEAL BY-LAW NO. 20-13" WHEREAS the Municipal Act, 2001, S.O. 2001, c. M. 46, as amended ("Act"), and in particular section 238 thereof, requires a municipal corporation to enact a procedure by- law governing, among other things, the calling, place, and proceedings of meetings of its Council; AND WHEREAS Council for the Corporation of the County of Elgin previously enacted By- Law No. 19-41, referred to as the Procedural By-Law, to satisfy the said requirement of the Act; AND WHEREAS By-Law No. 19-41, as amended, and in particular section 11 thereof, allows for electronic participation of Members of Council in a Meeting of Council in keeping with the provisions of the Act, and in particular section 238(3.1)thereof; AND WHEREAS the Act was amended to permit a procedure by-law of a municipal corporation to provide for specific changes to rules and regulations relating to electronic participation of Members of Council in a Meeting of Council during any period when an emergency has been declared to exist in all or any part of the municipality pursuant to sections 4 or 7.0.1 of the Emergency Management and Civil Protection Act. AND WHEREAS the Council of the Corporation of the County of Elgin did previously enact By-law 20-13 Being a By-Law to Amend By-law No. 19-41, referred to as the Procedural By-law, to allow for electronic participation during any period when an emergency has been declared; AND WHEREAS Section 238 (3.1) of the Municipal Act, 2001, has been further amended to permit a procedure by-law of a municipal corporation to provide for specific changes to rules and regulations related to broader authorization for electronic participation by Members of Council in a Meeting on an ongoing basis; NOW THEREFORE, the Corporation of the County of Elgin, by its Council, hereby enacts as follows: 1. By-Law No. 19-41, and in particular section 11 thereof, shall be amended by deleting sub-section (m)thereof and replacing the said subsection (m)to provide as follows: " (m) Electronic Participation Pursuant to Section 238 (3.1)of the Municipal Act, 2001, as amended, the following rules and regulations for electronic participation in a Council Meeting shall apply: (i)A Member who is unable to attend a Council Meeting in person may participate in any and all sessions of that Meeting, including but not necessarily limited to open and closed sessions thereof, by electronic or other communication facilities if, (a)The facilities enable all participating Members, whether attending in person or through electronic participation, to hear and be heard by all other Members. (b) Except for all or any part of the Council Meeting that is closed to the public, the electronic or other facilities are capable of and enable the public to hear, or watch and hear, all Members participating in the Meeting. (c)A Member who intends to participate in any such Meeting of Council by electronic or other communication facilities shall give to the Clerk Notice of that intention at least 24 hours prior to the commencement of such Meeting, provided 119 that, if Notice of such Meeting is provided less than 24 hours prior to its scheduled commencement, then the Member shall give to the Clerk as much notice as possible prior to commencement of such Meeting. In all such circumstances, the Clerk will, as soon as reasonably possible, provide the Member intending to attend by electronic participation with instructions on how to connect to and participate in that Meeting by electronic or other communication facilities. (ii)There shall be no limit upon the number of Members who may attend a Meeting of Council by electronic or other communication facilities. (iii) The Clerk, in consultation with the Warden (or designate) and County Solicitor, shall develop and maintain a meeting protocol for electronic participation in any Meeting of Council and shall distribute a current copy of such meeting protocol to all Members. (iv) Notwithstanding the generality of that set forth in item (iii), the meeting protocol for any Meeting of Council at which one or more Members shall attend the Meeting by electronic or other communication facilities shall include and incorporate the following mandatory rules and/or practices: (a)The Warden (or designate), as Chair, shall lead the Meeting and, when possible and/or appropriate, be present from a designated meeting location supported by the CAO/Clerk(or designate). (b) Each Member attending the Meeting by electronic or other communication facilities shall notify the Chair and other Members when he or she joins the Meeting and, if and when applicable, upon leaving the Meeting. (c)Any Member attending and present during a Meeting by electronic or other communication facilities shall be counted for purposes of quorum at the commencement of and at any point in time during the Meeting. (d)Any Member attending