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19 - October 13, 2020 County Council Agenda Package 000* llgin n Table of Contents I. Orders — October 13, 2020.................................................................. 3 II. Elgin County Council Minutes — September 22, 2020............................... 4 III. Elgin County Council Special Meeting Minutes — September 22, 2020......... 16 IV. Reports Index — October 13, 2020........................................................ 19 V. Report —Warden's Activity Report (September) and COVID-19 Update ...... 20 VI. Report — Registered Dietitian Services at Elgin County Homes .................. 24 VI I. Report — Draft Plan of Subdivision, Brokenshire Farms Subdivision ............ 60 VI I I. Report —Approval for Official Plan Amendment No. 25, Municipality of Bayham.......................................................................................... 127 IX. Report — Elgin County Library Service Update — Curbside Plus.................. 136 X. Report — 2020 Amortization Variance.................................................... 144 XI. Report —August 2020 Financial Update................................................. 147 XII. Report — Meeks Bridge Replacement Municipal Class Environmental Assessment— Project File...................................................................... 152 XI I I. Report — Meeks Bridge Replacement — Pre-Ordering of Required Bridge Parts from Acrow Corporation of America................................................. 209 XIV. Report — Parking By-Law Amendment— Sparta Line..................................... 213 XV. Report — Reduced Speed Limit Amendment — Iona Road.......................... 217 XVI. Report — Road Salt Management Plan Update........................................ 223 XVII. Report — Follow Up: Woodlands Conservation By-Law 05-03..................... 239 XVIII. Report — Enhancing Internal Communications......................................... 245 XIX. Report — Increase in Billing Rate — County Solicitor.................................. 249 XX. Report — Elgin County Council Strategic Plan 2020-2022........................... 252 XXI. Report — COVID-19 Business Planning — September Update..................... 257 XXII. Correspondence — Consideration Index................................................. 276 XXIII. Letter from Municipality of Dutton Dunwich............................................. 277 XXIV. Letter regarding Illicit Cannabis Grow Operations.................................... 280 XXV. Correspondence — Information Index..................................................... 292 XXVI. Letter from Ministry of Municipal Affairs and Housing................................ 293 XXVII. Letter from Rural Education Task Force................................................. 295 XXVIII. Letter from the Ministry of Municipal Affairs and Housing........................... 299 XXIX. Letter from Karen Vecchio, MP, and Jeff Yurek, MPP............................... 302 XXX. Letter from the Solicitor General........................................................... 304 XXXI. Letter from Western Ontario Wardens Caucus........................................ 311 XXXII. County of Elgin Homes October 2020 Newsletter.................................... 334 XXXIII. In-Camera Agenda — October 13, 2020................................................. 336 XXXIV. By-Law 20-50: By-Law to Amend No Parking By-Law.............................. 338 XXXV. By-Law 20-51: By-Law to Amend Reduced Speed Limit........................... 339 2 1010� E111no . . ORDERS OF THE DAY FOR TUESDAY, October 13, 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 Presentation: 1) The Elgin County 2020-2022 Strategic Plan Videos 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 I�inCount�Adm in/ Accessible formats available upon request. 3 Page 1 September 22, 2020 Pragres fve by Nature ELGIN COUNTY COUNCIL MINUTES September 22, 2020 Council Present: Warden Dave Mennill (in-person) Deputy Warden Duncan McPhail (in-person) Councillor Bob Purcell (electronic) Councillor Sally Martyn (in-person) Councillor Tom Marks(in-person) Councillor Mary French (electronic) Councillor Dominique Giguere (in-person) 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) (report only) Michele Harris, Director of Homes and Senior Services (electronic) Nancy Pasato, Manager of Planning (electronic) Jeff Lawrence, Tree Commissioner/Weed Inspector(electronic) (report only) Al Reitsma, Manager of Information Technology(electronic) (report only) Katherine Thompson, Supervisor of Legislative Services(in-person) Carolyn Krahn, Legislative Services Coordinator(in-person) Regrets: Councillor Grant Jones, absent with notice 1. CALL TO ORDER Elgin County Council met this 22"d day of September, 2020 in the Administrative Boardroom, 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 Marks Seconded by: Councillor Ketchabaw Resolved that the minutes of the meeting held on September 22, 2020 be adopted. 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor Giguere 4 Page 2 September 22, 2020 Resolved that we do now move into Committee of the Whole Council. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 5. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 5.1 Tree Commissioner/Weed Inspector Quarterly Report January — June 2020 — Tree Commission/Weed Inspector The Tree Commissioner provided 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. Moved by: Councillor McPhail Seconded by: Councillor Marks RESOLVED 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. 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 5.2 Homes—Administration Policy 1.35—Visitors and Resident Absences During a Pandemic—Director of Homes and Seniors Services The Director of Homes and Seniors Services presented a draft policy regarding visitor and resident absences during a pandemic. The policy provides opportunities for visitors to attend the Homes and for residents to access absences from the Homes, while working to support the safety of residents, visitors and staff during a pandemic. Moved by: Councillor Purcell Seconded by: Councillor Martyn RESOLVED 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. 5 Page 3 September 22, 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 5.3 Server Room UPS Review— Manager of Information Technology The Manager of Information Technology reviewed the March 29th hydro outage at the County of Elgin Administration Building, which eventually caused a loss of computing services including internet access, and provided recommendations to lessen the impact of any future incidents. Moved by: Councillor Martyn Seconded by: Councillor French RESOLVED 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. 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 Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 5.4 2019 Annual Report and Audited Financial Statements — Director of Financial Services The Director of Financial Services presented the 2019 Annual Report, speaking to the achievements, financial results and performance measures for 2019. Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere RESOLVED THAT the 2019 Annual Report, Financial Information Return (FIR) and Audited Consolidated Financial Statements be approved for publication. 6 Page 4 September 22, 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 5.5 Borrowing By-Law—Director of Financial Services The Director of Financial Services presented a report on revisions to the borrowing by-law approved on September 8, 2020 as required by the Ontario Infrastructure and Lands Corporation (OILC). Moved by: Councillor Giguere Seconded by: Councillor Marks RESOLVED THAT the September 15th, 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). 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 5.6 Legislative Amendments to the Highway Traffic Act-Off Road Vehicle Use on Public Roads—Director of Engineering Services The Director of Engineering Services presented a report regarding the use of off- road vehicles (ORV) on public roads. 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. Staff solicited feedback from the OPP, the County Solicitor and the County's Insurer. All parties endorsed the prohibition of ORV use on County roads based upon their experience and professional fields of expertise. Moved by: Councillor Purcell Seconded by: Councillor McPhail RESOLVED THAT the matter be deferred until the Director of Engineering Services has solicited feedback from the local municipalities, the Elgin Group Police Page 5 September 22, 2020 Services Board, and the Ontario Federation of Agriculture regarding the use of Off- Road Vehicles on Elgin County roads, and; THAT the Director of Engineering Services report back to Council with an overview of alternative options and a draft by-law, which incorporates stakeholder feedback. 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 5.7 COVID-19: Body Holding Services—Chief Administrative Officer The Chief Administrative Officer presented a report regarding efforts to improve the region's capacity to respond to crisis situations involving significant mass mortality situations. Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw RESOLVED 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. 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. COUNCIL CORRESPONDENCE 6.1 Items for Consideration None. 6.2 Items for Information (Consent Agenda) 6.2.1 SWIFT with their Monthly Project Update for August 2020. 6.2.2 Community Schools Alliance with a letter giving a brief update on the activities of the Executive Committee. Moved by: Councillor Marks 8 Page 6 September 22, 2020 Seconded by: Councillor Giguere Resolved that Correspondence Items#1-2 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 7. OTHER BUSINESS 8.1 Statements/Inquiries by Members Councillor Martyn announced her intention to run for the position of Warden for 2021. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 8. CLOSED MEETING ITEMS Moved by: Councillor Marks Seconded by: Councillor Ketchabaw Resolved that we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239(2): In-Camera Item#1 (k) a position,plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board—Enabling Accessibility Funding Agreement. In-Camera Item#2 (c) a proposed or pending acquisition or disposition of land by the municipality or local board; (0 advice that is subject to solicitor-client privilege, including communications necessary for that purpose —Improvements at Centennial and Elm. In-Camera Item#3 (e)litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;(0 advice that is subject to solicitor-client privilege, including communications necessary for that purpose—Reforestation Orders. In-Camera Item#4 (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— 9 Page 7 September 22, 2020 Community Emergency Management Support for the Municipality of West Elgin and Southwold. In-Camera Item#5 (b)personal matters about an identifiable individual, including municipal or local board employees, (d)labour relations or employee negotiations—LTCH Staff Testing Option. In-Camera Item#6 (b)personal matters about an identifiable individual, including municipal or local board employees, (d)labour relations or employee negotiations—Service Delivery Review. 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 9. RECESS Council recessed at 10:16 a.m. and reconvened at 10:27 a.m. 10. MOTION TO RISE AND REPORT Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw Resolved that we do now rise and report. 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. In-Camera Item#1 —Enabling Accessibility Funding Agreement Moved by: Councillor Marks Seconded by: Councillor McPhail Resolved that staff proceed as directed. Recorded Vote Yes No Abstain 10 Page 8 September 22, 2020 West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. In-Camera Item#2—Improvements at Centennial and Elm Moved by: Councillor Martyn Seconded by: Councillor Giguere Resolved that staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. In-Camera Item#3—Reforestation Orders Moved by: Councillor Ketchabaw Seconded by: Councillor Marks Resolved that the verbal report from the County Solicitor be received and that staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. In-Camera Item#4—Community Emergency Management Support for the Municipality of West Elgin and Southwold Moved by: Councillor McPhail Seconded by: Councillor Marks 11 Page 9 September 22, 2020 RESOLVED THAT the September 10, 2020, report titled, Community Emergency Management Support for the Municipality of West Elgin and the Township of Southwold, submitted by the Chief Administrative Officer and Community Emergency Management Coordinator/Fire Training Officer, be received and filed for information; and THAT staff be directed to develop an Agreement to be executed by the County of Elgin, the Municipality of West Elgin and Township of Southwold effective for a one-year period commencing October 1, 2020; and THAT the Warden and Chief Administrative Officer be directed to execute the Agreement following review by 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. In-Camera Item#5—LTCH Staff Testing Option Moved by: Councillor Martyn Seconded by: Councillor Giguere Resolved that the verbal report from the Chief Administrative Officer be received. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. In-Camera Item#6—Service Delivery Review Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell Resolved that the report from the Chief Administrative Officer be received and that staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes 12 Page 10 September 22, 2020 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Marks Seconded by: Councillor McPhail 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By-law 20-47—Amending the Procedural By-Law 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. Moved by: Councillor Martyn Seconded by: Councillor Marks Resolved that By-Law No. 20-47 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 12.2 By-law 20-48—Amending and Restating By-Law 20-44 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 13 Page 11 September 22, 2020 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 Martyn Seconded by: Councillor Marks Resolved that By-Law No. 20-48 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 12.3 By-Law 20-49—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 22, 2020 Meeting. Moved by: Councillor McPhail Seconded by: Councillor Ketchabaw Resolved that By-Law No. 20-49 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 13. ADJOURNMENT Moved by: Councillor Marks Seconded by: Councillor Giguere Resolved that we do now adjourn at 11:21 a.m. to meet again on October 13, 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 Aylmer Mary French Yes 14 Page 12 September 22, 2020 Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 15 Page 1 September 22, 2020 Pragres fve by Nature ELGIN COUNTY COUNCIL MINUTES September 22, 2020 Council Present: Warden Dave Mennill (in-person) Deputy Warden Duncan McPhail (in-person) Councillor Bob Purcell (electronic) Councillor Sally Martyn (in-person) Councillor Tom Marks(in-person) Councillor Mary French (electronic) Councillor Dominique Giguere (in-person) Councillor Ed Ketchabaw(in-person) Staff Present: Julie Gonyou, Chief Administrative Officer(in-person) Stephen Gibson, County Solicitor(in-person) Nancy Pasato, Manager of Planning (electronic) Jeff Lawrence, Tree Commissioner/Weed Inspector(electronic) Katherine Thompson, Supervisor of Legislative Services(electronic) Carolyn Krahn, Legislative Services Coordinator(in-person) Facilitator: Jennifer Kirkham, Mischevious Cat Productions Inc. Regrets: Councillor Grant Jones, absent with notice 1. CALL TO ORDER Elgin County Council met this 22"d day of September, 2020 in the Administrative Boardroom, at the County Administration Building, St. Thomas at 11:29 a.m. with Warden Mennill in the chair. Some Councillors participated electronically by video conference. 2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 3. COMMITTEE OF THE WHOLE Moved by: Councillor Giguere 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 Mart n Yes Central Elgin Tom Marks Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 16 Page 2 September 22, 2020 4. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 4.1 Woodlands Conservation By-Law — Chief Administrative Officer and County Solicitor The Chief Administrative Officer introduced the presentation on the Woodlands Conservation By-Law by linking the review to Council's Strategic Plan and discussing the purpose of the review. The County Solicitor gave an overview of legislation and Woodlands Conservation in Elgin County and presented the staff perspective on the Woodlands Conservation By-Law. Consultant, Jennifer Kirkham, facilitated a discussion on how to approach a review of the By-Law. The Chief Administrative Officer will present a report at the October 13th Council Meeting which will summarize Council feedback, identify next steps, detail housekeeping items to be amended and provide information regarding Council's request for further information. 4.2 Elgin County Council Strategic Plan Final Review — Chief Administrative Officer and County Solicitor Consultant Jennifer Kirkham facilitated a discussion to identify Council's performance measurement framework. The draft performance measures were developed to correspond with the Action Plans prepared by Council and staff. Council proposed that staff review the performance measures annually with ad hoc reporting if any items in the operational plan or objectives are not on track. 5. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Marks Seconded by: Councillor Ketchabaw 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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. 6. ADJOURNMENT Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that we do now adjourn at 1:00 p.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 Aylmer Mary French Yes Malahide Dominique Gi uere Yes 17 Page 3 September 22, 2020 Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 8 0 0 - Motion Carried. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 18 REPORTS OF COUNCIL AND STAFF October 13, 2020 Council Reports —ATTACHED Warden —Warden's Activity Report (September) and COVID-19 Update Staff Reports —ATTACHED Director of Homes and Seniors Services — Registered Dietitian Services at Elgin County Homes Manager of Planning — Draft Plan of Subdivision Brokenshire Farms Subdivision Manager of Planning —Approval for Official Plan Amendment No. 25, Municipality of Bayham Director of Community and Cultural Services — Elgin County Library Service Update — Curbside Plus Senior Financial Analyst — 2020 Amortization Variance Director of Financial Services —August 2020 Financial Update Director of Engineering Services — Meeks Bridge Replacement Municipal Class Environmental Assessment— Project File Director of Engineering Services — Meeks Bridge Replacement — Pre-Ordering of Required Bridge Parts from Acrow Corporation of America Director of Engineering Services — Parking By-Law Amendment— Sparta Line Director of Engineering Services — Reduced Speed Limit Amendment— Iona Road Director of Engineering Services — Road Salt Management Plan Update Chief Administrative Officer— Follow Up: Woodlands Conservation By-Law 05-03 Chief Administrative Officer— Enhancing Internal Communications Chief Administrative Officer— Increase in Billing Rate — County Solicitor Chief Administrative Officer— Elgin County Council Strategic Plan 2020-2022 Chief Administrative Officer— COVID-19 Business Planning — September Update 19 IIII,���I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Dave Mennill, Warden 1011111111 DATE: October 6, 2020 E1p. .. C e.i '- . , Ly SUBJECT: Warden's Activity Report (September) and Progressive by Nature COVI D-19 Update RECOMMENDATION: THAT the October 6th, 2020, report titled, Warden's Activity Report and COVID-19 Update submitted by the Warden, be received and filed for information. INTRODUCTION: This report provides a high-level summary of the County's response to the pandemic as well as a list of events I attended and organized on behalf of County Council. DISCUSSION: Fall has arrived in Ontario and students have returned to school after a six (6) month absence. This, in conjunction with cooler weather forcing gatherings inside, has led to a spike in COVID-19 cases across the Province. On September 19th the Province reduced private gathering limits to 25 people outdoors and 10 people indoors. Since that time, the Province has consistently seen COVID-19 case counts rise to a point where daily cases are the highest recorded since the onset of the pandemic. On September 28th Premier Doug Ford announced that the Province had entered the second wave of the pandemic. Further restrictions have been put in place in COVID-19 hotspots of Toronto, Ottawa and Peel Region, wearing face coverings in indoor public spaces has been made mandatory Province-wide, and the Province has recommended that social bubbles be put on pause and that Ontarians only have close contact with those in their own households. On September loth I issued a press release encouraging residents to support those returning to the classroom this September by strictly adhering to public health guidelines and showing empathy to one another. I would like to take this opportunity to give credit to our local youth, parents, and teachers for their flexibility and support of each other during 20 IIII,���I�1011l�alulur«uf,,. 2 these difficult times. So many individuals across the County have made many sacrifices to keep each other and our community as a whole safe. Childhood Cancer Awareness Flag Raising At our September 8t" Council meeting, County Council proclaimed September as Childhood Cancer Awareness Month in Elgin County. After the meeting I brought remarks at a flag raising in front of the Elgin County Heritage Centre. Childhood Cancer Survivor Jack Hildebrand of Belmont was in attendance and raised the Childhood Cancer Awareness Flag. The County of Elgin stands with these brave children and their families in their fight to overcome childhood cancer and it was a privilege to have the opportunity to hear the stories of these courageous individuals and to draw attention to this important and worthy cause. Paramedics Memorial Bell Ceremony: It was a great honour to have been asked to participate in a ceremony to honour paramedics who have died in the line of duty or are suffering from injuries sustained on the job. On September 8, the Paramedics Memorial Bell made its way to Elgin County allowing local paramedics to participate in this annual ceremony normally held each year in Ottawa. As a result of COVID-19, this large annual event was cancelled in favour of a cross- Province tour that allowed paramedics to participate in ceremonies in the very communities that they serve. These ceremonies bring a wider awareness to the challenges and risks faced by paramedics as they perform their daily duties. It is important that we recognize the significant contribution and sacrifices that paramedics in Elgin-St. Thomas and their families make to ensure our communities are kept safe. Committees of Council: Committees of Council have continued to actively meet over the course of the pandemic utilizing virtual and hybrid meeting models that ensure the health and safety of Committee Members. Over the past month the newly formed Connectivity Committee and Environmental Advisory Committee have met and begun the work of achieving their respective mandates. Agendas and Minutes for Committees of Council can be accessed on our website at: IIhi.t�,�: .� II u��:�uu.�u�i .�. : �.�uuruu�uli�i� � ...uruliu�u.��� : L........................................................... ........................................ ............................................................................................................................ County Operations: The Elgin County Administration Building is serving the public by telephone, email or appointment only between the hours of 8:30 a.m. and 4:30 p.m. Following strict health and safety guidelines, all of Elgin County's services have now resumed including Museum and Archival Services. Events/Meetings Attended by Warden: • Bi-weekly County-wide Emergency Control Group Meetings with local Mayors, Community Emergency Management Coordinators, Chief Administrative Officers, police services and partner agencies (September 18 & October 2) 21 IIII,���I�1011l�alulur«uf,,. 3 • Ground breaking for Port Stanley Fire Station (Central Elgin) (September 5) • Southwestern Public Health Municipal Partner Calls (September 8, 11, 15, 18, 25, 29, October 1) • Elgin County Council (September 8 & 22) • County of Elgin Child Cancer Flag Raising (September 8) • Paramedic Memorial Bell Event (September 8) • Elgin County Council Special Meeting (September 22) • Connectivity Committee Meetings (September 9, 24) • Environment Committee Orientation (October 7) • Community Safety and Well-Being Advisory Committee Meeting (October 7) FINANCIAL IMPLICATIONS: The financial impact of COVID-19 and the County's response efforts are reported to Council on a monthly basis. There are no other financial implications to report at this time. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of M Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. 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 M Enhancing quality of programs and services ® Engaging with our place. efficiently and effectively. community and other stakeholders. Additional Comments: Elgin County Council's response efforts and the continuity of essential projects and services align with Elgin County Council's Strategic Plan 2020-2022. 22 IIII,���I�1011l�alulur«uf,,. 4 LOCAL MUNICIPAL PARTNER IMPACT: Elgin County continues to work with and find ways to collaborate with Elgin's municipal partners. COMMUNICATION REQUIREMENTS: A brief synopsis will be included in the Council Highlights document that is posted to the website and distributed to local Councils. CONCLUSION: While the case count in Elgin County remains low at this time, it is important that we remain vigilant and prepare for the coming months and the new challenges that we will face as a community. Councillors and staff remain committed to working collaboratively with Southwestern Public Health and our seven (7) Local Municipal Partners to face these challenges collectively ensuring that our response to the pandemic remains consistent and focused on the health and safety of all Elgin County residents. All of which is Respectfully Submitted Warden Dave Mennill 23 IIII,���I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Michele Harris Director of Homes and 1011111111 Seniors Services i';1 Mike Hoogstra, Purchasing Coordinator Progressive by Nature DATE: September 30, 2020 SUBJECT: Registered Dietitian Services at Elgin County Homes RECOMMENDATION: THAT the contract for Registered Dietitian Services at Elgin County Homes be awarded to Urbshott Faulds Dietetics Professional Corporation for a three-year term; and, THAT staff be authorized to extend the contract for an additional two-year term in accordance with section 7.6 of the Procurement Policy, subject to satisfactory performance during the initial three-year contract term; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. INTRODUCTION: This report provides details on the Request for Proposal (RFP) for Registered Dietitian Services at the County's three (3) Long-Term Care Homes (LTCH's) and seeks Council's approval to award the contract. DISCUSSION: The Long-Term Care Homes Act, 2007 requires that every home employ or contract for a Registered Dietitian to oversee the nutrition and hydration programs for each home. The current contract for Registered Dietitian Services is expiring and a new RFP was recently issued. The RFP document is attached to this report as Attachment 1. Information that was advertised and posted on the County's Bid Portal page , �.,uuit l l2 dsaii dt iiid ii"-s (1a including RFP dates proposals submitted and a complete plan takers list is attached to this report as Attachment 2. 24 IIII,���I�1011l�alulur«uf,,. 2 The Evaluation Committee (refer to Attachment 3) scored each proposal based on the following criteria: i) Understanding of Project Requirements; ii) Project Team Qualifications and Experience; iii) Work Program / Services Proposed; iv) Audits, knowledge and experience with Point Click Care, RAI-MDS; v) Staffing levels in hours vi) Client References; vii) Fee Schedule, Additional Fees/Costs The firm selected by the Evaluation Committee is Urbshott Faulds Dietetics Professional Corporation. The proposal submitted by Urbshott Faulds Dietetics Professional Corporation was the highest scoring qualified proposal and thus represented the best complete quality submission. All Proponents that submitted a proposal to the County will be advised of the contract award and will be offered a debriefing of their individual proposal submission. FINANCIAL IMPLICATIONS: The estimated total cost to provide the services is $89,000 per year (excluding HST). Funding for this service is provided by the Ministry of Long-Term Care. 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. 25 IIII,���I�1011l�alulur«uf,,. 3 LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: A Registered Dietitian to oversee the nutrition and hydration programs for each home is a requirement under the LTCHA, 2007 and a necessity for the provision of resident centered care. As detailed above, the Evaluation Committee completed an evaluation and selection process in accordance with Request for Proposal No. 2020-P34 and subsequently the proposal submission from Urbshott Faulds Dietetics Professional Corporation was deemed the successful qualified proponent and is recommended for award. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Michele Harris Chief Administrative Officer Director of Homes and Seniors Services Mike Hoogstra Purchasing Coordinator 26 Attachment 1 Progfressive. by Nature REGISTERED DIETITIAN SERVICES REQUEST FOR PROPOSAL No. 2020-P34 ID[JECTIROMIC III M III III N II[Y Proposals shall be received by the Bidding System no later than: SEPTEMBER 11, 2020 @ 3:00 p.m. (local time) Issue Date: August 14, 2020 ma 27 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020-P34 REGISTERED DIETITIAN SERVICES INDEX DEFINITIONS AND INTERPRETATIONS.................................................................................................... 3 SECTION 1.0 - INFORMATION TO PROPONENTS ................................................................................... 4 1.1 Introduction and Background........................................................................................ 4 1.2 Proposal Format and Delivery....................................................................................... 4 1.3 Designated Official ......................................................................................................... 5 1.4 Questions/Inquiries...................................................................................................... 5 1.5 Addenda.......................................................................................................................... 6 1.6 RFP Schedule .................................................................................................................. 6 1.7 Proponent Communications.......................................................................................... 7 1.8 Proponent Investigations............................................................................................... 7 1.9 Notice of No Response................................................................................................... 7 SECTION 2.0 -TERMS OF REFERENCE..................................................................................................... 8 2.1 Introduction.................................................................................................................... 8 2.2 Term of Contract............................................................................................................ 8 2.3 Scope of Services............................................................................................................ 8 2.4 Evaluations and Service Requirements....................................................................... 10 2.5 Qualifications................................................................................................................ 10 SECTION 3.0 - PROPOSAL REQUIREMENTS.......................................................................................... 12 3.1 Proposal Submissions................................................................................................... 12 3.2 Proposal Submission Requirements............................................................................ 12 3.3 Evaluation Process........................................................................................................ 13 3.4 Evaluation Criteria........................................................................................................ 14 3.5 Ratings........................................................................................................................... 15 3.6 Presentation and Interview......................................................................................... 15 SECTION 4.0 -GENERAL CONDITIONS.................................................................................................. 17 4.1 Rights of the County..................................................................................................... 17 4.2 Conflict of Interest........................................................................................................ 18 4.3 Modified Proposals ...................................................................................................... 18 4.4 Disqualification of Proponents.................................................................................... 18 4.5 Confidentiality.............................................................................................................. 18 4.6 Proposal Assignments.................................................................................................. 19 4.7 Purchasing Policy.......................................................................................................... 19 4.8 Failure to Perform ........................................................................................................ 19 4.9 Award and Agreement................................................................................................. 19 4.10 Insurance Requirements.............................................................................................. 19 4.11 Indemnification ............................................................................................................ 20 4.12 WSIB Requirements ..................................................................................................... 20 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ................ 21 1 28 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES 4.14 Disqualification............................................................................................................. 21 4.15 Record and Reputation................................................................................................ 21 4.16 Proponent's Costs ........................................................................................................ 22 4.17 Legal Matters and Rights of the County...................................................................... 22 4.18 Human Rights, Harassment and Occupational Health and Safety............................ 23 4.19 Clarification................................................................................................................... 23 4.20 Supplementary Information ........................................................................................ 24 4.21 Default/Non-Performance......................................................................................... 24 APPENDIX A-SAMPLE AGREEMENT .................................................................................................... 25 2 29 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES DEFINITIONS AND INTERPRETATIONS The following definitions apply to the interpretation of the Request for Proposal Documents; 1. "Addenda or Addendum" means such further additions, deletions, modifications or other changes to any Request for Proposal Documents. 2. "Authorized Person" means; i. For a Proponent who is an individual or sole proprietor that person. ii. For a Proponent which is a partnership, any authorized partner of the Proponent. iii. For a Proponent which is a corporation: a) any officer of director of the corporation; and b) any person whose name and signature has been entered on the document submitted with the Request for Proposal, as having been authorized to participate in the completion, correction, revision, execution, or withdrawal of the submission, whether that person is or is not an officer or director. iv. For a Proponent that is a joint venture, the submission shall be signed by a person for and on behalf of each joint venture or, if they warrant that they have the authority vested in them to do so, one person so authorized may sign on behalf of all joint ventures. 3. "Bidding System" means the County's bid portal website operated by bids&tenders'" and posted as https://elgincounty.bidsandtenders.ca/Module/Tenders/en 4. "County" refers to the Corporation of the County of Elgin. 5. "Designated Official" refers to the Purchasing Coordinator for the County of Elgin. 6. "Proposal" means the Response in the form prescribed by this Request for Proposal Document and completed and submitted by a Proponent in response to and in compliance with the Request for Proposal. 7. "Proponent" means the legal entity submitting a proposal. 8. "Request for Proposal (RFP)" means the document issued by the County in response to which Proponents are invited to submit a proposal that will result in the satisfaction of the County's objectives in a cost-effective manner. 9. "Service Provider" means the Proponent whose proposal has been approved by the County. 10. "Successful Proponent" means the Proponent whose proposal has been approved by the County. 3 30 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES SECTION 1.0 - INFORMATION TO PROPONENTS 1.1 Introduction and Background The County of Elgin is situated in the heart of southwestern Ontario along the north shore of Lake Erie and due south of Highway 401 in what can be best described as a rich agricultural zone complemented by industry.The County is an upper-tier municipality comprised of seven local municipalities covering an area of 460,000 acres, with a population of approximately 50,000 people. The County of Elgin is inviting proposals from qualified service providers to provide Registered Dietitian Services for residents who reside at Bobier Villa, Elgin Manor and Terrace Lodge that will meet the requirements of the County as outlined in this Request for Proposal. The requirement of the Ministry of Health and Long-Term Care is that the Elgin County Homes select and enter into a service contract with a Registered Dietitian service provider that is a member in good standing of the College Dietitians of Ontario and can carry out services in accordance with the stands of the College. Further information regarding the scope of work is included in Section 2.0. 1.2 Proposal Format and Delivery ELECTRONIC PROPOSAL SUBMISSIONS ONLY, shall be received by the Bidding System. Hardcopy submissions not permitted. All Proponents shall have a Bidding System Vendor account with bids&tenders'"^ and be registered as a Plan Takerforthis RFP opportunity,which will enable the Proponent to download the Request for Proposal document, download Addendums, receive email notifications pertaining to this RFP and to submit their proposal electronically through the Bidding System. Proponents are cautioned that the timing of their Proposal Submission is based on when the proposal is RECEIVED by the Bidding System, not when a proposal is submitted, as proposal transmission can be delayed due to file transfer size, transmission speed, etc. For the above reasons, it is recommended that sufficient time to complete your proposal submission and attachment(s) (if applicable) and to resolve any issues that may arise. The closing time and date shall be determined by the Bidding System's web clock. Proponents should contact bids&tenders'" support listed below, at least twenty-four (24) hours prior to the closing time and date, if they encounter any problems. The Bidding System will send a confirmation email to the Proponent advising that their proposal was submitted successfully. If you do not receive a confirmation email, contact bids&tenders'"" support at support@bidsandtenders.ca. Late Proposals are not permitted by the Bidding System. 4 31 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES To ensure receipt of the latest information and updates via email regarding this RFP, or if a Proponent has obtained this RFP document from a third party, the onus is on the Proponent to create a Bidding System Vendor account and register as a Plan Taker for the RFP opportunity. Proponents may edit or withdraw their proposal submission prior to the closing time and date. However, the Proponent is solely responsible to ensure the re-submitted proposal is received by the Bidding System no later than the stated closing time and date. The onus unequivocally remains with the Proponent to ensure that the proposal is submitted electronically prior to the deadline and in accordance with the submission instructions. The County, its elected officials, employees and agents shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance by the County of any proposal, or by reason of any delay in the acceptance of any proposal. The County shall not be liable for any cost of preparation or presentation of proposals, and all proposals and accompanying documents submitted by the Proponent become the property of the County and will not be returned.There will be no payment to Proponents for work related to, and materials supplied in the preparation, presentation and evaluation of any proposal, nor for the Contract negotiations whether they are successful or unsuccessful. 1.3 Designated Official For the purpose of this contract Mike Hoogstra, Purchasing Coordinator for the County is the "Designated Official" and shall perform the following functions: releasing, recording, and receiving proposals, recording and checking of submissions; answering queries from perspective proponents, considering extensions of time, reviewing proposals received, ruling on those not completing meeting requirements and coordinating the evaluation of the responses. 1.4 Questions/Inquiries All inquiries regarding this RFP shall be directed through the Bidding System online by clicking on the "Submit a Question" button for this bid opportunity. Questions submitted through the bidding system are directed to the Designated Official. The deadline for submitting questions is September 4, 2020 at 4:00 p.m. p Pleasebe advised that there d"maybe a delayed response se to d"uestid:ns submitted b2:hAC2:"2:n a egos. ~2. and the closing date and deadline dnd:'. '6r,questions have been adjusted accordingly, If during the period prior to submission of proposals, the County determines, in its sole and unfettered discretion, that part of the RFP requires formal amendment or clarification, written addenda to this RFP will be distributed to all registered Proponents. 5 32 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES No clarification requests will be accepted by telephone,fax or in-person meeting. Responses to clarification requests will be provided to all interested parties. Inquiries must not be directed to other County employees or elected officials. Directing inquiries to other than the Designated Official may result in your submission being rejected. 1.5 Addenda The County, may at its discretion, amend or supplement the RFP documents by addendum at any time prior to the closing date. Changes to the RFP documents shall be made by addendum only. Such changes made by addendum shall be supplementary to and form an integral part of the RFP documents and should be allowed for in arriving at the total cost. The County will make every effort to issue all addenda no later than three (3) days prior to the closing date. Proponents shall acknowledge receipt of any addenda through the Bidding System by checking a box for each addendum and any applicable attachment. It is the sole responsibility of the Proponent to have received all Addenda that are issued. Proponents should check online at https://elgincounty.bidsandtenders.ca/Module/Tenders/en prior to submitting their proposal and up until the RFP closing time and date in the event additional addenda are issued. If a Proponent submits their proposal prior to the RFP closing time and date and an addendum has been issued, the Bidding System shall WITHDRAW the proposal submission and the bid status will change to an INCOMPLETE STATUS and Withdraw the proposal. The Proponent can view this status change in the "MY BIDS" section of the Bidding System. The Proponent is solely responsible to: • make any required adjustments to their proposal; and • acknowledge the addenda; and • Ensure the re-submitted proposal is RECEIVED by the Bidding System no later than the stated RFP closing time and date. The Proponent shall not rely on any information or instructions from the County or a County Representative except the RFP Documents and any addenda issued pursuant to this section. 1.6 RFP Schedule The RFP process will be governed according to the following schedule. Although every attempt will be made to meet all dates,the County reserves the right to modify or alter any or all dates at its sole discretion by notifying all Proponents in writing at the address indicated in the completed RFP submitted to the County. Issue RFP: August 14, 2020 Last Date for Questions: September 4, 2020 RFP Close: September 11, 2020 Award of Contract: September 2020* *Dates noted above are an approximation only and are subject to change. 6 33 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020-P34 REGISTERED DIETITIAN SERVICES 1.7 Proponent Communications Each Proponent is solely responsible to ensure that all contact information for the Proponent is accurate and updated at all times during the RFP process. Proponents may update or revise their contact information in their Bidding System Vendor account. All correspondence from the County to a Proponent will be issued through the Bidding System. 1.8 Proponent Investigations Each Proponent is solely responsible, at its own cost and expense,to carry out its own independent research, due diligence or to perform any other investigations, including seeking independent advice, considered necessary by the Proponent to satisfy itself as to all existing conditions affecting the Proposal for this RFP.The Proponents' obligations set out in this RFP apply irrespective of any background information provided by the County or information contained in the RFP Documents or in responses to questions. The County does not represent or warrant the accuracy or completeness of any information set out in the RFP Documents or made available to Proponents.The Proponents shall make such independent assessments as they consider necessary to verify and confirm the accuracy and completeness of all such information as any use of or reliance by Proponents an any and all such information shall be at the Proponent's sole risk and without recourse against the County. 1.9 Notice of No Response If you are unable, or do not wish to provide a proposal, please complete a notice of no response form in the bidding system. It is important to the County to receive a reply from all Proponents. 7 34 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES SECTION 2.0 - TERMS OF REFERENCE 2.1 Introduction The County is seeking a service provider for the provision of Registered Dietitian Services. The proposal will include services to the residents of Elgin Manor,Terrace Lodge, and Bobier Villa. Bobier Villa is a 57-bed long-term care home located in Dutton, Elgin Manor is a 90-bed long-term care home located just outside St.Thomas and Terrace Lodge is a 100-bed long-term care home located in Aylmer. The resident population is primarily a geriatric population and includes special care units for people with dementia. The County utilizes Point Click Care in all three Long Term Care Homes. The service provider shall be in compliance with all applicable laws and regulations of all governing authorities including but not limited to the Ministry of Health (MOH), Ministry of Long-Term Care (MLTC) (e.g. Long-Term Care Home Act, 2007, Ontario Regulations 79/10), Southwestern Public Health and Ontario Health Regulations, County of Elgin Homes policies and procedures, and the County's Health and Safety Committee. 2.2 Term of Contract The term of contract is for a three-year term, commencing on or about October 1, 2020 to September 30, 2023. The County at its discretion may extend the contract up to an additional two (2)years upon mutual agreement between both parties. 2.3 Scope of Services Currently,the Elgin County Homes have contracted Registered Dietitian Services.The Manager of Support Services, Cooks and Dietary Aides,for all three LTC Homes are employees of the County of Elgin. The Registered Dietitian oversees the Resident Nutrition Care Program and will report to the Manager of Support Services, and, as applicable, the Administrator/Director of Homes and Seniors Services. The Registered Dietitian service provider agrees to: a) Oversee the required Nutrition Care and Hydration Programs for the residents of the County of Elgin Long-Term Care (LTC) Homes in accordance with all applicable laws, regulation, policies and standards of the Long-Term Care Home, as may be amended from time to time. b) Complete Nutrition Assessments on all residents upon admission and reassessments as required; c) Determine each resident's level of nutrition risk; d) Prescribing diet orders for all residents, according to the Homes policy; e) Develop a nutrition care plan for all newly admitted residents; f) Evaluate and modify as needed the nutrition care plans for residents identified to be at high nutrition risk and those at moderate and low risk as deemed necessary on an ongoing basis; 8 35 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES g) Provide nutrition/dietary counseling/education for residents and/or their caregivers, family members or substitute decision makers for the purpose of supporting optimum resident nutrition care; h) Conduct regular meal service/dining room rounds; i) The Registered Dietitian (RD) will complete a quarterly nutrition assessment on all residents. Residents deemed to be at high nutritional risk (as determined by the RD with input from the interdisciplinary team) are to be monitored and reviewed monthly at minimum. Residents deemed to be at moderate or low nutritional risk are to be monitored and reviewed quarterly at minimum. The RD is responsible for completing the annual full assessment for all residents. j) Provide input to Multidisciplinary Care Conferences for residents being followed by the Registered Dietitian; k) Interpreting and reinforcing MOH and MLTC Act and Regulations that relate to Nutrition and Hydration and Dietary Services Standards and Criteria; 1) Participate on interdisciplinary committees such as the Professional Advisory Committee (PAC); m) Attend Resident Care Conferences; n) Oversee the nutrition component of the Home's enteral feeding programs and develop relevant policies and procedures in collaboration with the Homes management team; o) Participate as a key member of the Home's Care Teams, such as skin and wound care and Falls prevention; p) Participate in-service education sessions for staff according to identified needs; q) Completing MDS-RAI documentation (coding, writing RAPS's), as required; r) Reviewing and approving in writing the planned menu and menu cycle for both regular and therapeutic diets, including texture modification and snacks whenever a new cycle menu is introduced, e.g. spring/summer and fall/winter, annually at a minimum; i. The County intends to implement a new Menu and Nutrient Analysis software system within the next year. We are expecting that the successful service provider will provide support with implementation. Please indicate the type of support that will be provided as part of your response to Additional Services/Value Added Services in section 3.2. s) Analyze the planned menus to ensure that they provide adequate nutrients and energy to meet resident's needs based on the current Recommended Nutrient Intake (RNI) or Dietary Reference Intakes (DRI) as determined by Health Canada; t) Developing and/or revising policies and procedures related to the residents' nutrition care program in cooperation with the Manager of Support Services; u) Providing consultation on resident meal service delivery; 9 36 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES v) Registered Dietitian will conduct a written report of each dietitian visit; w) As part of the Quality Assurance Program the Registered Dietitian will conduct audits and report results; x) The Registered Dietitian will report to the Manager of Support Services, and, as applicable, the Administrator/Director of Homes and Seniors Services. Any changes to this contract will be discussed and approved by the Director of Homes and Seniors Services; y) Regular Communication will take place with the Manager of Resident Care, Registered Nursing staff, the Director of Homes and Seniors Services/Administrator of Home and the Physicians (as required); z) Time of visits will be arranged between the Manager of Support Services, Administrator, Director of Homes and Seniors Services (as required) and Registered Dietitian. 2.4 Evaluations and Service Requirements The Registered Dietitian service provider agrees to provide the following: a) Participate in Ministry of Health (MOH) and Ministry of Long-Term Care (MLTC) Resident Quality Inspections as part of the interdisciplinary health care team; b) Provide recommendations and participate in the implementation and monitoring of the Quality Improvement Plan (QIP) as applicable to Nutrition Services; c) Participate in the development, implementation, monitoring and evaluation of the restorative care dining program; d) Provide a written Annual Report of activities and recommendations for quality improvements to the Director of Homes and Seniors Services/Administrator of the Home on a yearly basis. 2.5 Qualifications and Requirements The Registered Dietitian service provider will: a) be able to provide funded Dietetic services to all residents; b) employ a Registered Dietitian to provide assessments and consultation; c) have experience in providing Dietetic services in a Long-Term Care Home setting; d) complete working knowledge of RAI-MDS documentation; e) Ensure members are in good standing of the College of Dietitians of Ontario (CDO); f) Maintain professional liability insurance; 10 37 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES g) Provide service in a manner that adheres to the professional Code of Ethics and CDC's Standards of Practice and that respects Resident Rights and the confidentiality of health information according to PHIPA guidelines; h) Participate in regular continuing education opportunities; i) As part of Quality Assurance Program, the Registered Dietitian will conduct an annual review of its services. 11 38 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES SECTION 3.0 - PROPOSAL REQUIREMENTS 3.1 Proposal Submissions ELECTRONIC PROPOSAL SUBMISSIONS ONLY, shall be received by the Bidding System. The Proposal Submission shall comprise of one (1) proposal submission file as detailed in section 3.2 Hardcopy submissions not permitted. Failure to include the submission requirements may result in your proposal being disqualified. 3.2 Proposal Submission Requirements Proponents shall upload a PDF Proposal Submission to the Bidding System. The submission shall be no longer than fifteen (15) single sided pages(Arial 12 font or equivalent), excluding the Curricula Vitae. The submission should include all of the information listed in this section. Each response to a request should clearly identify the section of this RFP to which it is responding(by number and heading).The Proponent should provide information of sufficient scope and depth to demonstrate the ability of the Proponent to deliver the services described in this RFP. Information submitted is subject to verification,and further pertinent information may be obtained from references. a) Section 1: Overview A narrative demonstrating the firm's understanding of the full scope of services, brief summary of your company, reasons why the Proponent is interested in taking on this project, and its familiarity with the County of Elgin. b) Section 2: Work Program A detailed description of the range of services offered to the county including, as a minimum the following: i. Nutrition and hydration programs; ii. Menu planning, menu approval; iii. how weight changes are assessed using an interdisciplinary approach, what actions are taken and outcomes evaluated; iv. Audits—during visit to ensure proper diet, texture, etc. v. Include experience and knowledge of Point Click Care, and RAI-MDS. Proponents will provide a detailed list of services offered to the residents. The proposal should indicate the management philosophy to provide Registered Dietitian Services to meet the variety of dietary requirements within the approved budget for raw food as established by Ontario's Ministry of Health and Long-Term Care. 12 39 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES The proposal should identify systems and tools utilized to maintain compliance. Areas of discussion include nutrition management, quality improvement, policies and procedures. The proposal shall also include staffing levels and the total number of hours proposed for each Home per month. c) Section 3: Project Team Identify the Registered Dietitian Team and their roles, background, education, and experience. d) Section 4: Additional Services/Value Added Services Proponents are to list additional professional services available to the County and/or any value- added services proposed. Proponents shall also indicate the type of support that will be provided during implementation of a new Menu and Nutrient Analysis software system within the next year. e) Section 5: Client References Provide at least three (3) references the County may contact. References should be from facilities who you are currently providing Registered Dietitian services. References must include the name of the organization, contact person, phone/fax numbers, email address. f) Section 6: Fee Summary Proponents shall identify the hourly rates and any other fees. The Proposal shall further identify any additional costs to be assumed by the County for example (if necessary) staff orientation, training, education and travel. 3.3 Evaluation Process Each proposal will be evaluated on its clarity and the demonstrated understanding of the Project requirements, the services proposed and timeframes, as well as the proponent's experience and the anticipated benefit to Elgin County. A short list of firms may be created for purposes of an interview or presentation, should this be required. Proponents may be contacted to explain or clarify their proposals; however,they will not be permitted to alter information as submitted. An Evaluation Committee will be established from members of the County or any others as deemed necessary. Proposals will be evaluated on the basis of all information provided by the Proponent. Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP. Failure to comply with these requirements may deem the proposal non-responsive. Selection of a proposal will be based on (but not solely limited to)the following criteria and any other relevant information provided by the Proponent at the time of submission as well as any additional information provided during subsequent meetings with the Proponent. 13 40 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020-P34 REGISTERED DIETITIAN SERVICES In recognition of the importance of the procedure by which a Proponent may be selected,the following criterion outlines the primary considerations to be used in the evaluation and consequent awarding of this project(not in any order). The County reserves the right to evaluate and rank each submission using criterion noted. Actual scores will be confidential. The County reserves the right to request confidential references for any of the proponent's projects listed, as well as any of the proponent's other projects, and factor the ratings from all references, whether completed or in progress. 3.4 Evaluation Criteria Submissions will be evaluated by an evaluation committee based on the following categories.The disclosure of the allocated weightings for each category is provided to assist in preparing a proposal that best meets the requirements of the County. By responding to this RFP, Proponents agree to accept the decision of the evaluation committee as final. Proposals will be evaluated based on the following weighted evaluation factors: Maximum Rated Criteria Weight Points Understanding of Project Requirements 5 Project Team Qualifications and Experience 15 Work Program/Services Proposed 30 Audits, knowledge and experience with Point Click Care, RAI-MDS 15 Staffing levels in hours 10 Fee Schedule, Additional Fees/Costs 25 Client References Pass/Fail TOTAL Ci..IMULATII E POINTS �. POINTS 14 41 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES 3.5 Ratings For consistency,the following table describes the characteristics attributable to particular scores between 0-10. 0 Unacceptable Did not submit information 1-2 Unsatisfactory Very poor to unsatisfactory Minimally addresses some, but not all of the requirement of the criteria. 3 Unsatisfactory Lacking in critical areas 4 Somewhat Addresses most of the requirements of the criteria to the minimum Unsatisfactory acceptable level. Lacking in critical areas. Somewhat Addresses most, but not all, of the requirements of the criteria to the 5 Satisfactory minimum acceptable level. May be lacking in some areas that are not critical. 6 Satisfactory Adequately meets most of the requirements of the criteria. May be lacking in some areas that are not critical. 7 Good Meets all requirements of the criteria. 8 Very Good Somewhat exceeds the requirements of the criteria. 9 Excellent Exceeds the requirements of the criteria in ways that are beneficial. 10 Outstanding Proposal exceeds the requirements of the criteria in superlative ways/ very desirable. All qualified proposal submissions will be reviewed and evaluated. Additional information may be requested if necessary. Only the proposal response and Curricula Vitae requested will be evaluated. Proponents must include all relevant information in the required page limit restriction identified in section 3.2. 3.6 Presentation and Interview The County may have the two highest scoring Proponents attend an interview to present the evaluation team with additional insight into the Proponent's ability to meet the requirements as requested in the RFP.The County reserves the right to interview more or fewer than two Proponents based on the scoring results. The interviews would be conducted by the representatives of the Evaluation Committee at the County Administration Building, 450 Sunset Drive, St.Thomas, Ontario N5R 5V1. Senior staff members to be assigned to this project must attend the interview. 15 42 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES Presentations shall follow this general format: i. Introduction of Proponents Project Team (5 minutes) ii. Proponent Presentation of the Proposal (15 minutes) iii. Questions from Interview Committee (10 minutes) iv. Questions from Proponents(5 minutes) The Proponents will be notified of the final format and exact date and time for interviews/ presentations in advance. For the interview portion of the evaluation (if required), the County of Elgin will be using the rating criteria shown below and will evaluate each short-listed Proponent only. Interview Criteria and Weighting(Second Stage if required): Criteria Category Weighted Points Presentation 25 Response to Questions 10 Total Weighted Points 35 The score from the proposal evaluations and the Interview will be combined to determine an overall score. 16 43 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES SECTION 4.0 - GENERAL CONDITIONS 4.1 Rights of the County The County is not liable for any costs incurred by the Proponent in the preparation of their response to the RFP or selection interviews, if required. Furthermore,the County shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance by the County of any proposal or by reason of any delay in the award of the contract. The County reserves the right to accept any proposal, in whole or in part,that it feels most fully meets the selection criteria.Therefore, the lowest cost proposal, or any proposal may not necessarily be accepted. County staff shall evaluate all compliant proposals received by the closing time and make evaluations and recommendations for acceptance. The County reserves the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the Request for Proposal. The County reserves the right to modify any and all requirements stated in the Request for Proposal at any time prior to the possible awarding of the contract. The County reserves the right to cancel this Request for Proposal at any time, without penalty or cost to the County. This Request for Proposal should not be considered a commitment by the County to enter into any contract. The County reserves the right to enter into negotiations with the selected Proponent. If these negotiations are not successfully concluded, the County reserves the right to begin negotiations with the next selected Proponent. Proposals shall remain open and subject to acceptance for a period of ninety(90) days from closing date. In the event of any disagreement between the County and the Proponent regarding the interpretation of the provisions of the Request for Proposal, the Director of Financial Services or an individual acting in that capacity, shall make the final determination as to interpretation. No proposal shall be accepted from any person or Proponent who, has a claim or has instituted a legal proceeding against the County or against whom the County has a claim or has instituted a legal proceeding, without the prior approval of County Council.This applies whether the legal proceeding is related or unrelated to the subject matter of this RFP. 17 44 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES 4.2 Conflict of Interest The Proponent declares that no person,firm or corporation with whom or which the Proponent has an interest, has any interest in this RFP or in the proposed contract for which this proposal is made. The Proponent further declares that no member of the Council of the County and no officer or employee of the County will become interested directly or indirectly as a contracting party, partner, shareholder, surety, or otherwise in or in the performance of the Contract or in the supplies, work or business to which it relates, or in any portion of the profits thereof, or in any of the money to be derived there from. Should the Proponent feel that a conflict of interest or potential conflict of interest exists;the Proponent must disclose this information to the County prior to the submission of a proposal. The County may, at its discretion, delay any evaluation or award until the matter is resolved to the County's satisfaction.The County may allow a conflict of interest or potential conflict of interest to exist if it is satisfied that there are adequate safeguards in place and if the County determines that it is in its best interests to do so. The County reserves the right to disqualify a proposal where the County believes a conflict of interest or potential conflict of interest exists. 4.3 Modified Proposals In the event that a preferred proposal does not entirely meet the requirements of the County, the County reserves the right to enter into negotiations with the selected Proponent,to arrive at a mutually satisfactory arrangement and to make any modifications to the proposal as are in the best interests of the County. 4.4 Disqualification of Proponents More than one Proposal from an individual firm, partnership, corporation or association under the same or different names will not be considered. A Proponent shall not discuss or communicate, directly or indirectly with any other Proponent, any information whatsoever regarding the preparation of its own Proposal or the Proposal of the other Proponent. Proponents shall prepare and submit Proposals independently and without any connection, knowledge, comparison of information or arrangement, direct or indirect with any other Proponent. Collusion between Proponents will be sufficient for rejection of any Proposals so affected. 4.5 Confidentiality The proposal must not be restricted by any statement, covering letter or alteration by the Proponent in respect of confidential or proprietary information.The County will treat all proposals as confidential. The County will comply with the Municipal Freedom of Information and Protection of Privacy Act, and its retention by-law pursuant to the Municipal Act, in respect of all proposals. All Public Reports approved by the Council of the County will become public information. 18 45 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES 4.6 Proposal Assignments The successful Proponent will not be permitted to assign or transfer any portion of the proposal as submitted or the subsequent agreement without prior written approval from the County. 4.7 Purchasing Policy Submissions will be solicited, received, evaluated, accepted and processed in accordance with the County's Purchasing Policy as amended from time to time. In submitting a proposal in response to this RFP,the Proponent agrees and acknowledges that it has read and will be bound by the terms and conditions of the County's Purchasing Policy. The Purchasing Policy can be viewed on the County's website, www.elgincounty.ca 4.8 Failure to Perform Failure to comply with all terms and conditions of this proposal, and failure to supply all documentation, as required herein, shall be just cause for cancellation of the award. The County shall then have the right to award this contract to any other Proponent or to re-issue this RFP. 4.9 Award and Agreement The Proponent that fully meets the requirements and scores the highest based on the evaluation criteria, will be recommended for award. Once the award is made and approved by the County or County Council, the report recommending such award including the total cost of the awarded project shall be a matter of public record, unless otherwise determined by Council. A written agreement, prepared by the County shall be executed by the County and the successful Consultant.The complete proposal package submitted by the successful proponent, together with the entire Request for Proposal documents prepared by the County of Elgin, shall form part of the Agreement (see attached sample of agreement in Appendix A). 4.10 Insurance Requirements Any agreement resulting from this RFP will contain the following insurance requirements: a) Comprehensive general liability insurance including bodily injury, property damage liability, personal injury liability, completed operations liability, blanket contractual liability, non-owned automobile and shall contain a severability of interest and cross liability clause to a limit of no less than five million ($5,000,000) dollars in respect to any one occurrence. The above-mentioned policy shall be endorsed to include the County of Elgin as an Additional Insured. b) Professional Liability insurance covering all activities as described in the Proponent's proposal to a limit of no less than two million ($2,000,000) per claim and in the aggregate. Such insurance shall provide coverage for errors and omissions made by the professional in the rendering of, or failure to render, professional services in connection with the Agreement. Upon completion of the work 19 46 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES the policy shall remain in force for twelve (12) months. The Proponent must confirm that any property damage, personal injury or bodily injury resulting from an error or omission is considered an insurable loss whether coverage is under the Comprehensive General Liability Policy or the Professional Liability Policy(Errors &Omissions). c) Standard OAP 1 Automobile liability policy. d) The aforementioned policies of insurance shall contain or shall be subject to the following terms and conditions: i. be written with an insurer licensed to do business in Ontario; ii. be non-contributing with, and will apply only as primary and not excess to any other insurance or self-insurance available to Elgin County; iii. contain an undertaking by the insurer to notify the County in writing not less than sixty(60) days before any material change in risk or cancellation of coverage. iv. any deductible amounts shall be borne by the Proponent. V. Prior to the execution of the Agreement and within fifteen (15) business days of the placement, renewal, amendment, or extension of all or any part of the insurance,the Proponent shall promptly provide Elgin County with confirmation of coverage insurance and, if required, a certified true copy(s) of the policy(s) certified by an authorized representative of the insurer together with copies of any amending endorsements applicable to the Agreement. 4.11 Indemnification The successful Proponent shall indemnify and hold harmless the County of Elgin, its officers, County Council, Employees and volunteers from and against any liabilities, claims, expenses, demands, loss, cost, damages, suits or proceedings by whomsoever made, directly or indirectly arising directly or indirectly by reason of a requirements of this agreement save and except for damage caused by the negligence of the County or their employees. 4.12 WSIB Requirements The successful proponent shall furnish a WSIB Clearance Certificate rp for to commencement of work and agrees to maintain their WSIB account in good standing throughout the contract period. If the successful Proponent is a self-employed individual, partner or executive officer who does not pay WSIB premium and is recognized by WSIB as an "independent operator" a letter from WSIB acknowledging independent contractor status and confirming that WSIB coverage is not required must be provided to the County of Elgin prior to commencement of work. 20 47 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 The Proponent shall ensure that all its employees and agents receive training regarding the requirements as outlined in the Integrated Accessibility Standards Regulation (Ontario Regulation 191/11) as well as the Ontario Human Rights Code. The Proponent is responsible to ensure that all of its employees, volunteers and others for which the Proponent is responsible are adequately trained. In accordance with the Accessibility for Ontarians with Disabilities Act, 20051ntegrated Accessibility Standards Regulation (Ontario Regulation 191111),the County requires content created for the municipality that is to be posted on our website to be provided in a format which is compliant with WCAG 2.0 Level AA requirements.As required under Section 14 of the regulation, any content published on our website after January 1, 2012 needs to be compliant with the WCAG requirements by the timelines set out in the Regulation. It is the successful Proponent's responsibility to produce the required documents in an accessible format 4.14 Disqualification The County may, in its sole discretion, disqualify a proposal or cancel its decision to make an award under this RFP, at any time prior to the execution of the Agreement by the county, if, i. the Proponent fails to cooperate in any attempt by the County to verify any information provided by the Proponent in its proposal; ii. the Proponent contravenes one proposal per Person or Entity; iii. the Proponent fails to comply with the laws of Ontario or of Canada, as applicable; iv. the Proposal contains false or misleading information; V. the Proposal, in the opinion of the County, reveals a material conflict of interest; vi. the Proponent misrepresents any information contained in its proposal. 4.15 Record and Reputation Without limiting or restricting any other right or privilege of the County and regardless of whether or not a proposal or a Proponent otherwise satisfies the requirements of this RFP, the County may disqualify any proposal from any Proponent, where; i. In the opinion of the County Solicitor or the Purchasing Coordinator for the County, the commercial relationship between the Corporation of the County of Elgin and the Proponent has been impaired by the prior and/or current act(s) or omission(s) of each Proponent, including but not limited to: a) Litigation with the County; b) The failure of the Proponent to pay, in full, all outstanding accounts due to the County by the Proponent after the County has made demand for payment; c) The refusal to follow reasonable directions of the County or to cure a default under a contract with the County as and when required by the County or it's representatives; d) The Proponent has previously refused to enter into an Agreement with the County after the Proponent's proposal was accepted by the County; 21 48 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES e) The Proponent has previously refused to perform or to complete performance of contracted work with the County after the Proponent was awarded the contract; f) Act(s) or omission(s) of the Proponent has resulted in a claim by the County under a bid bond, a performance bond, a warranty bond or any other security required to be submitted by the Proponent on an RFP within the previous five years. ii. In the opinion of County Council or the Chief Administrative Officer, or their designate,there are reasonable grounds to believe that it would not be in the best interests of the County to enter into an Agreement with the Proponent, for reasons including but not limited to the conviction or finding of liability of or against the Proponent or its officers or directors and any associated entities under any taxation legislation in Canada, any criminal or civil law relating to fraud,theft, extortion, threatening, influence peddling and fraudulent misrepresentation, the Environmental Protection Act or corresponding legislation in other jurisdictions, any law regarding occupational health or safety or the Securities Act or related legislation. 4.16 Proponent's Costs The Proponent shall bear all costs and expenses incurred by the Proponent relating to any aspect of its participation in this RFP process, including all costs and expenses related to the Proponent's involvement in; ➢ the preparation, presentation and submission of its proposal; ➢ the Proponent's attendance at the Proponent's meeting; ➢ due diligence and information gathering processes; ➢ site visits and interviews; ➢ preparation of responses to questions or requests for clarification from the County; ➢ preparation of the Proponent's own questions during the clarification process; and, ➢ agreement discussions. The County is not liable to pay such costs and expenses or to reimburse or compensate a Proponent under any circumstances, regardless of the conduct or outcome of the RFP Process, including the rejection of all proposals or the cancellation of the RFP, and including any negligence of the County in the conduct of the RFP process. 4.17 Legal Matters and Rights of the County This RFP is not an offer to enter into either a bidding contract(often referred to as"Contract A") or a contract to carry out the project (often referred to as"Contract B"). Neither this RFP nor the submission of a proposal by a Proponent shall create any contractual rights or obligations whatsoever on either the Proponent or the County. The County may at its sole discretion change or discontinue this RFP process at any time whatsoever. The County may in its sole discretion enter into negotiations with any person, whether or not that person is a Proponent or a Short-Listed Proponent with respect to the work that is the subject of this RFP. 22 49 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES The County may at its sole discretion decline to evaluate any proposal that in the County's opinion is incomplete, obscure or does not contain sufficient information to carry out a reasonable evaluation. Without limiting the generality of the RFP, the County may at its sole discretion and at any time during the RFP process; ➢ reject any or all of the Proposals; ➢ accept any Proposal; ➢ if only one Proposal is received, elect to accept or reject it; ➢ elect not to proceed with the RFP; ➢ alter the timetable,the RFP process or any other aspect of this RFP; and ➢ cancel this RFP and subsequently advertise or call for new Proposals for the subject matter of this RFP. In addition to and notwithstanding any other term of this RFP, the County shall not be liable for any damages resulting from any claim or cause of action, whether based upon an action or claim in contract, warranty, equity negligence, intended conduct or otherwise, including any action or claim arising from the acts or omissions, negligent or otherwise of the County and including any claim for direct, indirect or consequential damages, including but not limited to damages for loss of profit, loss of reputation, injury to property and bodily injury that results from the Proponents' participation in the RFP process, including but not limited to; ➢ the disclosure of a Proponent's confidential information; ➢ the costs of preparation of a Proponents Proposal, whether it is accepted, disqualified or rejected; ➢ any delays, or any costs associated with such delays, in the RFP process; ➢ any errors in any information supplied by the County to the Proponents; ➢ the cancellation of the RFP; and ➢ the award of the contract to a Proponent other than the Proponent recommended by the Proposal Review Committee. 4.18 Human Rights, Harassment and Occupational Health and Safety The Proponent shall be required to comply with the County's policies regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety as well as all Provincial and Federal laws, regulations and guidelines regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety. 4.19 Clarification The County may require the Proponent to clarify the contents of its proposal, including by the submission of supplementary documentation, or seek a Proponent's acknowledgement of the County's interpretation of the Proponent's proposal. The County is not obliged to seek clarification of any aspect of a proposal. 23 50 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES 4.20 Supplementary Information The County may, in its sole discretion, request any supplementary information whatsoever from a Proponent after the submission deadline including information that the Proponent could or should have submitted in its proposal prior to the submission deadline.The County is not obliged to request supplementary information from a Proponent. 4.21 Default/Non-Performance The County will reserve the right to determine "non-performance" or"poor quality" of service and further reserves the right to cancel any or all of this contract at any time should the Proponent's performance not meet the terms and conditions of the RFP upon 30 days written notification to the Proponent. "Non-performance" shall mean the failure to meet the complete terms and conditions of this Contract including, but not limited to, the response time. In the event of such cancellation,the County retains the right to claim damages as a result of such default. If the County terminates the Contract, it is entitled to: a) withhold any further payment to the Proponent until the completion of the work and the expiry of all obligations under the Contract; and b) recover from the Proponent any loss, damage and expense incurred by the County by reason of the default (which may be deducted from any monies due or becoming due to the Proponent). 24 51 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES APPENDIX A - SAMPLE AGREEMENT THIS AGREEMENT made in duplicate this day of 12020. BETWEEN: CORPORATION OF THE COUNTY OF ELGIN (hereinafter called"County") OF THE FIRST PART -AND- (hereinafter called"Service Provider") OF THE SECOND PART WITNESSETH: The County and the Service Provider in consideration of the fulfillment of their respective promises and obligations hereinafter set forth covenant and agree with each other as follows: ARTICLE 1 a) A general description of work is to provide all the labour, equipment, services and materials required for the <Insert Project Name> [RFP No. 2020-Pxx]; b) In respect of such work and except as otherwise specifically provided, the Service Provider, at his own expense, shall provide all and every kind of labour, machinery, plant, structures and materials necessary for the due execution and completion of all the work set out in this Contract and shall forthwith according to the instructions of the County commence the works and diligently execute the respective portions thereof; and deliver the works complete in every particular to the County within the time specified in the Request for Proposal. ARTICLE 2 The County covenants with the Service Provider that the Service Provider, having in all respects complied with the provisions of this Contract, will be paid for and in respect of all the work,at the quoted prices,the total which is presently estimated at $XX,XXX.XX excluding HST, together with such additional sum up to a maximum of$0.00, excluding HST, for extra or additional work at the unit rates or the amounts, as the case may be, stipulated in the written orders of the County authorizing extra or additional work; such payment, however, shall be subject to Article 3 hereof and subject to such additions and deductions as may be properly made under the terms hereof and further subject to the provisions that the County may make payments on account monthly or otherwise as may be provided. 25 52 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES ARTICLE 3 In the event that the RFP provides for and contains a Contingency Allowance, it is understood and agreed that such Contingency Allowance is merely for the convenience of accounting by the County and the Service Provider is not entitled to payment thereof except for extra or additional work carried out by them in accordance with the Contract and only to the extent of such extra or additional work. ARTICLE 4 Where any notice, direction or other communication is required to be or may be given or made by one of the parties hereto to the other, it shall be deemed sufficiently given or made if mailed or delivered in writing to such party at the following addresses: COUNTY. CORPORATION OF THE COUNTY OF ELGIN 450 Sunset Drive St. Thomas, ON N5R 5V1 CONTRACTOR: ARTICLE 5 In case of any inconsistency or conflict between the provisions of this Agreement and the Specifications or General Conditions or RFP or Drawings or any other document or writing,the provisions of such documents shall take precedence and govern in the following order, namely: a) Agreement b) Addenda c) Terms of Reference d) Proposal Forms e) General Conditions f) Proposal Requirements g) Information to Proponents ARTICLE 6 A copy of each of the Terms of Reference and Addendum No. are hereto annexed and together with the Information for Proponents, Proposal Requirements and General Conditions relating to the work contemplated herein, even though not attached, all as listed in the RFP document, form part of and are deemed to be incorporated into this Agreement. 26 53 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES ARTICLE 7 The term of contract is for a three-year term, commencing on or about October 1, 2020 and expiring on September 30, 2023. The County at its discretion may extend the contract up to an additional two (2) years upon mutual agreement between both parties. ARTICLE 8 The Service Provider declares that he has either investigated for himself the character of the work and all local conditions that might affect the proposal or acceptance of the work, or that not having so investigated, he is willing to assume and does hereby assume all risk of conditions arising or developing in the course of the work which might or could make the work, or any items thereof, more expensive in character or more onerous to fulfill, than was contemplated or known when the proposal was made of the Contract signed. The Service Provider also declares that he did not and does not rely upon information furnished by any methods whatsoever, by the County or its officers or employees, being aware that any information from such sources was and is approximate and speculative only, and was not in any manner warranted or guaranteed by the County. ARTICLE 9 The Service Provider shall indemnify and save harmless the County from all loss, damages, costs, charges, expenses or claims arising out of the Contract and the Service Provider shall take due and proper precautions for the prevention of accidents to persons and property during or in consequence of the work and should the County incur, pay or be put to any such loss,damages,costs,charges or expenses or claims, the Contractor shall forthwith, upon demand, repay the same to the County. ARTICLE 10 This Agreement may be executed in several counterparts, each of which, when so executed, shall constitute but one and the same document. This Agreement may also be signed in paper form, by facsimile signature or by electronic signature in accordance with section 11 of the Electronic Commerce Act, 2000 (Ontario). It may also be signed, whether or not in counterpart, scanned to Adobe° Portable Document Format (PDF) and delivered by way of electronic mail. (Remainder of page left blank intentionally) 27 54 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P34 REGISTERED DIETITIAN SERVICES ARTICLE 11 The Contract shall apply to and be binding on the parties hereto,their heirs, executors, successors, administrators, and assigns jointly and severally. IN WITNESS WHEREOF the parties hereto have hereunto set their hands and seals the day of the year first above written or cause their corporate seals to be affixed, attested by the signature of their proper officers, as the case may be. <Insert Service Provider Name> Per: DATE Name: Position: I have the authority to bind the corporation Corporation of the County of Elgin Per: DATE Name:Julie Gonyou Position: Chief Administrative Officer Per: Name: Dave Mennill Position: Warden We have the authority to bind the corporation 28 55 Attachment 1 Addendum N0. 1 � V E I gi n C )ful firl ors r ship by Nor ture Request for Proposal No. 2020-P34 Registered Dietitian Services for Elgin County LTC Homes This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with all other parts of the Request for Proposal. The following question was received by the County; the County's response follows the question. Question 1: What are the total hours of RD service delivered currently per week to each home? Answer 1: The total hours of RD service delivered based on July 2020 are as follows: - Bobier Villa - 6.5 - Elgin Manor - 12 - Terrace Lodge - 12.5 End of Addendum No. 1 Addendum Issued: September 4, 2020 Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P- 519-631-1460, extension 129 1 E- mhoogstra(a)elqin.ca 56 Attachment 2 C106--' Mioom:,,swe bY Nzgure View Details Return to the Bids Homepage(https://elgincounty.bidsandtenders.ca/Module/Tenders/en) Bid Details Bid Services Classification: Bid Type: Request For Proposal Bid Number: 2020-P34 Bid Name: Registered Dietitian Services for Elgin County LTC Homes Bid Status: Closed Bid Closing Fri Sep 11, 2020 3:00:59 PM (EDT) Date: Question Fri Sep 4, 2020 4:00:00 PM (EDT) Deadline: Time-frame for delivery or Refer to project document the duration of the contract: Negotiation Refer to project document Type: Condition for Participation: Refer to project document Electronic Not Applicable Auctions: Language for Bid English unless specified in the bid document Submissions: Submission Online Submissions Only Type: Submission Online Submissions Only Address: Public No Opening: Description: The County of Elgin is inving pr oposals from qualified service providers to provide Registered Diean Ser vices and applicable supports for residents who reside at Bobier Villa, Elgin Manor and Terrace Lodge that will meet the requirements of the County as outlined in this Request for Proposal Bid Document Bid document preview, bid opportunity, and award notices are available on the site free of charge. Access: Proponents are not required to register for a bid opportunity prior to previewing the bid documents. To obtain an unsecured version of the bid document and/or to participate in this opportunity, an annual or a per bid fee must be paid (annual fee - $175.05, per bid fee - $52.38). Categories: Show Categories [+] 57 Register for this Bid Download Bid Documents Documents File Name Attachment 2 Registered Dietitian Services RFP Friday August 14, 2020 11:25 AM Addenda File Name Addendum No. 1 Friday September 4, 2020 04:25 PM Purchasing Representatives Employee Hoogstra, Mike Bids Submitted The following are the unofficial bid results Company Contact Soumalias , Yianni Closing the Gap Healthcare Group 2810 Matheson Blvd E., Mississauga Ontario, Canada L4W 4X7 Donovan, Kyle Seasons Care Inc. Suite 226 - 13300 Tecumseh Rd E, Tecumseh Ontario, Canada N8N 4R8 Faulds, Sarah Urbshott Faulds Dietetics Professional 23814 Denfield Road, Denfield Corporation Ontario, Canada NOM 1P0 Plan Takers The following are the plan takers for the bid: Company Contact Soumalias , Yianni Closing the Gap Healthcare Group 2810 Matheson Blvd E., Mississauga Ontario, Canada L4W 4X7 Donovan, Kyle Seasons Care Inc. Suite 226 - 13300 Tecumseh Rd E, Tecumseh Ontario, Canada N8N 4R8 Faulds, Sarah Urbshott Faulds Dietetics Professional 23814 Denfield Road, Denfield Corporation Ontario, Canada NOM 1P0 58 Registered Dietitian Services Attachment 3 Proposal Evaluation Team RFP No. 2020-P34 Name Position Evaluation Conflict of Complete Interest Liz Gloin Manager of Support Services (BV) Yes No Chris Bhola Manager of Support Services (EM) Yes No James Drummond Manager of Support Services (TL) Yes No Michele Harris Director of Homes and Seniors Services Yes No 59 REPORT TO COUNTY COUNCIL FROM: Nancy Pasato, Manager of Planning 91��ya DATE: October 13t", 2020 SUBJECT: Draft Plan of Subdivision Progressive 4y Nature Brokenshire Farms Subdivision Part of Lot 13, Concession A Geographic Township of Dutton Municipality of Dutton Dunwich, County of Elgin Applicant: Marisa Brokenshire, Shane Van den Dries File 34T-DD2001 RECOMMENDATION: 1. THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision for Marisa Brokenshire & Shane Van den Dries in the Municipality of Dutton Dunwich (Dutton) File No. 34T-DD2001; and, 2. THAT staff be directed to provide notice of this decision subject to the conditions of final approval in accordance with the Planning Act. INTRODUCTION: This report will provide County Council with information required in order to consider granting draft plan approval to the above noted plan of subdivision. In accordance with Section 51 of the Planning Act, the Council of the County of Elgin, the "Approval Authority," is required to make a decision which gives or refuses to give approval to a draft plan of subdivision. DISCUSSION: The subject lands are located Dutton, in the Municipality of Dutton-Dunwich (see attached location map). The applicants, Marisa Brokenshire, Shane Van den Dries, are requesting approval of a residential Plan of Subdivision, consisting of 72 single 60 \ } / < § � \ \ »� \� . / : ) / � \ \ ) � \ } } / \ ) x y • , , ? . z . : : » z » �, .z ( � j j �§ / «. = z\z ?. • . . .« � � a . z , z:: v. , :a v . Location Map Legend kb� aSite: Broke smre_s±d<+e PlnemNancy Pasat o Subject Site Created By:TE Date:o /5102Z 20 4�v Elgin Road Na_R Meters The Corporation of mecums Elgin 0 2550 100 150 So Prepared By manning and Development 61 S2@ t$99 detached lots, 20 semi-detached lots, and 1 stormwater management block, all served by the extension of Nancy Street, Lila Street, and two new streets. Adjacent land uses include existing residential development to the west, north and east and a small wooded area to the south. This application was accepted as "complete" on July 23, 2020 by the County of Elgin. The developer submitted documents to support the proposed subdivision including: Geotechnical Investigation (Englobe, September 3, 2019); Preliminary Servicing Report (CJDL, February 7, 2020); Preliminary Stormwater Management Report (CJDL, February 7, 2020, addendum letter August 4, 2020); Archaeological Assessment Stage 1 & 2 (Wood Canada Limited, January 8, 2020); Scoped Environmental Impact Study (EIS) (Leonard & Associates, September, 2019); and a Planning Justification Report (Barb Rosser Planning Consultant, February 7, 2020, revised August 4, 2020). A statutory public meeting was held by the Municipality on September 9, 2020. Several questions, concerns and comments were raised by adjacent neighbours, including the following: • Access road to Pioneer Line for trade/construction traffic • Impact of traffic on adjacent streets • Additional greenspace, pathways or parkland as part of the subdivision/stormwater management pond • Timeframe for completion • Maintenance of stormwater management pond • On street parking restrictions • Standard of work for services and infrastructure • Property values • Incompatible uses. A full package was received from the municipality, including comments received from the public and a summary of comments from the public meeting, and is attached to this report. The proposed subdivision meets the policies of the County OP, as the plan is generally consistent with the objectives and policies of the Plan; conforms with the local Official Plan; will be serviced by and has suitable provision for sewage treatment systems, roads, water, storm and sanitary; has been designed to reduce negative effects on surrounding land uses; and, will be integrated with adjacent neighbourhoods and development. 62 The subject lands are designated Residential in the Official Plan and zoned Village Residential 1 Holding (VR1(h)) in the Zoning By-law for the Municipality of Dutton Dunwich. The plan is consistent with the Provincial Policy Statement and complies with both the County and Municipality of Dutton Dunwich Official Plans. Staff are recommending adding conditions related to Canada Post, utilities such as Rogers and Bell, and the Municipality of Dutton Dunwich, FINANCIAL IMPLICATIONS: There will be no financial implications on the County Budget. 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: This plan will directly impact the Municipality of Dutton Dunwich. 