and present during a Meeting by electronic or other communication facilities may participate in all aspects of the Meeting as if present in person, including but not limited to debate, questioning, presentation of motion, and/or voting. (e) During the course of a Meeting within which any Member is participating by electronic or other communication facilities, the Chair(or designate)shall announce each agenda item on the floor of the Meeting and shall thereafter maintain an orderly meeting process, including keeping Members fully informed. (f)Any Member attending and present during a Meeting by electronic or other communication facilities may vote on any matter being considered in such Meeting and that vote shall be counted and, as set forth below, duly recorded. (g) During the course of each vote conducted within such Meeting, • All votes shall be a recorded vote conducted by the Clerk, as directed by the Chair, unless Council decides otherwise. • The Clerk shall call the name of each Member to vote and shall thereafter record such indicated vote of that Member as"yes", "no', or"abstain". • If the Member, whether present in person or electronically and after two attempts, fails to respond to the call of his or her name, then the vote is recorded as"no", unless directed otherwise by the Chair. • The Clerk shall announce the results of the vote to the Chair and Council, including announcement of the specific vote of each Member as either"yes", "no", or"abstain". (h) During the course of the Meeting, • Each Member shall remain silent and attentive to the proceeding when not assigned to the floor by the Chair. 120 • Each Member shall listen for their name to be assigned to the floor to speak or to vote. • All Members shall take and abide by the directions of the Chair in order to facilitate an effective, efficient, and orderly Meeting. (i)The above rules and practices shall apply to all sessions of the Meeting, whether open or closed to the public." 2. THAT By-Law No. 20-13 be hereby repealed. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 22"d DAY OF SEPTEMBER 2020. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 121 Corporation of the County of Elgin BY-LAW NUMBER 20-48 BEING A BY-LAW TO AMEND AND RESTATE BY-LAW 20-44 TO APPROVE THE SUBMISSION OF AN APPLICATION TO ONTARIO INFRASTRUCTURE AND LANDS CORPORATION ("OILC") FOR THE LONG-TERM FINANCING OF CERTAIN CAPITAL WORK(S) OF CORPORATION OF THE COUNTY OF ELGIN (THE "MUNICIPALITY"); AND TO AUTHORIZE THE ENTERING INTO OF A RATE OFFER LETTER AGREEMENT PURSUANT TO WHICH THE MUNICIPALITY WILL ISSUE DEBENTURES TO OILC WHEREAS the Municipal Act, 2001 (Ontario), as amended, (the "Act") provides that a municipal power shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS the Council of the Municipality has passed the by-law(s) enumerated in column (1) of Schedule "A" attached hereto and forming part of this By- law ("Schedule "A") authorizing the capital work(s) described in column (2) of Schedule "A" ("Capital Work(s)") in the amount of the respective estimated expenditure set out in column (3) of Schedule "A" , subject in each case to approval by OILC of the long-term financing for such Capital Work(s) requested by the Municipality in the Application as hereinafter defined; AND WHEREAS before the Council of the Municipality approved the Capital Work(s) in accordance with section 4 of Ontario Regulation 403/02 (the "Regulation"), the Council of the Municipality had its Treasurer calculate an updated limit in respect of its then most recent annual debt and financial obligation limit received from the Ministry of Municipal Affairs and Housing (as so updated, the "Updated Limit"), and, on the basis of the authorized estimated expenditure for the Capital Work or each Capital Work, as the case may be, as set out in column (3) of Schedule "A" (the "Authorized Expenditure" for any such Capital Work), the Treasurer calculated the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, and determined that the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, did not cause the Municipality to exceed the Updated Limit, and accordingly the approval of the Local Planning Appeal Tribunal pursuant to the Regulation, was not required before any such Capital Work was authorized by the Council of the Municipality; AND WHEREAS subsection 401(1) of the Act provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way, and may issue debentures and prescribed financial instruments and enter prescribed financial agreements for or in relation to the debt; AND WHEREAS the Act also provides that a municipality shall authorize long-term borrowing by the issue of debentures or through another municipality under section 403 or 404 of the Act; 122 AND WHEREAS OILC has invited Ontario municipalities desirous of obtaining long-term debt financing in order