63 COMMUNICATION REQUIREMENTS: Notice of decision will be sent out to all parties that requested notification, to the local municipality, and to anyone prescribed under the Planning Act. CONCLUSION: The Manager of Planning has reviewed File No. 34T- DD2001 and has prepared conditions for draft approval which are attached for Council's review. These conditions have been reviewed by the Municipality of Dutton Dunwich and by the applicant and no changes have been requested. Based on the above the Manager of Planning is satisfied that this plan of subdivision has had regard to subdivision criteria as set out in Section 51 (24) of the Planning Act, is consistent with the Provincial Policy Statement and the County of Elgin Official Plan, and that the conditions, as attached, are reasonable. If County Council approves this draft plan of subdivision, the owner will be responsible for fulfilling the conditions before final approval can be given. All of which is Respectfully Submitted Approved for Submission Nancy Pasato Julie Gonyou Chief Administrative Officer Manager of Planning 64 Appendix A Draft Conditions 34T-DD2001 The conditions and amendments to final plan of approval for registration of this Subdivision as provided by the County of Elgin are as follows: No. CONDITIONS 1. This approval applies to the draft plan of subdivision, prepared by CJDL Consulting Engineers and certified by Kim Husted, Ontario Land Surveyor, dated May 19, 2020, which shows: • 72 single detached lots (Lots 1-3, 7-36, 40-78) • 10 semi-detached lots (20 units total) (Lots 4-6, 37-39, 79-82) • 1 servicing block (Block 83) • 1 stormwater management block (Block 84) • 1 x 0.3m reserve block (Block 85) • and 1 future road block (Block 86) 2. This approval applies for three years, and if final approval is not given by that date, the draft approval shall lapse, except in the case where an extension has been granted by the Approval Authority. 3. The owner shall enter into a subdivision agreement, pursuant to the authority of section 51(26) of the Planning Act, as amended, with the Municipality of Dutton Dunwich wherein the owner agrees to satisfy all the requirements, financial and otherwise, of the Municipality of Dutton Dunwich concerning the installation of services including roads, sanitary sewerage collection system, water distribution system, utilities and stormwater management facilities for the development of the lands within the plan. 4. The subdivision agreement, where required, contains provisions, prepared to the satisfaction of the Municipality, regarding phasing or timing of the development. 65 5. The subdivision agreement between the owner and the Municipality of Dutton Dunwich be registered against the lands to which it applies before the final plan of subdivision is registered. 6. The owner shall provide easements as may be required for services, utility or drainage purposes in a form satisfactory to the Municipality or utility, and where required by the Municipality, daylight corners and street reserves shall be shown on the final plan and conveyed in a form satisfactory to the Municipality. 7. The road allowances included on the draft plan shall meet the standards of the Municipality of Dutton Dunwich and be shown and dedicated as public highways on the final plan submitted for approval and registration. 8. The streets within the draft plan of subdivision shall be named to the satisfaction of the Municipality of Dutton Dunwich and shall be shown on the final plan of subdivision. 9. The owner shall provide a final storm water management report satisfactory to the Municipality. The measures contained in that final storm water management report regarding the development, implementation, installation, dedication, and maintenance of the storm water management facilities shall be itemized in the subdivision agreement, prior to registration of the plan of subdivision. 10.Prior to final approval the Municipality shall advise that appropriate zoning is in effect for the plan of subdivision. 11.The subdivision agreement between the owner and the Municipality shall contain a provision requiring the owner to install geodetic monuments within the subdivision. The number, specifications and location of the monuments are to be approved by the Municipality of Dutton Dunwich prior to final approval and registration. 12. The subdivision agreement between the owner and the Municipality shall contain a provision requiring the implementation of the recommendations of the report, Geotechnical Test Pit Investigation, Englobe, September 3, 2019. 13. Prior to final approval, the Municipality shall confirm that there is uncommitted reserve sewage and water treatment capacity to service the development and that the proposed arrangements for stormwater management are acceptable and can be assumed by the Municipality. 66 14. The subdivision agreement between the owner and the Municipality contain provisions regarding the development, implementation, installation, dedication and maintenance of the storm water management facilities and requiring the owner to: i) Obtain an Environmental Compliance Approval from the Ministry of the Environment, Conservation and Parks for storm water management prior to any development requiring a building permit; ii) Maintain sediment and erosion control and mitigation measures on the subject lands and conduct regular inspections every two weeks and after each sizeable storm event of all sediment and erosion control measures and maintain an inspection log which shall state the name of the inspector, date of inspections and the rectification or replacement measures which were undertaken to maintain the sediment and erosion control measures. The inspections shall continue until the assumption of services by the Municipality or until site construction warrants cessation of the visits; iii) Identify the Municipality and the Lower Thames Valley Conservation Authority as the site contacts responsible for monitoring the inspection logs; and iv) Provide the Municipality and the Lower Thames Valley Conservation Authority with a written update of sediment and erosion control inspections and maintenance activities following all storm events. 15. Prior to final approval, the owner shall carry out an archaeological assessment of the subject property and mitigate, through preservation or resource removal and documentation, adverse impacts to any significant archaeological resource found. No grading or other soil disturbances shall take place on the subject property prior to the Owner's Licensed Archaeologist providing a letter to the Municipality and the County indicating that there are no further concerns for impacts to archaeological sites on the subject lands. This is to be accompanied by a Ministry of Tourism, Culture and Sport letter indicating that the licensee has met the terms and conditions for Archaeological Licensing and that the report has been entered into the Ontario Public Register of archaeological reports. 16. The owner shall provide cash in lieu of parkland, as per the requirements of the Planning Act. 17. The subdivision agreement between the owner and the Municipality shall contain provisions related to the owner filing a Petition for any Drainage Works. 67 18. That the subdivision agreement, where required, contain a provision for the following: i) That Block 83 shall be constructed to municipal standards for access to the storm water management pond; ii) That Block 86 be conveyed as a municipal right of way as an extension of Street "A" and be constructed to municipal standards for access to future development; iii) That any temporary construction access be constructed to municipal standards; iv) That sidewalks be constructed to municipal standards and located on one side of the road to the satisfaction of the Municipality. 19. The subdivision agreement between the owner and the Municipality shall contain provisions related to a lot grading plan for all lots and blocks, prepared by the owner and approved by the Municipality, prior to the issuance of building permit. 20. The recommendations set out in the Dillon Peer Review, dated July 13, 2020 be included in all final reports, to the satisfaction of the Municipality. 21. Prior to final approval, arrangements shall be made to the satisfaction of the Municipality for the relocation of any utilities that may be required as a result of the development of the subject lands, such relocation shall be undertaken at the expense of the Owner. 22. Prior to final approval, the owner shall contact the licensed communication/ telecommunication service providers within the Municipality prior to commencing any work within the plan, and confirm that sufficient wire line communication/ telecommunication infrastructure is currently available to provide communication/ telecommunication service to the proposed development. In the event that such infrastructure is not available, the owner is hereby advised that the owner may be required to pay for the connection to and/or extension of the existing communication/ telecommunication infrastructure. If the owner elects not to pay for such connection to and/or extension of the existing communication/telecommunication infrastructure, the owner shall be required to demonstrate to the Municipality that sufficient alternative communication/telecommunication facilities are available within the proposed development to enable, at a minimum, the effective delivery of communication/ 68 telecommunication services for emergency management services (i.e. 911 Emergency Services). The owner shall provide the Municipality with written confirmation from the licensed service providers that communication /telecommunication infrastructure will be available to the plan. 23. Prior to final approval the Owner shall ensure that the requirements of Canada Post have been met. Canada Post shall advise in writing how this condition as been satisfied prior to final approval. 24. Prior to final approval of the plan of subdivision, the Municipality of Dutton Dunwich shall advise in writing how conditions 1 to 22 have been satisfied. NOTES TO DRAFT APPROVAL: 1. It is the applicant's responsibility to fulfill the conditions of draft approval. 2. It is suggested that the applicant be aware of section 144 of the Land Titles Act and subsection 78(10) of the Registry Act. Subsection 144 (1) of the Land Titles Act requires that a plan of subdivision of land that is located in a land titles division be registered under the Land Titles Act. Exceptions to this provision are set out in subsection 144(2). Subsection 78(10) of the Registry Act requires that a plan of subdivision of land that is located only in a registry division cannot be registered under the Registry Act unless that title of the owner of the land has been certified under the Certification of Titles Act. Exceptions to this provision are set out in clauses (b) and (c) of subsection 78(10). 3. The owner is advised that in the event that deeply buried archaeological remains should be discovered during construction, it is recommended that archaeological staff of the Ontario Ministry of Tourism, Culture and Sport be notified immediately. Similarly, in the event that human remains should be encountered during construction, it is recommended that the proponent immediately notify the Ontario Ministry of Tourism, Culture and Sport and the Registrar of the Cemeteries Regulation Unit of the Cemeteries Branch. 4. The Ontario Land Surveyor responsible for preparing the final plan for registration should contact the Municipality of Dutton Dunwich regarding the preparation of the final 69 10 plan to ensure the requirements of draft approval are properly addressed in the preparation of the final plan and that the final plan prepared contains sufficient geodetic information to locate the plan within the UTM Coordinate System, North American Datum 1983, prior to submitting the plan for final approval. A digital copy of the final plan, in a form satisfactory to the Municipality, is required as part of the final plan submission. 5. Inauguration, or extension of a piped water supply, a sewage system or a storm drainage system, is subject to the approval of the Ministry of the Environment under Sections 52 and Section 53 of the Ontario Water Resources Act. 6. The owner is hereby advised that the review of this plan of subdivision did not include groundwater, soil or atmosphere testing to fully discount the possibility that waste materials and/or other contaminants are present within or in close proximity to this subdivision. If either the owner or the Municipality requires such assurance before proceeding with this plan of subdivision, a team of consultants should be retained to conduct any necessary investigations. 7. The Ministry of the Environment and Climate Change must be advised immediately should waste materials or other contaminants be discovered during the development of this plan of subdivision. If waste materials or contaminants are discovered, a further approval under Section 46 of the Environmental Protection Act may be required from that Minister. 8. The owner is advised that if any unplugged petroleum wells or associated works are identified during the development of the site, the owner shall notify the Petroleum Resources Centre of the Ministry of Natural Resources and Forestry. The owner shall plug the wells and rehabilitate the surface according to the Provincial Standards of the Oil, Gas and Salt Resources Act. The Ministry of Natural Resources and Forestry recommends that no structures be built immediately over a plugged petroleum well. 9. Should the owner or the Municipality require underground Bell Canada facilities to serve this subdivision, the owner must confirm with the Municipality that satisfactory arrangements have been made with Bell Canada for underground services. The owner is also advised that, should any conflicts with the existing Bell Canada facilities or easements arise, the owner shall be responsible for realignments or relocation. Further, the owner is to provide easements as required to service this subdivision. 70 10. It is suggested that the Municipality register the subdivision agreement as provided by subsection 51(26) of the Planning Act, against the land to which it applies, as notice to prospective purchasers. 12. Clearances are required from the following agencies: Ms. Heather Bouw, Clerk Municipality of Dutton Dunwich 199 Currie Road Dutton ON NOL 1 JO Delivery Services Officer Delivery Planning Canada Post Corporation 955 Highbury Ave London, ON N5Y 1A3 If the agency's condition concerns a clause in the subdivision agreement, a copy of the agreement should be sent to them. This will expedite clearance of the final plan. A copy of the agreement is also required by the County of Elgin. 13. All measurements on subdivision and condominium final plans must be presented in metric units. The final plan must be submitted digitally in AutoCAD (DWG) and Portable Document Format (PDF) with the appropriate citation from the Planning Act used. The AutoCAD (DWG) file must be consistent with the following standards: • Georeferenced to the NAD83 UTM Zone 17M coordinate system. • All classes of features must be separated into different layers. • Each layer should be given a descriptive name so that the class of feature it contains is recognizable. The final plan approved by the County of Elgin must include the following paragraph on all copies (3 mylars and 4 paper) for signature purposes: 71 12 Approval Authority Certificate This final plan of subdivision is approved by the County of Elgin under Section 51 (58) of the Planning Act, R.S.O. 1990, on this day of 20 Manager of Planning 14. The approval of this draft plan of subdivision File No. 34T-DD2001 will lapse on October xx, 2023, pursuant to subsection 51(32) of the Planning Act, as amended. It is the responsibility of the owner to request an extension of the draft approval if one is needed. A request for extension should be made at least 60 days before the approval lapses since no extension can be given after the lapsing date. The request should include the reasons why an extension is needed and a resolution in support of the extension from Council of the Municipality of Central Elgin. 15. The final plan approved by the County of Elgin must be registered within 30 days or the County may withdraw its approval under subsection 51(59) of the Planning Act. 72 h a z C)m P, 0 V) (J)D w o -81 p < LLB P 4 no Ld L 0 z c)f— , F— o m- 0 0,z 0 28 <0 LU Z)0 o:2 C) < < 7 < AGRICULTURAL LILA STREET LILA STREET PLA STREET < IL R. Ll -W w z t; 01 z Z Lu W STREET 'A' ALLEN e GRES. 1EXIS NG '5.9fAzi _MARGARET STREET MARGARET STREET 1° 199 Currie Road, Dutton, ON NOL 1 JO Phone: (519) 762-2204 Municipality of Fax: (519) 762-2278 Dutton Dunwich plan ning@duttondunwich.on.ca September 29, 2020 VIA EMAIL: npasatop_ELGIN.ca Nancy Pasato Manager of Planning County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Ms. Pasato: RE: Application for Draft Plan of Subdivision 34T-DD2001 - Part of Lot 13, Concession A, Municipality of Dutton Dunwich — Brokenshire Farms Please be advised that further to your request, the Council for the Municipality of Dutton Dunwich held a public meeting for the above-mentioned subdivision application on September 9, 2020. As you are the approval authority for all subdivision applications for municipalities within the County of Elgin, I have enclosed the following required materials: 1) Affidavit certifying that there were oral submissions at the public meeting; 2) Copy of written submission from the following: a. T. Wallace b. J. Howell c. M. Lenz 3) Affidavit certifying that the requirements for a public meeting under the Planning Act have been complied with (i.e. public notice and public meeting); 4) Copy of Staff Report, Resolution 2020.20.16 and Approved Minutes from September 9, 2020 Council meeting; 5) Copy of Staff Report and Resolution 2020.21.18 from September 23, 2020 Council meeting; and 6) Copy of Public Notice (mail) and sign posted email confirmation. 74 Should you have any questions or require additional information during your review, please feel free to contact me. Yours truly, Tracey Pillon-Abbs, MCIP, RPP Planner 75 iu 199 Currie Road, Dutton, ON NOL 1 JO Phone: (519) 762-2204 Municipality of Fax: (519) 762-2278 Dutton Dunwich planning@duttondunwich.on.ca I, Tracey Pillon-Abbs, being Planner for the Municipality of Dutton Dunwich in the County of Elgin, make this solemn declaration believing it to be true and knowing that it is the same effect as if made under oath. The public consultation process for Application for Draft Plan of Subdivision 34T-DD2001 and Zoning By-law Amendment ZBA 05/20 - Part of Lot 13, Concession A, Municipality of Dutton Dunwich-Brokenshire Farms, including public notice and public meeting, was completed in accordance with Planning Actrequirements as follows: 1. On August 19, 2020, the Notice of Public Meeting was advertised by posting a sign on the property. 2. On August 19, 2020, the Notice of Public Meeting was sent via regular mail to all property owners within the prescribed 120 metre radius. 3. On August 19, 2020, the Notice of Public Meeting and related background information were circulated to the prescribed public bodies via email. 4. On August 19, 2020, the Notice of Public Meeting and related background information were posted to the Municipal Website. 5. On September 9, 2020 at 5:30 pm, the statutory public meeting was held to provide the public an opportunity to make representations before Council in regard to the proposed subdivision. 76 SWORN before me at the Municipality of Dutton Dunwich in the County of Elgin this 301" day of September, 2020 F A Commissioner, etc. Tracey Pillon-Abbs, MCIP, RPP Planner 77 Tracey Pillion-Abbs From: Tara Kretschmer Sent: Thursday, September 03, 2020 3:50 PM To: terrywallace26S@gmail.com Cc: Tracey Pillon-Abbs Subject: RE: Public meeting Hello Terry, I have included our Planner on this email to help gather answers to your first set of questions. In regard to the meeting it is a virtual meeting using the application WebEx. You can attend on a laptop, cellphone or tablet by downloading the Cisco WebEx app. Using this method you can visually participate in the meeting and comment verbally when asked by the chairperson. You will only need to click the green button marked "join meeting" from the invite to participate. You may also participate by teleconference. The same invite will have a phone number, meeting number and password. You can call in to the toll number, then when asked enter the meeting number and press # then enter the password and press # again to join the meeting and participate verbally when asked by the chair. We do ask that through both methods, if possible, that you mute your line to avoid any background noise that can be distracting to the meeting. If you would like to set up a test meeting prior to the council meeting just let me know and we can set that up. If you have any further inquiries please let me know. Have a great day, Tara Kretschmer rchivall/ ecords and Clerk's Assistant Vr MunicipalityMunicipalityDutton of u n wich 199 Currie Road, Dutton, Ontario NOL 110 T 519.762.2204- F 519.762.227 -www.duttondunwich.on.ca -twi tear @ utton unwich If you have any accommodation needs or require communication supports or alternate formats, please let me know. � I I Y 1 78 ThIlS 111�,,�Jina 11111 li's coiflildeiftlia 11'aiA iifteiAed solllellly fount t1he use of t1he 1111411vilduall to Who ut liIS addressed IlIf you uM uwt t1he 'i tee uMecillalleift,Ilbe advilSed t14mat you Il,mave ii,ecell:ived t1hilS eiinalill, lii�eii,ii,oii,aiA t1hat aiiiny use,dil eii,nll:,iii�atlloiii�,,foiwai,dllii�g,11311'111111ftllii�g 011'colayllii�g of t1hilS eiinalill lils sti,lictIlly aii,olhillbilted If you Ihmave ii,ecell:ived t1hilS eiinalill'!1111� err oii,IItIII uwtiifttl1he II'Vluiii ll:,cllIlaall!!:,ty of 111)uttoii� 1)u11W:c1h Ilby tellelalhoiw at 519"762 220,1. From: terrywallace265(��gmail.com<terrywallace265(��gmail.com> Sent: Thursday, September 03, 2020 3:25 PM To: Tara Kretschmer<TKretschmer(��duttondunwich.on.ca> Subject: Re: Public meeting Thanks for the message Tara. The questions are more about the application. Some of the questions are... -The proposal shows some town houses. Will they be condos or townhouses? -The drainage pond(not sure what it is called)behind the lots,will it have a path around it for walking?Who maintains the pond (weeds,mosquitoes)? -How long will a lot be vacant before a house has to be completely built? -Parking along Nancy street beside our current home, no parking should be allowed due to the length of this project(A proposal was submitted to council several years ago regarding no parking on Margaret and Nancy on the sidewalk side) -having semi detached homes behind us literally in our backyard,how does that impact the value of our current home? I am sure it decreases the value?, -property taxes?Will we entitled to a decrease during the years of construction? -what the estimated time of completion for this development ?Homes on Leitch street are not complete yet? -who monitors the development as per sidewalks, curbs etc. Our small area is a mess concerning sidewalks and curbs and the developer was not held accountable! These area few of our concerns regarding this development. As per the virtual meeting, is it interactive? If not how are our concerns addressed? Looking forward to your reply thank you Regards Terry Wallace On Aug 31, 2020, at 2:06 PM, Tara Kretschmer<TKretschmerrd,duttondunwich.on.ca>wrote: Hello Terry, I have received your request and added this email to the list. Connection information will be emailed out next Monday. If you do not receive the information by the end of the day please contact the Municipal Office. In regard to your questions, are they questions about the application or how the public meeting works? I will then be able to assist you in getting the answers you are looking for. Regards, Tara Kretschmer Archival/Records and Clerk's Assistant <Image002.png> 199 Currie Road, Dutton, Ontario NOL IJO T 519.762.2204- F 519.762.2278 -www.duttondunwich.on.ca -twitter @DuttonDunwich ----------------------------------- If you have any accommodation needs or require communication supports or alternate formats, please let me know. 2 79 <image004JPg> ThIlis ii,n all:!1111 !!is coil fflideiiiitia I! u° uufteiiiided sollielly fount t1he use of t1he uildiviliduall!to Who in!!i uM IIIf you all iiiot t1he luuftu°ii uclllalleiiiit,Ilbe advillsed t1hat you Ilmave uMecelived t1hilis eiinalill, lil�eii,ii,oii,aiiiid t1hat aiiiiy use,dil ii,nll:,iii�atlloiii�,,foiwaidliliig, oil,colayiIiiiig of t1hilis eiinaIIIIIII!!i ti,lictlltIIaii,ollflibipted If you Ilmave uMecelived t1hilis eiinalill, lil�eii,ii,oii,llalll,ease iiiotify t1he IlMuilflicillaallity of 111)uttoil� 111)U11mildh Ilby telielalhoiliie at 519"762 220,1 From: Kate Morreau<KMorreau�Ldduttondunwich..on..ca> Sent: Monday,August 31, 2020 1:53 PM To: Tara Kretschmer<TKretschmerrd,duttondunwich.on.ca> Cc: Terry Wallace <kteM. Lwallace265&-LX_maJLconi> Subject: FW: Public meeting Good afternoon Tara Please see Terry's email below. Thank you. Katie Morreau Executive Assistant <Image005.png> 199 Currie Road, Dutton, Ontario NOL IJO T 519.762.2204 F 519.762.2278 www.duftondunwich.on.ca -twitter @DuftonDunwich - Facebook if you have any accommodation needs or require communication supports or alternate 'formats, please let me know. -----Original Message----- From- Terry Wallace Sent- August 31, 2020 1.50 PM To: Kate Morreau <K orreauhliondunwich.on.ca> Cc- Terry Wallace Subject- Public meeting Good afternoon This is to request participation in the public meeting on September 9th, 2020 regarding the proposed application for re-zoning and draft plan subdivision. Terry and Debrah Wallace wish to both be included. We have several questions and require the process of how to address these. We look forward to a confirmation of participation. Sincerely, Terry and Debrah Wallace 3 80 2 September 2020 James&June Howell 268 Nancy St.,Dutton,Ontario,NOL 1 JO jihowe112000@gmail.com Clerk,Municipality of Dutton Dunwich 199 Currie Road,Dutton,Ontario,NOL 1J0 planning ,duttondunwich.on.ca cc: infog_duttondunwich.on.ca pcomeilg_duttondunwich.on.ca-Patricia Ann Corneil,Councillor Ward 1 Regarding: September 9t",2020 meeting(5:30pm) Application 34T-DD2001 and ZBA 05/20 Part of Lot 13,Concession A—Brokensire Farms This response is in opposition to a proposed Draft Plan of Subdivision for Part of Lot 13,Concession A, Municipality of Dutton Dunwich,to create 72 single detached dwellings and 20 semi-detached dwellings for a total of 92 new residential dwelling units. It is also in opposition to the zoning Amendment to allow the proposed 0.96 ha storm water management pond to be located outside of the development area. The points of our objections are as follows: 1. The plan does not have a dedicated construction access route during the building phase.The upcoming years of continual heavy construction traffic through existing residential areas is a safety concern and impediment to the peaceful enjoyment of the existing residential areas along Annabella St.,Nancy St., Margaret St.,Jorden St.,Lila St.,Ridge St.,and McArthur St.,as construction vehicles wind their way towards the main access arteries of Currie Rd.,or Shackleton Line. a. Recommend a dedicated construction access route be established directly to Pioneer Line. 2. Similarly,following the construction phase,there will be a sustained traffic impact on the residential roads leading to the main access arteries presenting ongoing safety and traffic disruption concerns. a. Recommend that the access route direct to Pioneer line be developed as a permanent road. 3. Previous developments in the area have been exclusively single detached dwellings. The draft plan calls for a change in this past practice to include 20 semi-detached dwellings.Additionally the draft plan does not specify which type of semi-detached dwelling.If there will be duplex,fourplex,link homes,row houses,or some other variation. a. Without further details,I recommend the plan stay consistent with past practice in the area and only permit single unit detached dwellings. 4. There are no recreational areas included in the draft plan.Therefore I anticipate an increased use of the recreational area at the corner of Nancy&Annabella St.,resulting in an increased traffic flow and parking issues along Nancy Street. The limited access routes to the new subdivision and the increased recreational activities on this corner increases the risk here of a serious pedestrian/vehicle collision. a. Recommend a significant recreational area be included WITHIN the Draft Plan of Subdivision. 5. The storm water management site proposed does not have vehicle access,and therefore seems unlikely to be able to serve the double purpose of a recreational area and storm water management pond similar to the existing site at the corner of Nancy&Annabella St. a. Recommend that if plans combine the storm water management pond with a recreational area purpose,it should have vehicle access. Sincerely ames&June Howell 268 Nancy Street, Dutton,ON NOL 1J0 81 Tracey Pillon-Abbs From: Kate Morreau Sent: Thursday, September 03, 2020 4:03 PM To: Tara Kretschmer Cc: Tracey Pillon-Abbs; Heather Bouw Subject: FW: Public meeting Sept. 9th 2020 Importance: High Katie Morreau Executive Assistant Municipality of utton Dunwich 199 Currie Road, Dutton, Ontario NOL 1J0 T 519.762.2204 F 519.762.2278 www.duttondunwich.on.ca -twitter @DuttonDunwich - Facebook If you have any accommodation needs or require communication supports or alternate for ats, please let me know. From: ziegler_lenz@yahoo.com<ziegler_lenz@yahoo.com> Sent: September 3, 2020 4:02 PM To: Kate Morreau<KMorreau@duttondunwich.on.ca> Subject: Public meeting Sept. 9th 2020 Importance: High Hi, I would like to participate at the public meeting and I would also like to ask a few questions/make suggestions regarding the new subdivision. Can you please send me an invitation and access information for the zoom meeting? Thank You! Not sure if I have to put my questions in writing, My questions are as follows: 1) Will there be an access road from Pioneer line, so that heavy traffic does NOT have to go through the already existing mature residential areas? An access road from Pioneer line would greatly improve the safety and quality of life of residents. 2) The east side of Dutton has no parks or playgrounds. It would be great, if this development project would incorporate a park/recreational area and a playground around the storm water management pond or in any other suitable location. In addition I have the following questions to the plan: i 82 Looking at the plan I noticed that Jordan Street is shown as completed road and lots close to Lila Street are marked existing residential. There are no existing residential dwellings where marked on the plan and Jordan is a dead end on the Lila street side. Are there plans to develop in this area and if so is there a time frame set? Thank You so much Michaela Michaela LENZ 103 Lila Street, Dutton 519 913 2304 2 83 iu 199 Currie Road, Dutton, ON NOL 1 JO Phone: (519) 762-2204 Municipality of Fax: (519) 762-2278 Dutton Dunwich planning@duttondunwich.on.ca I, Tracey Pillon-Abbs, being Planner for the Municipality of Dutton Dunwich in the County of Elgin, make this solemn declaration believing it to be true and knowing that it is the same effect as if made under oath. The statutory public meeting for the Application for Draft Plan of Subdivision 34T-DD2001 and Zoning By-law Amendment ZBA 05/20 — Part of Lot 13, Concession A, Municipality of Dutton Dunwich — Brokenshire Farms, was held at 5:30 PM on September 9, 2020 before the Council of the Municipality of Dutton Dunwich. There was three (3) written submissions received in advance of this meeting, and the same two (2) individuals gave an oral submission: a) M. Lenz b) T. Wallace There were no other individuals who provided written or gave oral submissions regarding this subdivision application at or in advance of this meeting. A copy of the Staff Report, Resolution and Approved Minutes are attached to this Affidavit. At the meeting on September 9, 2020, Council adopted Council Resolution 2020.20.16 to support the Application for Draft Plan of Subdivision 34T- DD2001 for the creation of 72 single detached dwellings and 20 semi- detached dwellings for a total of 92 new residential dwelling units and further. At the meeting on September 23, 2020, Council adopted Council Resolution 2020.21.18 to recommend the conditions of draft plan approval be considered by the County of Elgin. A copy of the Staff Report and Resolution are attached to this Affidavit. 84 SWORN before me at the Municipality of Dutton Dunwich in the County of Elgin this 30th day of September, 2020 A Commissioner, etc. Tracey Pillon-Abbs, MCIP, RPP Planner 85 V Municipality of Dutton Dunwich TO: Mayor and Members of Council FROM: Tracey Pillon-Abbs, MCIP, RPP, Planner DATE: September 9, 2020 SUBJECT: Application for Draft Plan of Subdivision 34T-DD2001 and Zoning By-law Amendment ZBA 05/20 — Part of Lot 13, Concession A, Municipality of Dutton Dunwich — Brokenshire Farms RECOMMENDATION: 1. THAT Council RECOMMEND approval of the proposed Plan of Subdivision 34T- DD2001 for Brokenshire Farms, Part of Lot 13, Concession A, for the creation of 72 single detached dwellings and 20 semi-detached dwellings for a total of 92 new residential dwelling units; 2. That Council APPROVE the conditions of Draft Plan Approval, as noted in this report and forward to the County of Elgin for consideration; and 3. That Council APPROVE the site specific Zoning By-law Amendment ZBA 05/20, Block 84, from Agricultural (Al) to Defined Area Agricultural (Al-13) on Schedule A, Map 10, to allow the proposed 0.96 ha storm water management pond to be located outside of the development area in accordance with the site-specific by-law attached. FOR INFORMATION: Background A Plan of Subdivision application was submitted to the County of Elgin (34T-DD2001) and a Zoning By-law Amendment application was submitted to the Municipality of Dutton Dunwich (ZBA 05/20) by Brokenshire Farms, the owner of the subject property. Mandatory pre- application consultation has been undertaken. The applications have been deemed complete. The subject parcel is legally described as Part of Lot 13, Concession A, Municipality of Dutton Dunwich (see Key Map). The subject property is 9.73 ha in size with 20.117 m of frontage on each Nancy Street and Lila Street. 1 86 Reasons for and Nature of the Application The Draft Plan of Subdivision proposes to create 72 single detached dwellings and 20 semi- detached dwellings for a total of 92 new residential dwelling units (see area in red on the Sketch). Within the proposed draft plan, an internal cul-de-sac (Street `B') is proposed with Street `A' providing linkage with Nancy Street and Lila Street within the proposed subdivision. The owner is requesting to rezone the subject parcel (Block 84) from Agricultural (Al) to Defined Area Agricultural (A1-13) on Schedule A, Map 10 of Zoning By-Law #2004-24, to allow the proposed 0.96 ha storm water management pond to be located outside of the development area (see area in blue on the Sketch). The wet pond and piped outlet are proposed to be formally incorporated as a Branch to the Bennett Drain. The Developer will file a Petition for Drainage Works by Owner concurrent with the planning applications. All proposed works will be designed in general accordance with Ministry of the Environment, Conservation and Parks Storm water Management Planning and Design Manual design guidelines. The subject lands currently are vacant and will be serviced with municipal water and sewer. Sanitary sewage from the proposed development will be part of the design tributary area for the existing sanitary sewage pumping station located southerly on Lila Street, near the intersection of Ridge Street. Storm run-off from the entirety of the proposed subdivision post- development is proposed to be conveyed north to the Bennett Drain. An end-of-pipe SWM wet pond facility is proposed to be constructed near the northeasterly limit of the property (Block 84) and will be the primary vehicle to provide quantity and quality control for the development. Storm runoff from the subdivision will be conveyed to the SWM facility via a network of storm sewers, catch basins, and storm private drain connections to be designed in accordance with Municipal Design criteria. The lands are located within the settlement area of Dutton. Abutting lands include farmland and residential. The draft plan does not indicate a parkland dedication for this proposed development in favour of a cash-in-lieu contribution for parkland purposes. The applications were circulated to the applicable public agencies, internal departments and to all neighbouring property owners within 120 metres of the properties within the required timeline set out in the Planning Act(see Comments). Supporting Studies The following supporting studies have been provided as part of the complete application for the Plan of Subdivision: • Archaeological assessment, Wood, Jan 8/20 • Letter of opinion to determine the need for an Environmental Impact Study (E.I.S.) including Species at Risk (SAR) assessment, Leonard + Associates (LAiLA), Sept 2019 • Preliminary Storm Water Management, CJDL, Feb 7/20 2 87 • Preliminary Servicing Report, CJDL, Feb 7/20 • Geotechnical Test Pic Investigation, Englobe, Sep 3/19 • Planning Justification, B. Rosser, Feb 7/20 • Supplementary Information, CJDL, Aug 4/20 • Memorandum, B. Rosser, Aug 4/20 Peer review on behalf of the Municipality of Dutton Dunwich was also conducted by Dillon Consulting, July 13/20. Recommendations were made requiring the applicant to update the Preliminary Servicing Report and Stormwater Management Plan based on the technical comments provided. PLANNING POLICY REVIEW: Provincial Policy Statement (PPS) Under Section 3(5) of the Planning Act, the Municipality "shall be consistent with" matters of provincial interest as set out in the Provincial Policy Statements 2020. The subject property is within an existing settlement area. Section 1.1.3.2 requires settlement areas shall be the focus of growth and development. Section 1.1.3.4 requires appropriate development standards should be promoted which facilitate intensification, redevelopment and compact form, while avoiding or mitigating risks to public health and safety. Section 1.6.6.7 -Sewage, Water and Stormwater policies dealing with planning for stormwater management does not stipulate that facilities and works are to be located within settlement area boundaries. Similarly, there are no policies within Section 2.2 - Water which stipulate that stormwater management practices are premised on a location within a settlement area or precluding such facilities from being located outside of a settlement area boundary. Comment: The proposed applications are consistent with the PPS. County of Elgin Official Plan (OP) The land subject to the plan of subdivision are designated Settlement Area - Tier 1 and the lands subject to the zoning amendment is designated Agriculture on Schedule `A' Land Use of the County of Elgin Official Plan. Section A4.1 (h) encourages intensification to areas within settlement areas that are fully serviced. Section B2.5 requires that the majority of new growth be directed to Tier 1 settlement areas. Section 2.6 apply to new development in existing settlement areas and must be a logical extension of the existing built up area, is compact and minimizes the consumption of land. 3 88 E1.2.3.5 sets out criteria when considering an application for Plan of Subdivision and includes the following: a) the approval of the development is not premature and is in the public interest, b) the lands will be appropriately serviced with infrastructure, schools, parkland and open space, community facilities and other amenities, c) the density of the development is appropriate for the area, d) the application, if approved, conforms to this Plan and the lower-tier Official Plan e) the subdivision, when developed, will be appropriately integrated with other development in the area, and, f) the proposal has regard to Section 51 (24) of the Planning Act, as amended. Prior to the registration of any Plan of Subdivision, a Subdivision Agreement between the landowner and the local municipality will be required. Under Section E3, infrastructure is permitted in all land use designations subject to any regulatory requirements meaning that the location of Block 84 outside of the Dutton settlement area boundary is permitted by the policy. Comment: The proposed applications conform to the County of Elgin Official Plan as the subject parcel is an extension of existing settlement and has access to full municipal services. Municipality of Dutton Dunwich Official Plan (OP) The property subject to the plan of subdivision is designated Residential on Schedule `D' and the property subject to the zoning amendment is designated Agriculture on Schedule `A' of the Dutton Dunwich Official Plan. Section 2.3.1 sets out that the primary use of land in Residential areas shall be for single detached dwellings, two unit dwellings and multiple unit dwellings. The density targets are set out in this policy. The density resulting from the proposed draft plan would be 8.6 units per hectare based on 92 total units which is appropriate. Section 2.3.8 sets out the evaluation criteria for new single detached dwelling which includes the following: a. Lot frontage, depth and size: The lot frontage, lot depth, and lot size of any lots proposed to be used or created for residential purposes shall be appropriate to the development being proposed and consistent, wherever desirable and feasible, to adjacent and surrounding lots. In no case shall lots be created or dwelling units constructed which do not conform to the provisions of the Zoning By-law unless the By-law is otherwise amended or a variance granted. The lots are appropriate for the development being proposed. b. Natural features: Natural site features including vegetation, tree cover, and topography shall be protected, enhanced, and incorporated into the design of the proposed development to the greatest extent possible. The lands are currently cultivated for agricultural cash crop purposes, contain no natural vegetation and are level in topography. 4 89 c. Design: Innovative housing design and site layout including energy-saving measures will be encouraged to achieve energy savings, particular regard shall be had to building form and size, density, lot and building orientation, and on- site landscaping. It is anticipated that builders upon the proposed lots will consider house designs that will utilize energy saving measures with the potential for related savings as much as is possible. d. Open space: Open space including parkland shall be provided in accordance with the policies of Section 2.8. Cash in lieu of parkland dedication will be required in accordance with the Planning Act. e. Adjacent and surrounding land use: The proposed development shall be compatible with existing (or proposed) neighbouring land uses. Where necessary or desirable, the proposed development shall be adequately screened from adjacent land uses by the provision of landscaping and/or buffering. Adjacent and surrounding development to the west and to the south is primarily single detached residential in character with which the development proposed by the plan will be compatible with no need for screening measures in the form of landscaping and/or buffering. f. Facilities and services:All new development shall be connected to the municipal piped water supply system and municipal sanitary sewage system. Existing or proposed municipal services (including potable water supply, sanitary sewage collection and treatment, solid waste disposal, storm and surface drainage, roads, sidewalks, and street lighting) shall be adequate (ie. uncommitted reserve capacity available) to serve the proposed development. If these services or facilities are deemed inadequate, the Municipality may require that an agreement be entered into with the developer as to the design and cost apportionment of any public works required to bring these services or facilities up to the appropriate standards. The lands have access to full municipal services. g. Storm drainage: Adequate provision for stormwater quality management, drainage and surface runoff subject to the requirements of the Municipality and the Provincial Approval Authority (Ministry of the Environment) shall be made. The Municipality may require the submission of a grading plan to ensure surface runoff does not adversely affect neighbouring properties. Storm water management and recommended measures have been provided by the Applicant to ensure no adverse impact upon abutting lands and will be subject to Lower Thames Valley Conservation Authority approval. 5 90 Block 84 is technically located outside of the Dutton boundary but is not proposed for development other than for storm water management and is relatively small at 0.96 hectares. h. Vehicular access: Vehicular access shall be available or made available from a public highway or public street of reasonable construction and maintenance to permit year round access and shall be subject to the approval of the authorities having jurisdiction. In no case shall access be permitted where traffic hazards could result due to poor sight lines or proximity to a traffic intersection. In new residential subdivisions, the use of a curvilinear street pattern, cul-de-sacs, and other similar design features to minimize through traffic movements may be considered. The vehicular access proposed will be by way of extensions to the existing Nancy and Lila Streets at municipal standard and there has been no indication of any traffic hazard concerns or traffic impact assessment requirement. Both streets were designed in anticipation of extension in future. i. The Planning Act: In the case of a residential subdivision, all matters contained within Section 51 of the Planning Act, as amended or revised from time to time, shall be complied with. Only those plans of subdivision which comply with the requirements of this Plan and which are capable of being supplied by adequate services and facilities (including fire protection and schools) will be recommended by the Municipality for approval in accordance with the provisions of the Act. The proposed draft plan submission addresses all requirements of Section 51 of the Planning Act, the policies of the Elgin County OP and the Dutton Dunwich OP and all supporting report requirements. Further, the report of CJDL addresses the adequacy of proposed servicing. In respect of fire protection and schools, the Dutton Dunwich Fire Department and Dunwich Dutton Public School are both located in proximity to the subject lands. The closest secondary school is West Elgin Secondary School located in West Lorne to which students would be bussed as is already the case in Dutton and area. Section 2.3.12 sets out that ....a plan of subdivision may be considered unnecessary in the following circumstances: a) Five (5) or less lots are proposed with one parcel retained and 4 severed, b) The proposed lots front on an opened and suitably constructed public street, c) Public water supply and sanitary sewer connections are available off existing mains; d) The residential policies for the type of dwelling units being proposed are complied with. The proposed development will proceed by way of plan of subdivision in accordance with the foregoing policy. Its design will be in accordance with all municipal standards and there may be lots appropriate for accessible development and construction. 6 91 Comment: The proposed applications conform to the intent of the Municipality of Dutton Dunwich Official Plan and the above noted criteria. The Dutton Dunwich OP does not contain policies for the location of stormwater management facilities and, as a result, it is appropriate to rely upon the definitions of the PPS and the Elgin Official Plan. Municipality of Dutton Dunwich Comprehensive Zoning By-law (ZBL) The lands subject to the plan of subdivision are zoned Village Residential 1 Holding (VR1(h)) on Schedule "B" — Dutton, Map 2 and the lands subject to the zoning application are zoned Agriculture (Al) on Schedule "A" — Map 10 of the Dutton Dunwich Zoning By-law 2004-24. Permitted uses in the VR1 include single unit detached dwellings, duplex dwellings, two-unit converted dwelling or semi-detached dwellings. Block 84 requires a zoning change from Agricultural (Al) to Defined Area Agricultural (Al-13) to allow the proposed 0.96 ha storm water management pond to be located outside of the development area. Where full municipal services are available, the VR1 Zone minimum lot area is 465 square metres (Section 12.1.2), minimum lot frontage is 15 metres (Section 12.1.3) and minimum lot depth is 30 metres (Section 12.1.4). Comment: The site specific zone Al-13 is recommended to be applied to storm water management pond, as requested. All lots within the proposed subdivision would fully comply with the VR1 requirements. The Owner will be required to make application to the Municipality to remove the Holding (H) Symbol from the zoning of the subject lands prior to the issuance of building permits. CONDITIONS The following conditions are recommended as part of the approval for the plan of subdivision: 1) The owner enter into a subdivision agreement with the Municipality of Dutton Dunwich wherein the owner agrees to satisfy all of the requirements, financial and otherwise of the Municipality of Dutton Dunwich concerning the installation of services including roads, sanitary sewage collection system, water distribution system, utilities and storm water management facilities for the development of the lands within the plan. 2) The subdivision agreement be registered against the lands to which it applies once the plan of subdivision has been registered. 3) The subdivision agreement, where required, contain a provision, prepared to the satisfaction of the municipality, regarding the phasing or timing of the development. 4) The owner provide easements as may be required for services, utility or drainage purposes in a form satisfactory to the Municipality or Utility and where required by the Municipality, daylight corners and street reserves shall be shown on the final plan and conveyed in a form satisfactory to the Municipality. 7 92 5) The approval for the draft plan of subdivision lapse after three years pursuant to section 51(32) of the Planning Act. 6) The road allowances included in the draft plan shall meet the standards of the Municipality and be shown and dedicated as public highways on the final plan submitted for approval and registration. 7) The streets within the draft plan of subdivision shall be named to the satisfaction of the Municipality of Dutton Dunwich. 8) The owner provides a final storm water management report satisfactory to the Municipality and the development agreement between the owner and the Municipality containing provisions regarding the development, implementation, installation, dedication and maintenance of the storm water management facilities. 9) The appropriate zoning is in place for the development. 10)The subdivision agreement between the owner and the Municipality shall contain a provision requiring the owner to install geodetic monuments within the subdivision. The number, specifications and location of the monuments are to be approved by the Municipality of Dutton Dunwich prior to final approval and registration. 11)The Municipality requires implementation of any recommendations within the scoped Environmental Impact Study (EIS) Letter of Opinion, Leonard +Associates, September 2019. 12)The subdivision agreement between the owner and the Municipality shall contain a provision requiring the implementation of the recommendations of the report, Geotechnical Test Pit Investigation, Englobe, September 3, 2019. 13)That prior to final approval, the Municipality shall confirm that there is uncommitted reserve sewage and water treatment capacity to service the development and that the proposed arrangements for storm water management are acceptable and can be assumed by the Municipality of Dutton Dunwich. 14)That prior to final approval, no grading or other soil disturbances shall take place on the subject property prior to the Owner's Licensed Archaeologist providing a letter to the Municipality and the County indicating that there are no further concerns for impacts to archaeological sites on the subject lands. This is to be accompanied by a Ministry of Tourism, Culture and Sport letter indicating that the licensee has met the terms and conditions for Archaeological Licensing and that the report has been entered into the Ontario Public Register of archaeological reports. 15)That the owner conveying up to 5% of the land included in the plan to the Municipality for park or other public recreation purposes or alternatively the Municipality may require cash in lieu of all or a portion of the conveyance. 16)That the Developer is required to file a Petition for Drainage Works by Owner. CONCLUSION When considering Planning Act applications, Council evaluates it against criteria such as: • consistent with the PPS • conformity with the official plan • compatibility with adjacent uses of land • suitability of the land for the proposed purpose • adequacy of vehicular access, water supply, sewage disposal • the risk of flooding s 93 Administration recommends that the applications be approved. Once a decision is made for the zoning amendment, notices will be sent to those who have requested a copy and/or attended the public meeting. There will be a 20 day appeal period after the notices are mailed out. Any appeals received will be forwarded to the Local Planning Appeal Tribunal (LPAT) for a hearing. Upon receipt of comments from the Municipality, the County will issue a decision to `refuse' or `draft approve' the proposed subdivision plan. There is a 20 day appeal period after draft approval has been issued. Draft approval indicates that a proposed subdivision will be permitted to proceed, but only if all conditions of draft approval are fulfilled. Final approval of the subdivision is only issued by the County after all such conditions have been satisfied, usually within a 3 year period. Once final approval has been issued, the plan can be registered, after which lots can be conveyed to new owners. The lots are also assessed into the tax base of the Municipality at this time, as they will now be vacant buildable lots. The developer is able to begin construction of the roads and services once they have entered into a development agreement with the Municipality, final approval has been issued and the subdivision plan has been registered. Respectfully Submitted Approved for Submission Tracey Pillon-Abbs MCIP, RPP Heather Bouw Planner Clerk Attach. 9 94 KEY MAP r- 10 95 SKETCH a Nam. �R �m ......., u v xe u T tot Yi 1LNu'.I r F f 1 f R'1 b �� iw ramm-;-uink ..i r...........,.4 (W �w ° STREET' A ppl�yy iV• r.rz �,� n y.tlW mmw ., rinm .,�I(%m kl Aaro �& i Y r Y rf f le m � 9 11 96 COMMENTS 12 97 From: Brent Clutterbuck To: Tracey Pillon-Abbs Subject: Re:ZBA 5 20 and 34T DD2001 Brokenshire Farms Date: Thursday,August 20,2020 12:40:19 PM Attachments: image002.png Tracey there is a possible livestock facility with in 500m. McDonald Transport has a facility where they store livestock trucks and may receive livestock for shipping purposes at 11056 Currie Road It is my understanding that there will be an all season right of way provided to the SWM facility from a street in the neighbouring development lands to the immediate south of the SWM facility Brent Clutterbuck Drainage Superintendent The Municipality of Dutton/Dunwich 199 Currie Road, P.O. Box 329 Dutton, Ontario NOL 1J0 Office 519-762-2204 Fax 519-762-2278 Email dralr7 '(5)duttoriduriwlch.or7.ca ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ............ From:Tracey Pillon-Abbs<Planning@duttondunwich.on.ca> Sent: August 19, 2020 2:27 PM To: Canada Post<karissa.vergeer@canada post.postescanada.ca>; County CAO <cao@elgin.ca>; County Planning(npasato@ELGIN.ca) <npasato@ELGIN.ca>; Elgin Farmers <office@elginfarmers.ca>; Entegrus <tomo.matesic@entegrus.com>; Hydro ONe <LandUsePlanning@HydroOne.com>; Kate Morreau <KMorreau@duttondunwich.on.ca>; LBCSD <rmclean@ldcsb.ca>; LTVCA<valerie.towsley@ltvca.ca>; MMAH (David.Stubbs@ontario.ca) <David.Stubbs@ontario.ca>; MMM <circulations@mmm.ca>; MPAC(mr23enquiry@mpac.ca) <mr23enquiry@mpac.ca>; MTO Ryan Mentley(Ryan.Mentley@Ontario.ca) <Ryan.Mentley@Ontario.ca>; OPG <executivevp.lawanddevelopment@opg.com>; SW Public Health <info@swpublichealth.ca>;TVDSB<planning@tvdsb.ca>; Union Gas <ontugllandsinq@uniongas.com>; Amarilis Drouillard <ADrouiIlard@duttondunwich.on.ca>; Archie Leitch <aleitch@duttondunwich.on.ca>; Bob Purcell <bpurcell@duttondunwich.on.ca>; Brent Clutterbuck<drainage@duttondunwich.on.ca>;Jackie Morgan-Beunen <JMorgan- Beunen@duttondunwich.on.ca>; Dan Lundy<DLundy@duttondunwich.on.ca>; Heather Bouw <HeatherBouw@duttondunwich.on.ca>; Ken Loveland <KLoveland@duttondunwich.on.ca>; Mike Hentz <mhentz@duttondunwich.on.ca>; Murray Wickerson <mwickerson@duttondunwich.on.ca>; Patricia Ann Corneil <PCorneil@duttondunwich.on.ca>; Ryan McLeod <rmcleod@duttondunwich.on.ca>;Tara Kretschmer<TKretschmer@duttondunwich.on.ca>;Tim Hansen <timhansen@duttondunwich.on.ca> 98 From: Levin y k—,@Hvdroone.mm on behalf of LandUcePlannina(alHvdroone.mm To: vPillnn-Abbe Subject: D—Du—h-Pert LOt 13,Con A-34T DD2001 Dete: Wednesday,August 19,20203'.07'.46 PM Attech--: aae002.ona Hello, We are n mcei pt oT your Plan oT Subdivision application,34T 11211 dated August 19,2121,We have rev'awed the docunienIs concerning the noted Plan and have no conin enis or concerns at Ihls time.Our Drell ml nary review considers Issues aTTectlne Hydro One s'Hleh VohIn Faci rules and Corridor Lands'only. For proposals I telling'Low Voltage Distribution Facl ties'the Owner/Applicant should consult their local area Distribution Supplier,Where Hydro One Is the local supplier the Owner/Applicant must contact the Hydro subdivision group at auhtdb'�or 1-866-2"/2 3330, To con[irm If Hydro One is your local distributor please Tollow the Tollowing link. hY�Please select"Search"and locate address In question by entering[headdress or by zooming In and out of the map N: hydro ' MEINLV'.. HELP SEARCH one Cu'storners Affected:0 15000 0 501-5000 0 51-500 0 21-50 1=20 0 Multiple Crew Service Area f�1 "r N � � jAY41 A� „,,,,. q ntrcee �Ott c �a1pG�f,. 7 ��, 0.J IS tl.a!kPIS uri�a' � � kaFercr v,,. fiurin- m l> 4 fly pats d, IFa 91 +lINa '/ r` m ,NP 4 vri Nunn i IEdW akl '. � ga/tIhn Rest, �p ti %ror Toracnto 0 KwtGpe� rssxssawga.�M`"� 1 V fJ y ailrton, AQ Nia.do".oa2'6t120i19 rpa la 50,Ikan T.11—of uayr� Re prC a'1'Ha error 11 you haveany TurYherquestionsor Inquiries,pleasecontact Customer Service at 1-888-664-9376ore-mallfl5_ugLaaLg mmt,n�atlsil a(OHyd r�iQ1�rOm to beconnected toyour Local Operations Centre 11 you have onyqueslions lease Tel Irot,to contact nrysoll Fhank you, Kevin Balkaran U niversity Co-Op Student,Real Estate Department 185 Clegg Road Markham,ON L6G 1B7 Kev'n Balkaran(OHydroOne corn w�From:Tracey Pillon-Abbs<Planning@duttondunwlch.on.ca> Sent:Wednesday,August 19,2020 2:27 PM To:Canada Post<ka ri ssa.vergee r@ canada post.postesca nada.ca>;CountyCAO<cao@elgin.ca>;County Planning(npasato@ELGIN.ca)<npasato@ELGIN.ca>;Elgin Farmers<office@ elgi nfarm ers.ca>;Entegrus <tomo.mateslc@entegrus.com>;LANDUSEPLANNING<Land UsePlanning@HydroOne.com>;Kate Morreau<KMorreau@duttondunwlch.on.ca>;LBCSD<rmclean@ldcsb.ca>;CIVCA<valerie.towsley@ltvca.ca>; MMAH(David.Stubbs@ontarlaca)<David.Stubbs@ontario.ca>;MMM<circulations@mmm.ca>;MPAC(mr23enqulry@mpac.ca)<mr23enqulry@mpac.ca>;NATO Ryan Mentley(Ryan.Mentley@Ontarlaca) oryan.Mentley@Ontario.ca>;OPG<executivevp.lawanddevelopment@opg.com>;SW Public Health<info@swpubllchealth.ca>;WIDER<planning@tvdsb.ca>;Union Gas<ontugllandsinq@uniongas.com>; Amarills Drouillard<ADrouillard@duttondunwlch.on.ca>;Archie Leitch<aleitch@duttondunwlch.on.ca>;Bob Purcell<bpurcell@duttondunwlch.on.ca>;Brent Cl utterbuck<draInage@ duttond a nwlch.on.ca>; Jackie Morgan-Beunen<JMorgan-Beunen@duttondunwlch.on.ca>;Dan Lundy<DLundy@duttondunwlch.on.ca>;Heather Bouw<HeatherBouw@duttondunwlch.on.ca>;Ken Loveland <KLoveland@duttondunwlch.on.ca>;Mike Hentz<mhentz@duttondunwlch.on.ca>;Murray Wlckerson<mwlckerson@duttondunwlch.on.ca>;Patricia Ann Cornell<PCorneil@duttondunwlch.on.ca>;Ryan McLeod<rmcleod@duttondunwlch.on.ca>;Tara Kretschmer<TKretschmer@duttondunwlch.on.ca>;Tim Hansen<timhansen@duttondunwlch.on.ca> Subject:ERA 5 20 and 34T DD2001 Brokenshlre Farms Ca clJon L..I7is iA all I X 11::gNAL nlriall I)O INC).L..open<rtLachirie 11 ibe or click links Train unikno v7„enders..I r11 lAnep(pe;r, nl"r[al Good Afternoon Please see attached notice,sketch and application for the above noted zoning bylaw amendment and public meeting date,for your Information and/or comments. Information,such as support studies will also be on the municipal webslte. Thanks, Tracey Pillon-Abbs,NIQHP,RPP Planner 99 II� dw tl,dk onsertlal7on, August 19, 2020 Municipality of Dutton Dunwich 199 Currie Road Dutton, ON NOL 1J0 Attn: Tracey Pillon-Abbs Re: Draft Plan of Subdivision 34T-DD2001 Zoning By-law Amendment ZBA 5/20 Frontage on Nancy St& Lila St Pt Lot 13,Concession A Community of Dutton Municipality of Dutton Dunwich Please be advised that the above mentioned application has been reviewed by this office and we have no objections to the proposal as submitted to this office. The Authority is responsible for addressing the Natural Hazard Section of the Provincial Planning Policy Statement as well as the Conservation Authority's Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation, R.S.O. 152/06 under the Conservation Authorities Act. After reviewing our files and mapping, staff determined that the property in question is not subject to the Authority's regulations. The lands are not subject to flooding of a general nature and as such structures are not required to be flood proofed. However,the flood proofing of structures for the purposes of prevention of flood damage from local, overland drainage waters is always recommended. I trust this is satisfactory, but if you should have any questions, or require more information, please call the office. Yours truly Valerie Towsley Resource Technician 100 1`4iarnes Street, Chatham,m, CAN N"7UY8 M vgwVV ltvca.Ca Phcne:519-354 7310 • Fax: 519-352_3435 • L-n at k adffiin@10(QPca From: To: IraceudPilbm-Abbs Subject: RE:zeAszn and a4Tooz nzemkensh/en*mo Date: Monday,August az'znzn 1:24:++pM Attachments: kmaugeUUJ.pog Notice of Public Meeting.odf Draftplan(Signed)Rev. May-19-2020.pd Awl i cation.od� Hi Tracey, - [haDkVoUfo[ ciFcUlatiDg M-[O with the subject Notice of Public Meeting. The property falls outside of the M-[O permit control area, and as such, M-[O permits are not required. Regards, Ryan Ment|ey Corridor AYonogementP/onner/4/ H/ghw/oy Corridor AYonogementSection Ministry oƒTronsPnrtrtinn 659 Exeter Rood, London ON, N6[2L3 Tel:(329)878-4026 Fox:(329)873-4228 From:Tracey Pi||on-Abbs<P|annin8@duttondunvvich.on.ca> Sent: August l9, 2U2U2:27PM To: Canada Post<karioa.ver8eer@canada post.postescanada.ca>; County[AO <cao@e|8in.ca>; County Planning(npasato@ELG|N.ca) <npasato@ELG|N.ca>; Elgin Farmers <office@e|8infarmers.ca>; Ente8rus <tomo.matesic@ente8rus.com>; HydroONe <LandUseP|annin8@HydroOne.com>; Kate Morreau <KMorreau@duttondunvvich.on.ca>; LB[SD <rmc|ean@|dcsb.ca>; LTV[A<va|erie1ovvs|ey@|tvca.ca>; Stubbs, David (MMAH) <David.Stubbs@ontario.ca>; MMM <circu|ations@mmm.ca>; MPA[(mr23enquiry@mpac.ca) <mr23enquiry@mpac.ca>; Ment|ey, Ryan (MTO) <Ryan.Ment|ey@ontario.ca>; OPG <execudvevp.|avvanddeve|opment@op8.com>; SVV Public Health <info@svvpub|ichea|th.ca>;TVDSB <p|annin8@tvdsb.ca>; Union Gas<ontu8||andsinq@union8as.com>; Amari|isDroui||ard <ADroui||ard@duttondunvvich.on.ca>; Archie Leitch <a|eitch@duttondunvvich.on.ca>; Bob Purcell <bpurce||@duttondunvvich.on.ca>; Brent [|utterbuck<draina8e@duttondunvvich.on.ca>;Jackie Mor8an Beunen <]Mor8an Beunen@duttondunvvich.on.ca>; Dan Lundy <DLundy@duttondunvvich.on.ca>; Heather Bouvv<HeatherBouvv@duttondunvvich.on.ca>; Ken Love|and <KLove|and@duttondunvvich.on.ca>; Mike Hentz <mhentz@duttondunvvich.on.ca>; MurrayVVickerson <mvvickerson@duttondunvvich.on.ca>; Patricia Ann [ornei| <P[ornei|@duttondunvvich.on.ca>; Ryan McLeod <rmc|eod@duttondunvvich.on.ca>;Tara Kretschmer<TKretschmer@duttondunvvich.on.ca>;Tim Hansen <timhansen@duttondunvvich.on.ca> COUNCIL RESOLUTION (0:::) Res: 2020.20. 16 Wednesday, September 9, 2020 Moved by: Hentz Seconded by: _Corneil _ THAT Council recommend approval of the proposed Plan of Subdivision 34T-DD2001 for Brokenshire Farms, Part of Lot 13, Concession A, for the creation of 72 single detached dwellings and 20 semi-detached dwellings for a total of 92 new residential dwelling units; and THAT Council defer the conditions of Draft Plan Approval; and THAT Council approve the site-specific Zoning By-law Amendment ZBA 05/20, Block 84, from Agricultural (Al) to Defined Area Agricultural (A1-13) on Schedule A, Map 10, to allow the proposed 0.96 ha storm water management pond to be located outside of the development area in accordance with the site-specific by-law #2020- 67. Recorded Vote Yeas Nays CARRIED: P. Corneil r A. Drouillard x / Mayor K. Loveland x DEFEATED: M. Hentz x_ B. Purcell - Mayor x_ Mayor 102 V Municipality of Dutton Dunwich AGENDA September 23, 2020 5:00 P.M. 1. Opening of the Meeting 2. Declaration of Pecuniary Interest 3. Adoption of Draft Minutes 0 Draft Council Meeting Minutes — September 9, 2020 ® v® of Items not Listed on the Agenda 5. Fire Department 0 Open Air Burn Request — Leitch Street Subdivision 6. Drainage Department a) Court of Revision A.D. McFarlane 5.15 p.m. b) Court of Revision Cameron-Graham Drain South 5.30 p.m. c) Court of Revision Keith Drain 5.45 p.m. d) Court of Revision C.McCallum Drain 6-00 p.m. e) Court of Revision Hamilton Drain 6.15 p.m. 7. Planning Department a) Dutton Dunwich Design and Construction Standards 2020 — Final Adoption b) Application for Draft Plan of Subdivision 34T-DD2001 — Part of Lot 13, Concession A, Municipality of Dutton Dunwich — Brokenshire Farms 8. Correspondence a) Municipality of Tweed — Request for Immediate Action for Medical Cannabis Licensing to Follow Similar Regulations and Guidelines as all Other Pharmaceutical Industries b) Township of Southwold — Resolution re- Appointing Member to Elgin Area Water System Board c) Township of North Glengarry — Request for Funding to Increase Full-time Positions in Long Term Care Homes d) Township of Wollaston — Non-resident Electors Participation in Elections 9. ConsentAgenda Consent Correspondence a) Elgin County — County Council Highlights September 8, 2020 103 1 I a g e b) United Way — The #LocalLove Letter c) Monte McNaughton, MPP — SWIFT Announcement d) Municipality of West Elgin — Proposed Housekeeping Amendment to the Municipality of West Elgin Zoning By-law e) West Elgin Daffodil Auxiliary — Thank You Letter ®Clerks's Report • Bill 197, COVID-19 Economic Recovery Act, 2020 Changes to the Municipal Act and Dutton Dunwich Procedural By-law ® Treasurer's a) 2020/21 User Percentage at West Elgin Arena b) 2020 Recreation User Fees ® Executive Assistant's • DRAFT — Reintroduction of Physical Council Meetings with the Public 13.Unfinished Business • COVID-19 Pandemic o MECG Meeting #20 held on September 17, 2020 14. New Business 15. Announcements 16.Closed Session a) Advice that is subject to solicitor client privilege, including communications necessary for that purpose — s.239(2)(f) of the Municipal Act b) Advice that is subject to solicitor client privilege, including communications necessary for that purpose — s.239(2)(f) of the Municipal Act c) The security of the property of the municipality— s.239(2)(a) of the Municipal Act d) A proposed or pending acquisition or disposition of land by the municipality — s.239(2)(c) of the Municipal Act e) Personal matter about an identifiable individual — s. 239(2)(b) of the Municipal Act 17. Proposed By-Law • By-law#2020-69 Confirm Proceedings 18. Date for Future Meetings • Oct 14, 2020 Regular Meeting — 5.00 p.m. • Oct 28, 2020 Regular Meeting — 5.00 p.m. 19. Adjournment THIS DOCUMENT IS AVAILABLE IN AN ACCESSIBLE FORMAT OR WITH APPROPRIATE COMMUNICATION SUPPORTS UPON REQUEST. Green Iiwr6cater hard copy to follow. 104 2 I a g e Municipality of Dutton Dunwich Council Minutes Held via web conference 199 Currie Road, Dutton, Ontario September 9, 2020 - 5:00 p.m. Present: Mayor Bob Purcell Deputy Mayor Mike Hentz Councillor Patricia Corneil Councillor Amarilis Drouillard Councillor Ken Loveland Clerk Heather Bouw Treasurer Joe McMillan Archival, Records and Clerk's Assistant Tara Kretschmer Ooenina of the Meeting 2020.20.01 MOVED by Hentz and SECONDED by Corneil THAT the meeting of the Council of the Municipality of Dutton Dunwich opens at S:03p.m. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED A quorum was present. Declaration of Pecuniary Interest Councillor Loveland declared pecuniary interest for items 15.a) Clerk's report - By-law #2020-61 - Temporarily Closing Unopened Road Allowance - Church Street East of Gunn Street, and 21. By-law #2020-61 Temporarily Close Unopen Road Allowance - Church Street East of Gunn Street due to use of the road allowance. Councillor Corneil declared pecuniary interest for items 15.a) Clerk's report- By-law #2020- 61 - Temporarily Closing Unopened Road Allowance - Church Street East of Gunn Street, and 21. By-law #2020-61 Temporarily Close Unopen Road Allowance - Church Street East of Gunn Street as well as the Closed Session item f) added to the agenda, Advice that is subject to solicitor-client privilege, including communications necessary for that purpose - s. 239(2)(f) of the Municipal Act due to familial relationships. Adoption of Minutes 2020.20.02 MOVED by Drouillard and SECONDED by Loveland THAT the Council of the Municipality of Dutton Dunwich approves the draft minutes of the August 19, 2020 meeting forwarded to Council Members, and the Mayor and the Clerk are authorized to sign same. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes 105 Page 1 of 23 Purcell - Yes CARRIED REVIEW OF ITEMS NOT LISTED ON AGENDA a) ANNOUNCEMENTS - Verbal SWIFT announcement by Mayor Purcell b) CLOSED SESSION - A proposed or pending acquisition or disposition of land by the municipality - s.239(2)(c) of the Municipal Act c) CLOSED SESSION - The security of the property of the municipality - s. 239(2)(a) of the Municipal Act d) CLOSED SESSION - Advice that is subject to solicitor-client privilege, including communications necessary for that purpose - s. 239(2)(f) of the Municipal Act PUBLIC WORKS DEPT Public Works Monthly Report 2020.20.03 MOVED by Loveland and SECONDED by Corneil THAT the Council of the Municipality of Dutton Dunwich receives the report of the Manager of Roads and Facilities titled "Public Works Monthly Report - August 2020", dated September 9, 2020 for information. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED Currie Road Parking Area Councillor Loveland inquired if it would be cost effective to use recycled asphalt for the entire project and what the total number of additional parking spaces would result. The Manager of Roads and Facilities replied that using recycled asphalt would be cheaper, however using gravel creates better base without settling. He added that 1 parking space would be lost on Currie Road and 5 parking spaces would be gained along the municipal building. 2020.20.04 MOVED by Loveland and SECONDED by Drouillard THAT the Council of the Municipality of Dutton Dunwich receives the report of the Manager of Roads and Facilities titled "Currie Road Parking Area", dated September 9, 2020 for information; and THAT Council approve the proposed parking area at 199 Currie Road and direct staff to proceed with construction. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED Miller Road Crosswalk Mayor Purcell asked the Treasurer if the municipality had the funds to complete the project this year. Councillor Loveland inquired if the funds could come from the Improvement to Service Delivery and Efficiency Fund. The Treasurer stated that the money from that fund is still undesignated and that it is a possibility. 106 Page 2 of 23 2020.20.OS MOVED by Hentz and SECONDED by Drouillard THAT the Council of the Municipality of Dutton Dunwich receives the report of the Manager of Roads and Facilities titled "Miller Road Crosswalk", dated September 9, 2020 for information; and THAT Council approve a formal request to Elgin County Council proposing a crosswalk on Miller Road to provide an enhanced safety measure for residents of Dutton Dunwich. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED PLANNING ZBA #12/20 - Estate of Larry Albert Hull 2020.20.06 MOVED by Hentz and SECONDED by Drouillard THAT the Public Meeting to consider Zoning By-law Amendment File No. ZBA 12/20, filed by the Estate of Larry Albert Hull - Executors Mike Hull and Patricia Van Vugt, for 29548 Pioneer Line, Municipality of Dutton Dunwich, opens at 5:17 p.m. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED The Planner presented this report to Council. No members of the public in attendance had any comments on this application, and there were no comments from Council. 2020.20.07 MOVED by Loveland and SECONDED by Corneil THAT the Council of the Municipality of Dutton Dunwich receives the report of the Planner titled "Application for Zoning By-law Amendment ZBA 12/20 - Concession S North of A, Part of Lot 12, 29S48 Pioneer Line, Municipality of Dutton Dunwich - Estate of Larry Hull - Executors Mike Hull and Patricia Van Vugt", dated September 9, 2020 for information; and THAT Council approves Zoning By-law Amendment ZBA 12/20, for property located at 29S48 Pioneer line, from Village Industrial (M4) to Village Residential (VR1), in accordance with site specific by-law #2020-62. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED 2020.20.08 MOVED by Loveland and SECONDED by Hentz THAT the Public Meeting to consider Zoning By-law Amendment File No. ZBA 12/20, filed by the Estate of Larry Albert Hull - Executors Mike Hull and Patricia Van Vugt, for 29S48 Pioneer Line, Municipality of Dutton Dunwich closes at 5:23 p.m. and the regular meeting reconvenes. 107 Page 3 of 23 Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED WATER DEPARTMENT Water Operations Manager's Monthly Report 2020.20.09 MOVED by Hentz and SECONDED by Loveland THAT the Council of the Municipality of Dutton Dunwich receives the report of the Water Operations Manager titled "Water Operations Report - August 2020", dated September 9, 2020 for information. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED Monthly Safety Meeting Minutes 2020.20.10 MOVED by Loveland and SECONDED by Corneil THAT the Council of the Municipality of Dutton Dunwich receives the "Water Department Safety Meeting Minutes", dated August 24, 2020 for information. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED WASTEWATER DEPARTMENT Wastewater Operator Monthly Report 2020.20.11 MOVED by Corneil and SECONDED by Drouillard THAT the Council of the Municipality of Dutton Dunwich receives the report of the Wastewater Operator titled "Monthly Report - August 2020", dated September 9, 2020 for information. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED BUILDING DEPARTMENT Monthly Building Activity Report 2020.20.12 MOVED by Drouillard and SECONDED by Hentz THAT the Council of the Municipality of Dutton Dunwich receives the report of 108 Page 4 of 23 the Chief Building Official titled "Building Activity Report - August 2020", dated September 9, 2020 for information. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED FIRE DEPARTMENT Fire Chief's Monthly Report 2020.20.13 MOVED by Drouillard and SECONDED by Hentz THAT the Council of the Municipality of Dutton Dunwich receives the report of the Fire Chief titled "Monthly Report - August 2020", dated September 9, 2020 for information. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED PLANNING CONTINUED ZBA #05/20 - Brokenshire 2020.20.14 MOVED by Hentz and SECONDED by Corneil THAT the Public Meeting to consider Draft Plan of Subdivision 34T-DD2001 and Zoning By-law Amendment File No. ZBA OS/20, filed by Brokenshire Farms, for Part of Lot 13, Concession A, Municipality of Dutton Dunwich opens at 5:29 p.m. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED The Planner presented this report to Council. The Planner explained that a report with amended conditions will be presented at the September 23rd meeting. Michaela Lenz (103 Lila Street), asked if there would be an access road to/from Pioneer Line to ensure Lila Street wouldn't have construction traffic, if greenspace will be included on the east side of the Village, if the stormwater management area is a pond or if it could be greenspace and what the time frame was to complete the subdivision. The Planner replied that access for construction would be negotiated as part of the agreement, but that Lila Street will be connected to the proposed subdivision. She continued that the municipality collects money in lieu of parkland but that Council could use those monies to purchase land for park space. The stormwater management area will be a 1.2m wet pond and unlike other ponds in the municipality. She added that the developer has 3 years to fulfill the conditions of the development. Deb and Terry Wallace (265 Margaret Street), asked about the stormwater management pond and that when it is in place who will maintain and manage it. They further inquired if the pond would have a pathway around it and expressed concern for mosquitoes for 109 Page S of 23 properties backing on to the area. Mr. Wallace expressed concern around trades using side streets for parking and the safety risk this could cause for children living in the area. He also inquired who holds the developer accountable if the work is sub-standard. He used the example of sidewalks looking like patchwork in an already completed subdivision. Finally, he expressed concern that the construction of the subdivision would affect his property value. The Planner explained that once the subdivision is complete the municipality will own and maintain the stormwater management area. There will be no walkways around it but it will be landscaped and fenced. In regard to parking she stated that the development agreement addresses certain things like no mud shall be tracked onto streets and that they must park like any other person is required to. The planner continued that the sidewalks are inspected and that security is not returned until they are made to the standard of the municipality. She added that assessments are completed by MPAC and that subdivisions being built next to other subdivisions has very little impact on the assessment of existing homes. There were no comments from Council. 2020.20.1S MOVED by Loveland and SECONDED by Hentz THAT the Council of the Municipality of Dutton Dunwich receives the report of the Planner titled "Application for Draft Plan of Subdivision 34T-DD2001 and Zoning By-law Amendment ZBA OS/20 — Part of Lot 13, Concession A, Municipality of Dutton Dunwich — Brokenshire Farms", dated September 9, 2020 for information. Corneil — Yes Drouillard — Yes Loveland — Yes Hentz — Yes Purcell — Yes CARRIED 2020.20.16 MOVED by Hentz and SECONDED by Corneil THAT Council recommend approval of the proposed Plan of Subdivision 34T- DD2001 for Brokenshire Farms, Part of Lot 13, Concession A, for the creation of 72 single detached dwellings and 20 semi-detached dwellings for a total of 92 new residential dwelling units; and THAT Council defer the conditions of Draft Plan Approval; and THAT Council approve the site-specific Zoning By-law Amendment ZBA OS/20, Block 84, from Agricultural (Al) to Defined Area Agricultural (A1-13) on Schedule A, Map 10, to allow the proposed 0.96 ha storm water management pond to be located outside of the development area in accordance with the site-specific by-law #2020- 67. Corneil — Yes Drouillard — Yes Loveland — Yes Hentz — Yes Purcell — Yes CARRIED 2020.20.17 MOVED by Drouillard and SECONDED by Loveland THAT the Public Meeting to consider Draft Plan of Subdivision 34T-DD2001 and Zoning By-law Amendment File No. ZBA OS/20, filed by Brokenshire Farms, for Part of Lot 13, Concession A, Municipality of Dutton Dunwich closes at S:S3 p.m. and the regular meeting reconvenes. Corneil — Yes Drouillard — Yes 110 Page 6 of 23 Loveland - Yes Hentz - Yes Purcell - Yes CARRIED ZBA #13/20 - Haasen 2020.20.18 MOVED by Loveland and SECONDED by Corneil THAT the Public Meeting to consider Zoning By-law Amendment File No. ZBA 13/20, filed by Justin and Sara Haasen, for 33220 Talbot Line, Municipality of Dutton Dunwich, opens at S:S4 p.m. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED The Planner presented this report to Council. No members of the public in attendance commented on this application, and there were no comments from Council. 2020.20.19 MOVED by Corneil and SECONDED by Drouillard THAT the Council of the Municipality of Dutton Dunwich receives the report of the Planner titled "Application for Zoning By-law Amendment ZBA 13/20 - 33220 Talbot Line, Municipality of Dutton Dunwich - Justin and Sara Haasen", dated September 9, 2020 for information; and THAT Council approve Zoning By-law Amendment ZBA 13/20, for property located at 33220 Talbot Line, from Hamlet Commercial (HC) to Hamlet Residential (HR), in accordance with site-specific by-law #2020-64. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED 2020.20.20 MOVED by Loveland and SECONDED by Hentz THAT the Public Meeting to consider Zoning by-law Amendment File No. ZBA 13/20, filed by Justin and Sara Haasen, for 33220 Talbot Line, Municipality of Dutton Dunwich closes at S:S9 p.m. and the regular meeting reconvenes. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED ZBA #11/20 - Lehman 2020.20.21 MOVED by Hentz and SECONDED by Corneil THAT the Public Meeting to consider Zoning By-law Amendment File No. ZBA 11/20, filed by Ron and Heather Lehman, for 7 Wallace Street, Municipality of Dutton Dunwich, opens at 6:00 p.m. Corneil - Yes 111 Page 7 of 23 Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED The Planner presented this report to Council. Murray Smith (9 Rose Street), expressed concern about the size of the map on the notification. He is also concerned that the landowner is trying to build too much on a small property and that he was therefore in opposed to the application. He is concerned that the owners will build a secondary dwelling and then sell the property. The Planner explained that the application does not address the structure being built on the property but rather the use of the property. Councillor Loveland noted that he anticipates there will be a lot more applications for secondary dwellings as an alternative for affordable housing in future. 2020.20.22 MOVED by Drouillard and SECONDED by Hentz THAT the Council of the Municipality of Dutton Dunwich receives the report of the Planner titled "Application for Zoning By-law Amendment ZBA 11/20 - 7 Wallace Street, Municipality of Dutton Dunwich - Ron and Heather Lehman", dated September 9, 2020 for information; and THAT Council approve the site-specific Zoning By-law Amendment ZBA 11/20, for property located at 7 Wallace Street, to rezone the subject lands from Hamlet Residential (HR) to a Defined Area Hamlet Residential (HR-4) on Schedule C, Map 1 of Zoning By-law #2004-24, to permit a residential secondary dwelling, in accordance with the site-specific by-law #2020-63. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED 2020.20.23 MOVED by Loveland and SECONDED by Drouillard THAT the Public Meeting to consider Zoning by-law Amendment File No. ZBA 11/20, filed by Ron and Heather Lehman, for 7 Wallace Street, Municipality of Dutton Dunwich, closes at 6:12 p.m. and the regular meeting reconvenes. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED ZBA #10/20 - Amjen Realty Inc. - Leitch Street/Bouw Place The Planner addressed the part lot control application originally part of the Council agenda. She stated that it was for the triangular lot and 2 adjacent lots and that this application has been formally withdrawn. Donna Mylrea (278 Miller Road), commented that the application still showed 1.37m of distance to the property line, and hopes that the municipality will review their policies on irregular shaped lots. 112 Page 8 of 23 The Planner advised Council that staff could be directed to complete a zoning by-law amendment for the entire municipality to address irregular shaped lots or a zoning by-law amendment could be completed to address this singular lot. There is also an opportunity for affected landowners to appeal these applications. Gary Blazak, representing Amjen Realty Inc., stated that he and the developer are exploring several building footprints and that they would consider a plan for this lot at a later time. Councillors Corneil, Drouillard and Loveland expressed concern of the setbacks and asked that when the developer decides to move forward, that this issue be brought back to Council. The Planner explained that there is no trigger in the planning process that requires building permits to be brought before Council. Council directs staff to prepare a zoning by-law amendment application to address irregular shaped lots in the municipality. 2020.20.24 MOVED by Loveland and SECONDED by Corneil THAT the Public Meeting to consider Zoning By-law Amendment File No. ZBA 10/20, filed by Amjen Realty Inc., for 1 & 2 Bouw Place, Municipality of Dutton Dunwich, opens at 6:16 p.m. Corneil — Yes Drouillard — Yes Loveland — Yes Hentz — Yes Purcell — Yes CARRIED The Planner presented this report to Council. No members of the public in attendance had comments on this report, and there were no comments from Council. 2020.20.25 MOVED by Hentz and SECONDED by Drouillard THAT the Council of the Municipality of Dutton Dunwich receives the report of the Planner titled "Application for Zoning By-law Amendment ZBA 10/20 — 1 Bouw Place, Municipality of Dutton Dunwich — Amjen Realty Inc. — Sandy Acchione", dated September 9, 2020 for information. Corneil — Yes Drouillard — Yes Loveland — Yes Hentz — Yes Purcell — Yes CARRIED 2020.20.26 MOVED by Corneil and SECONDED by Drouillard THAT the Council of the Municipality of Dutton Dunwich approves the site- specific Zoning By-law Amendment ZBA 10/20, to rezone he subject lands from Village Residential 1 (VR1-S) Zone to Village Residential 1 (VR1-6) Zone for 1 Bouw Place in accordance with site-specific by- law #2020-65. Corneil — Yes Drouillard — Yes Loveland — Yes Hentz — Yes Purcell — Yes CARRIED The Planner presented this report to Council. No members of the public in attendance had comments on this report, and there were no comments from Council. 2020.20.27 MOVED by Drouillard and SECONDED by Corneil THAT the Council of the Municipality of Dutton Dunwich receives the report of Page 9 of 23 the Planner titled "Application for Zoning By-law Amendment ZBA 10/20 - 2 Bouw Place, Municipality of Dutton Dunwich - Amjen Realty Inc. - Sandy Acchione", dated September 9, 2020 for information. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED 2020.20.28 MOVED by Hentz and SECONDED by Loveland THAT the Council of the Municipality of Dutton Dunwich approves the site-specific Zoning By-law Amendment ZBA 10/20, to rezone the subject lands from Village Residential 1 (VR1-S) Zone to Village Residential 1 (VR1- 6) Zone for 2 Bouw Place in accordance with the site-specific by-law #2020-65. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED 2020.20.29 MOVED by Corneil and SECONDED by Loveland THAT the Public Meeting to consider Zoning By-law Amendment File No. ZBA 10/20, filed by Amjen Realty Inc., for 1 & 2 Bouw Place, Municipality of Dutton Dunwich, closes at 6:40 p.m. and the regular meeting reconvenes. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED Application for Severance - 276 Marsh Line (E32/20), Municipality of Dutton Dunwich - Falkins Renovations Inc. The Planner presented this report to Council. 2020.20.30 MOVED by Drouillard and SECONDED by Hentz THAT the Council of the Municipality of Dutton Dunwich receives the repot of the Planner titled "Application for Severance - 276 Marsh Line (e32/20), Municipality of Dutton Dunwich - Falkins Renovations Inc.", dated September 9, 2020 for information. Corneil - Yes Drouillard - Yes Loveland - Yes Hentz - Yes Purcell - Yes CARRIED 2020.20.31 MOVED by Corneil and SECONDED by Loveland THAT the Council of the Municipality of Dutton Dunwich recommends approval to the Land Division Committee of the County of Elgin for proposed severance application E32/20 for 276 Marsh Line, Municipality of Dutton Dunwich, providedt he following conditions are included: Page 10 of 23 a) That proof of access be obtained; b) That municipal drain re-apportionments have been completed; c) That a mutual drainage agreement (under Section 2 of the Drainage Act) has been provided to provide a legal drainage outlet for the newly created residential lot; d) That two (2) hard copies and one (1) digital copy of the registered survey have been provided to the Municipality; e) That taxes are to be paid in full; f) That all Dutton Dunwich planning applications fees, set out in the Fees By-law, be paid to the Municipality; and g) That the solicitor provides an undertaking that a copy of the registered deed for the severed parcel once the transaction has occurred will be provided to the Municipality. Corneil — Yes Drouillard — Yes Loveland — Yes Hentz — Yes Purcell — Yes CARRIED Review of Dutton Dunwich Public Meeting Notice Requirements under the Planning Act The Planner presented this report to Council. Councillor Corneil noted that having more documentation on the website is useful as the notice can sometimes be unclear as to what the proposed amendment is. Councillor Corneil inquired if there was a process in place to address residents who state they did not receive the notice. Councillor Loveland inquired about mailing notices to a larger radius of residents. The Planner replied that staff keep a record of who notices were mailed to as part of the submission to LPAT and that in practice notices are sent to a larger radius when it includes a sensitive area. She added that another option is to send notices by registered mail, but it is expensive and time consuming to establish this process. 2020.20.32 MOVED by Hentz and SECONDED by Loveland THAT the Council of the Municipality of Dutton Dunwich receives the report of the Planner titled "Review of Dutton Dunwich Public Meeting Notice Requirements under the Planning Act", dated September 9, 2020 for information; and THAT Council provide feedback to Administration on ways to improve communication regarding planning notice requirements. Corneil — Yes Drouillard — Yes Loveland — Yes Hentz — Yes Purcell — Yes CARRIED FIRE DEPARTMENT CONTINUED Recommendation for Purchase of Rescue Truck The Fire Chief presented this report to Council. The Treasurer noted that the municipality's procurement process stipulates that purchases over $50,000 proceed through the tender process. He cautioned that it is not likely that the tender process in this situation would result in a lower price and that these vehicles may no longer be available if the process is followed. 2020.20.33 MOVED by Hentz and SECONDED by Loveland THAT the Council of the Municipality of Dutton Dunwich receives the report of the Fire 115 Page 11 of 23 V Municipality of Dutton Dunwich TO: Mayor and Members of Council FROM: Tracey Pillon-Abbs, MCIP, RPP, Planner DATE: September 23, 2020 SUBJECT: Application for Draft Plan of Subdivision 34T-DD2001 — Part of Lot 13, Concession A, Municipality of Dutton Dunwich — Brokenshire Farms RECOMMENDATION: 1. That Council APPROVE the conditions of Draft Plan Approval, as noted in this report and forward to the County of Elgin for consideration. BACKGROUND: A Plan of Subdivision application was submitted to the County of Elgin (34T-DD2001) by Brokenshire Farms, the owner of the subject property. The subject parcel is legally described as Part of Lot 13, Concession A, Municipality of Dutton Dunwich (see Key Map). The subject property is 9.73 ha in size with 20.117 m of frontage on each Nancy Street and Lila Street. The Draft Plan of Subdivision proposes to create 72 single detached dwellings and 20 semi- detached dwellings for a total of 92 new residential dwelling units (see area in red on the Sketch). A public meeting was held on September 9, 2020 and Council recommended approval of the Plan of Subdivision and deferred the approval of the conditions. Council also approved to rezone Block 84 from Agricultural (Al) to Defined Area Agricultural (A1-13) on Schedule A, Map 10 of Zoning By-Law #2004-24, to allow the proposed 0.96 ha storm water management pond to be located outside of the development area (see area in blue on the Sketch). Notice of decision has been issued to those who have requested a copy with the last day of appeals being September 30, 2020. Based on additional comments received by the County of Elgin and Municipality of Dutton Dunwich Administration, the following revised conditions have been provided for Council consideration. The applicant has also been provided with the conditions in advance of the meeting. 1 116 CONDITIONS: The following conditions (as revised) are recommended as part of the approval for the plan of subdivision: 1) The approval for the draft plan of subdivision lapse after three years pursuant to section 51(32) of the Planning Act. 2) The owner shall enter into a subdivision agreement with the Municipality of Dutton Dunwich wherein the owner agrees to satisfy all of the requirements, financial and otherwise of the Municipality of Dutton Dunwich concerning the installation of services including roads, fire hydrants, sanitary sewage collection system, water distribution system, utilities and storm water management facilities for the development of the lands within the plan. 3) The subdivision agreement shall be registered against the lands to which it applies before the final plan of subdivision is registered. 4) The subdivision agreement may contain provisions regarding the phasing or timing of the development, to the satisfaction of the Municipality. 5) The owner shall provide easements as may be required for services, utility or drainage purposes in a form satisfactory to the Municipality or Utility. 6) The road allowances included in the draft plan shall meet the standards of the Municipality and be shown and dedicated as public highways on the final plan submitted for approval and registration. 7) The streets within the draft plan of subdivision shall be named to the satisfaction of the Municipality and shall be shown on the final plan of subdivision. 8) The owner shall provide a final storm water management report satisfactory to the Municipality. The measures contained in that final storm water management report regarding the development, implementation, installation, dedication, and maintenance of the storm water management facilities shall be itemized in the subdivision agreement, prior to registration of the plan of subdivision.. 9) The final plan of subdivision shall not be approved until such time as the appropriate zoning is in place for the development. 10)The owner shall install geodetic monuments within the subdivision. The number, specifications and location of the monuments are to be approved by the Municipality of Dutton Dunwich prior to final approval and registration. 11)The subdivision agreement between the owner and the Municipality shall contain a provision requiring the implementation of the recommendations of the report, Geotechnical Test Pit Investigation, Englobe, September 3, 2019. 12)That prior to final approval and registration of the plan of subdivision, the Municipality shall confirm that there is uncommitted reserve sewage and water treatment capacity to service the development and that the proposed arrangements for stormwater management are acceptable and can be assumed by the Municipality. 13)That the subdivision agreement between the Owner and the Municipality contain provisions regarding the development, implementation, installation, dedication and maintenance of the storm water management facilities and requiring the owner to: a. Obtain an Environmental Compliance Approval from the Ministry of the Environment, Conservation and Parks for storm water management prior to any development requiring a building permit; and 2 117 b. Maintain sediment and erosion control and mitigation measures on the subject lands and conduct regular inspections every two weeks and after each sizeable storm event of all sediment and erosion control measures and maintain an inspection log which shall state the name of the inspector, date of inspections and the rectification or replacement measures which were undertaken to maintain the sediment and erosion control measures. The inspections shall continue until the assumption of services by the Municipality or until site construction warrants cessation of the visits; c. Identify the Municipality and the Lower Thames Valley Conservation Authority as the site contacts responsible for monitoring the inspection logs; and d. provide the Municipality and the Lower Thames Valley Conservation Authority with a written update of sediment and erosion control inspections and maintenance activities following all storm events. 14)That prior to final approval and registration of the plan of subdivision, no grading or other soil disturbances shall take place on the subject property prior to the Owner's Licensed Archaeologist providing a letter to the Municipality and the County indicating that there are no further concerns for impacts to archaeological sites on the subject lands. This is to be accompanied by a Ministry of Tourism, Culture and Sport letter indicating that the licensee has met the terms and conditions for Archaeological Licensing and that the report has been entered into the Ontario Public Register of archaeological reports. 15)The owner shall provide cash in lieu of parkland, as per the requirements of the Planning Act. 16)That the Developer is required to file a Petition for any Drainage Works. 17)That the subdivision agreement, where required, contain a provision for the following: a. That Block 83 shall be constructed to municipal standards for access to the storm water management pond; b. That Block 86 be conveyed as a municipal right of way as an extension of Street "A" and be constructed to municipal standards for access to future development; c. That any temporary construction access be constructed to municipal standards; d. That sidewalks be constructed to municipal standards and located one side of the road to the satisfaction of the Municipality. 18)That a lot grading plan for all blocks has been prepared and approved by the Municipality, prior to the issuance of building permit. 19)That recommendations set out in the Dillon Peer Review dated July 13, 2020 be included in all final reports. 20)That prior to final approval, the owner shall be made responsible, to the satisfaction of the Municipality, for the relocation of any utilities that may be required as a result of the development of the subject lands, such relocation shall be undertaken at the expense of the Owner. 3 118 CONCLUSION: Administration recommends the conditions of Draft Plan Approval, as noted in this report. If supported by Council, the conditions will be forwarded to the County of Elgin for consideration. Upon receipt of comments from the Municipality, the County will issue a decision to `refuse' or `draft approve' the proposed subdivision plan. There is a 20 day appeal period after draft approval has been issued. Draft approval indicates that a proposed subdivision will be permitted to proceed, but only if all conditions of draft approval are fulfilled. Final approval of the subdivision is only issued by the County after all such conditions have been satisfied, usually within a 3 year period. Once final approval has been issued, the plan can be registered, after which lots can be conveyed to new owners. The lots are also assessed into the tax base of the Municipality at this time, as they will now be vacant buildable lots. The developer is able to begin construction of the roads and services once they have entered into a development agreement with the Municipality, final approval has been issued and the subdivision plan has been registered. Respectfully Submitted Approved for Submission Tracey Pillon-Abbs MCIP, RPP Heather Bouw Planner Clerk 4 119 KEY MAP 5 120 SKETCH a Nam. �R �m ......., u v xe u T tot Yi 1LNu'.I r F f 1 f R'1 b �� iw ramm-;-uink ..i r...........,.4 (W �w ° STREET' A ppl�yy iV• r.rz �,� n y.tlW mmw ., rinm .,�I(%m kl Aaro �& i Y r Y rf f le m � 9 6 121 COUNCIL RESOLUTION (0:::) Res: 2020.21. 