to meet capital expenditures incurred on or after the year that is five years prior to the year of an application in connection with eligible capital works to make application to OILC for such financing by completing and submitting an application in the form provided by OILC; AND WHEREAS the Municipality has completed and submitted or is in the process of submitting an application to OILC, as the case may be to request financing for the Capital Work(s) by way of long-term borrowing through the issue of debentures to OILC, substantially in the form of Schedule "B" hereto and forming part of this By-law (the "Application"); AND WHEREAS OILC has accepted and has approved or will notify the Municipality only if it accepts and approves the Application, as the case may be; AND WHEREAS at least five (5) business days prior to the passing of the debenture by-law in connection with the issue of Debentures as defined below, OILC will provide the Municipality with a rate offer letter agreement substantially in the form as provided to the Municipality on or prior to the date of this By-law (the "Rate Offer Letter Agreement"); NOW THEREFORE THE COUNCIL OF CORPORATION OF THE COUNTY OF ELGIN ENACTS AS FOLLOWS: 1. The Council of the Municipality hereby confirms, ratifies and approves the execution by the Treasurer of the Application and the submission by such authorized official of the Application, duly executed by such authorized official, to OILC for the long-term financing of the Capital Work(s) in the maximum principal amount of$12,000,000, with such changes thereon as such authorized official may hereafter approve, such execution and delivery to be conclusive evidence of such approval. 2. The Warden and Treasurer are hereby authorized to execute and deliver for and on behalf of the Municipality the Rate Offer Letter Agreement under the authority of this By-law in respect of the Capital Work(s) on such terms and conditions as such authorized officials may approve, such execution and delivery to be conclusive evidence of such approval. 3. Subject to the terms and conditions of the Rate Offer Letter Agreement, the Warden and Treasurer are hereby authorized to long-term borrow for the Capital Work(s) and to issue debentures to OILC on the terms and conditions provided in the Rate Offer Letter Agreement (the "Debentures"); provided that the principal amount of the Debentures issued in respect of the Capital Work or of each Capital Work, as the case may be, does not exceed the Authorized Expenditure for such Capital Work and does not exceed the related loan amount set out in column (4) of Schedule "A" in respect of such Capital Work. 4. In accordance with the provisions of section 25 of the Ontario Infrastructure and Lands Corporation Act, 2011, as amended from time to time hereafter, the Municipality is hereby authorized to agree in writing with OILC that the Minister of Finance is entitled, without notice to the Municipality, to deduct from money 123 appropriated by the Legislative Assembly of Ontario for payment to the Municipality, amounts not exceeding the amounts that the Municipality fails to pay to OILC on account of any unpaid indebtedness of the Municipality to OILC under the Debentures (the "Obligations") and to pay such amounts to OILC from the Consolidated Revenue Fund. 5. For the purposes of meeting the Obligations, the Municipality shall provide for raising in each year as part of the general levy, the amounts of principal and interest payable in each year under the Debentures issued pursuant to the Rate Offer Letter Agreement, to the extent that the amounts have not been provided for by any other available source including other taxes or fees or charges imposed on persons or property by a by-law of any municipality. 6. (a) The Warden and Treasurer are hereby authorized to execute and deliver the Rate Offer Letter Agreement, and to issue the Debentures, one or more of the Clerk and the Treasurer are hereby authorized to generally do all things and to execute all other documents and papers in the name of the Municipality in order to perform the terms and conditions that apply to the Municipality as set out in the Rate Offer Letter Agreement and to perform the Obligations of the Municipality under the Debentures, and the Clerk is authorized to affix the Municipality's municipal seal to any such documents and papers. (b) The money realized in respect of the Debentures, including any premium, and any earnings derived from the investment of that money, after providing for the expenses related to the issue of the Debentures, if any, shall be apportioned and applied to the respective Capital Work and to no other purpose except as permitted by the Act. 7. This By-law takes effect on the day of passing. ENACTED AND PASSED this 22"d day of September, A.D. 2020. Julie Gonyou Dave Mennill Chief