18 Wednesday, September 23, 2020 Moved by: Corneil Seconded by: _Drouillard THAT the Council of the Municipality of Dutton Dunwich receives the report of the Planner titled "Application for Draft Plan of Subdivision 34T-DD2001 - Part of Lot 13, Concession A, Municipality of Dutton Dunwich - Brokenshire Farms", dated September 23, 2020 for information; and THAT Council approve the conditions of Draft Plan Approval, as noted in the above- mentioned report and forward to the County of Elgin for consideration. Recorded Vote Yeas Nays CARRIED: - ' P. Corneil _x ` A. Drouillard x Mayor K. Loveland x DEFEATED: M. Hentz _x B. Purcell - Mayor _x Mayor 122 PUBLIC MEETING CONCERNING A PROPOSED DRAFT PLAN OF SUBDIVISION AND ZONING BY-LAW AMENDMENT Municipality of Dutton Dunwich Application 34T-DD2001 and ZBA 05/20 Part of Lot 13, Concession A - Brokenshire Farms TAKE NOTICE that pursuant to Sections 51(21) and 34(12) of the Planning Act, R.S.O. 1990, as amended, the Council of the Corporation of the Municipality of Dutton Dunwich will hold a Public Meeting on Wednesday, September 9t", 2020, at approximately 5:30 p.m. ELECTRONICALLY to consider an application fora Zoning By-law Amendment to the Municipality of Dutton Dunwich Comprehensive Zoning By-law 2004-24 and a Draft Plan of Subdivision on behalf of the County of Elgin. If you would like to participate in the Public Meeting please call the Municipal Office or email info@duttondunwich.on.ca for information on how to access the meeting. The purpose of the Public Meeting is to afford any person that attends, an opportunity to make representation with respect to the proposed Amendment and Draft Plan of Subdivision. The subject parcel is legally described as Part of Lot 13, Concession A, Municipality of Dutton Dunwich (see Key Map). The subject property is 9.73 ha in size with 20.117 m of frontage on each Nancy Street and Lila Street. The Draft Plan of Subdivision proposes to create 72 single detached dwellings and 20 semi-detached dwellings for a total of 92 new residential dwelling units (see area in red on the Sketch). The subject property is designated Residential in the Official Plan and zoned Village Residential 1 Holding (VR1(h)) in the Zoning By-law for the Municipality of Dutton Dunwich. The owner is requesting to rezone the subject parcel (Block 84) from Agricultural (Al) to Defined Area Agricultural (A1-13) on Schedule A, Map 10 of Zoning By-Law #2004-24, to allow the proposed 0.96 ha storm water management pond to be located outside of the development area (see area in blue on the Sketch). The subject property is designated Agricultural in the Official Plan for the Municipality of Dutton Dunwich. ANY PERSON OR PUBLIC BODY may attend the Public Meeting ELECTRONICALLY and/or make written or verbal representation either in support of, or in opposition to the proposed Zoning By-law Amendment. If a person or public body does not make oral submissions at a public meeting or make written submissions to the Council of the Municipality of Dutton Dunwich before the by-law is passed, the person or public body is not entitled to appeal the decision of the Municipal Council to the Local Planning Appeal Tribunal (LPAT). If a person or public body does not make oral submissions at a public meeting, or make written submissions to Council of the Municipality of Dutton Dunwich before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before LPAT unless, in the opinion of LPAT, there are reasonable grounds to do so. ADDITIONAL INFORMATION relating to the proposed Zoning By-law Amendment is available on the Municipal Web Page www.duttondunwich.on.ca or upon request by contacting the Municipal Office. DATED at the Municipality of Dutton Dunwich, this 19t" day of August, 2020. Clerk, Municipality of Dutton Dunwich 199 Currie Road, Dutton, Ontario NOL 1J0 (519) 762-2204 plan ning&duttondunwich.on.ca 123 KEY MAP 6 SKETCH AOFNCLILT'UWI .AGRIak TURAL wiw�nnww�wnmuu nw�unwiwiwxuuuuuuwuuxmnnanuwi wwiwiwiwiww aiwiwiwi uuuuuwwiwiwiw r NANCY m r�wr�hl .... STREET W a $MEET ..,.'� r,ry k 0 STREET V A . S7pEE'1P W F d y — arr� www�w u,wuwwwuu�ww nw 771=1 EXIS c RESIDENTi I _.r.. J9uu6kxM RAP�EffY � 124 Tracey Pillon-Abbs From: Russ Brokenshire <brokenshireruss@gmail.com> Sent: Saturday, August 22, 2020 9:13 AM To: Tracey Pillon-Abbs Subject: Re: Brokenshire Farms Good morning Tracey, I posted sign on Wednesday evening on the end of Nancy street along fence line. It is visible to public. Hope that works Thanks Russ Titan Group Construction 519-870-3304 Sent from my iPhone On Aug 21, 2020, at 2:12 PM, Tracey Pillon-Abbs<Planning@duttondunwich.on.ca>wrote: Hi Russ Can you please confirm you have received your public notice sign and that is has been installed on the property? Thanks Tracey From: Tracey Pillon-Abbs Sent: Wednesday,August 19, 2020 2:38 PM To: Russ Brokenshire<rbrokenshire@titangroupconstruction.ca>; Deren Lyle <dlyle@cjdleng.com> Cc: Barbara Rosser<brosser@execulink.com> Subject: Brokenshire Farms Good Afternoon Please see attached notice of complete application and notice public meeting. Your sign is ready for pick up at the rear of the Municipal Building in a box labelled"Outgoing". Please arrange to have the sign posted on the subject property by August 2Is', 2020. Please contact me if you have any questions. Regards, i 125 Tracey Pillon-Abbs, MCIP, RPP Planneir <mage 01.pn > 199 Currie Road Dutton, Ontario NOL UO T 519.762.2204 P 519.762.2278 www.duttondunw1c1h.on.ca ----------------------------------- twi tear @DuftonDunwich ----------------------- If you have any accommodation needs or require communication supports or alternate formats, please let me know. 2 126 REPORT TO COUNTY COUNCIL , ��/ FROM: Nancy Pasato, Manager of Planning 00001 DATE: October 13, 2020 l SUBJECT: Approval for Official Plan Amendment Progressive by Nature No. 25, Municipality of Bayham File No.: BA-OPA25-20 Owner: Best Line Farms Ltd. RECOMMENDATION: THAT the Council of the Corporation of the County of Elgin reconsiders and confirms approval of Official Plan Amendment No.25 to the Municipality of Bayham Official Plan, File No. BA-OPA25-20, as originally approved on March 10, 2020; and THAT staff be directed to provide a new notice of this decision in accordance with the Planning Act. INTRODUCTION: This Official Plan Amendment (OPA) was previously at County Council for consideration on February 27, 2020. It was adopted and notice of decision was sent out on March 12, 2020. However, due to the COVID emergency, notices of decision between February 26, 2020 and before April 15, 2020 were deemed not to have been completed, and were required to give notice again, after the termination of the COVID-19 emergency. The Province passed an amendment to the regulations to add a termination date of June 22, 2020 related to Planning Act applications. Recirculation of the notice for OPA 25 was not completed within the 15 day requirement from the Act. As per discussions with Legal, Staff are asking for reconsideration and confirmation of Official Plan Amendment No. 25, Municipality of Bayham. This will allow Staff to reissue the notice of decision with a revised decision date and ensure provisions of the Planning Act have been met. In accordance with Section 17 of the Planning Act the "Approval Authority" is required to make a decision in which it may approve, modify or refuse to approve an official plan 127 amendment. If the "Approval Authority" fails to make a decision within 120 days after the amendment is received any person or public body may appeal to the Local Planning Appeal Tribunal. DISCUSSION: The lands that are the subject of this application for Official Plan Amendment approval are located in Part of the South Half of Lot 9, Concession 10 and known municipally as 54728 and 54744 Best Line in the Municipality of Bayham (see attached location map). The owners of the property wish to sever a second surplus dwelling from the lands whereas Section 2.1.7.1 b) of the Bayham Official Plan limits the number of surplus farm dwellings that may be severed to only one. The purpose of this Amendment is to add a new section to the Bayham Official Plan that would allow the owners to sever a second surplus dwellings from their farm. The Municipality of Bayham held a public meeting to consider this Official Plan Amendment on October 17, 2019. There were no members of the public present. Two planning justification reports were received from David Roe, Planning Consultant for the owner, recommending approval. The Municipality of Bayham received planning reports from its consultant IBI Group dated October 30, 2019 and January 24, 2020 and staff reports dated November 21, 2019 and February 6, 2020 recommending refusal on the basis that the proposed amendment was not consistent with the Provincial Policy Statement 2014. The staff report also provided an alternate recommendation should Bayham Council decide to adopt this amendment which indicated that there were no written public submissions following the public meeting and that Council considers the proposed amendment to be consistent with the Provincial Policy Statement 2014. As a result, Bayham's Municipal Council preferred the alternate recommendation from staff and adopted Official Plan Amendment No. 25 by By-Law 2020-008 on February 6, 2020 and submitted the Amendment to the County of Elgin for approval. Due to the site-specific nature of this OPA it was determined that circulation to various ministries and agencies was not required. 128 3 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. LOCAL MUNICIPAL PARTNER IMPACT: This application is located within the Municipality of Bayham. COMMUNICATION REQUIREMENTS: The Notice of Decision will be sent to the Applicant, Agent, local municipality and anyone else prescribed under the Planning Act. CONCLUSION: The Manager of Planning has reviewed File No.BA-OPA25-20, along with the background material that was submitted by the Municipality of Bayham. Based on the information provided by the Municipality, the Manager of Planning is satisfied that this 129 4 Official Plan Amendment is consistent with the Provincial Policy Statement and conforms to the County of Elgin Official Plan. All of which is Respectfully Submitted Approved for Submission Nancy Pasato Julie Gonyou Chief Administrative Officer Manager of Planning 130 I 1 �BEST�INE Location Map N Legend Subject Site:54728 and 54744 Best Line Subject Site File Number: BA-OPA25-20 Owner: Best Line Farms Ltd. Planner: Nancy Pasato / Elgin Road Network Created By:TE Date:06/10/2020 Buildings Meters The Corporation of the County Elgin 0 25 50 100 150 200 Prepared By: Planning and Development 131 Scale 1:4,500 AMENDMENT NUMBER 25 TO THE OFFICIAL PLAN OF THE MUNICIPALITY OF BAYHAM SUBJECT: Antonia Van Leeuwen and Best Line Farms Ltd. 64728 and 54744 Best Line R EC00;`E I V E D FEB 2 4 201?0 COUNTY OF ELGIN ADMINISTRATIVE SERVICES The following text constitute Amendment Number 26 to the Official Plan of the Municipality of Bayham 132 OFFICIAL PLAN OF THE MUNICIPALITY OF BAYHAM THE below text change constituting Amendment No. 25 to the Official Plan of the Municipality of Bayham was prepared upon the recommendation of the Council of the Municipality of Bayham after evaluation of public input pursuant to the provisions of the PLANNING ACT. THIS Amendment was adopted by the Council of the Corporation of the Municipality of Bayham by By-law No. 2020-008, in accordance with Section 17 of the PLANNING ACT, on the 61h day of February 2020. MAYOR CLE 133 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2020-008 THE Council of the Corporation of the Municipality of Bayham, in accordance with the provisions of the PLANNING ACT, hereby enacts as follows: i 1) THAT Amendment No. 25 to the Official Plan of the Municipality of Bayham consisting of the site-specific text description of the location of the lands is hereby adopted. 2) THAT the Clerk is hereby authorized and directed to make application to the County of Elgin for approval of the aforementioned Amendment No. 25 to the Official Plan of the Municipality of Bayham. 3) THAT no part of this By-law shall come into force and take effect until approved by Elgin County, ENACTED AND PASSED this 6t' day of February 2020. MAYOR CLERK CERTIFIED that the above is a true copy of By-law No. 2020-008 as enacted and passed by the Council of the Corporation of the Municipality of Bayham. LERK 134 OFFICIAL PLAN OF THE MUNICIPALITY OF BAYHAM AMENDMENT NO. 25 1. PURPOSE The purpose of the Official Plan amendment is to change the land use designation for 27 ha (68 acres) of land is to permit, specific to the site, the creation of a second surplus dwelling lot and residential use on the lot in the Official Plan of the Municipality of Bayham. 2. LOCATION The area affected by this amendment is a farm parcel in an agricultural area, bounded by a railway line to the north, located on the north side of Best Line, west of Somers Road and known municipally as 54728 and 54744 Best Line. 3. BASIS OF THE AMENDMENT The subject lands are characterized as cultivated field with a ditch/creek crossing the site diagonally east to west, comprising a dwelling, shed and two barns. New residential uses are not permitted in the `Agriculture' designation except in the case of surplus farm dwelling severances and only one surplus severance is permitted for each original farm parcel. The farm operation consolidated the parcel in 2011 and it has been surplus to its needs since that time. There were two dwellings existing at the time of consolidation which is a unique situation. The dwelling is surplus to the needs of the farm operation, has existed for more than ten (10) years and the farm operation includes a dwelling within the Municipality. There was a previous residential lot severance from the original farm parcel for surplus farm dwelling, known as 54704 Best Line. The policies of the Bayham Official Plan Section 2.1.7 do not permit a second lot to be created, however, this is a unique situation where more than one dwelling existed at the time of consolidation. 4. DETAILS OF THE AMENDMENT a) Section 2.1.7 of the Official Plan of the Municipality of Bayham is hereby amended by adding the following sub-section: 2.1.7.6 Notwithstanding Section 2.1.1.2 and Section 2.1.7.1,the existing dwelling located in Part S'/z, Lot 9, Concession 10, and known municipally as 54728 Best Line, may be severed as a surplus farm dwelling and zoned for residential use, whereas a new lot represents the second surplus farm dwelling severance from the original farm parcel known municipally as 54744 Best Line, and whereas new lots and new residential uses are not permitted in the Agriculture designation. b) The lands subject to this Amendment and designated "Agriculture" may be used, developed and zoned in accordance with surplus farm dwelling policies of Section 2.1.7 of the Official Plan, as amended. 135 IIII,���I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Brian Masschaele Director of Community 1011111111 and Cultural Services �u ,z DATE: October 1, 2020 Progressive by Nature SUBJECT: Elgin County Library Service Update — Curbside Plus RECOMMENDATION: THAT Elgin County Library branches open for restricted services as described in the report "Elgin County Library Service Update — Curbside Plus" effective October 19t" 2020 until further notice as part of the phased re-opening of library branches in response to COVID-19, and; THAT the October 1st, 2020 report titled Elgin County Library Service Update — Curbside Plus, submitted by the Director of Community and Cultural Services, be received and filed for information. INTRODUCTION: This report outlines for County Council the next proposed phase of service for Elgin County Library branches and recommends that interior spaces be open to the public for limited service as of October 19t"7 2020. DISCUSSION: Attached to this report is Elgin County Library's proposed plan to re-open interior spaces of library branches for limited service to the public under an approach that will be marketed as Curbside+ (Plus). The Library is now able to move to this next level of service given that all staff have now returned after being redeployed to the County's long-term care homes or placed on emergency leave. The proposed plan for re- opening conforms to the provincial framework for libraries that was authorized in June Y � t.�::.gg.....,, (see p.16). under..:.... .��. .�".....'". an u un er.�`. ......n. This next phase of service represents a measured, safe, and sustainable path forward relative to the on-going threat that COVID-19 still poses to the public and staff. The plan continues existing Curbside Pickup services which have been in place at all ten branches since June 22, 2020. The majority of loans will continue to take place through 136 IIII,���I�1011l�alulur«uf,,. 2 a curbside approach at the exterior or entrance to the branch, with the following interior services available to patrons as part of Curbside+. • Limited browsing of the collection and check out of materials, otherwise known as "browse and go". This service was added as part of Phase 3 of the provincial framework; • Using public access computers. This service was encompassed in Phase 2 of the provincial framework; • Photocopying, faxing, printing, and scanning services (staff will use the equipment on the customer's behalf). This service was encompassed in Phase 2 of the provincial framework; • Renewing cards, placing holds, requesting inter-library loans and seeking basic readers' advisory services. This service was encompassed in Phase 2 of the provincial framework. Occupancy will be based on staffing levels at each branch on a one-to-one basis which will mitigate concerns about occupancy limits and will provide enough space for physical distancing. Each staff member will allow interior access to one customer at a time and will act as the concierge for that customer throughout their library visit to make sure all health and safety protocols are followed. A customer is defined as one individual or one social circle /family unit. Visits will generally proceed by appointment but drop-in visits will be accepted if staff are not already assisting other customers. Front doors will be unlocked, but entry will require immediate sign-in where hand sanitization and registration for contact tracing purposes must occur prior to proceeding. Masks must be worn throughout the visit by both customers and guiding staff. Visits will be limited to a half hour. In-person and virtual programming is not encompassed in this next phase of service, but may be introduced in a future phase once the impact of Curbside+ on staffing capacity can be better assessed. Number and length of visits may also be increased during the next phase. Hours of operation will be approximately half of pre-pandemic open hours and these hours may also be increased in a future phase. "Browse and Go" services will be discontinued should the Province of Ontario mandate a return to Phase 2 of the provincial framework but all other services would continue. FINANCIAL IMPLICATIONS: Not applicable. 137 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: Local municipal partners, who generally own the Library's facilities, have had the opportunity to review this next phase of the Library's return to service planning with no expressed concerns. Partners have been providing appropriate support such as cleaning under the terms of the County's leases for library facilities. During this phase, washrooms will only be open on an emergency basis. Any further changes to library service will be communicated to partners well in advance of implementation. COMMUNICATION REQUIREMENTS: These service updates will be communicated directly to library users and will be posted on respective websites and through social media accounts. Any immediate changes to service levels and procedures will be communicated through these channels. Signage relating to safety protocols and visitor restrictions will be posted in a prominent location at each branch. 138 IIII,���I�1011l�alulur«uf,,. 4 CONCLUSION: Curbside+ represents the next phase of library service to the public. If approved, interior spaces of library branches will be open to the public for the first time since being closed on March 14t", 2020. These spaces will re-open in a very limited and controlled way that will conform to safety protocols required by County policy and Southwestern Public Health. It is expected that this next phase of service will continue for much of the remainder of 2020, subject to any variations that may be necessary as a result of pandemic response. The interior services outlined in this report are in addition to the Curbside Pickup and online services that are already in place for library users. It is expected that most customers will continue to take advantage of these in-person and virtual options. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Julie Gonyou Director of Community and Cultural Chief Administrative Officer Services 139 cu Q_0 E u 1 ' cu N W N E a) E C >, + Nm L O to 0 O a) .c: fB fB III r (D_ 6 U) i� U Q U cu ml >j C.) 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INTRODUCTION: This report is provided as a review of amortization and its effects on the current year budget. DISCUSSION: The Public Sector Account Standards (PSAS) Handbook Section 3150 Subsection .22 and .23 outlines amortization as the cost of a tangible capital asset with a limited life that should be amortized, in a rational and systematic manner, that is representative of its nature over the useful life of the asset. Amortization is to be accounted for as an expense in the Statement of Operations. Additionally, the PSAS handbook Section 1201.113, prescribes that non-cash items such as amortization are to be removed from the Statement of Cash Flow and, under Section 1201.116, will be replaced with the acquisition of assets in the given year which represents the use of cash. Council's tax rate deliberations are based on cashflow over the ten years of the financial plan, meaning that the taxes set by Council are influenced by the capital budget and not the amortization budget. 144 IIII,���I�1011l�alulur«uf,,. 2 FINANCIAL IMPLICATIONS: In 2020, the amortization budget of the County was forecasted to be $10,763,075, but after analysis, the actual amortization required was $11,043,013 which represents a variance to budget of $279,938. Since amortization is not a factor in setting tax rates, adjusting the amortization budget from the February approved amount would have no implications on current or future taxation. However, leaving this non-cash variance in the performance will cause unnecessary distortion to any reported deficit or surplus during the course of the year, and, as a result, could affect the decisions made by Senior Management and Council. Staff, therefore, are recommending that an in-year adjustment be made to match budget to the actual amortization bookings. A model is currently being developed that will allow the detailed analysis of amortization to be completed prior to budget approval to minimize the need for in-year changes. The potential for in-year changes still exists if post-budget audit reviews require new capital costs to be recategorized to a different amortization class, but such changes are expected to be minimal. 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: 145 IIII,���I�1011l�alulur«uf,,. 3 LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: The proposed budget adjustment for amortization has no implications on taxation, but the variance of this non-cash item may affect the decision-making abilities of Senior Management and Council. Therefore, staff are recommending that an in-year adjustment to budget be made to match the actual amortization bookings. All of which is Respectfully Submitted Approved for Submission Jennifer Ford Julie Gonyou Chief Administrative Officer Senior Financial Analyst 146 ������1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL Joe U FROM: Jim Bundschuh, Director of Financial Services ,' C 0% 1 rJ DATE: October 13, 2020 .. .,tl � G�, ,, ram,� � ,� Progressive by Nature SUBJECT: August 2020 Financial Update RECOMMENDATION: THAT the October 13, 2020, report titled, August 2020 Financial Update, submitted by the Director of Financial Services, be received and filed for information; and, THAT Safe Restart Funding (SRF) Phase I spending plan be presented to County Council on October 27, 2020; and, THAT the Warden and Treasurer be authorized to sign the interest rate confirmation letter from Ontario Infrastructure And Lands Corporation (OILC); and, THAT a $6 million debenture by-law be passed on October 27, 2020. INTRODUCTION: The budget comparison for the County shows unfavourable performance of$22,000 for the month of August, primarily the result of COVID costs, bringing year-to-date (YTD) favourable performance to $281,000. DISCUSSION: Ambulance service enhancements initially planned for August have been delayed to September resulting in $43,000 in favourable performance for the month. Unfavourable performance in Engineering for the month of August is the result of costs for Municipal Drains coming in higher than the budget set at the average of the prior five years of actual. Unfavourable August performance in Homes of $21,000 offsets the COVID funding received in prior months bringing YTD performance to negative $35,000. COVID costs resulted in $12,000 of negative performance for the month in Corporate Activities. These August COVID costs were partially offset by Library performance of$42,000, which is in IIII�'�IJ�1011l�a,»lurll»f�,,. 2 wage savings resulting from the COVID related shortage-of-work/redeployment. The YTD negative performance in Homes and Corporate Activities will be offset in October when the Phase I Safe Restart Funding (SRF) of $1.276 million is received with the October financial close. The province will allow submissions for Phase II funding if Phase I was insufficient. Details of the Phase I net revenue/spend are being compiled with preliminary estimates indicating that Phase I funding will be sufficient to cover COVID cost through the middle of next year. Since Phase 11 funding will only be provided to those municipalities with 2020 shortfalls, Elgin County will not be eligible for Phase 11 funding. The finalized estimates of SRF Phase I spending plan will be presented at the next council meeting. The province at this time has made no mention of Phase III funding if the pandemic extents well into the new year, but it is hoped that the strong responsive support provided to date will continue if required. ,&August 2020 Month-To-Date Ititi,�»»�1»»»�»�»»» 11 11 o a »1 11 III h1 14 1»I ll \\0111111» 1»1»»»111 \\\\ll d»I, »»4 11 IIIIIIII \\\ 1»,1,1111»Illu I 1 L 1»» IIIII IIII»»III IIII» I1111»» »II\Illllll»ll r � vIII I 1 1 qq V 1 4 Y M » » Ill I �1 I 11 11 � IIIIIIII. „vI el 1 l 1 1�11 vv l» oa .l�li�llu�lllllti�lll� IIII of 1»»a»�.oo��»ilw v � I »I 1 I� Ill IIII ll l�l IIII ll I 1 II �"III , IIII II 1 II IIIII 11 � v 1 I 1 I 1 1 l , v I 11 1 \00\ill\IIIII SIIIII» 10\\0»1111110»I»1011»II \ 1 11 ll I 1» \111 IIII 1,11111 1\I1 U1 0+1�,b11, bl��lll\bll Ml,61� Mll �lll 1 I o\ l » a » »11 IIII»»IIII,.I1111.1111,111�111»11111.�1»11» Ill. \�.11111111� I 1�11 l 1 D 1 l 1 l 1 1 �l 1 11 11 »» » Ill�l��l»„11�1111�1�11111,\ll»II» 1111�11111,111» ICI»\»»»»I 1 Imll 1 vl l>a � 1 N.. .. .. � .. oil+ 1 1 » 11 N » l I » I l e IIII \ \ �I III III II 1 1 � \ ,�,»�,i�,»�»» »» I \ 1 ,1� \o \ , , � II»ti ,u� I � 1 1 1 v»1II\�»1»1»Illlll »111»I1u 111�11111u 11111111111111 111�111»\»».»11111111» » \� I 11 //111111 �I Ills» \ \II 11 1 � � III IIII III III r 1111� 1 IIIII II 1 �\1 1 >n »,» I 1»» 111 l4 .III 1 \\\Ill 111\1111111 Ill,»1»»11111111» 0\\\ 11 1�11 Illlll 11 11�\ \\ 11»,Ills IIIII 111 l \11 l 111 1 (111» 1 11) ,1�11, I II II III IIII(Illlll Ills»»»II IIIII III 1�1`III»IIIII IIII »»1 I \»\ Illlll \ I 1 d1 I 11� IIII III \ t I 1 » »II I.to I�I�l�ii»l��uil II I��l llull�l II IIII ICI IIII 1 I I 1 Itil� ll l 1111 l 1111�»ll IIII .III III� I »I l I 1 1 ,I �o» Il�oll\I»Illll�0000»MII»»»o\I»�o.oll�»I�»o�� »iio�lllll�I�Itilallti�lll»II lii�»»ll»11\II � I 1 b o 11 IIIII, �ml IIII\ MI � 1 1 »l � l 11 »6»ll I1»lull Illlll 11 ll IIII»l 1 \\Ill» 111111>4 IIIII IIIII \\\\IIII 111»�I»»111144�1 \\\\ll I 11 \ (1 11 III 1 I I l»» IIIIIIIIII�I»».Illllllllllllll�.11l»I II`I IIIIIII�»»IIIIIII�1111�1111111»II.1 �. 1. � 1.) IIIII r�,llll,IIII IIII MIII IIII 1 4 1 l 1 Ill I u lr,;l^ 1 1 I \1 I vllll � 1 \11 , I MIII � 1�1 �\� l IIII M, IIIII,IIII IIIII.... . .,IIII , Ile. � Ile a III,\Ilr l I Ill nll Ill 11 114 »,�» 11 1111111 » 11111�»1 11 001111111» »444111�1»»\\11»1 0011», »11»lllll�1111» \\Ill 441��11111�11»111� 1 1 � \ I » I \I»11»»»IIII\I.1I l�\���»III»IIIII II�l 11 �1 I �1»� �. IIII IIII r IIII ,.\ 1 \ u u 1 111 IIVIII IIIII m»I Inp 1a14 m, IIIIP ,,,. 1a14,»Y ,„ III III. IIIIV��� �, \llu 11\u �plNt �I»�1�111111 .A�qU, 1\e �1bll ���Iq�� �11II IIIII` V` �11u �I IIIII` ���4 (Grand Total 12,892,389 12,914,083 (21,694) 3 The $22,000 of unfavourable August performance brings the year-to-date performance to a favourable $281,000. August 2[120 Year-To-pate 111p 11 GII MEN I ig;��I A Grand Total FINANCIAL IMPLICATIONS: Council has agreed to consider beginning debt in 2020 as OILC debt rates are currently quite favourable and rates of approximately 2% could be locked-in this year, with $6 million in debt potentially being acquired in early in the fall and a further $6 million in later in the year. This will allow cashable GICs of $6 million earning 1.9% to be retained until 2022, together with $4 million of GICs maturing January 2021 for a total year-end investment in GICs of approximately$10 million and year-ending cash of$16 million. The timeline for the first installment is as follows: Oct 7, 2020 Preliminary debenture does will be emailed by 10 Oct 12, 2020 Soft copy of the signed preliminary debenture does to be received by 10, originals to follow by courier Oct 20, 2020 Interest Rate confirmation emailed by 10 mid-day to be signed and sealed by Warden and Treasurer. Signed and sealed Interest Rate confirmation emailed to 10 no later than 3pm with originals to follow Oct 22, 2020 Final debenture documents (including the debenture by-law template, debenture certificate and legal opinion letter) emailed by Infrastructure Ontario ������1011l�alulur«uf,,. 4 Oct 27, 2020 Debenture By-Law passed at Council meeting Oct 29, 2020 All original signed and sealed debenture documents to be received by Infrastructure Ontario - to be held in escrow until the close date Nov 2, 2020 Elgin's external legal counsel and 10 Director of Legal Services to close the debenture transaction 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. COMMUNICATION REQUIREMENTS: None. ������1011l�alulur«uf,,. 5 CONCLUSION: The County is still in a strong financial position with YTD favourable performance of $281 ,000 resulting from the prudent management of the COVID crisis by Council. SRF funding of$1.276 million to be received in Septemberwill provide an opportunity to absorb past COVID costs and allow for future COVID spending. Further projects to enhance Elgin's ability to deal with the changes required by the pandemic are being considered for submission to the SRF Phase II funding program. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Jim Bundschuh Chief Administrative Officer Director of Financial Services IIII,���I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Brian Lima Director of Engineering 1011111111 Services �u ,z DATE: October 5t", 2020 Progressive by Nature SUBJECT: Meeks Bridge Replacement Municipal Class Environmental Assessment — Project File RECOMMENDATION: THAT Council endorse the Meeks Bridge Replacement Municipal Class Environmental Assessment Project File. INTRODUCTION: The existing Meeks bridge which is located on Sparta Line (CR27) and spans Kettle Creek was constructed in 1900. The 38.7 metre (126.97 foot) span steel truss bridge has a 4.88-metre-wide concrete deck carrying one lane of traffic and has a centre-to- centre bearing distance of approximately 5.2 metres. Meeks bridge is the earliest surviving example of a steel through truss, double- intersection Warren truss with riveted connections in the County of Elgin. There are several heritage attributes (i.e. character defining elements, under the physical/design value criteria) associated with Meeks bridge. At its meeting on December 12, 2019, County Council retained CIMA Canada Inc. to undertake a Municipal Class Environmental Assessment (MCEA) to review alternatives for the replacement of Meeks bridge. This report provides details of a scheduled online Public Information Centre that will present study background information, the evaluation of alternatives, and the Preferred Alternative for bridge replacement. DISCUSSION: The County of Elgin has completed a study to review alternatives for the replacement of Meeks bridge in the Township of Southwold, which is in poor structural condition and needs replacement or rehabilitation. The study followed the Municipal Engineers Association (MEA) Municipal Class Environmental Assessment process for a Schedule 152 IIII,���I�1011l�alulur«uf,,. 2 B project (October 2000, as amended in 2007, 2011 and 2015). The study, as detailed in the appending Project File report, had evaluated alternatives to maintain, rehabilitate, replace, or remove the existing bridge structure, and has identified Alternative 3 being the replacement of Meeks bridge with the use of the existing Port Bruce temporary modular bridge as manufactured by Acrow as the preferred alternative. Based on the results of the analysis and evaluation, Alternative 3, was identified as the preferred alternative based on the following: ■ Addresses the problem and opportunity statement; ■ Current load limit of 8 tonnes will be removed; ■ Opportunity to improve hydraulic conditions and reduces regulatory water levels; ■ Minor impacts to vegetation however a planting plan can be developed to mitigate impacts; ■ Moderate construction duration; and ■ Abutments maintained (identified as having cultural heritage value/interest). The proposed bridge structure cross-section would consist of a 140-foot (42.5 metre) span containing two traffic lanes (3.5 metres including buffer), and would not include pedestrian sidewalks given the absence of such infrastructure approaching the existing bridge. No active transportation facilities will be provided either along Meeks bridge as there is no active transportation connection upstream or downstream of the bridge. As part of the Meeks bridge replacement, a localized widening of the south approach (� 20 metres) is required to match the existing 3.25 m wide lanes. The intersection of Sparta Line and Roberts Line is also recommended to be converted to all-way stop control. This configuration is the least problematic with respect to additional sightline constraints created by the superstructure of the new Meeks bridge. Public Consultation Recognizing that consultation is a vital part of the MCEA process, the Study Team actively engaged with all potentially affected parties including property owners, government agencies, community members, special interest groups, and First Nations Communities to ensure a transparent and responsible planning process. At the start of the project, a mailing list was created which included relevant federal and provincial government agencies, local government officials, interested First Nations communities, special interest groups, and property owners. The mailing list was updated throughout the process to include those who expressed interest in the study. All project notifications were sent via mail or email (where requested) to the project mailing list and posted on the Count 's study web a e caln,.ueek ... 153 IIII,���I�1011l�alulur«uf,,. 3 In light of the Province of Ontario's COVID-19 State of Emergency declaration, for which public gatherings have been limited, an online Public Information Centre which relied upon web-based communications was held from August 31, 2020 to September 18, 2020 to obtain public feedback on the evaluation of alternatives. Notification of the online Public Information Centre were advertised in the St. Thomas Times Journal, Aylmer Express, and Port Stanley Villager, and detailed in a letter mailed and/or emailed to all nearby property owners. Next Steps Subject to Council's endorsement, the study Project File document will be placed on public record for the mandatory 30-day public review period at the County Administration Building and on the County's study webpage following the pending publication of the Notice of Completion. Comments and/or concerns are to be submitted to the County of Elgin and CIMA Canada Inc. within the 30-day review period. Anyone who has outstanding concerns relating to the study, within the review period may request the Minister of Environment, Conservation and Parks to issue an order to comply with Part II of the EA Act if the concern cannot be addressed. The work undertaken in preparing this report represents the completion of the MCEA process for the Meeks Bridge Replacement Municipal Class Environmental Assessment. FINANCIAL IMPLICATIONS: The estimated total cost of replacing Meeks bridge is $2,000,000. Road improvements associated with the preferred design account for approximately $120,000 of this total and the bridge replacement is approximately $1,880,000. Project construction tendering is expected to take place in December, 2020 with construction works commencing in early 2021. The 2019 Capital Budget included $250,000 necessary to complete the MCEA, prepare the detailed design, and provide the required contract administration during construction. Accordingly, adjustment of the 2021 capital budget will need to be made to fund the balance of all related project construction costs. 154 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: The construction will necessitate road closure (local access to properties only) of Sparta Line between Union Road (CR20) and Sunset Road (CR4) to implement the bridge replacement works. The replacement Acrow bridge will be dismantled at its current location (Port Bruce) and transported to the Meeks bridge site. COMMUNICATION REQUIREMENTS: Subject to Council's endorsement, the study Project File document will be placed on public record for the mandatory 30-day public review period at the County Administration Building and on the County's study webpage following the pending publication of the Notice of Completion. CONCLUSION: As identified in the County's 2019 biennial bridge inspection report, Meeks bridge was recommended for replacement in 6-10 years based on its existing poor structural condition. Accordingly, the County has completed a Municipal Class Environmental Assessment Study which reviewed alternatives for the replacement of Meeks Bridge. 155 IIII,���I�1011l�alulur«uf,,. 5 Based on the results of the study analysis and evaluation, Alternative 3, replacement of Meeks Bridge was identified as the preferred alternative and proposes the use of the existing Acrow Port Bruce temporary modular bridge as the replacement structure given that a new structure is currently being constructed at Port Bruce and the temporary bridge is a suitable replacement structure for Meeks bridge. Subject to, and upon receipt of Council's endorsement of the Project File, the study Project File document will be placed on public record for the mandatory 30-day public review period. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer 156 County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment Project File Repoli September 2020 SUBMITTED BY CIMA CANADA INC. CONTACT 400-3027 Harvester Road Stephen Keen, �a g. Burlington, ON L7N 3G7 Stephen. eenpc ca CIM157 i l PREPARED BY: Jessica Dorgo, EIT VERIFIED BY: Stephen Keen, P.Eng. i CIMA+ 400 — 3027 Harvester Road Burlington, ON. L7N 3G7 158 C I r11 County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment I September 2020 Table of Contents 1 . Introduction and Background ............................................................ 1 1.1. Introduction and Study Area......................................................................... 1 ® Municipal Class Environmental Assessment Process ..............................® 1 1.3. Part 11 Order .................................................................................................... 4 2. Existing Conditions.............................................................................5 ® Meeks Bridge.................................................................................................. 5 ® Traffic Operations .......................................................................................... 5 2.3. Cultural Environment..................................................................................... 6 2,31 , Wltuir4l IHerlit .................................................................................... 6 2,32, Stage 1 Ardhaeollogicall Assessirneirit ..................................................... 6 ® Natural Environment...................................................................................... 9 2,41 , Vegetatiori ............................................................................................. 9 2,42, "1 errestri4l ............................................................................................ 12 2,43, Aquatic ................................................................................................ 13 2AA, Species at IfRisk.................................................................................... 13 ® Hydraulics..................................................................................................... 13 2,51 , Dhlirnate Chairige................................................................................... 14 ® ® Utilities.......................................................................................................... 17 ® Problem and Opportunity............................................................................ 17 3. Alternative Solutions......................................................................... 18 ® Structural Analysis Screening .................................................................... 18 3,1 ,1 , AIIteririaflve 2 FRehabi[Itate i lh IBridge ................................................ 18 3,12, AIIteririalive 3 [::Repllace i lh IBridge ...................................................... 19 ® Preferred Solution........................................................................................ 24 4. Consultation ......................................................................................25 ® ® Notice of Study Commencement................................................................ 25 159 i County of Elgin C Meeks Bridge Replacement Municipal Class Environmental Assessment I September 2020 4.2. Notice of Online Public Information Centre............................................... 25 4.4. Online Public Information Centre ............................................................... 25 4.5. Indigenous Communities ............................................................................ 26 5. Description of Proposed Undertaking .............................................27 5.1. Structure....................................................................................................... 27 5.2. Road Construction....................................................................................... 27 5.3. Intersection Configuration .......................................................................... 30 5.4. Natural Environment.................................................................................... 30 5.5. Hydraulics..................................................................................................... 32 5.6. Heritage......................................................................................................... 33 5.7. Property ........................................................................................................ 34 5.8. Utilities.......................................................................................................... 34 5.9. Construction Staging................................................................................... 34 5.10. Construction Cost........................................................................................ 35 6. Mitigation and Commitments to Further Work................................35 ii 160 C 11MI/0 County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment I September 2020 List of Tables Table 2-1: Existing Water Surface Elevation, Freeboard and Clearance................ 14 Table 2-2: Existing Condition - Summary of Criteria Requirements and Performance ................................................................................................................ 14 Table 2-3: MTO Intensity Duration Frequency Assessment.................................... 15 Table 3-1: Analysis and Evaluation of Alternative Solutions ..................................21 Table 5-1: Water Surface Elevation, Freeboard and Clearance...............................32 Table 5-2: Summary of Criteria Requirements and Performance ........................... 33 Table 6-1: Commitments to Further Work.................................................................35 List of Figures Figure1-1: Study Area.................................................................................................. 1 Figure 1-2: Municipal Class EA Planning and Design Process................................3 Figure 2-1: Stage 1 Archaeological Assessment Findings........................................8 Figure 2-2: Existing Natural Heritage Features ........................................................ 10 Figure 2-3: Natural Heritage Field Investigation Results......................................... 11 Figure 3-1 : Evaluation Scale ..................................................................................... 20 Figure 5-1: General Arrangement .............................................................................. 28 Figure 5-2: Functional Design.................................................................................... 29 List of Appendices Appendix A: Cultural Heritage Evaluation Report Appendix B: Stage 1 Archaeological Assessment Report Appendix C: Natural Environment Report Appendix D: Hydraulic Assessment Report Appendix E: Public and Agency Consultation Appendix F: Public Information Centre Appendix G: Indigenous Communities Consultation Appendix H: Heritage Impact Assessment 161 III C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O � Introduction � �� � � n . ����� n������������� � 1 ,1 , Introduction and Study Area The County of Elgin has conducted a study to review alternatives for the replacement of Meeks Bridge in the Township ofSouthvvo|d. Meeks Bridge io located on Sparta Line directly south of the intersection of Sparta Line and Roberts Line spanning Kettle Creek as shown in Figure 1-1. The bridge is located within the jurisdiction of the Kettle Creek Conservation Authority. Meeks Bridge was constructed in 1900and is aoing|e opan, ohae| doub|e-inharoeotionVVarren truss (Double Warren) bridge structure. Just downstream of Meeks Bridge on the north bank, a 2.5 metre high and 0O metre long retaining wall supports the bank. The bridge currently contains a posted load limit of 8 tonnes and has a total deck length and width of 38.7 metre and 4.9 metres respectively. Figure 1-1; Study Area 1 ,2, Municipal Class Environmental Assessment Process This study follows the Municipal Engineers Association /MEA\ Municipal Class Environmental Assessment process fora Schedule B project /C}otober2OOO. as amended in 2007. 2011 and 2015\. The Municipal Class Environmental Assessment is an approved planning and design County ufElg ��in �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O process under the Ontario Environmental Assessment Act. As illustrated in Exhibit 1-2, the planning and design process io comprised of five phases: Phase Identify Problem orOpportunity; Phase 2 Identify and Evaluate Alternative Solutions to the problem oropportunity; Phase 3 Identify and Evaluate Alternative Design Concepts for the preferred solution; Phase Complete and File Environmental Study Report /ESR\ for public review; and F»hmse5 Implement the project /Detai| Deoign. Conotruction. C}penadon. and Environmental Monitoring). Transportation improvements are classified into one of the following schedules: Schedule Projects are limited in ooa|e, have minimal adverse environmental impaoto, and may be implemented without following the full Class EAprocess. Schedu|eA+ Projects are limited in ooa|e, have minimal adverse environmental impaoto, and may be implemented without following the full Class EAprocess. However, the public iotobe advised prior to implementing the project. Schedule Projects may have some adverse environmental impacts. The proponent must undertake a screening pnooeoo, involving contact with directly affected public and tech nioa|/regu|atory review agencies to ensure that they are aware of the project and that their concerns are addressed. A Project File is prepared for public review. Schedule Projects may have significant environmental impacts. The proponent must follow the full planning, design, and documentation process of the MEA Municipal Class EA document. An Environmental Study Report io prepared for public review. 2 163 o l E CD N 0 U) a) o U) cu a) y M O ua E ui i w 0 till" a� f*1 a o, Ex u N U) ll Aq no , U) m All if 46 a ; ry i„ Ia- j W LL Ole Qvi t „ County ufElg ��in �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O 1 ,3, Part UU Order This study follows Phases 1 and 2 of the planning and design process for Schedule B projects. The public will have 30 days to review the Project File and discuss any outstanding issues with the County of Elgin. A Notice of Study Completion will be issued notifying the public of the completion of the study and initiation of the 30-day review period. A request may be made to the Ministry of Environment. Conservation and Parks /MECP\ for an order requiring a higher level of study (i.e. requiring an individual/comprehensive EA approval before being able to prooeed\, or that conditions be imposed (e.g. require further studies), only on the grounds that the requested order may prevent, mitigate or remedy adverse impacts on constitutionally protected Aboriginal and treaty rights. Requests on other ground will not be considered by MECP. 4 165 C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O ^� Existing �. Conditions �. �~��U��U�� "�����U�U��ns � 2.1 . Meeks Bridge The existing Meeks bridge was constructed in19OO. The 387 metre M20.97 foot) span steel truss bridge has a 4.88 metre wide concrete deck carrying one lane of traffic and has a centre to centre bearing distance of approximately 5.2 metres. The following was observed during a site visit for Meeks Bridge and were also noted in 2019 C}S|M and 1994reports: � The bridge currently has a load posting of 8 tonnes due to the structural capacity of truss bottom chords /2- <�23OX2O\ and �ranoveneebeamo /VV40OX07\� ` ' ` '' � Underside bracing has fallen off on numerous panels and the remainder is corroded; m Existing deck is cast-in-place oonorete, and existing abutments are sifting on spread footings; and � The 2019 inspection report recommended rehabilitation in 1-5 years and replacement in 0- 10yeane. The load posting of8tonnes has been implemented due to multiple structural deficiencies including but not |innibad to: � Steel b000 structure's bottom chords (2nC230) and floor beams exhibit section loss due h» rusting and deterioration. Most floor system cross bracing members have fallen off on numerous panels and also have section loss; � Tvpioa||y, obae| manufactured circa 1900 has a significantly lower yield strength than modern steels. The specified yield strength is most likely 180 MPa compared to35OMPaminimum required strength and this dramatically affects the structural capacity of the bridge; � Concrete deck exhibits opa||ing, cracking and severe scaling; � Abutment condition and age of concrete used on the substructure creates a challenge for rehabilitation. Based on the year the bridge was bui|t, the substructure concrete would not have been air-entrained and is prone to opa||ing and scaling due to corrosion of reinforcing bane and freeze thaw action. 2,2, Traffic Operations There is one intersection within the study area directly north of Meeks Bridge. The existing traffic control at the intersection of Sparta Line and Roberts Line is as follows: � Eastbound approach: yield controlled � Westbound approach: stop controlled � Northbound approach: free flowing The present configuration is somewhat unuoua|, as stop and yield signs are not usually combined. This setup may be a reflection of Sparta Line being a county road (County Road 27\. while Roberto Line is a local road. Roberto Line has a posted speed of5Okm/h. To the north of the bridge structure Sparta Line has a posted speed of0Okm/h. No speed oignage is present on Sparta Line to the south of the 166 5 County ufElg �� Elgin �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O bridge otnucture, and therefore it is assumed that the posted speed is the same as on Union Road /CR2O\. i.e. 80km/h. 2.3. Cultural Environment 2'3'1' Cultural Heritage A Cultural Heritage Evaluation was completed for Meeks Bridge to evaluate the cultural heritage value of the bridge. Baoedonthereou|teoftheCu|tuna| HehtsgeEva|uationReport /CHER\. it was determined that Meeks Bridge is of cultural heritage value for design/physical and contextual reasons. The Cultural Heritage Evaluation Report is provided in Appendix A. Built in 1900. Meeks Bridge is the earliest surviving example of steel through tnuoo. double- intersection Warren truss with riveted connections in the County ofElgin. Many obae| through truss bridges, once typical of its time, have now been replaced. Double-intersection Warren truss structures were not oonnnnon|y built structures. A bridge has existed at the current Meeks Bridge location for 119 yearo, a testament to its craftsmanship and materials. The structure has not undergone any significant modifications and clearly exhibits its original form and retains its original lattice railings with decorative end posts on both sides of the structure. Heritage attributes (i.e. character defining e|emento, under the physical/design value criteria) for Meeks Bridge include the following: � Single span structure; � One lane carriageway; � Cast-in-place, reinforced concrete abutments; � The steel through truss otruoture, adoub|e intersection Warren truss ao defined by the parallel top and bottom cords and diagonals; � Built up sections of the truss that include ohanne|o, ang|eo, plates and lattice members; � Steel floor beams and stringers; � Riveted connections; . � Two maker's plaques, one on the northwest end post which is complete and one on the southeast post which iobroken � The various examples of"Carnegie" markings on the steel components, in particular the end posts and the vertical at the hip of the end posts; � Lattice railing and decorative metal end posts with pyramidal caps; and � Concrete deck Adhering to accepted principles of conservation praotioe, it is preferred that. if possible, Meeks Bridge should be preserved in situ /i.e. at the current location) given its demonstrated cultural heritage value orinterest. 2'3'2' Stage 1 Archaeological Assessment A Stage 1 Archaeological Assessment was conducted to identify if any portions of the study area contains archaeological potential. The property inspection determined that parts ofthe study area exhibit archaeological potential and will require Stage 2 assessment if impacted by 6 167 C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O project construction activities. The findings of the Stage 1 Archaeological Assessment are illustrated in Figure 2-1. In light of these results, the following conclusions and recommendations will be carried forward to detailed design: 1. The study area exhibits archaeological potential. |f impacted, these lands require Stage 2 archaeological assessment by test pit/pedestrian survey at five metre interva|o, where appropriate, prior to any proposed construction activities; 2. The remainder of the study area does not retain archaeological potential on account of deep and extensive land disturbance, low and wet conditions. These lands do not require further archaeological assessment; and, 3. Should the proposed work extend beyond the current study area. further Stage 1 archaeological assessment should be conducted to determine the archaeological potential of the surrounding lands. The Stage 1 Archaeological Assessment report io provided in Appendix B. 168 7 County of Elgin C .1 Meeks Bridge Replacement Municipal Class Environmental Assessment September 2020 s � r34 / / j' IJ P a f 6TlI5YARFA J/ rTE6TPIT9lIR�EYREQUIRE❑ 5 _E i,Dlglt-l- 0 25 PHOTO LOCATION ANE OIRECTIO G Ey Ea�NSTarGeon9rapM1-us ' O19TOREEO N0 POTENTIAL vLOW—WET-NO POTENTIAL -� 1 Ae—RID uIGNRa d-GIS Oser PEOESTRWN9OR—REOOIRE ommun ly IVIE�f ES S I Prolettion:NAN 19831JTM Zone 17N ASI PRONE ,7 NIT 19EA-259 DRAWN BY ESB Sale. 1:900 DATE.202-5-21 FILE:I9EA_259 SQIR—Its Page Size.S.5 x 11 Figuret ical Assessment Findings 8 169 C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O 2,4, Natural Environment A natural heritage assessment was conducted for Meeks Bridge to identify the natural heritage constraints in the study area. The Natural Environment Report is provided in Appendix C. The study area is comprised of min of wooded areas and agricultural lands. Kettle Creek, its riparian woodland, and associated habitats are the main natural heritage components in the study area. The riparian woodlands are within the Kettle Creek Conservation Authority's /KCCA\ [}.Reg.181/O0 limits. The natural heritage features within the study area are illustrated in Figure2-2. Provincially significant Areas of Natural and Scientific Interest (ANSI) are determined by the Ministry ofNatural Resources and Forestry /MNRF\. The existing bridge is located within the Port Stanley Till Earth Science ANSI. The Earth Science ANSI io reflected in the mapping of township and county Official Plans as part of the Significant Natural Features and Natural Heritage Features and Areas layers, respectively. 2'4'1' Vegetation The riparian areas along the banks of Kettle Creek are identified as being significant woodlands and significant va||ey|ando. A vegetation survey was conducted on June 22. 2O2Otoinvestigate the extent of the vegetation communities occurring in the vicinity of Meeks Bridge. Natural and semi-natural vegetation features identified within the study area were classified according to the Ecological Land Classification for Southern Ontario as illustrated in Figure2-3. The following natural and semi-natural communities are found in proximity to Meeks Bridge: Black Locust Deciduous Forest (FOD4); Willow Deciduous Swamp (SWD4-1); Willow Thicket Svvamp /SVVT2- 2\; White Spruce Cultural Plantation /CUP3-8\; Sumac Cultural Thioket /CUT1-1\; Old-field Cultural Meadow /CUM1-1\; and. various Eastern White Cedar Hedgerows /H\. 170 9 ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ UJ LL. LL. 2 ro of iE W E N o NN 4 �Q N o Q U w w wiiE i W m m r of i t if 0 Im � y 1 � wu.�, r M P 1� i j /fy r P, �------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ County ufElg �� Elgin �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O 2'4'2' Terrestrial The terrestrial ecosystem is dominated by riparian woodland and wetland communities. The collection of background information specific b»wildlife and wildlife habitat includes a summary of bird species documented in the study area. A total of54 bird species were documented in the vicinity of the site between 2O1O and 2O2O. C}f these, 39 species are considered migratory and regulated under the Migratory Birds Convention Act (M BCA), while eight additional species are protected under the Fish and Wildlife Convention Act, 1997. Only six of the documented bird species are not under any legislative protection. A total of nine bird species are considered area sensitive according to the Significant Wildlife Habitat Technical Guide (SWHTG, 2000). One species, Bald Eagle /Ha|iaeetuo |eu000epha|uo\ is listed as Special Concern under the provincial Endangered Species Act, 2OO7 /ESA\. A breeding bird survey was completed at Meeks Bridge on May 25, 2020 and on June 15, 2020. In addition tothe bird ourvey, incidental wildlife observations were recorded through visual and auditory observations as well as indirect incidental observations (i.e. tnaoko, ooat, and ooenb;\. A total of32 wildlife species were documented during the field inveodgadon, including one amphibian species, 29 bird species, and two mammal species. One species ofherpetofauna was observed in the study area during daytime site investigations as an incidental observation: American Toad (Ananyruoamerioanuo). The two mammal species included Red Squirrel /Tanniaooiuruo hudooniouo\ and Eastern Chipmunk /Tanniaootriatuo\. Twenty of the bird species observed are regulated under the MBCA. Three of the bird species, Belted Kingfisher /Megaoery|ea|oyon\. Blue Jay /Cyanooittaoriotata\. and Turkey Vulture (Cathartes aura), are protected under the Fish and Wildlife Conventions Act (FWCA). The two mammal species encountered in the study area are regulated under the FWCA. Several ofthe species observed are not under any legislative protection: Brown-headed Cowbird (Molothrus ateh; Common Grackle /C)uiooa|uoquioou|a\; European Starling /E)turnuovu|gario\; Red-winged Blackbird kAge|aiuophoenioeuo\; and. Rock Pigeon /Co|unnba |ivia\. Species at risk (SAR) encountered during the field surveys included a pair of Barn Swallows /Hirundoruodoa\ observed foraging over Kettle Creek on May 25. 2O2O. The Barn Swallow io regulated as 'Threatened' under the ESA and on Schedule 1 of the federal Species at Risk Act. No breeding evidence was obtained during breeding bird surveys, and there were no Barn E)vva||ovv nests found on the existing bridge structure. The study area is located in a predominantly rural setting with natural areas found mainly along the riparian corridor of Kettle Creek including deciduous forest, deciduous swamp and thicket swamp habitats. The existing bridge structure provides nesting habitat for Common Grackle and American Robin, and there were several active nests of both species observed during field investigations. Common Grackle were nesting above the bridge deck on the bridge supports and an American Robin nest was located under the bridge deck on top of the one of the support beams. A recently fledged American Robin was observed under the bridge deck on a support beam during the second survey on June 15. 2O2O. Both these species are common throughout southern Ontario in urban and rural settings and will use a variety of structures to support their nests. Note that Common Grackle is not protected under the MBCA. however American Robin is. The timing of vegetation removal is subject to the MBCA. Disturbance to any neot, eggs or young io prohibited under the MBCA. 12 173 C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O 2'4'3' Aquatic The study area is located within the Kettle Creek Watershed and the jurisdiction of the KCCA. Meeks Bridge is located within the KCAA Regulation Limit and the Regulated Flood Area. Afioh community survey was conducted and none of the fish species identified are provincial or federal species atrisk. The fisheries records are reflective ofa mix of cool and warm water opeoieo, therefore any in-water works would be prohibited October 1 to July 15. Aquatic field investigations were conducted on April 30, 2020 and June 22, 2020. These investigations were focused on the areas where construction activities would occur near the bridge and inor near water. The reach surveyed included an area 1OO metres upstream and downstream of the bridge. This stretch of the creek meanders in a southerly direction toward Lake Erie. This watercourse is confirmed to provide direct fish habitat. 2_4_4' Species at Risk Breeding bird and vascular plant inventories were completed in spring/summer 2020 and no SAR or SAR habitat concerns were identified as a result of those surveys. However, additional study is recommended to confirm presence of candidate roost habitat for SAR bats (i.e. suitable cavities in mature trees) and the project approaohtoavoidimpaototoSARbatoifpotenda| habitat is identified. This data collection will be completed as part of the tree inventory to take place during detailed design. 2,5, Hydraulics A hydraulic assessment was conducted to assess the Kettle Creek water levels and velocities surrounding Meeks Bridge for existing and proposed conditions. The Hydraulic Assessment report io provided in Appendix D. No hydraulic models for Kettle Creek within the study area were available from KCCA. Since no existing hydraulic model was avai|ab|e, a hydraulic model was developed using GeoHECRAG and was based onsurveyed upstream and downstream cross sections, bridge profile and bridge configuration based on survey and detailed drawings provided by the client as well as available Ministry ofNatural Resources and Forestry contour and L|DAR data. Based on the results of the hydraulic assessment, the existing bridge passes the clearance criteria for the 25-year design storm. The bridge can convey upto the 25-year flow with O.25m of freeboard, be|owMTC} requirements. During the regional otorm, the roadway running east west parallel to Kettle Creek upstream of the bridge, as well as the roadway south of the bridge and farmland to the north ioovertopped. Relief flow and velocity n depth over roadway criteria are both surpassed. Table 2-1 and Table 2-2 below provides a summary of the water surface elevation at the cross- section directly upstream of the bridge, as well as the freeboard, o|earanoe, bridge criteria and existing performance. 13 174 County ufElg ��in �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O Table 2-1; Existing Water Surface Elevation, Freeboard and Clearance MEW Wr �Ij 01// Elevation (m) I HIM Velocity(m/s) Table 2-2; Existing Condition - Summary of Criteria Requirements and Performance Passing Design Event 25 Years 25 Years YES Relief Flow - Depth of Water Over Road 0.3 (max) 2.45 NO (Regional Storm) (m) Velocity x Depth Over Road (Regional) 0.8 (max) 1.76 NO 2'5'1' Climate Change A review of intensity-duration-frequency (I DF) parameters based on MTO's Lookup Curves was completed to assess the impact of climate change on Meeks Bridge over the design service life of 75 years. Future I DF parameters based on MTO Lookup Curve Year 2085 compared to 2010 predicts a maximum increase of 15% and 7%, respectively, for the 2-year and 1 00-year design rainfall intensity. A 7% increase in flows during the 1 00-year flow results in an increase in water levels of 0.20 m, which is less than the proposed clearance of 0.4 m to the soffit of the bridge. Also, the hydraulic design of the bridge span also considers flow during Regional Event (Hurricane Hazel) which is much greater than the 100-yeardeoign event. Based on the assessment, no additional mitigation measures are proposed to address climate change considerations. 14 175 C: CD LO ,E) a) C14 El E CD C 0 U) a) >1 a) -0 uu)) E :3 < 0 U) a) E C: 2 ui U) U) o O L- co 0 N - "t "t I-- I-- 0 m m LO Ci m I'- � w Lo m U) co [-- CV) co co Nv Lri cli cli cli - 0 0 N 1-- 0 2 — w LO N — CN Q) xra r— r— CN LI) CN Ul) (3i (o cv) 00 CN c,4 CN N 4R, CN a) M ro® C� LO (o M c) m CN C) CF) LO cq '--t 00 c,) C-4 6 Cj CD CN CO m co N co co LO CN ( CN 0') LO ci U) .0 co oi - - 2 F- C) co C=) Lo co LO co co a L'j- co C'? co CO CN CN 00 CO N 0 0 co U E E E q3 E E 4-J > 00 01 ll'- L') CID CID 4 4 (6 11-- 11-- Ln L') 00 "1 CID 114') (N 114') CID III- N 6 bb fC CID ,I CID (D III- 4� llx� llx� (6 cll!5 cll!5 E Y) CID CID III- 4� 4� llx� llx� (6 cll!5 0 0 —i LL CH III- CID 01 C� CID Ln Y) N M (D 114 0') (6 o') o') CBI 114') III- CID III- CID (Y) m Ln IN 00 0 O N > 6 C: bb Ji a 4a 75 m E CID m CID CID eL U) CID CID 114') 01) N 0 0 LL (D CID 2 CD C14 CD 0 E E E Ln > o U) 01 (D 01 111- C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O 2,6, Utilities Overhead hydro facilities are present on the north side of the Sparta Line and Roberts Line intersection. There are no known utilities along Meeks Bridge. The overhead utilities on Sparta Line/Roberts Line should be protected during construction in order to avoid temporary relocation. 2,7. Problem and Opportunity Based on an assessment of Meeks Bridge, the problem being addressed is described as follows: � The bridge currently has a load posting of tonnes due to the structural capacity of truss bottom chords /2- C230X20U and transverse beams /VV400X07l. � Underside bracing has fallen off on numerous panels and the remainder is corroded. � The concrete deck exhibits opa||ing, cracking and severe scaling. � The 2019 bridge inspection report recommended rehabilitation in 1-5 years and replacement in 0-10 years. Overall, Meeks Bridge is in poor structural condition and is in need of replacement or reconstruction. 17 178 County ufElg ��in �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O "% Alternative Solutions �^ ~,. ��n�w,�K����UY��� ~���n���Uons Four alternative solutions are under consideration for Meeks Bridge: Alternative 1 — Do Nothing m Structure remains in an as-is state � No improvements to current structural state � Meeks Bridge would be monitored regularly until eventual full closure Alternative 2 — Rehabilitate the Bridge m Rehabilitate the superstructure by adding supplementary steel components � Resurface the substructure and replace the concrete deck Alternative 3 — Replace the Bridge m Replace the existing structure with a structure capable of accommodating all vehicles Alternative 4— Remove Existing Bridge and Retire Road � Includes removal of the existing bridge and retirement of the road at the water crossing including construction of vehicle turn-around on Sparta Line. 3,1 , Structural Analysis Screening 3'1'1' Alternative 2 — Rehabilitate the Bridge In advance of the analysis and evaluation of alternative oo|udono, a structural analysis pre- screening was conducted to confirm the feasibility of Alterative 2 — Rehabilitate the Bridge. Based on the screening, it is not considered practical or economically viable to rehabilitate the existing bridge (Alternative 2\. Additional rehabilitation work will be required onarecurring basis depending on the extent of the initial rehabilitation work. The following work will likely be required in order to rehabilitate the bridge sufficiently to increase the load posting: 1. Resurfacing substructures: remove 100mm thick concrete from the abutment walls to 25mm beneath the existing reinforcing otee|, blast clean, and resurface the substructure with added new reinforcing steel and cast-in-place concrete; 2. Rehabilitate superstructure: adding additional steel components to the existing steel components such as bottom chords, transverse beams and bracings to increase the structural capacity; or alternatively, replace existing steel components with new steel components; 3. Replace concrete deck with new reinforced concrete deok, place waterproofing membrane and protection board, and place asphalt pavement. Even with the above noted rehabilitation efforts, it is not known whether the bridge can be brought into compliance with current highway loading requirements. Bridges of this vintage were typically originally coated with red lead paint which is now considered tobea hazardous substance. Any rehabilitation works would disturb the lead paint and require major environmenta| proteotionandremediadonmeaoureo. greaUyaddingtoany cost of work and the potential risk to the local environment. 18 179 C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment I September 2O2O With rehabi|itadon, it may be necessary to increase the depth of the lower truss members to achieve the desired capacity increases. This would reduce the freeboard of the existing bridge and add to local flooding concerns. Based on the above, Alternative 2 — Rehabilitate the Bridge, was not carried forward to the evaluation of alternative solutions aoitio considered infeasible. 3'1'2' Alternative 3 — Replace the Bridge A structural screening analysis was conducted for Alternative 3 (bridge replacement) in order to determine the appropriate replacement span and cross-section in advance of the evaluation of alternative solutions. It is proposed to use the existing Acrow Port Bruce temporary modular bridge as the replacement structure for Meeks Bridge (if Alternative 3 is selected as preferred) given that a new structure is currently being constructed at Port Bruce and the temporary modular bridge is a suitable structure for the Meeks Bridge location. The Port Bruce temporary modular bridge's length and width can be adjusted to provide various lane widths for traffic and shoulder width for pedestrians. The modular bridge is available in 10-foot increments. Two options for the span of the Meeks Bridge replacement were considered: � Option 1 - 130ft /39.0 m\ span � Option 2 - 14Oft /42.5m\ span Four cross-section sub-options were considered for each of the span options: � Sub'OptionA - 1 traffic lane and additional space for pedestrians � Sub-Option B - 2 traffic lanes (3.5 m) including buffer but no pedestrian space � Sub-Option C -2 traffic lanes (3.75 m) including buffer but no pedestrian space � Sub-Option D -2 traffic lanes (3.75 m) including buffer and additional space for pedestrians Option - 140-foot /42.5 metre) span was selected as the preferred alternative as the new bearings can be located behind the existing abutments and founded on piles or caissons. The existing abutments can remain in place but be modified toallow the Port Bruce bridge topass over them. Using a 130-foot /39.0 metre) span (Option 1) would require extensive modification to the existing abutments and this is noted as being a high-risk option as the condition of the existing abutments has not been assessed to determine the potential extents of modification required (noting they are 12O years o|d\. Neither span option causes a significant change in proposed water levels and both options provide an improvement in hydraulic conditions over existing conditions. Sub-option Bvvao selected as the preferred cross-section alternative ao two 3.5 m traffic lanes is an improvement over existing conditions and pedestrian facilities were not identified as being required since there are no facilities upstream or downstream of the bridge, and there is very little pedestrian activity on the bridge. Therefore. Alternative 3 is considered to be the best sizing for the Meeks Bridge. Aorow modular bridge. with 14O-foot /42.5metre) span and 2 traffic lanes /3.5 metres including buffer) but no pedestrian space. 19 180 County ufElg ��in �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O 3.2. Analysis and Evaluation of Alternative Solutions The following technical criteria were established for the analysis and evaluation of alternative solutions: � Transportation/Maintenance: ability to maintain existing aooeoo to Sparta Line and improve road geometry � Structural: ability to address structural deficiencies and load limit m Hydraulics: ability to improve hydraulic conditions � ydmtunm| Environment: direct and/or indirect impacts on vvateroouneeo, fioherieo, aquatic habitat, terrestrial e000yotemo, and shoreline habitat � Socio-Economic Environment: direct and/or indirect impacts related to propertv, aooeoo and construction staging � Cultural Environment: impact on arohaeo|ogy, built heritage and cultural landscape resources � Cost Estimate: approximate construction costs. The alternative solutions have been ranked using the above noted evaluation criteria from least preferred to preferred based on the evaluation scale illustrated in Figure3-1. Most Preferred Least Preferred 0 &IqW C �D 0 Figure 3-1 ; Evaluation Scale The analysis and evaluation of alternative solutions is provided in Table 3-1. As noted above. Alternative 2 — Rehabilitate the Bridge was not carried forward to the evaluation. W E N o N N -Q N Y U ��% O o O E U) l j N CO W E .. Q U m i E d CO U w O U N � U U J C 05 - O U f O • O 0) N u O p O Q Q N N 1 of m U 0) Oi O) Q N04 r U) Q m y Q N Ccu 05 c _0) 3 3 W = W ) O ?i 0) O N E m 05 O cu >' a) y Z O a) O U) E O U8 C N U O i N Q m O I% 7 > O Q > U Q > 0) N E E ' cuO C m y U U E 0O ® f - E N a) d d cu > l�r 05 � ` N N •cu O C N 0) C T U O)._ U C -C ?i (6 05 Q 0) 00 > 7 0) U >. 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U p 0 U U U) a) y 0 -0 a) m / O O).Q.• N y N O r- O) _0 'N = .o U N oO a) _� N U E ° > ,u s E o ° n n a) t m o �_ _rn N o E r ° a) as a > y O m .� 0 0 U Q y X a) N a) (0 .o O '6 N u) a) N w E U U E C d N i 3 3 a) C r y C C �0 7 U) d as Y o °) > a " o w N as U t > d Mn :� U C d 0 a) N C U M 0 0 y a) 7 y U N C y U Q y C O U O)y t m p C '6 '6 Q C d ° Y d H d ' aN) E O c°� w > ° n .S (U o 0 y m .m > o n m d y N m o m ti d m o' rn rn °) y a°> N U O S Y N O y a) Y O N Q m C W Q 't/) a) (6 E Q (06 O a) > 'X m N a) m d 3 N C 0- O O N y 3 3 2 E D p cu > N Q U 0 a) y a) N y U N .E � .� ?i Q � H Q N O U =i N ?i U N N -6 .E .� d Q 0 O a) N tl m a) > �_ > a) Q S N 0 a) .�- d rn dE as m 2 E .�„ 0 O 0 N Q N E 0 m — O O O 2 O E 0_ 30 0 d = E 0 Q 7 0 m p 0 f N O CO E S C U (� 0 U f N _ p N O O N O yU)OO =( N U a) O II U • t (C O) 3 E 3 o m _s p f 2 O N 0- a) O U)N i a) U -0 U d tl) .X 0 m N C Q.r+ 7 N Q N E m (6 a) C O > 3 t U 0 O ?� N N ,E t o ?i m -0 a) d a y n .o d d y as 0 O�1 O) o t U '0 N > w 0 10 0 N 0 0 E U) i a) 0 c N 0 m ro 0U Y N N N U _ _ 0 = C a) 4 0 m O Z -0 o 0 > Z Q a) > w a) W ro �I U � � Q / C O M a� W W C m 0 E 0 c o M_ 0 C _w m W U W W o 4 W f` cn /§) — � z ® / j - \ 7 2 \ \ ® ) \ } � / \ ( ® ) z —) .�/ \ « k � � � � \ 0 ) \ § 2 % G ° \ j J � \ : � 2 ` � \ � z � � \ � \ \ � $ # § a ƒ £ k y \ a ± \ ) 0 � � \} �/ ewe :/ � .. ..� . . � � � �) ) ) \ ° , / on o County ufElg ��in �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment I September 2O2O 3,3, Preferred Solution Based on the results of the analysis and eva|uadon. Alternative 1 and 4 do not provide an opportunity to maintain the existing access to Sparta Line or improve the existing hydraulic conditions. Alternative 4 would result in complete removal of all identified heritage value of the existing bridge. Alternative 1 would eventually lead tofull removal. [}vena||. Alternatives 1 and 4do not address the problem and opportunity statement. Alternative 2io not considered feasible. Therefore, based on the evaluation of alternative solutions, replacement of Meeks Bridge has been identified ao the preferred alternative based on the following: � Addresses the problem and opportunity statement; � Current load limit of8 tonnes ioremoved� . � Opportunity to improve hydraulic conditions and reduces regulatory water levels; m Minor impacts to vegetation however a planting plan can be developed to mitigate impacts; � Moderate construction duration; and � Abutments maintained (identified as having cultural heritage value/interest). 24 185 C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O u� Consultation -�. `�������n�uu�Uon 4.1 . Notice of Study Commencement A Notice of Study Commencement was prepared to inform the public and agencies of the initiation of the Class EAstudy. |t was mailed to approximately 22 agency representatives and stakeholders on February 2O. 2O2O. The notice was also hand delivered to residents within the study area. A copy of the notice io provided in Appendix E. 4.2. Notice of Online Public Information Centre The Notice of Online Public Information Centre /P|C\ was prepared to inform the public and agencies of the opportunity to review the project progress at a virtual P|C. The notice was advertised in the St. Thomas Times Journal on August 25 m. 2020. the Aylmer Express on � � August 2(� Port. 2O2O and the Po Stanley Villager on September . The notice was also mailed to approximately 20 reoidente, agencies and stakeholders. A copy of the notice is provided in Appendix F. 4,3, Kettle Creek Conservation Authority (KCCA) A Draft Hydraulics report for the Meeks Bridge crossing were prepared which considered existing f|ovvo and modifications due to the proposed bridge replacement (see Section 5.5\. This report together with the Natural Heritage Assessment report were forwarded to the KCCA for their review. An email response was received from KCCA on Auguot25 m. 2020 saying that they had reviewed the draft hydrologic/hydraulic modelling report and that they had no objections or additional comments to add on its content and/or conclusions. 4.4. Online Public Information Centre Due h» COV|D-19 and public gathering restrictions in place by the provincial gmvernment, an online P|Cvvao held in place ofatraditional in-person meeting. P|C display material was available on the Counh/'o vveboite for viewing from August 31 m to September 18 th. 2020. An online comment sheet was available on the project website for members of the public to submit their comments to the project team. A copy of the P|C material and the comments received are available in Appendix F. Fourteen comments were received in response to the online P|C. The comments received through the online survey are summarized under the following four main headings with an italicized commentary following: � Support for the replacement of Meeks Bridge Overall, comments submitted in response to the online P/C generally noted support for the replacement of Meeks Bridge. No comments suggested another option. � Meeks Bridge is a preferred route for pedestrians and cyclists travelling to and from Port Stanley While acknowledging that cyclists wil/no doubt be present crossing the bridge' within the study area, Sparta Line /s not identified or designated aa a cycling route 186 25 County of Elgin C Meeks Bridge Replacement Municipal Class Environmental Assessment I September 2020 by the County of Elgin and therefore dedicated cycling facilities are not recommended. Therefore, existing conditions are maintained with the one change that more pavement width is provided allowing vehicles to avoid bicycles more easily. Request to make the replacement bridge cyclist-friendly and consider"cycling grade" grating on the bridge deck to improve traction During detailed design, considerations will be made to ensuring the replacement structure is cycling friendly(i.e. reviewing road surface). One person commenting on the existing Port Bruce bridge (that will be used to replace Meeks Bridge) "The surface in use at present, in its temporary place, makes the bridge very safe for cycling". Several comments were made expressing a concern that an increase in traffic volumes will occur if two traffic lanes are provided across the bridge. These comments appear to assume that the route will become much faster(more attractive and less safe) once two-way vehicles are allowed on the bridge. However, as part of the reconstruction there is a recommendation to make the Sparta Line/Roberts Line intersection 3-way stop controlled. This will assure that all vehicles will have to come to a stop at the intersection immediately north of the bridge thus assuring that speeds on the bridge will not increase. Furthermore, it was stated in one of the comments that in the current one-lane situation, "/ travel that way often and don't find/am constantly waiting for another vehicle"therefore, there is currently little delay offered by the current situation due to the low volumes present. This negligible delay will barely change with one-lane available in each direction, particularly in concert with the 3-way stop control, so therefore it must be concluded that the route does not suddenly become much more attractive from a time/speed perspective and therefore is unlikely to attract significant traffic from parallel routes. There were one or two other miscellaneous comments about the curvilinear road alignment present on Roberts Line/Sparta Line, which the County is aware of; however, is not the subject of this project at this time. Another comment talked of not increasing the load limit on the bridge, but if a bridge is to be replaced it needs to be designed to current standards regardless of whether significant truck traffic is present. 4.5. Indigenous Communities At the onset of the study, the Ministry of Environment, Conservation and Parks (MECP) was contacted to establish the Indigenous Communities that may have interest in this study. Based on the response received from MECP, the following Indigenous Communities were consulted at all key study milestones: Kettle and Stony Point First Nation Aamjiwnaang First Nation Bkejwanong (Walpole Island First Nation) Chippewas of the Thames First Nation Caldwell First Nation 26 187 C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O m Oneida of the Thames First Nation Comments received from the Indigenous Communities and responses are provided in Appendix G. �� Description ^�� Proposed Undertaking �� n��Kr^ �. ������U���U��� ��n n ���������� ������n ���Ung 5.1 . Structure The Port Bruce temporary modular panel bridge (by Acrow Technology) will be utilized to replace the Meeks bridge superstructure. The Port Bruce bridge io currently a single lane having a54.8m +/- span, o/c bearings distance of0.7m and 5.29m +/- wide with anepoxy aggregate anti-skid coated steel deck. The Port Bruce temporary modular bridge's width can be adjusted to provide various lane widths. The bridge's span length can be adjusted in 3.05 metre /10foo8 increments and as such it cannot be reduced to match the existing 38.7 metre /120.97 foot) span of the existing Meeks bridge. Adjusting the width io achieved by purchasing and installing new bridge components from Aorovv. The replacement bridge will have a 140-foot /42.5 metre) span. Fora 140-foot span bridge /14 bays at 10 feet), the new span length will be approximately 42.5 metres, which is approximately 3.8 metres longer than the existing 38.7 metre span length. The new bearings will belocated behind the existing abutments and founded on piles orcaissons. The existing abutments will remain in place but be modified toallow the Port Bruce bridge to pass over them. The general arrangement drawing for the Meeks Bridge replacement is provided as Figure 5-1. 5.2. Road Construction As part of the Meeks Bridge replacement, the Trust to Truss width across the bridge will be 7.3 metres. Two -3.25 metre traffic lanes will be provided over the bridge. Currently Sparta Line on the south approach has two 3.25 m wide lanes but narrows close to the approach to the existing 1-|ane bridge. A localized widening of the south approach /- 20 nnetneo\ is required to match the 3.25m wide lanes. No active transportation facilities will be provided along Meeks Bridge as there is no active transportation connection upstream or downstream of the bridge. The new bridge will be constructed on the existing road alignment. The design speed ofSparta Line over Meeks Bridge io5O km/h with a sag curve ofk=8. The guiderail on the northwest corner of the Sparta Line and Roberts Line intersection will be extended and end treatments will beadded. End treatments will also be added h» the south end of the guidenai| on both sides on the road. The grading adjacent h» the end treatments will be 3:1 (subject to review in the detail design stage). The functional design for the Meeks Bridge replacement is illustrated in Figure 5-2. 188 27 y g � n z z w w w £ w g0 w ID Lj ya sod m� w Y w \\ 4 8N v o fill : U.: tt � a V T V � � p Lb 3 � Lj- „ruq m Y �l m fl-o N N C of O ��N QI�- W p 4 o m E � � Q o � � ' }!{ �\\ m r { � \ e « ^ _w z2 , 2 w ms S � m \ m ] «§ m ( 2 \g 2 / s E � j m . ©rs 2 G \jr j m . I , ^ xC % \\ \ » L / o ®® (\ \ w / } } j \ ( � ( { :} � 0 County ufElg ��in �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O 5,3, Intersection Configuration The following alternatives were considered for the traffic control at the Sparta Line and Roberts Line intersection: � Alternative A - Maintain existing /i.e. eastbound approach yield controlled, westbound approach stop controlled, northbound approach free flovving\. � Alternative B - East-west movements stop controlled and northbound approach free flowing. � Alternative C - East-west movements free flowing and northbound stop controlled. � Alternative D -A||-vvay stop control. While traffic counts are not available for the inteneeotion, it was noted that traffic volumes are relatively oma||, and therefore all four alternatives are anticipated to be viable from a traffic operations perspective. The main issue tobe considered when comparing the alternatives are interoeotionoighUineo. For alternatives A and B, east and westbound drivers must be able to see northbound vehicles approaching on the bridge structure. Hovvever, the new bridge structure will likely create more significant sightline obstructions for the eastbound/westbound approaches due to the type of superstructure and the fact that the approach of the bridge structure is proposed to be relocated toward the intersection by approximately 1 metre. Sightline requirements are higher for existing conditions relative to alternative B, as the intersection sight triangle for yield control is to be established based on a vehicle speed of appronimate|y3Okm/h. For alternative C, northbound drivers must be able to see approaching eastbound/westbound vehicles. While the bridge structure is not anticipated to beaoighUineobstruction, the horizontal curvature along Sparta Line ioofconcern. Given the posted speed of0Okm/h. a design speed ofat least 7O km/h ioassumed. The required intersection sight distance iothen 15O metres ifa passenger car io used ao the design vehicle. The key issue with alternative C is that roadside vegetation would have to be removed. In addidon, regular vegetation control would have to be conducted throughout the opring, summer and fall months. Sight distances required for all-way ob»p control (alternative D\ are less than for alternatives A. B or C, and the new bridge structure or the existing roadside vegetation will not create sightline obstructions that would require mitigation. Based on the above, the intersection of Sparta Line and Roberts Line is recommended to be converted to all-way stop control. This configuration is the least problematic with respect to additional sightline constraints created by the superstructure of the new Meeks bridge. In addidon, no modification of roadside vegetation is required. 5,4, Natural Environment The Meeks Bridge replacement makes use of a prefabricated bridge that can be assembled and lifted in place to avoid the need for in-water works and minimize impacts to Kettle Creek and associated fish habitat. As well, the staging and storage ofmaterials associated with removal of C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O the existing bridge and assembly of the new bridge will occur within the existing roadbed and avoid intrusion into adjacent vegetation communities and associated wildlife habitat. The existing bridge abutments will be modified to accommodate the new bridge but remain in place to avoid disturbance to the creek bank. Dewatering is likely to be required during construction of the new bridge supports /oai000no\. The proposed construction disturbance area (CDA) is limited to areas of road widening that are required along Sparta Line and Roberts Line and a widening of the turning radius of Sparta Line at the north end of the bridge to accommodate the approach to the wider bridge deck. As well the bridge will occupy a wider footprint on the south side of the creek and some grading will be required to accommodate the bridge connection b» the existing roadbed. The footprint of construction will be accommodated within the existing road right-of-way (RC}W), including the necessary grading. Direct impacts are identified to private trees part of a hedgerow planted along the ROW and to the edges of vegetation communities within the identified areas of disturbance. Additional trees in proximity to construction have the potential to be harmed through compaction of soils and/or unintended conflict with construction machinery. No plants listed ao threatened orendangered were found within or in proximity to the CDA during field inveodgadon, therefore no impacts to p|antE)AR are identified. Wildlife assemblages with potential to use the CDA and surrounding areas are common/secure species tolerant ofanthropogeniodisturbance. During field inveodgadono, a number ofnests were found on the existing bridge structure including those of species protected under the Migratory Birds Convention Act /MBCA\. Where works are proposed to occur during the active season for wildlife, there is also potential for incidental impacts to wildlife entering the construction zone. No SARvvere identified during field investigations; however. recommendations are made in the following section to further consider potential for impacts to SAR bats during detailed design. Indirect impacts associated with construction of the new bridge /gnading, exposed soils in proximity to the creek, dewatering) also have the potential to degrade water quality of Kettle Creek and impact aquatic habitat. Construction related impacts can first be mitigated by minimizing the extent of disturbance wherever possible through coordination of all project related p|anning, including deoign, staging and scheduling. The extent ofconstruction related activity can be effectively isolated and secured from adjacent natural lands through the installation of erosion and sediment control measures, to mitigate the potential for silt and sediment entry into surface water features and adjacent lands. Construction exclusion and tree protection fencing will also mitigate impacts to trees and vegetation communities associated with soil compaction and accidental intrusion of construction equipment (both overhead and atgnade\. To some extent, these means of isolating of the work area will also serve to discourage the entry of wildlife into the work zone thereby minimizing risk of incidental encounter of wildlife during construction. Additional mitigation measures to reduce impacts to the natural environment are provided in Section 6. 192 31 County ufElg ��in �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment I September 2O2O 5,5, Hydraulics A hydraulic assessment was conducted for the bridge replacement to assess how the proposed design effects water surface elevation and overall hydraulic performance. Given that the proposed configuration does not involve the removal of existing abutments, the proposed bridge will have the same clear span ao the existing bridge of30.8metres. While the existing bridge had a trapezoidal truss, which reached a height above the roadway of 5.24 metres at its peak, the modular bridge is a rectangular truss which reaches a height of 3.85 metres. This change in truss shape and height would still reduce the overall amount of truss that the bridge has. Additionally, the modular bridge has a depth between the road surface and bottom truss (soffit) of 0.81 nnetreo, while the existing bridge had a depth of 1.21 nnstneo. This diffenenoe, while keeping the bridge deck surface at existing levels, would provide a higher soffit. Table 5-1 and Table 5-2 below provides a summary of the water surface elevation at the cross section directly upstream of the bridge, as well as the freeboard, o|earanoe, bridge criteria and performance. Table 5-1; Water Surface Elevation, Freeboard and Clearance Elevation (m) Elevation from Existing (m) Top of Road - Velocity(m/s) 32 193 C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O Table 5-2; Summary ofCriteria Requirements and Performance Passing Design Event 25 Year 100 Year YES Freeboard for Design Event (25-year) 0.3 0.25 NO Clearance for Design Event (25-year) 0.3 0.94 YES Relief Flow - Depth of Water Over Road 0.3 (max) 2.16 NO (Regional Storm) (m) Velocity (Regional) (m/s) 0.81 Velocity x Depth Over Road (Regional) 0.8 (max) 1.76 NO The proposed design will reduce the Regional Water Levels approximately 0.29 metres compared to existing conditions. This io due to its comparative increased deck length, and therefore truss length/blockage. The proposed design will pass the 25-year storm and increase the clearance of the bridge approximately O.4 metres compared to existing conditions. While the bridge will still continue to not pass the freeboard or relief flow height and velocity n depth oriteria, it will reduce them both. Therefore, the hydraulic conditions associated with the proposed design will be an improvement over existing conditions. 5.6. Heritage A Heritage Impact Assessment /H|A\ was conducted to evaluate the potential impacts of the bridge replacement on the identified cultural heritage attributes of the existing Meeks Bridge and to establish mitigation measures. The Heritage Impact Assessment report is provided in Appendix H. The preferred alternative includes the complete removal and replacement of the superstructure and minor modifications to the substructure of Meeks Bridge which will result in impacts to the heritage attributes identified in the Cultural Heritage Evaluation Report /CHER\ (see Section 2.3.1\. As the retention of the subject bridge following rehabilitation was demonstrated to be unviab|e, the replacement of the subject bridge with a oym pathetical|y-deoigned replacement structure should be considered. According to available dooumentadon, the replacement bridge is anticipated to be an Aorow modular truss bridge. While not a true replacement of the Double Warren truoo, the geometric truss deoign, open sight |ineo, scale and massing of the Aorow truss are comparable and should be carried forward to detailed design. While removal of the existing superstructure would significantly impact the identified heritage attributes, the 194 33 County ufElg �� Elgin �~����- Meeks Bridge Replacement Municipal Class Environmental Assessment I September 2O2O anticipated retention of the cast-in-place concrete substructure and use of an Aorovvtruss replacement superstructure is considered to be a suitable means of reducing the impacts to the historical and contextual value of the crossing. Where feasible, consideration should be given to relocating the 1900 Double Warren truss for use at another crossing to carry pedestrian or cycling traffic. |f adaptive reuse io determined to be infeasible based on structural deterioration or other technical oonotnainto, consideration should be given to salvaging structural steel elements of the superstructure for use in commemorative or interpretive displays at the bridge site or in another appropriate |ooadon, if desired by the County ofElgin. Potential elements that could be salvaged and incorporated in future commemorations include a portion of the truss otructure, the intact Dominion Bridge Co. builder's plaque on the northwest end post, or the lattice railing with decorative cast iron posts. The existing oaot-in-p|aoe concrete abutments are anticipated to be retained with modification in the reconstructed bridge. Where feasible, the concrete removals required to install the rep|aoementAorow truss bridge should be limited to the extent pnaotioab|e, as the concrete abutments are identified cultural heritage attributes. Prior to modifications of the subject bridge, the following mitigation measures should be considered and implemented, where feasible: � The bridge and setting should be professionally documented. The CHER /Unterman McPhail Associates 2019) and HIA completed for the Meeks Bridge is sufficient documentation; � Salvaged elements of the superstructure should be retained for inclusion in a new structure at another crossing, in future conservation vvork, or for commemorative diop|ayo, where feasible; and � Consideration should be given to a commemorative strategy, such as developing a plaque in the location of the bridge. In this neopect, an interpretive historical p|aque/oonnnnennorationoou|d be prepared including historical infonnstion, images and featuring salvaged heritage components from the subject bridge, where feasible. Heritage staff at the County of Elgin should be consulted for input regarding this commemoration. 5.7. Property No additional property io required for the replacement of Meeks Bridge. 