Administrative Officer/Clerk Warden 124 Schedule "A" to By-Law Number 20-48 (Capital Work(s)) (1) (2) (3) (4) By-Law Number Description of Capital Work Estimated Loan Amount Expenditure 20-08 as amended Wonderland Road $6,225,000 $6,000,000 by 20-40 Reconstruction 20-08 as amended King George Lift Bridge $6,645,000 $6,000,000 by 20-40 125 Infrastructure Schedule "B" to By-Law Number 20-48 Ontario Webloans III,,,,,,, alum II III III lii a lii iim FA Number 1509 Application for Elgin,The Corporation Of The County Of SIT Construction/Purchase Construction/Purchase ID Project ID Project Name Start End Project Cost OILC Loan Amount 1213 1 Wonderland Road 03/01/2020 12/31/2020 $6,225,000.00 6,000,000.00 Reconstruction 1214 2 King George Lift Bridge 03/01/2020 03/31/2021 $6,645,000.00 6,000,000.00 Details of Project Wonderland Road Reconstruction Project Category Municipal Roads Infrastructure Project Name V hn ia;fcd And Road l e t onrslnac flan Construction/Purchase Start 03/01f2020 Construction/Purchase End /x 1/2020 Energy Conservation F Project Address 1 V houa;fcd And Road Project Address 2 City/Town oullr)�/ald Province )"� Postal Code Description 111ufj,aafing limnsud'arc-h,'c a[cd local ioad to xa hugh-voluunc coj,nrnu[cj,i,o ad Iron ing to London Comments and/or Special Requests 126 Project Life Span (Years) 15 Project • • Project Cost(A) 6,225,000,00 Other Project Funding/Financing (B): Description Timing Amount MTO Funding Expected $125,000.00 Reserves Existing $100,000.00 Other Project Funding/Financing Total(B) $225,000.00 OILC Loan Amount(A-B) 6,000 0''0 00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Required date Amount Term Type 0 /0 1/ 0 0 ,e,6,(;00,4.71.0 00 10 J� Amortizing J� Longterm Borrowing Total 6,000,000.00 Details of Project King George Lift Bridge Project Category Municipal Bridge Infrastructure Project Name 4,ing Gcoi,he. Lill.1 j, idg uo Construction/Purchase Start 03/01f2020 Construction/Purchase End 03/x 1l20211 Energy Conservation Project Address 1 309 Bji dg „[i,ccrl. Project Address 2 City/Town o t lan1cy Province )"� Postal Code 11J51. IC5 Description ol: 100ycaj,old .ln�e:lurc Comments and/or Special Requests 127 Project Life Span (Years) 75 Project • • Project Cost(A) 6,645,000,00 Other Project Funding/Financing (B): Description Timing Amount Reserves Existing $645,000.00 Other Project Funding/Financing Total(R) $645,000.00 OILC Loan Amount(A-B) 6,000 0''0 00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Required date Amount Term Type 1 1/:/1/.0 4:7 :71a 10 J� Amortizing J� Longterm Borrowing Total Debt andRe-payments Has there been any new/undisclosed debt acquired since last FIR r Yes r No was submitted? Please describe any re-financing plans for any existing "interest only"debt, if applicable. Non Re-payments of Loans or Debenture In the last 10 years, has the borrower ever failed to make a loan payment or debenture repayment on time to any lender, including the Provincial Government? If yes, please provide details. OILC Loan -•. • • Please indicate the source(s)of revenue you plan to use to repay the OILC Loan Taxation 100,00 User Fees 0,00 Service Charges 0,00 Development Charges 0,00 Connection Fees 0,00 Repayment Subsidies 0,00 128 Other Total 100,001% Documentation and Acknowledgements Please ensure all required documents are submitted with the signed application.OILC requires originals as noted below to be mailed or couriered.Also, please retain a copy of all documents submitted to OILC for your records. To obtain templates for documents see listed below. • Loan Application Signature Page signed and dated by the appropriate individual(original to be submitted) • Certificate and sealed copy of OILC template By-law authorizing project borrowing and applying for a loan(original with seal) • Certificate of Treasurer Regarding Litigation using the OILC template(original,signed&sealed) • Updated Certified Annual Repayment Limit Calculation(original) I acknowledge and agree that all of the above referenced documents must be submitted in the form required by OILC and understand that the application will not be processed until such documents have been fully completed and received by Infrastructure Ontario. Please note: OILC retains the right to request and review any additional information or documents at its discretion. Confidential Information OILC is an institution to which the Freedom of Information and Protection of Privacy Act(Ontario)applies. Information and supporting documents submitted by the Borrower to process the loan application will be kept secure and confidential,subject to any applicable laws or rules of a court or tribunal having jurisdiction. Infrastructure Ontario Ontario,This site is maintained by Infrastructure Ontario crown agency. Privacy I .. . . Copyright @ Queen's Printer for Ontario,2020 1 Accessibility 129