5,8, Utilities Aerial hydro facilities on the north side of the Sparta Line and Roberts Line intersection will be protected during construction in order to avoid temporary relocation. No ud|ih/ relocation is anticipated 5.9. Construction Staging The replacement Acrow bridge will be dismantled at its current location (Port Bruce) and transported to the Meeks Bridge site. Sparta Line will be closed and the existing Meeks Bridge will beremoved. The Acrow bridge will be assembled within the work zone and will then be lifted into place bya crane located at the north end of the Meeks crossing. The assembled 34 195 C County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment | September 2O2O bridge will be rotated clockwise over the northwest corner of the intersection to limit impact to trees. All materials will be stored on the road and staging will also be done from the existing roads. Sparta Line and Roberts Line will be closed at the bridge site during construction activities. 5.10. Construction Cost The estimated total cost of replacing Meeks Bridge io $2.00O.00O. Road improvements associated with the preferred design account for approximately $120,000 of this total and the bridge replacement is appronimate|y $1.88O.00O. 6. Mitigation and Commitments to Further Work Through the Class EA process, the preferred design has mitigated negative impacts to the environment where possible. Where impacts cannot be entirely avoided, mitigation measures and commitments for detailed design and construction have been developed (Table 6-1). Table 6-1; Commitments to Further Work 11 llloilsimmimmilmo 0 MINE 111, 6 �SM Email,=11 Natural Environment - Minimize the construction disturbance area to the extent feasible. Vegetation Develop an Erosion and Sediment Control (ESC) Plan and install ESC measures prior to construction. These measures should be periodically inspected and maintained during construction to prevent entrainment and transport of sediment into adjacent vegetation communities. Do not allow heavy equipment (wheeled or tracked) outside of the delineated construction and staging areas. Complete an arborist assessment during detailed design to identify tree impacts and develop a tree preservation plan with appropriate protection measures for tree resources. Restrict vegetation removals to outside of the breeding bird season (identified by Environment Canada as April 1 to August 25 for the study area) to ensure compliance with the Migratory Birds Convention Act. Restrict tree removals to outside of sensitive periods for Bat Maternity Roosting (May 1 to August 31). Ensure that temporarily disturbed areas within vegetation communities are adequately restored post-construction with native species (seed or nursery stock), and conditions are monitored for effectiveness of restoration and making adjustments as necessary, which may include management of nuisance and invasive species. Maintain existing drainage patterns to avoid changing character of vegetation communities and associated wildlife habitat. 196 35 County of Elgin C IM11011111"I'll Meeks Bridge Replacement Municipal Class Environmental Assessment September�2020 Locate site maintenance, vehicle washing and refuelling stations where contaminants are handled at least 30 m away from natural features. Ensure that a Spills Management Plan (including materials, instructions regarding their use, education of contract personnel, emergency contact numbers) is on-site at all times for implementation in event of an accidental spill during construction. An emergency spill kit should be kept on site and a response plan developed to respond immediately in the event of a spill. Natural Environment - a Minimize habitat removal through minimizing of access, staging, Wildlife storage and grading footprints to the extent feasible, and strategic placement of these footprints within manicured or previously paved/disturbed areas. • Stabilize exposed soils promptly post-construction or during any gaps in construction timing to prevent sediment transport, and restore disturbed areas with native and non-invasive vegetation after construction. • Limit tree removal wherever possible, including dead-standing trees that may provide additional wildlife habitat. a Where construction is planned to coincide with seasons of wildlife activity ensure the construction areas are delineated by fencing that can serve to exclude wildlife from entering the work areas to the extent possible. a Limit the presence of exposed material piles that could attract Snapping Turtle to nest during the active season. a Ensure that a Specialist Environmental Monitor is available in the event that wildlife is encountered in the work zone in order to safely document, handle and remove wildlife at risk of conflict with construction activities. Natural Environment— a No in-water work is proposed for the project. Should the Aquatic Habitat construction method change during detailed design, mitigation for aquatic habitat and fisheries will need to be reviewed. Locate site maintenance, vehicle washing and refuelling stations where contaminants are handled at least 30 m away from the watercourse. An erosion and sediment control (ESC) site specific plan should be developed that details the ESC plans and responsibilities to include the following, at minimum: Ensure that construction activities are adequately contained with erosion and sediment control (ESC) measures; Intercept sediment laden drainage as close to the source as possible; 36 197 ,%.,,;.1°` County of Elgin Meeks Bridge Replacement Municipal Class Environmental Assessment September 2020 The contractor should have available on-site supplemental ESC measures that can be utilized should additional ESC measures be warranted. Locate stockpiles and staging areas at least 15 m away from top of bank/slope. Ensure that disturbed soils are stabilized and restored as soon as possible after disturbance. Provide construction monitoring on site to ensure that erosion and sediment controls are working effectively. Implement measures for managing water being pumped/diverted from excavations, such that sediment is filtered out prior to the water entering a waterbody. For example, pumping/diversion of water to a settling basin or other filtration system (filter bag, settling tanks, etc.), located in a vegetated area, a minimum of 30 m from existing wetlands or aquatic habitat. Ensure dewatering activities are addressed in a site specific Environmental Management Plan to address alterations to baseflow and discharge of water back to surface features (from both a quantity and quality aspect). Natural Environment— At this time, no SAR or SAR habitat is known to be in conflict with Species at Risk the proposed preferred alternative and methods outlined for the replacement of Meeks Bridge. When the details of tree removal/pruning of edge trees part of wooded vegetation communities or of mature, open grown trees outside of vegetation communities are better understood (i.e. detailed design) further consideration should be given to address the potential for impacts to bat SAR where suitable habitat is present. Archaeology The Study Area exhibits archaeological potential. If impacted, these lands require Stage 2 archaeological assessment by test pit/pedestrian survey at five metre intervals, where appropriate, prior to any proposed construction activities. Should the proposed work extend beyond the current Study Area, further Stage 1 archaeological assessment should be conducted to determine the archaeological potential of the surrounding lands. Heritage The existing cast-in-place concrete abutments are anticipated to be retained with modification in the reconstructed bridge. Where feasible, the concrete removals required to install the replacement Acrow truss bridge should be limited to the extent practicable, as the concrete abutments are identified cultural heritage attributes. 198 37 County of Elgin 11111"I'„ Meeks Bridge Replacement Municipal Class Environmental Assessment September�2020 • Salvaged elements of the superstructure should be retained for inclusion in a new structure at another crossing, in future conservation work, or for commemorative displays, where feasible. • During detailed design, consideration should be given to a commemorative strategy, such as developing a plaque in the location of the bridge. In this respect, an interpretive historical plaque/commemoration could be prepared including historical information, images and featuring salvaged heritage components from the subject bridge, where feasible. Heritage staff at the County of Elgin should be consulted for input regarding this commemoration. Utilities a Overhead utilities on the north side of the Sparta Line and Roberts Line intersection will be protected during construction in order to avoid temporary relocation. 38 199 Appendix A um . uu Appendix B Appendix C u��u��m lor Appendix D Appendix E Appendix F uun. . . . IIII. . . . Appendix G Page intentionally left blank. 207 SUBMITTED BY CIMA CANADA INC. — 07 Harvester Road Burlington, ON L7N 3G7 T: 239 233®037 : 239 233®035 cima.ca 208 IIII,���I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Brian Lima Director of Engineering 1011111111 Services �u ,z DATE: October 5, 2020 Progressive by Nature SUBJECT: Meeks Bridge Replacement — Pre- Ordering of Required Bridge Parts from Acrow Corporation of America RECOMMENDATION: THAT staff be directed to issue a purchase order to Acrow Corporation of America in the amount of $204,180.00 (excluding HST) to manufacture the additional bridge parts needed to repurpose the Port Bruce temporary bridge for Meeks bridge, and therefore exclude these items from the overall bridge replacement construction project tender planned for release in December; THAT the Warden and Chief Administrative Officer be directed and authorized to sign the applicable Acrow material purchase agreement; and, THAT the October 5t", report titled Meeks Bridge Replacement— Pre-Ordering of Required Bridge Parts from Acrow Corporation of America submitted by the Director of Engineering Services, be received and filed for information. INTRODUCTION: The Port Bruce temporary bridge currently in place was manufactured by Acrow Corporation of America (Acrow). This temporary bridge is being replaced by a permanent bridge which is expected to be substantially completed, weather permitting, by the end of 2020. Subject to Council's endorsement of the Meeks Bridge Replacement Municipal Class Environmental Assessment Project File, the temporary bridge will be repurposed at the Meeks bridge site with certain modifications having to be made to fit the Meeks site characteristics. The temporary bridge is modular and can be reconstructed in a different configuration thereby saving considerable material costs. 209 IIII,���I�1011l�alulur«uf,,. 2 The objective of this report is to summarize the key choices which support the required Acrow bridge design modifications, as well as outline the costs for additional bridge parts that are recommended by both CIMA Canada Inc. (CIMA) and County staff to be pre-ordered from Acrow so as to ensure availability regardless of which general contractor is awarded the Meeks bridge replacement construction project tender. DISCUSSION: The Meeks Bridge Replacement Municipal Class Environmental Assessment study has developed a preferred design that increases the width of the bridge to accommodate two-lanes of traffic which means that the repurposed Port Bruce temporary bridge will have to be widened. In addition, the Meeks bridge span is shorter than the current Port Bruce temporary bridge location. These two changes will require additional bridge parts from Acrow necessary to modify the existing structure and adapt it to the new location. Given that the tender package will specify the repurposing of the Port Bruce temporary bridge on the basis of overall costs savings, CIMA and County staff recommends pre- ordering the additional required materials from Acrow to be supplied directly to the future bridge replacement contractor. Such opportunity allows Acrow to commence manufacturing of the required parts so as to ensure there availability as soon as the contractor is engaged. Alternatively, manufacturing of the required parts could only commence once the contractor has been awarded the bridge replacement construction contract, thereby delaying the project possible by as much as three to four months. Next Steps Once approved, Acrow will commence material shop drawing preparations for CIMA's approval, followed immediately thereafter with fabrication. Staff also expects CIMA to conclude their detailed design and tender document preparation this fall with the anticipated Meeks Bridge Replacement Construction Project tender to be released in December, awarded by Council early in 2021, with construction anticipated to begin early in the spring. FINANCIAL IMPLICATIONS: Acrow is the only feasible supplier for the additional parts to modify the Port Bruce temporary bridge so that it can be adapted to the Meeks bridge site. The required parts have been costed at $204,180.00 (excluding HST). This additional cost is mainly due to the reconfiguration to accommodate two-lanes of traffic. 210 IIII,���I�1011l�alulur«uf,,. 3 If the additional parts for the Acrow bridge are included in the general tender for the Meeks Bridge replacement construction project, contractors bidding on the project will likely add a 10% mark-up on the materials incurring an additional $20,000 cost to the County, which is recommended to be avoided. 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: Pre-ordering the additional required parts from Acrow Corporation of America will result in an expedited bridge replacement construction schedule, and reduce the duration of required road closures. COMMUNICATION REQUIREMENTS: Council, Municipality staff and residents will continue to be advised of the Project, road closures, and be provided construction progress updates. Such updates will also be posted to the Count 's project web a e Ilii. ^Il .liu �.,uui :: u.ru ^ ^IIw: IIu liI . „ 211 IIII,���I�1011l�alulur«uf,,. 4 CONCLUSION: Subject to Council's endorsement of the Meeks Bridge Replacement Municipal Class Environmental Assessment Project File, the Port Bruce temporary bridge as manufactured by Acrow Corporation of America will be repurposed at the Meeks bridge site, and modified to accommodate two-lanes of traffic to fit existing site characteristics. CIMA Canada Inc. and staff recommends that the County pre-order the additional required materials from Acrow to be supplied directly to the future bridge replacement contractor, necessary to commencing material fabrication to ensure its availability as soon as the contractor is engaged, and to avoid additional contractor procurement costs. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer 212 IIIII,��II�1011lual�lur«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: October 5, 2020 SUBJECT: Parking By-Law Amendment— Sparta Line RECOMMENDATION: THAT By-Law 20-05 being a By-Law for the Regulation of Traffic (also known as the "No-parking By-Law") be amended to include Sparta Line (County Road #27), from the east property line of Drake Street for a distance of 80 metres easterly on the north side of Sparta Line, and; THAT the Municipality of Central Elgin be requested to install the signage. INTRODUCTION: The County of Elgin has received a request from a resident concerned about inadequate sight lines entering Sparta Line from Drake Street in the Community of Union. Upon review, staff recommends to prohibit parking for a distance of 80 metres east of Drake Street to afford drivers entering Sparta Line adequate sight distance in order to make a safe turning movement. DISCUSSION: The County of Elgin has received a concern from a local resident regarding parked vehicles east of Drake Street on Sparta Line that obscure sight lines from on-coming vehicles when attempting to enter onto Sparta Line. Staff's review has confirmed that parked vehicles obscure adequate sight lines and large trees located east of Drake Street further exasperate the sight restriction. Adequate sight lines can be achieved by prohibiting parking east of Drake Street for a distance of 80 metres as shown in the appended diagram. 213 IIII,���I�1011l�alulur«uf,,. 2 FINANCIAL IMPLICATIONS: Minimal. 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: The Municipality of Central Elgin will be requested to install the proposed signage. COMMUNICATION REQUIREMENTS: It is recommended that the OPP be notified of the addition of this prohibited parking zone. 214 IIII,���I�1011l�alulur«uf,,. 3 CONCLUSION: Staff have received a concern from a resident regarding parked vehicles east of Drake Street on Sparta Line that obscure sight lines sufficient to safely enter onto Sparta Line. Staff's review confirms this sight restriction and therefore is recommending to prohibit parking east of Drake Street for a distance of 80 metres (see attached map). 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 215 f fry% ' 1 J l'r i v, "�"J9llll�u� i J lu i % fir f1J, i 27 '• ii a`,�////%//�ii%///i%ii%iii// ,,, �,,,.iii/ii illy,,, i//,. �. IIII � 1 1 Union N Legend Sparta Line (CR27) No Parking By-Law Amended from Drake St. for a distance of 80m Easterly ROOM== No Parking Zone on the North side of Sparta Line Elgin Road Network Meters The Corporation of the County Elgin 0 4 8 16 24 32 Prepared By: Engineering Services 216 Scale 1:675 ������1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL uu�Jlt/ wm- FROM: Brian Lima, Director of Engineering Services 0000000U, 71 Peter Dutchak, Deputy Director of Engineering Services :.'d .nC 011 11 y DATE: October 5, 2020 Progressive y Nature SUBJECT: Reduced Speed Limit By-Law Amendment — Iona Road RECOMMENDATION: THAT By-Law 17-11 being a By-Law to Authorize Speed Limits, be amended as follows: Remove from Schedule `C' (Maximum Rate of Speed 60 Kilometres per hour), Road 14 (Iona Road), Section A — "From 675 metres north of the north property line of Sixth Line to 32 metres south of the north property line of Sixth Line". Addition to Schedule 'B (Maximum Rate of Speed 50 Kilometres per hour), Road 14 (Iona Road), Section A — "From 725 metres north of the north property line of Sixth Line to 32 metres south of the north property line of Sixth Line". Remove from Schedule `C' (Maximum Rate of Speed 60 Kilometres per hour), Road 14 (Iona Road), Section B — "From the south west property line of County Road 3 north 440 metres to 805 metres south of the south west property line of County Road 3". Addition to Schedule 'B (Maximum Rate of Speed 50 Kilometres per hour), Road 14 (Iona Road), Section B — "From 150m north of the south west property line of County Road 3 to 800 metres south of the south west property line of County Road 3"., and, THAT the Township of Southwold be responsible for changing the speed zone signage. INTRODUCTION: The County of Elgin has received a request from the Township of Southwold to reduce the speed limits on Iona Road (County Road #14), through the hamlets of Iona and Iona Station from 60km/h to 50km/h. DISCUSSION: The County of Elgin has received a request from the Township of Southwold (attached) to reduce the speed limits on Iona Road (County Road #14), through the hamlets of IIII,���I�1011l�alulur«uf,,. 2 Iona and Iona Station from 60km/h to 50km/h. These hamlets are defined as "built up areas" as defined by the Highway Traffic Act and warrant a reduced speed zone lower than 80km/h. Municipal Councils with jurisdiction over a road can prescribe any speed limit so long as it does not exceed 100km/h. Recently, speed zones have been reduced from 60km/h to 50km/h through the Settlement of Shedden and the Hamlet of Wallacetown in order to afford drivers additional gap time to make manoeuvres onto Talbot Line. It should be noted that simply reducing speed zone signage and by-laws will not necessarily alter driver behaviour who tend to drive at a speed they feel safe and comfortable travelling at. Therefore, in order to ensure compliance with these reduced speed zone areas, the OPP should be notified and requested to enforce these areas. It should also be noted that minor description changes to the by-law are being recommended to better reflect the reduced speed zone limits. FINANCIAL IMPLICATIONS: The cost associated with purchasing and supplying the required posted speed limit signage for the Township of Southwold's installation is estimated at approximately $1,200 and is recommended to be funded through the County's Road Sign Maintenance Account. 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. ������1011l�alulur«uf,,. 3 LOCAL MUNICIPAL PARTNER IMPACT: The Township of Southold has requested the reduction of speeds through the hamlets of Iona and Iona Station and therefore it is recommended that the Township be responsible for the costs associated with the sign changes once the appropriate by-law has been amended. COMMUNICATION REQUIREMENTS: It is recommended that the OPP be notified of the speed reductions through the hamlets of Iona and Iona Station. CONCLUSION: The County of Elgin has received a request from the Township of Southwold (attached) to reduce the speed limits on Iona Road (CR14), through the hamlets of Iona and Iona Station from 60km/h to 50km/h (see attached maps). Staff does not object to the requested speed zone reductions and recommends that the OPP be requested to enforce the speed in these areas to promote compliance. 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 ������1011l�alulur«uf,,. 4 „111OW' 1111' OF Belli"llTlilWOU) M osuµ e1 ON NiriI,I K�� ttl"' I E OF "�IItA tWt�Itl^t; September 1„2020 Elgin County Via eimail: b tair��e Aff l iar7,w St. Thomas, ON t tt ntlow Brim Uma, Director of Enqineering rW%r Nar Mr, Lima. ICE.; Speed Limit on Iona Road. Pleas be is Mat Council M its Regular juncil meeting o4i Mooda ept mbI r 14, 202,0 passed the 'following IVI ILti n 0 0- Ina Road Speed Limit THAT Cauncd Dfthe,Tbwnship of outb ldl r uast that the County of Elgin consider reducing the speed limits nn tone Read ( daunt Road 14) thr ugh the han"l t, oflona @,nrt Ions Station from 0 km1h to 50 km1h. CARRIED If you have any gUeStl l°I pair r'eqdalure another t irthern do not hesitate to,contact mea 'Thank -you, yours tml „ ii Loveland . IC t rk; i /r 0 I r lil d r1f rrr, rJ l , n ivvi vvvvvvv �� V�Illllllllu uuuuu� �-III I .......... Iona Legend Iona Road (CR14) Reduce speed limit from 60km/h to 50km/h IIIIIIIIIII Speed Zone Area Elgin Road Network Meters The Corporation of the County Elgin 0 2550 100 150 200 Prepared By: Engineering Services 221 Scale 1:5,000 / / f 1 � / / J I Y i � 9 / / / / / // / l / / / / f f /f / „ / f / r , f / / / f w pr . o u r� r / / t, 1 / 1 r 1 1 / 1 1 / f / / / / i i / / / t / / r ; 1 / / / / / / u /r a I / / / / / / � o / I / / / / / r / f r , / / / 14 r f � I / I 1 Iona Station Legend Iona Road (CR14) Reduce speed limit from 60km/h to 50km/h Speed Zone Area Elgin Road Network Meters The Corporation of the County Elgin 0 2040 80 120 160 Prepared By: Engineering Services 222 Scale 1:4,000 IIII,���I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL All FROM: Brian Lima, Director of Engineering Services . :.�' ,' r % 1 DATE: October 5 2020 Progressive by Nature SUBJECT: Road Salt Management Plan Update RECOMMENDATION: THAT the updated Salt Management Plan (2020) be endorsed by Elgin County Council, and; THAT the Salt Management Plan (2020) be circulated to Elgin's local municipal partners for their adoption. INTRODUCTION: In April 2004, Environment Canada published the Code of Practice for the Environmental Management of Road Salts. The Code recommended that qualifying municipalities should prepare a Salt Management Plan within one year of its publication. As a result, the County of Elgin first adopted a Salt Management Plan in June 2005 and this plan has been updated approximately every 5 years thereafter. The last update of the plan occurred in 2014 and therefore a 2020 update has been prepared to ensure the plan is current. DISCUSSION: In 2001, Environment Canada released an assessment report indicating that road salts are entering the environment in large amounts and posing a risk to plants, animals, birds, fish, lake and stream ecosystems, and groundwater. The report recommended that salt be designated toxic under the Canadian Environment Protection Act (CEPA). Environment Canada has not banned the use of road salts, but have rather encouraged users to develop management strategies. It should be noted that Health Canada has stated that road salts are not harmful to humans. 223 IIII,���I�1011l�alulur«uf,,. 2 In 2004, Environment Canada published the Code of Practice for the Environmental Management of Road Salts. The Code's objective is to encourage responsible use of road salts to ensure environmental protection while maintaining roadway safety. The Code applies to municipalities who use more than 500 tonnes of road salt annually, and those qualifying municipalities must create a salt management plan that contains best management practices to protect the environment from the negative impacts of road salts. The County's Salt Management Plan reflects the Code of Practice's objectives in the following categories: Annual Reporting, Salt Management Plan, Salt Storage, Salt Application, Snow Disposal, Training and Salt Vulnerable Areas. Elgin County's local municipal partners collectively use approximately 5,000 to 10,000 tonnes of road salt annually depending on winter weather conditions on County roads through the execution of the Road Maintenance Agreement. For example, during the winter of 2019/2020 a total of 6,232 tonnes of road salt was applied on Elgin County roads as reported by the LMPs. Therefore, the County of Elgin has created the Salt Management Plan on behalf of our LMPs who would otherwise not necessarily use 500 tonnes of road salt annually if they did not maintain the County roads within their jurisdictions. The previous salt management plan was last updated in 2014 and is now outdated. While preparing the plan update, LMPs were consulted and provided detailed information regarding their current use and management of road salts as summarized in Table 3 of the plan. Environment Canada requires annual reporting of these metrics in which the County of Elgin delivers on behalf of its LMPs. Each respective municipality manages their own staff and resources as they deem best suited to meet the Provincial Minimum Maintenance Standards for winter control activities. As it pertains to road salt management, it is envisioned that the best management practices outlined in this plan be adopted as goals by Elgin County's LMPs and be implemented as opportunities present themselves (i.e. equipment replacement), and as financial planning and competing budgets permit. The Salt Management Plan has now been updated with current information and the report was circulated to Elgin's LMPs for review and comment. FINANCIAL IMPLICATIONS: None. 224 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: It is the responsibility of every road authority involved in winter maintenance activities on Elgin County roads to effectively manage the road salt used. Elgin County LMPs are responsible to ensure winter maintenance equipment operators and patrol persons receive appropriate training, and that equipment is calibrated annually. All personnel are to be familiar with the Code of Practice for the Environmental Management of Road Salts. COMMUNICATION REQUIREMENTS: It is recommended that the County's updated Salt Management Plan be made available on the County's website. CONCLUSION: The County of Elgin in collaboration with its local municipal partners are committed to maintaining roads during the winter season in accordance with Provincial regulations. Winter control activities utilizing road salt is necessary to achieve this goal. Excessive 225 IIII,���I�1011l�alulur«uf,,. 4 use of road salt can have adverse environmental impacts and the road authorities across Elgin County recognize this responsibility. Elgin County's Salt Management Plan has been updated and serves as a resource and guide for road authorities across the County to determine and work towards the most effective methods to maintain safety for road users while managing the effects of road salt on the environment. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer 226 g rya.r , i y N � IIIIIIIIIIIIIIII luau milli 000i I� moo 000i September 2020 1.0 INTRODUCTION 1.1 Overview The County of Elgin has approximately 700km of roads within the Corporation's jurisdiction. The County outsources road maintenance activities, including winter maintenance, to it's seven local municipal partners under formal agreement. In part, the agreement requires that Provincial Minimum Maintenance Standards (Ontario Regulation 239/02 and as amended by 366/18) are the standard to be met and each municipality has the flexibility to meet the standards as they deem best. The following local municipal partners (LMPs) are therefore responsible for winter maintenance on County of Elgin roads within their respective municipal boundaries: Municipality of West Elgin Municipality of Dutton/Dunwich Township of Southwold Municipality of Central Elgin Town of Aylmer Township of Malahide Municipality of Bayham Snow and ice control is a key part in keeping roads safe. Road salt (particularly sodium chloride) is the preferred de-icing / anti-icing chemical for maintaining winter roadway safety due to its cost, effectiveness, and ease of handling. The County of Elgin, like other road authorities utilizes road salt in order to fulfill its obligations under the Municipal Act and to maintain safe roads for the travelling public during the winter season. In 2001, Environment Canada released an assessment report indicating that road salts are entering the environment in large amounts and posing a risk to plants, animals, birds, fish, lake and stream ecosystems and groundwater. The report recommended that salt be designated toxic under the Canadian Environment Protection Act (CEPA). Environment Canada has not banned the use of road salts, but have rather encouraged users to develop management strategies. It should be noted that Health Canada has stated that road salts are not harmful to humans. In recognition of the adverse effects that excessive use of roads salt can have on the environment, this Salt Management Plan has been created with the goal of minimizing the amount of road salt entering the environment. a g e 2113 228 1.2 Purpose of the Salt Management Plan (SMP) The SMP is intended to demonstrate the commitment of the seven local road authorities to reduce potential negative environmental effects by managing their road salt usage and to remain consistent with Environment Canada's stated objectives. Road safety is of the utmost importance to the road authorities across Elgin County. Modifications to winter maintenance activities will be implemented in such a manner that balances the use of road salts while maintaining safety for road users and complying with the requirements of the Provincial Minimum Maintenance Standards. The SMP is intended to be a living document to incorporate new approaches and technologies while meeting fiscal demands and keeping road safety as the first priority. The SMP will be reviewed annually in this context and updated every five years with endorsement from Elgin County Council. 1.3 Responsibility It is the responsibility of every road authority involved in winter maintenance activities on Elgin County roads to effectively manage the road salt used. It is the responsibility of the County of Elgin to ensure that the SMP is developed, maintained, updated and implemented throughout the County of Elgin. The LMPs are responsible to ensure winter maintenance equipment operators and patrol persons receive appropriate training, and that equipment is calibrated annually. All personnel are to be familiar with the Code of Practice for the Environmental Management of Road Salts. It is the responsibility of all local Road Supervisors involved in winter maintenance to ensure that the SMP is maintained, and implemented within their jurisdiction. 2.0 SALT MANAGEMENT POLICY The LMPs are each responsible for maintaining their own Municipal Roads and for providing road maintenance services to the County of Elgin under formal agreement to maintain the County's roads within their jurisdiction. The County of Elgin adheres to the Municipal Act, 2001 Provincial Ontario Regulation 239/02 - "Minimum Maintenance Standards for Municipal Highways" and as amended by Ontario Regulation 366/18. a g e 3113 229 Applicable excerpts from the Ontario Regulations are included below. Patrolling 3. (1) The standard for the frequency of patrolling of highways to check for conditions described in this Regulation is set out in the Table to this section. 0. Reg. 23/10, s. 3 (1); 0. Reg. 366/18, s. 3 (2). (2) If it is determined by the municipality that the weather monitoring referred to in section 3.1 indicates that there is a substantial probability of snow accumulation on roadways, ice formation on roadways or icy roadways,the standard for patrolling highways is, in addition to that set out in subsection (1), to patrol highways that the municipality selects as representative of its highways, at intervals deemed necessary by the municipality,to check for such conditions. 0. Reg. 47/13, s. 2; 0. Reg. 366/18, s. 3 (2). (3) Patrolling a highway consists of observing the highway, either by driving on or by electronically monitoring the highway, and may be performed by persons responsible for patrolling highways or by persons responsible for or performing highway maintenance activities. 0. Reg. 23/10, s. 3 (1). (4) This section does not apply in respect of the conditions described in section 10, subsections 11 (0.1) and 12 (1) and section 16.1, 16.2, 16.3 or 16.4. 0. Reg. 23/10, s. 3 (1); 0. Reg. 366/18, s. 3 (3). TABLE PATROLLING FREQUENCY .................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Class of Hi hwa Patrolling Fre uenc .......................................................................................................Y....................................................................................................................................................................... ...........................................................�..............................�..................................Y................................................................................................................................................................................................................ 1 3 times ever 7 da s ............................................................................................................................................................................................................................................................................................. ....................................................................................Y...................................Y............................................................................................................................................................................................................................ 2 2 times ever 7 da s ............................................................................................................................................................................................................................................................................................. ....................................................................................�..................................Y............................................................................................................................................................................................................................ 3 once every Y 7 days ............................................................................................................................................................................................................................................................................................... .................................................................. .................................. .............................................................................................................................................................................................................................................. 4 once ever 14 days ............................................................................................................................................................................................................................................................................................. ..................................................................�...........................................Y...................................................................................................................................................................................................................................... 5 once every 30 days 0. Reg. 239/02, s. 3, Table; 0. Reg. 23/10, s. 3 (2). Weather monitoring 3.1 (1) From October 1 to April 30, the standard is to monitor the weather,both current and forecast to occur in the next 24 hours, once every shift or three times per calendar day, whichever is more frequent, at intervals determined by the municipality. 0. Reg. 47/13, s. 3; 0. Reg. 366/18, s. 4. (2) From May 1 to September 30, the standard is to monitor the weather,both current and forecast to occur in the next 24 hours, once per calendar day. 0. Reg. 47/13, s. 3; 0. Reg. 366/18, s. 4. age 4113 230 Snow accumulation, roadways 4. (1) Subject to section 4.1, the standard for addressing snow accumulation on roadways is, (a) after becoming aware of the fact that the snow accumulation on a roadway is greater than the depth set out in the Table to this section,to deploy resources as soon as practicable to address the snow accumulation; and (b) after the snow accumulation has ended,to address the snow accumulation so as to reduce the snow to a depth less than or equal to the depth set out in the Table within the time set out in the Table, (i) to provide a minimum lane width of the lesser of three metres for each lane or the actual lane width, or (ii) on a Class 4 or Class 5 highway with two lanes,to provide a total width of at least five metres. 0. Reg. 47/13, s. 4; 0. Reg. 366/18, s. 5 (1). (2) If the depth of snow accumulation on a roadway is less than or equal to the depth set out in the Table to this section,the roadway is deemed to be in a state of repair with respect to snow accumulation. 0. Reg. 47/13, s. 4. (3) For the purposes of this section,the depth of snow accumulation on a roadway and, if applicable, lane width under clause (1) (b), may be determined in accordance with subsection (4) by a municipal employee, agent or contractor, whose duties or responsibilities include one or more of the following: 1. Patrolling highways. 2. Performing highway maintenance activities. 3. Supervising staff who perform activities described in paragraph 1 or 2. 0. Reg. 47/13, s. 4; 0. Reg. 366/18, s. 5 (2). (4) The depth of snow accumulation on a roadway and lane width may be determined by, (a) performing an actual measurement; (b) monitoring the weather; or (c) performing a visual estimate. 0. Reg. 47/13, s. 4; 0. Reg. 366/18, s. 5 (3). (5) For the purposes of this section, addressing snow accumulation on a roadway includes, (a) plowing the roadway; (b) salting the roadway; (c) applying abrasive materials to the roadway; (d) applying other chemical or organic agents to the roadway; (e) any combination of the methods described in clauses (a) to (d). 0. Reg. 366/18, s. 5 (4). (6) This section does not apply to that portion of the roadway, (a) designated for parking; (b) consisting of a bicycle lane or other bicycle facility; or (d) used by a municipality for snow storage. 0. Reg. 366/18, s. 5 (4). a g e 5113 231 SM F MANAGEMEN F P�AN TABLE SNOW ACCUMULATION - ROADWAYS ................................................................................................................................................................................................... ............................................................................................................................................................................................................................................................ Class of H.i hwa De p Time .....................................................................g..............................y............................................................................................... .....t..h................................................................................................................................................................................................................................................................................................................................................................................................................... 1 2.5 cm 4 hours ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 2 5 cm 6 hours ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 3 8 cm 12 hours .................................................................................................................................................................................................. ............................................................................................................................... ............................................................................................................................................................................................................................................ 4 �' c 1 ours ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 5 �1 c �2- ours 0. Reg. 47/13, s. 4; 0. Reg. 366/18, s. 5 (5). Ice formation on roadways and icy roadways 5. (1) The standard for the prevention of ice formation on roadways is doing the following in the 24-hour period preceding an alleged formation of ice on a roadway: 1. Monitor the weather in accordance with section 3.1. 2. Patrol in accordance with section 3. 3. If the municipality determines, as a result of its activities under paragraph 1 or 2,that there is a substantial probability of ice forming on a roadway,treat the roadway, if practicable,to prevent ice formation within the time set out in Table 1 to this section, starting from the time that the municipality determines is the appropriate time to deploy resources for that purpose. 0. Reg. 366/18, s. 8. (2) If the municipality meets the standard set out in subsection (1) and, despite such compliance, ice forms on a roadway, the roadway is deemed to be in a state of repair until the applicable time set out in Table 2 to this section expires after the municipality becomes aware of the fact that the roadway is icy. 0. Reg. 366/18, s. 8. (3) Subject to section 5.1, the standard for treating icy roadways is to treat the icy roadway within the time set out in Table 2 to this section, and an icy roadway is deemed to be in a state of repair until the applicable time set out in Table 2 to this section expires after the municipality becomes aware of the fact that a roadway is icy. 0. Reg. 366/18, s. 8. (4) For the purposes of this section,treating a roadway means applying material to the roadway, including but not limited to, salt, sand or any combination of salt and sand. 0. Reg. 366/18, s. 8. (5) For greater certainty, this section applies in respect of ice formation on bicycle lanes on a roadway,but does not apply to other types of bicycle facilities. 0. Reg. 366/18, s. 8. age 6 1 13 232 SM F MANAGEMEN F P�AN TABLE 1 Ice Formation Prevention ........................................................................................................................................................................................................................................................................................................................I Class of Hi hwa Time ........................................................................g..............................Y.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 1 6 hours ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 2 8 hours ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 3 16 hours ....................................................................................................................................................................................................................................................................................... ................................................................................................................................................................................................................................................................................................................................. 4 24 hours I ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 5 24 hours 0. Reg. 366/18, s. 8. TABLE 2 Treatment of ICY ROADWAYS ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Class of Highwa Time ..........................................................................W................................Y................................................................................................................................................................................................. ........................................................................................................................................................................................................................................................................................................................................ 1 3 hours ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 2 4 hours ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 3 8 hours ........................................................................................................................................................................................................................................................................................................................ ..................................................................................................................................................................................................................................................................................................................................... 4 12 hours ........................................................................................................................................................................................................................................................................................................................ ........................................................................................................................................................................................................................................................................................................................................ 5 16 hours 0. Reg. 366/18, s. 8. 3.0 Best Management Practices The Canadian Code of Practice for the Environmental Management of Road Salts and the TAC Syntheses of Best Practices has identified Best Management Practices for the handling, storage and use or road salts. Code of Practice objectives have been defined in the following categories- Annual Reports, Salt Management Plans, Salt Storage, Salt Application, Snow Disposal, Training and Salt Vulnerable Areas. A list of the Code of Practice Objectives along with corresponding Performance Indicators is provided in Table `1'. age 7 1 13 233 Table 1 Code of Practice Objectives and Performance Indicators CODE OF PRACTICE OBJECTIVES PERFORMANCE INDICATORS Annual Reports • Submit annual reports by June 30. • Submission of annual reports. Salt Management Plans • Develop and implement salt management plans that • Preparation and implementation of salt management meet the contents in Section 9 of the Code. plans. Salt Storage • Store road salts under a permanent roof and on an • Salt stored under cover and on impermeable pads. impermeable surface. • Blended sand/salt piles covered. • Cover blended sand/salt piles. • Implementation of good housekeeping practices. • Implement handling practices that avoid uncontrolled • Presence of runoff collection systems ormanagement releases(good housekeeping practices). of salt impacted drainage. • Manage drainage to control the release of contaminants, including from wastewater from equipment washing and facility. Salt Application: • Use advancements in winter maintenance materials, • Use of electronic spreader controls. equipment and decision support systems, such as • Use of pre-wetting. road weather information systems. • Use of direct liquid application. • Presence of an equipment calibration and re-calibration program. • Use of road weather information systems. • Use of pavement temperatures when making salt a lication decisions. Snow Disposal • Implement handling practices that avoid uncontrolled • Implementation of good housekeeping practices. releases. • Engineered sites with collection of runoff and meltwater. • Manage drainage to control the release of • Presence of meltwater collection ponds. contaminants. Training • Train staff in best management practices and provide • Implementation of training programs in best periodic training in salt management. management practices. Salt vulnerable Areas • Identify salt vulnerable areas. • Inventories of salt vulnerable areas. • Manage salt use in salt vulnerable areas to minimize • Implementation of best practices to reduce impacts. impacts. 3.1 Annual Reports The County of Elgin is responsible to report various road salt management metrics to Environment Canada annually and before June 30th. In advance of the reporting deadline, LMPs will submit applicable information to the County by May 1st each calendar year, with respect to their road salt use and management over the previous winter season. a g e 8113 234 3.2 Salt Management Plans The County of Elgin is responsible for developing a Salt Management Plan that satisfies the objectives of the Canadian Code of Practice for the Environmental Management of Road Salts. This plan is updated and approved by County Council once every 5 years. 3.3 Salt Storage Sites The objective for salt storage sites is the prevention or control of releases from existing and new sites. In pursuing this objective, the following practices should be considered: • Coverage of salt piles and blended salt-sand piles • Handling practices that avoid uncontrolled releases • Drainage management • Wash water collection and treatment • Training of personnel, and • Monitoring the effectiveness of the facility Currently, every LMP stores salt materials under cover and on impermeable surfaces. Forty-three (43%) of the LMPs have the ability to load salt indoors while every LMP loads salt on impermeable surfaces and continually cleans up any spilled materials as good housekeeping practices. 3.4 Salt Application The objective for salt application is the reduction of the negative impacts of road salts by delivering the right amount of road salts in the right place at the right time. In pursuing this objective, consideration should be given to using the most recent advancements in the application of winter maintenance anti-icing and de-icing materials, winter maintenance equipment and road weather information and other decision support systems. As well, the training of personnel and the monitoring of the effectiveness of road salt application techniques should be considered. Currently, every LMP utilizes ground spreading controls and has automated vehicle location systems on their entire fleet dedicated to winter control. Most LMPs either pre- wet salt before it is applied or use pre-treated salt. 3.5 Snow Disposal The objective for snow disposal is the control of releases from existing and new sites. In pursuing this objective, the following practices should be considered: a g e 9113 235 • Location and construction of the sites considering operational and environmental factors • Drainage management • Training of personnel • Monitoring of the effectiveness of the facility Currently, forty-three (43%) of the LMPs have seasonal snow disposal sites (3 across Elgin County). 3.6 Training Plans and policies are normally created by managers and supervisors in an organization. The successful implementation of the Salt Management Plan is contingent upon front line staff and operators being familiar about the plan and how best to achieve its objectives. In order to be most effective, staff at all levels should be aware of this plan and trained on a routine basis with respect to road salt management best practices. Currently every LMP either follows a local schedule or is in the midst to developing a local schedule to ensure managers, supervisors and operators receive up to date training regularly. 3.7 Salt Vulnerable Areas A "salt vulnerable area" means an area particularly sensitive to road salts where additional salt management measures may be necessary to mitigate the environmental effects of road salts in that area. Organizations should identify areas that may be particularly sensitive to road salts. Once a vulnerable area has been identified, organizations may then determine the level of vulnerability and the need to implement additional salt management measures. Additional salt management measures in salt vulnerable areas may include: • Using technologies that further optimize the use of road salts • Using environmentally, technically and economically feasible alternatives to road salts • Increasing monitoring and measuring of chlorides and/or their impacts • Locating patrol yards and snow disposal sites outside vulnerable areas • Considering location and protection of vulnerable areas in the design of new roads and/or upgrading of existing roads. It is important to note, when identifying vulnerable areas, that an area may be vulnerable either to infrequent but heavy addition of road salts or to light but frequent addition of road salts. a g e 10113 236 Organizations may consider consulting with other agencies such as conservation authorities and source water protection boards who may have information regarding potential road salt vulnerable areas within common jurisdictions. Currently only one salt vulnerable site has been identified (Hamlet of Richmond) as a local source water protection area. 4.0 Current Practices and Goals An inventory of the current road salt use practices has been undertaken to form a benchmark against which progress can be measured. Elgin County's local municipal partners have provided information with respect to their current practices within each of the Best Management Practices categories: Spreading Materials and Equipment, Salt Vulnerable Areas, Salt Storage Sites, Snow Disposal and Training. The summary of current practices by municipality is provided in Table `3'. Each respective municipality manages their own staff and resources as they deem best suited to meet the Provincial Minimum Maintenance Standards for winter control activities. As it pertains to road salt management, it is envisioned that the best management practices outlined in this plan be adopted as goals by Elgin's local municipal partners (LMPs) and be implemented as opportunities present themselves (i.e. equipment replacement) and as financial planning and competing budgets permit. a g e 11 1 13 237 ) <; r, 444 } \\ E !: 2�: ! : : : - - -:: : : : }}} } § ; , § \® eE ^ - \ � ®, \ - ƒ LU : C6 \ k . co ƒ - : Ea a E ff - e ■ � - _ � - - - � - _ Of z S@ -_ - -_ -_ - - _ - - - -_ \ �\ } E: _ - \ - b - - - \ 2 ! --: « \\§\\\\\\\\\\{))\j{j§) \5 \ a \\)\\ \\ !; !!!)4!!) e 5.0 Conclusion The County of Elgin in collaboration with its local municipal partners are committed to maintaining roads during the winter season in accordance with Provincial regulations. Winter control activities utilizing road salt is necessary to achieve this goal. Excessive use of road salt can have environmental impacts and the road authorities across Elgin County recognize this responsibility. The Salt Management Plan has been created as a resource and guide for road authorities across Elgin County to determine the most effective methods to maintain safety for road users while managing the effects of road salt on the environment. a g e 13 1 13 239 IIII,���I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: October 10t" 2020 /OOV SUBJECT: Follow Up: Woodlands Conservation By- Progressive by Mgur Law 05-03 RECOMMENDATION: THAT the October 10t", 2020, report titled, Follow Up: Woodlands Conservation By-Law 05-03, submitted by the Chief Administrative Officer, be received and filed for information; and THAT the staff be directed to present recommended provision-specific amendments to By-Law 05-03 for Council's review and approval at a future meeting; and THAT Council provides direction to staff regarding whether data to support an analysis of costs vs. outcome be provided. INTRODUCTION: The goals of the Woodlands Conservation By-law 05-03 are as follows: • Preserve and improve woodland resources in Elgin County; • Promote good forestation and utilization practices that sustain healthy woodlands; • Minimize destruction or injury of trees; • Regulate and control the removal or destruction of trees; and • Recognize the entitlement of landowners to utilize and enjoy their woodlands. In January 2020, the Chief Administrative Officer introduced a staff operational plan with action items designed to meet Council's Strategic Plan objectives. Undertaking a review of the Woodlands Conservation By-law is indicated in the staff operational plan as an action item for 2020 under the Fostering a Healthy Environment strategic priority. County Council held a special meeting on September 22"d, 2020 to finalize its Strategic Plan, and with the Warden's consent, staff presented the Woodlands Conservation By- Law for Council's review at the same meeting. 240 IIII,���I�1011l�alulur«uf,,. 2 The purpose of this report is to present feedback gathered from Council at its meeting on September 22, 2020 and seek Council's direction to proceed with a housekeeping review of By-Law 05-03. DISCUSSION: At the meeting on September 22"d, 2020, the County Solicitor suggested that, from a legal, regulatory, and enforcement perspective, By-Law 05-03 is appropriate legislative enactment and further reinforced that By-Law 05-03 is neither inherently weak nor unreasonably intrusive. The County Solicitor reinforced that a few references are inaccurate and need correction, requiring a provision-specific or housekeeping review rather than a fulsome legislative overhaul. Council Feedback General feedback in favour of a provision-specific/housekeeping review includes: • Support for a provision-specific/housekeeping review of the By-Law; • Link the By-Law to County's Strategic Plan and other relevant corporate documents; and • General updates required to ensure legislative references (i.e., reference to the Ontario Municipal Board) are current. Specific feedback received in support of a more fulsome review: • 2002 is a long time ago, and a lot has changed since enactment; • Provide information to support an analysis of the costs of enforcement vs. outcome (i.e. how much does it cost to save every tree) • Consider less expensive alternatives following analysis; o Costs to ensure compliance upon violation, steps involved (notice of violation/prosecution/follow-up visits, etc.); including Tree Commissioner's time/costs; County Solicitor and County Prosecutor time/costs; assessment of acres of woodland restored as a result of enforcement. • Link to Official Plan Review; and • Deserves a review and input from the public 241 IIII,���I�1011l�alulur«uf,,. 3 Examples of housekeeping revisions to Elgin By-Law 05-03 include the following: Item Section Revision 1. 1(e) inclusion of Family Day as exception to "Business Day" 2. 1(i) revise definition of"Clerk" to mean the Clerk or any Deputy Clerk for the Corporation 3. l(1)/1(s) correct inconsistency between "fuelwood" and "Fuel Wood" 4. 1(2) correct reference to "Dutton-Dunwich" by deletion of hyphen 5. 2(a) delete word "living" as adjective describing "tree" (preamble/ 2(b)(iii)/2(b)(iv) 6. 5 add provision which expressly provides that Tree Commissioner shall review any Application and, where appropriate, deny or impose conditions upon any proposed harvest, injury, or destruction of trees - consider internal appeal process 7. 7 delete appeal to Ontario Municipal Board as it is no longer authorized by statute 8. 9 review provisions for monetary penalty—consider increase of lump sum fine as applicable to violations when tree count not available 9. multiple review and, as required, update legislation, citation, ministry, and agency references 10. multiple review provisions and revise to allow delivery of documents by electronic means 11. multiple review specification of time frames and consider revision to provide for reference to business days rather than calendar days 12. multiple review and correct miscellaneous spelling errors FINANCIAL IMPLICATIONS: While no financial implications (with the exception of staff time) are associated with a general housekeeping review, a more comprehensive analysis of enforcement vs. outcome would be time-consuming and requires Council direction. 242 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: Municipal Act, 2001, Section 135 (4) — if an upper-tier municipality by-law in respect of woodlands is in effect in a lower-tier municipality, the lower-tier municipality may not prohibit or regulate the destruction of trees in any woodlands designated in the upper- tier by-law and any lower-tier by-law, whether passed before or after the upper-tier by- law comes into force, is inoperative to the extent that it applies to trees in the designated woodlands. COMMUNICATION REQUIREMENTS: Subject to Council's direction. CONCLUSION: It is recommended, based on feedback received at its meeting on September 22"d 2020, that Council direct staff to present draft housekeeping amendments to Woodlands Conservation By-Law 05-03 at a future meeting. As a result of the COVID-19 pandemic and other organizational pressures, staff capacity to conduct a complete analysis of 243 IIII,���I�1011l�alulur«uf,,. 5 costs vs. outcomes does not exist at this time without a shift in priorities. It is also recommended that Council consider conducting an analysis of costs vs. outcomes at a later date. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 244 IIII,���I�1011l�ralulur«uf,,. 1 REPORT TO COUNTY COUNCIL All FROM: Julie Gonyou, Chief Administrative Officer / m DATE: October 5t" 2020 tooE1pnC Progressive� ` `�� SUBJECT: Enhancing Internal Communications RECOMMENDATION: THAT staff be directed to draft and issue a Request for Proposal for an Elgin County Employee/Council Intranet. INTRODUCTION: An intranet provides one central place to store all corporate documents, ensuring staff and County Councillors can search and quickly access the information they need. An intranet site that is intuitive and responsive for mobile devices will encourage and enhance two-way communication and make information sharing simple while creating some potential savings. It is recommended that Elgin County issue a Request for Proposal and seek a full- service web development firm to plan and build a secure portal for staff and County Councillors. DISCUSSION: When COVID-19 hit, the County of Elgin had to adjust its workplace to allow many employees to work from home. The primary internal communications goal was to ensure staff felt supported by providing timely and accurate information to all staff. Throughout the pandemic, we have focused on communications, providing messaging focused on the public, stakeholders and employees. Messaging and updates were provided by the CAO to all staff (via email) daily when information was changing each day. At this time, weekly updates are sent to staff on Thursdays. These emails contain updates related to COVID-19 (including wellness resources/health care benefits provider webinars, etc.), the County's response and service/Council updates. These emails are a way to recognize employees for their important role during the pandemic and to improve the corporate culture. 245 IIII,���I�1011l�alulur«uf,,. 2 Some staff working in Elgin's Long-Term Care Homes and some part-time staff do not have regular access to email, and managers/supervisors must print and post messages in prominent locations in the workplace. Employees want to receive consistent messaging in a timely fashion. An intranet would save on email clutter and direct staff to one site for all corporate updates, policies, and procedures. County Council Portal Additionally, a secure portal for County Council would include Council agendas. It would resolve the current challenges experienced by Councillors who have been unable to open emails with the agenda when the file size exceeds the server limit. In the absence of an intranet, email communication has remained the primary method of communication. Important files, policies and resources have cluttered inboxes, and staff have to ask their supervisor or Administration for corporate documents that are not available on the County's website. Survey Results In July, County staff filled out a Return to Work and Transformation Planning Staff Questionnaire. Feedback indicated that staff would benefit from additional communication tools including tools that would support communication between staff who are currently working and those who are not, intranet and chat tools that would help with communication flow, and a means to easily access corporate information and policies. FINANCIAL IMPLICATIONS: Anticipated Costs Development of an Employee/Council intranet will likely cost approximately $70,000 - $90,000. It is recommended that Council consider funding an intranet through the one- time assistance provided by the Ontario government under the Safe Restart Agreement. Potential Savings It is not easy to measure the return on investment of an intranet. It involves an imperfect analysis of hard and soft benefits. Through improved communication and increased efficiency, an intranet is likely to result in the following streamlined business processes and efficiencies: • A solid document management system will replace cumulative costs associated with printing, distributing, maintaining and storing hard copy documents. • Assist with onboarding processes 246 IIII,���I�1011l�alulur«uf,,. 3 • Quicker information searches (finding documents and information faster and more easily will result in a reduction of staff time/resources) • Decentralized content ownership (allowing various users to update content) • Staff engagement (potential impacts on staff satisfaction/retention) • Policies and procedures management automation • Streamlined processes Staffing Costs Elgin County will have internal resources dedicated to working closely with the proponent on this project throughout its life cycle. Elgin County's Administrative Services team will lead this project and will be involved in planning and development. Other staff from across the corporation will participate in different checkpoints, testing and planning stages as recommended by the web-developer. 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 impacts to LMPs at this time. COMMUNICATION REQUIREMENTS: None at this time. 247 IIII,���I�1011l�alulur«uf,,. 4 CONCLUSION: It is difficult to reach busy employees who are overwhelmed with emails, messages, notifications and other communications. At times, it's critical to communicate with staff in a timely manner. An intranet will grab staff's attention with personalized user pages with relevant content delivered to both desktop and mobile devices. This will enable our internal communications team to reach all staff at work, including remote workplaces and staff who don't have email. Unlike traditional one-way corporate communications such as mass emails, an interactive intranet will support two-way communication, including participating in surveys, providing feedback, asking questions, and actively participating in departmental and corporate-wide communications. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 248 IIII,���I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL All FROM: Julie Gonyou, Chief Administrative Officer DATE: September 29, 2020 El SUBJECT: Increase in Billing Rate — County Solicitor Progressive by Nature RECOMMENDATION: THAT Elgin County Council authorize an increase in the Billing Rate for the County Solicitor to $195.00 per hour, effective January 1, 2021; and THAT the Chief Administrative Officer be directed to send notification of this increase to the City of St. Thomas and Elgin's Local Municipal Partners. INTRODUCTION: As of January 1, 2019, Council authorized an increase in the billing rate for the County Solicitor. The Memorandum of Understanding for Legal Services was reviewed for consideration of increases in billing rates. The rate for the County Solicitor was increased in 2019 with the understanding that it would not be increased for 2020. The rate for the County Prosecutor was not increased in 2019 with the understanding that it would be increased in 2020. An increase for the County Prosecutor was approved by Council in April 2020. FINANCIAL IMPLICATIONS: The billing rate for the County Solicitor has not increased since 2019 and it is recommended that it be increased from $175.00 per hour to $195.00 per hour. 249 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. Additional Comments: The Legal Services offered to Elgin's Local Municipal Partners aligns with the strategic plan, offering legal services at a rate much lower than private sector. LOCAL MUNICIPAL PARTNER IMPACT: Local Municipal Partners and the City of St. Thomas will be advised of any adjustments to billing rate for the County Solicitor. COMMUNICATION REQUIREMENTS: Letters will be sent to Local Municipal Partners, the City of St. Thomas and Catfish Creek Conservation Authority (CCCA). CONCLUSION: Future increases to the County Prosecutor's billing rate will be contemplated in 2022 and the County Solicitor's billing rate is unlikely to increase again until 2023. 250 3 All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 251 IIIII,��II�1011lual�lur«uf,,. 1 REPORT TO COUNTY COUNCIL All FROM: Julie Gonyou, Chief Administrative Officer DATE: October 5t" 2020 El , 11� ra ��Waw Nature SUBJECT: Elgin County Council Strategic Plan 2020-2022 RECOMMENDATION: THAT Elgin County Council approve the Strategic Plan 2020-2022 Performance Measures and Performance Measures Reporting Template as presented. INTRODUCTION: At a Special Meeting held on September 22, 2020, County Council discussed a variety of performance measures that will be used to indicate Council's success in achieving its Strategic Objectives and Priorities. The purpose of this report is to seek Council's approval for the Strategic Plan 2020- 2022 Performance Measures Reporting Template (attached). FINANCIAL IMPLICATIONS: Any costs associated with Council's performance measures will be included in the reporting template under "comments". LOCAL MUNICIPAL PARTNER IMPACT: Performance measures will be shared with Local Municipal Partners, along with Council's Strategic Plan 2020-2022. COMMUNICATION REQUIREMENTS: The Strategic Plan communications strategy was approved by County Council in August 2020. 252 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. CONCLUSION: Council's review and approval of the Strategic Plan Performance Measures Reporting Template is the final step in defining priorities that Council and Administration will deliver on over the next two (2) years. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 253 r�r u 4-- 0 (U Z3 -C R3 Z3 N 4-J E � E �" N f�I3" fI3 ���p�� 4-' 4J fS3 ttA A 'C�-3-3 cn c� ~ w C &2 C �f2 cU o� l °"II�I�°IIIIIIII'" IIIIIIuuiiii co N ^ a-+ u»iff co ° 1 a N f o / N O � 4 �o � a N O L U .Itto ci 0O w c Q E E O U ............... .., N N O to N 7 N N O N O N CU O N CO O L L O CO N L O +� O O E U N O O N L LO O CO N Na)O C N co C 0) O O > OO E > L� O U a) L O N O Q L N Y N E OC > co QY = Y > Co CD O . O E Q a) CO co O coC > 0 U C) O E Q(n .� Co L N O .0 O E O O O O Co co 0) N 0 ._T N 0 ._T N 0 ._T N CD "_' L "� Q N L °� L L •N C- D O L c E L c E L c E L O U N N O •O N E N Q O a >, O U y (V N N N N Q N � > n E °� CL > o E O c0 E � � � E E � E E SEE Eco N _j (n co Z L a� L a) = O O c0 = O r = O r Co O r u� CC O Q Z L (n CO Z E U E CO Z U N Z U N Z Q U N CD O CO + 0) L L C . C N N N t3 0 O L s L p N Eco a) � a) � � > O '> N L C) CO V N N C 4- O L O � � .� E OBE co 0E � � _ ? E Q � E 0) E � C O W U (n o0 W � o� W o0 V) I v � 0) N W N N p c E E O `o CV o cn U C U W a c0 0 O Q � U1 cn E �• o co 4— O � N E 6 0 CL W > p >, '� N v a •= E C")L ++ N p 0 co E V C9 H .S fl) (n OU ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. c O U N N O to N 7 N N O N O N O N co co _ a) co cco a) E U Oc co a) � co E a) o o a) O cn a) — E c cn L C0) a) o '> - > a) N (nn > o o coCU co a N a) o (n � a) co > coo p a) Co > 0 a) O Co 0 a) a p C1 a) N Q-' O (� Co Co Co O C C- � Q 4- C CU p L ._ O L a L a L O E a) U O Co p O L CU co v � Q a) To' Co a) ca a>, m NQEoc L " �co E > o o .o o � o0o f E c' � c � ' c E o . a) CL co cU U o o a a) ocU Oa) Uo)a z 2 oL =a3 omo .E paw U, z VJ CUw co N L CU a) a) O U_ a U_ �. > N = a) E N co CU cn O cn cn E 72 U) O "� C7 CU C7 C7 QE ccu I a) O cu a) 0 c"Jn a) j 0 ia) ad4 cu0iai wC we c0asa . .,....... t� O a) O rL+ O cn a) cu 'n 4- 0 > O o 0) C cu Mn N 0) U N C '5 a N (� 0 a1 _ a) a) W a) >, O E W L — CU N � Q a) V Q CU C CU V Q N •E cu O'L CU 4— 0 L O E y N CU � U �' CU Q �' 0 CU 7 C 0 N 3 CU t� O `U >, 0 � >, U CU _ N CU N O � � � E c° E o E CU co a' OC.0 � � CO N OC.0 IIII,���I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer i ; 1 DATE: October 6t", 2020 Progressive by Nature SUBJECT: COVID-19 Emergency Team Planning — September Update RECOMMENDATION: THAT the October 6t", 2020, report titled, COVID-19 Emergency Team Planning — September Update, submitted by the Chief Administrative Officer, be received and filed for information. INTRODUCTION: The purpose of this report is to provide Council with an update on the County's COVID-19 response. DISCUSSION: Throughout the pandemic, Elgin County has adopted a cautious approach to reintegrating staff into the workplace and re-opening our facilities to the public. As of the end of this month, all staff who were off on Declared Emergency Leave have returned to their normal service areas or a hybrid of reassignment and normal service areas. The County Administration Building is open by appointment only; Provincial Offences Administration remains open for in-person ticket payments. Elgin County Archives and the Elgin County Heritage Centre re-opened to the public mid-August, and the Elgin County Library is offering Curbside Pickup at all ten (10) branches. The re-opening of these County facilities has been gradual and subject to strict public health and safety protocols. Following the Premier's announcement that the Province has entered the second wave of the pandemic, we will continue to prioritize and support the health and safety of our staff, residents, and community. Administration staff continue to split their time between working from home and working from the office. Staff have adapted well to the changing 257 IIII,���I�1011l�alulur«uf,,. 2 work environment, and it is only through the hard work and dedication of staff that we are able to offer full services, although sometimes in a modified format, to our community. FINANCIAL IMPLICATIONS: Ongoing — See the attached Financial Services summary. 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: The Management Team continues to work with the County's Local Municipal Partners to address community needs. For more information on coordination with the local municipalities, see the attached "Emergency Management Team Planning Chart." COMMUNICATION REQUIREMENTS: The Emergency Management Team will continue to provide monthly updates to County Council. 258 IIII,���I�1011l�alulur«uf,,. 3 CONCLUSION: The Emergency Management Team meets weekly to ensure essential County services and the COVID-19 response are properly resourced; to identify and manage resourcing and staffing issues; to support County Council, Municipal Partners, community and stakeholders; and to support staff to be well. The attached "COVID-19 Emergency Management Team Planning Chart" summarizes the County's COVID-19 response. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 259 _ Q L' 'Z- p m6 N }— N m N .�Cw mUn rn> C� �m v�6ia°i 0- � Ern'6o °� of aoi ° °� Q C mn N� 0 O N ° N (6 m 0 t m t.N E d �O N O — — n p 4r � �� 0 0 �—a) o c� > > o Una �� o 0 0 o U io a) 0 0 a) a),_� a)�s-= 0 :3 m o °U 3 c E E m n �N m E 3 m mcACA o N m N > �0 `m'�.N c cii "c 0 c ° > c a) c.° n 0 Q a) 0 a)��p c — -- -2 ROJ JfL w 0 `o°� "c `o a) N' a) aa) 0 CL o om o �Ct ° ° jj o0 a�N > o o o f a) a) a) 0 0 ° ° ° D J o o 0Q p0 Uw Q UE�m p 2a� UaU 0 Unm E o0 UAQd U UwU mn 0 O CL c. �" cB zs 2 N c COrnE � 0 0 00 rn ca E O CL U C p C a) p C O E O U O C O ° O C t d U N ° C 0 0)3 E 0 3 CL U) ` cU Q :3= C E= rn Ih E C) C) N c'` U N c E c E a) o c o c rn c 0 0 r. o 'N t; N t; N LL m w m Q Q w m Q Q cu U) 0 �m E ° 2 c _J O � 0 m o m != - N 7 N() O N �w O N N Lr � O� O _ 1 6 a) C (6 cB > in-2 0 L- .N N Q=O O L .. �O O °'UN U 70 Q J U n�N 0 C 06 a) U mn L m6 w U n ILIJ O •— () 0 o U ca ° °�� o E U U 6 U E O-0 N a � bjQ LD U a�i o 0 E LU U a) N p ON ° 0 m O U 0 p 1 U a)N N L 0 L CU O N N .E Q7 -6 Q to O 7 CL oa c s; rn o O N O � O `' _ w C �O c � 0 'E Po Y C N-EO'� C 0,O W � O a) EoNU� m E C C U Ul p � �V W Q=a Q ca c a) TO °a) 6)a)V c' s0 CL C N N � N� 3m mN urm ° c ° a) a) N m o �� ul > �°U 3 ul c o j a) 0 3 3 O NCO a) o U ° rnv3i Y > rn� E o Q �, �C)U - -� QU 3 3 O _ _ J E a) o� .5 ° U E.c rn o� > °o ° CY Q Y m'6 N '�Y y m J N '� C O p) w m Q m a) 0 m N .� >1 �0 0 a) O T o U Z 3 '6 y O O W i N 0 N 3 O U E N - 3 N � c�c_ `oa o CYU °o J a) a�i E m a) N o'E O m- 3 ul a) m C m 0 m 0 Q ,- +�+ ulm Eoc Y� 0 cCU 0 cNE�rn M � N rn a) E a) o m m o m'- o c a) o p a) rno 0 tidU N o c ° `m 0- op - � J m _Q' a) cn m cn 2 a) N C m ° a) cn � p �U corn cU? � mW c U) a) E j �O mE c E U °-Z ° c OZ m CU.�.g -0 c c a) 3 O' � C a) C" E c mD� � > .oD m m.T o o C1= D �U m 0 0 'n 0 c vi O n rn �O �Ncn oO &� ° Q m `o Q� m m Q� a) aNi �.2 m min U O t� 0.n n m DU m a) N a)m _0 a) m �� �m� c� O C n° N �'N.-.- mY 0 E o o m E a) E Q (n 0U) E °>>� aa)) MCA o a) rnm c m a) m E E w o O E E N2 Qo m (�i� L U m O E N cn O � 0 Q a) � U.— o >, o +�- GE c CO Q-N m c o (/) �' 7V�� m 7 U �N U' 0 U m E E UFO Nm �N ° �°-O 0)5 N a) a) � in cn L Co U N 4- 1�..7u, (n C N (n.J 70 U m � y Oo C 0 N Lo C O C 00 v.2O tl) v.2 > a) U E p N N p ' i O O COL (6 c V) -2 O Q'Q o QJ .......................... .................................................................................................................................................................................................................................................................................................................................................................................................................................... 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The Municipality of Dutton Dunwich with a letter regarding Miller Road and Iona Road. 2. Debbie France with a letter regarding illicit cannabis grow operations. 276 September 11, 2020 County of Elgin 450 Sunset Drive St. Thomas, On N5R 5V1 Attention: County Council Dear Warden and members of County Council: Re: Miller Road and Iona Road At the regular meeting September 9, 2020, the Council of the Municipality of Dutton Dunwich discussed safety concerns directly related to County roads. There is increased foot traffic by students crossing Miller Road to access the school. A crosswalk would improve safety for the students in this area. There are concerns regarding excessive speeds witnessed in the villages of Iona and Iona Station. A reduction in speed limit similar to that implemented in Wallacetown should help to ease these concerns. You will find attached a copy of 2 resolutions passed by the council of the Municipality of Dutton/Dunwich requesting the County of Elgin to: 1.Explore the possibility of installing a crosswalk on Miller Road (County Road #15) in the vicinity of The Sons of Scotland Park/Dunwich Dutton Public School. 2.Reduce speed limits on Iona Road (County Road #14) in the Villages of Iona and Iona Station from the current 60 km/h to 50 km/h. Thank you for your consideration in these matters. Yours truly, Murray Wickerson Manager of Roads and Facilities 277 COUNCIL RESOLUTION (0:::) Res: 2020.20. 05 Wednesday, September 9, 2020 Moved by: _Rentz Seconded by: __Drouillard THAT the Council of the Municipality of Dutton Dunwich receives the report of the Manager of Roads and Facilities titled "Miller Road Crosswalk", dated September 9, 2020 for information; and THAT Council approve a formal request to Elgin County Council proposing a crosswalk on Miller Road to provide an enhanced safety measure for the residents of Dutton Dunwich. Recorded Vote Yeas NaysCARRIED: r , P. Corneil x A. Drouillard x Mayor K. Loveland x DEFEATED: M. Hentz x_ B. Purcell - Mayor x_ Mayor 278 COUNCIL RESOLUTION (0:::) Res: 2020.20. 53 Wednesday, September 9, 2020 Moved by: Loveland Seconded by: __Corneil THAT the Council of the Municipality of Dutton Dunwich directs staff to submit a request to Elgin County Council to reduce the speed limit to 50 km/h on Iona Road in the Hamlets of Iona and Iona Station. Recorded Vote Yeas Nays CARRIED: P. Corneil x A. Drouillard x Mayor K. Loveland x DEFEATED: M. Hentz _x B. Purcell - Mayor _x Mayor 279 Stop Illicit Cannabis Grow Operations This email is being sent to all municipalities in Ontario who are being unjustly impacted by the outbreak in cannabis grow operations that choose not to follow municipal bylaws and regulations. These grow operations are surging throughout Ontario exposing residents to personal safety and health risks. What has caused the problem? Loopholes in cannabis legislation Loophole after loophole in cannabis legislation continues to be exploited.The legalization of cannabis was meant to keep cannabis from our youth and to get it off the black market. According to law enforcement, legislation has had the opposite effect. It has allowed organized crime to gain an even stronger foothold. Why work together with other municipalities? Residents are suffering from the unintended consequences of some of the components of cannabis legislation. • Many cannabis operations are operating without the required municipal permits, required set- backs and in areas not municipally zoned for cannabis operations. • According to police,there is a threat to community safety. Guns have been seized at raids. Profits have been known to fund other crimes such as methamphetamine labs and cannabis can be used as currency to trade for cocaine and guns coming from United States. Organized crime has found a way to be comfortably sheltered within existing cannabis laws. • Obnoxious skunk-like odours are adversely impacting the health and well being of residents. • Risks to drinking water supply from excessive water usage and chemical contamination. • Light and noise pollution. • Greenhouses and other facilities that could be used for more legitimate job creating purposes are often being used for illicit cannabis production. • Residents are afraid to voice their concerns in public as they fear the criminal element. • A standardized and enforceable solution will significantly reduce many of the costs municipalities are currently facing. Over the last few weeks, I have fielded phone calls and emails from residents of Norfolk County and across the province who live in municipalities attempting to control the outbreak.The municipalities all appear to be going to great lengths to help their impacted residents but the common response from everyone is that there isn't an immediate enforceable solution. In developing a solution,it is important to consider the contributing factors to this problem • It appears as though many cannabis producers are boldly going forward with their operation without regard for municipal regulations believing they can potentially hide behind the Ministry of Agriculture, Right to Farm legislation that was established to protect farmers who feed our country. 280 • Far too often, cannabis operations disregard compliance to local bylaws and zoning regulations. Court cases often take years. • Many cannabis operations are difficult to monitor and are improperly regulated. • There doesn't seem to be a cannabis tracking system in place for the vast majority of these operations. Where is the cannabis going? • The secluded locations of these growers make it challenging for enforcement. • Police raids have revealed that many of these operations are growing beyond their allowable plant limits. • When the national cannabis prescription average is 2 grams per day as of March 2020 one has to question why the College of Physicians and Surgeons are not questioning or investigating prescriptions as high as 100-150 grams per day. The purpose of the Cannabis Act was to displace the illicit market but it has actually given it a banner to flourish under a legal license. Unfortunately, our Federal Government put us in this position. It's long overdue for our Provincial Minister of Municipal Affairs and Housing, and our Federal and Provincial Ministers of Health, Agriculture and Justice to place the personal safety and health of residents first. What should a solution involve? • Change in Federal and Provincial legislation and/or regulation is required to eliminate the loopholes that the criminal element has taken advantage of. • Delegation of inspection authority to local municipalities would allow for fire, health and building inspections. Law enforcement would continue to have authority of plant count and the validity of operational authenticity. • There is a need to verify prescriptions and the doctors who issue them. THE ASK... 1. This issue MUST be raised at the Federation of Canadian Municipalities (FCM), Rural Ontario Municipalities Association (ROMA) and the Association of Municipalities of Ontario (AMO). 2.We are requesting municipalities to join together and place this at the top of our Provincial and Federal Governments "must urgently fix" list. All levels of government need to be involved in developing a standardized and enforceable solution. Reach out to your MP's and MPP's. There is strength and leverage in numbers.Join together with other municipalities and demand an enforceable solution from our Ministers. Thanks kindly, Debbie France 751 Townsend Concession Rd 14 Simcoe, Ontario, N3Y 41<3 519 426 8626 Resident of Norfolk County 281 Cannabis Reference Material Table of contents 1) General knowledge 2) Cannabis land use reports 3) Municipalities not permitting Cannabis grow ops on Agricultural lands 4) Municipal Panel & Roundtable Discussion with Local & Provincial Law Enforcement 5) Police Intervention - Massive illegal cannabis operation shut down 6) Police Intervention - Cannabis production allegedly fueling synthetic drug production labs 7) Police Intervention — raids involving production exceeding limits 8) Police Intervention - raids at the US/Canada border 9) Federal MP's who are actively requesting Health Canada to solve Cannabis issue 10) Municipal guide to Cannabis legislation (by FCM) 11) The final report of the task force on Cannabis legalization and regulation 12) Municipalities who have refused requests for exceptions to bylaws 13) Court cases - Bylaw violation 14) Nuisance bylaw amendment - Cannabis Odour 15) Municipalities that have requested assistance from Province Note: The list of links in this document is a small representation of information mostly connected to news articles that show there are significant issues connected to Marijuana Cultivation in Agricultural areas throughout the Province of Ontario. We encourage anyone viewing this document to search and reach out in their municipality to discover how the issues are unfolding in the Municipality they call home. Further investigation is likely to uncover similar issues in areas throughout the Province of Ontario and across the Country. We expect that further investigation is likely to uncover other elected officials who have been actively trying to find solutions for the constituents they were elected to serve. We encourage anyone viewing this information to connect with the author of the letter that accompanies this list or they can email their contact information and concerns to debbiefrance@live.ca and a representative of this group will reply to help address their concerns. Cannabis Articles 1) General knowledge Article: Gaping hole in pot legislation is hitting Norfolk hard (Ontario Farmer Jan 24, 2020) (Perhaps best article to understand entire issue) https://www.ontariofarmer.com/features/gaping-hole-in-pot-legislation-is-hitting-norfolk-hard/ Article: Change is in the wind (Ontario Planners June 1, 2018) (Outlines challenges for Municipalities from a planning perspective) https://ontarioplanners.ca/blog/planning-exchange/iune-2018/change-is-in-the-wind 282 1of5 Cannabis Reference Material Article: Stench among concerns as Bradford council hears about cannabis cultivation in Holland Marsh (Barrie Today Jun 14, 2020) (Outlines common complaints amongst those living nearby grow ops) https://www.barrietoday.com/local-news/bradford-council-hears-from-public-about-cannabis-cultivation-in- hol land-marsh-2433271 Article: County council concerned by marijuana licences (Belleville Intelligencer June 25, 2020) https://www.intelligencer.ca/news/local-news/county-council-concerned-by-marijuana-licences 2) Cannabis land use reports Article: Final Land Use Study on Cannabis Production in The Town of Pelham (Explains potential issues between Municipal By-laws & Farm & Food Protection Act relating to Cannabis) Review sections... 3.1, 3.2, 3.3, 3.5, 3.7 to understand potential issues https://Pelham-pub.escribemeetings.com/filestream.ashx?Documentld=21743 3) Municipalities not permitting Cannabis grow ops on agricultural lands Article: Brighton sets limits on where cannabis production facilities can locate (Northumberland news Apr 9, 2019) https://www.northumberlandnews.com/news-story/9274359-brighton-sets-limits-on-where-cannabis- production-facilities-can-locate/ Article: Prime agricultural land no place for cannabis, Oro-Medonte coalition says (Simcoe May 31, 2020) https://www.simcoe.com/news-story/10001301-prime-agricultural-land-no-place-for-cannabis-oro- medonte-coalition-says/ 4) Municipal Panel & Roundtable Discussion with Local & Provincial Law Enforcement Article: East Gwillimbury Cannabis Production Facilities Panel Discussion OPP & YRP discuss organized crime's active involvement in Cannabis production and the risks that it poses to residents (YouTube video) https://youtu.be/Oisv7MEIV14 Article: Hastings-Lennox &Addington Roundtable on Illicit Cannabis Operations — Fed MP Derek Sloan https://www.facebook.com/watch/?v=3216967588368948&extid=iTObBPn7swAbfxrz 5) Police Intervention - Police shut down massive illegal cannabis operation, seize more than 100k plants (CBC News Aug 21, 2020) Article: https://www.cbc.ca/news/canada/hamilton/project-woolwich-cannabis-niagara-1.5695691 283 2of5 Cannabis Reference Material 6) Police Intervention - Cannabis production allegedly fueling synthetic drug production labs (Project Moon) Article: More than $45m in drugs and cash seized as twin drug gangs dismantled in York Region (CP24 Aug 8, 2019) https://www.cp24.com/news/more-than-45m-in-drugs-and-cash-seized-as-twin-drug-gangs-dismantled-in- york-region-1.4541063 7) Police Intervention —raids involving production exceeding limits St. Catharines Article: Niagara police bust $34m illegal cannabis operation (Global News July 1, 2020) https://globaInews.ca/news/7128873/niagara-illegal-cannabis-grow-op/ King Township Article: Police seize $4.7m in illegal drugs after search of former Joe's Garden property in King (York Region Oct 7, 2019) https://www.vorkregion.com/news-story/9633352-police-seize-4-7m-in-illegal-drugs-after-search-of-former- ioe-s-garden-property-in-king/ Article: 8 charged after$400k worth of'excess cannabis' found on King Township grow-op (CBC News Oct 2, 2018) https://www.cbc.ca/news/canada/toronto/eight-charged-mari ivana-trafficking-cannabis-farms-vork-region- 1.4847114 Article: Police bust marijuana grow op in King Township worth $6.5m, seize 4,000 plants (CTV News Aug 3, 2018) https://toronto.ctvnews.ca/police-bust-mari ivana-grow-op-in-king-township-worth-6-5m-seize-4-000-plants- 1.4039863 Stouffville Article: Police bust cannabis grow op in excess of licence limits near Aurora (YorkRegion Jan 29, 2019) https://www.vorkregion.com/news-story/9148816-police-bust-cannabis-grow-op-in-excess-of-licence-Iimits- near-aurora/ 8) Police Intervention - Cannabis busts at US/Canada border Article: Canadian resident arrested in relation to massive cannabis bust at U.S. border (Global News June 16, 2020) https://globaI news.ca/news/7070697/canadian-involved-sign ificant-drug-seizure-u-s-border/ 284 3of5 Cannabis Reference Material 9) Federal MRs mentioned in articles who are actively requesting Health Canada to solve Cannabis issue Article: MP Finley brings the issue of unlicensed large-scale marijuana producers to Parliament (Norfolk Today July 27, 2020) - Fed MP Diane Finley https://www.norfolktoday.ca/2020/07/27/96986/ Article: Stomp out cannabis criminality: Sloan (Quinte News July 2, 2020) - Fed MP Derek Sloan https://www.guintenews.com/2020/07/02/stomp-out-cannabis-criminality-sloan/ Article: 'Stinks like 10000 skunks': Tottenham residents want more potent restrictions for medical-marijuana growers (Simcoe Feb 11, 2020) - Fed MP Terry Dowdall https://www.si mcoe.com/news-story/9844540--stinks-Iike-10-000-skunks-tottenham-residents-want-more- potent-restrictions-for-medical-mari ivana-growers/ 10) Municipal guide to Cannabis legislation (by FCM) https://fcm.ca/en/resources/municipal-wide-cannabis-legalization 11) The final report of the task force on Cannabis legalization and regulation https://hoban.law/2017/01/the-final-report-of-the-task-force-on-cannabis-legalization-and-regulation/ 12) Municipalities who have refused requests for exceptions to bylaws Article: Marijuana setback relief denied (Simcoe Reformer May 29, 2019) https://www.simcoereformer.ca/news/local-news/mariivana-setback-relief-denied Article: Council officially denies the marijuana micro-cultivation facility (NewTecTimes March 6, 2020) http://newtectimes.com/?p=24388 13) Court cases - Bylaw/Zoning violations Article: Cannabis producer pleads guilty to violating bylaw (Simcoe Reformer Feb 20, 2020) https://www.simcoereformer,ca/news/local-news/cannabis-producer-enters-guilty-plea Article: East Gwillimbury takes medical marijuana facility to court (York Region Aug 12, 2020) https://www.yorkregion.com/news-story/10134439-east-gwillimbury-takes-medical-marijuana-facility-to- court 285 4of5 Cannabis Reference Material 14) Nuisance bylaw amendment - Cannabis odour Article: Council enacts nuisance by-law addressing cannabis odour concerns (Bradford Today Jun 19, 2020) https://www.bradfordtoday.ca/local-news/council-enacts-nuisance-by-law-addressing-cannabis-odour- concerns-2441245 Article: Hamilton targets large-scale personal grow operations with nuisance bylaw amendment (Global News Apr 23, 2020) https://globaInews.ca/news/6857506/city-of-hamilton-nuisance-bylaw-amendments-personal-grow- operations-cannabis/ Article: Nuisance bylaw to deal with cannabis odour coming soon to Lincoln (Niagara This Week Aug 3, 2020) https://www.niagarathisweek.com/news-storV/10128119-nuisance-bylaw-to-deal-with-cannabis-odour- coming-soon-to-Iincoln� Article: Pelham gives stamp of approval on odour bylaw to deal with cannabis operations (Niagara This Week Mar 27, 2020) httpse//www,niagarathisweek,com/news-story/9918340-pelham-gives-stamp-of-approval-on-odour-bylaw- to-deal-with-cannabis-operations/ Article: Niagara area town buys $5,000 device to measure weed smell after repeated complaints from residents (Timmins Today Jul 7, 2020) https://www.tiry minstoday.com/around-ontario/ontario-niagara-area-town-buys-5000-device-to-measure- weed-smel I-after-repeated-complaints-from-residents-2545977 15) Municipalities that have requested assistance from Province Article: Council supports request for more control over cannabis production in municipalities (Bradford Today May 22, 2020) https://www.bradfordtoday.ca/local-news/council-supports-request-for-more-control-over-cannabis- production-in-municipaIities-2366228 286 5of5 No5 '( 1k'* Working together with our community Norfolk County Police Services Board Special Meeting Agenda October 07, 2020 2:OOpm Council Chambers (Electronic Participation Available) 2nd Floor County Administration Building 50 Colborne Street South, Simcoe 1. Call to Order 2. Disclosure of Pecuniary Interest 3. Discussion Item A) Health Canada Follow-Up Re: PSB Concerns regarding Cannabis Production Facilities i. Norfolk County Police Services Board Letter to Health Minister 3 4. Deputations — Guest Speakers A) Benoit P Seguin, Acting Director, Office of Medical Access and Specialized Authorizations, Controlled Substances and Cannabis Branch, Health Canada B) OPP Detective Inspector Jim Walker of the Provincial Cannabis Task Force 5. Adjournment Contact Information Owen Jaggard, PSB Secretary Owen.iaard norfolkcount�.ca III) 287 50 Colborne Street South Simcoe ON N3Y 41­13 'NO5 COUNTY* Phone: 519-426-5870. Ext. 1274 Chair: Dennis Travale POLICE SERVICES BOARD September 30, 2020 The Honourable Patty Hajdu, Minister of Health Minister of Health hcminister.ministresc canada.ca Dear Honourable Minister Hajdu, HELP! Norfolk County is in crisis. As of the most recent count there are more than seventy-five (75) Part 2 marijuana grow operations within our municipality (please see attached map which was produced from publicly available information, by a group of concerned citizens). What has caused the problem? Glaring loopholes in federal cannabis legislation and regulation. The ability to get a medical prescription which allows a third party to grow the full amount of the prescription, conjointly with three (3) others who can visit the same (or other) doctor and get prescriptions of similar strength. The national cannabis prescription average is 2 grams per day (as of March 2020) so one has to question why prescriptions as high as 100-150 grams per day are allowed. Such over prescribing allows the criminal element to exploit the "legally' intended aspects of the Legislation and its Regulations. The legalization of cannabis was meant to keep cannabis from our youth and to get it off the black market; however, according to law enforcement the legislation has had the opposite effect. It has allowed organized crime to gain an even stronger foothold. Residents in Norfolk are suffering from unintended consequences of some of the components of cannabis legislation and Regulation, such as: • According to police sources, there is a threat to community safety. Guns have been seized at raids; • Profits from "overgrowing" have been known to fund other crimes such as methamphetamine labs; • The ability to shop around with various doctors or"purchase" prescriptions; 288 3 • Page 2 September 30,2020 • Cannabis profits can be used to trade for cocaine and guns coming from United States; • Organized crime has found a way to be comfortably sheltered within existing cannabis laws; • Obnoxious skunk-like odours are adversely impacting the health, well being and enjoyment of life and property of residents. • Risks to drinking water supply and contamination through the use of chemicals and fertilizers, without oversight; • Light and noise pollution from 24/7 production in facilities that are in close proximity to other structures (predominantly residential); • Greenhouses and other facilities used for illicit cannabis production could be used for more legitimate job creating purposes; and • Residents are afraid to voice their concerns in public as they fear the criminal element. Minister, in developing a solution it is important to consider the contributing factors to this problem: • Many Part 2 cannabis producers are boldly going forward with their operation without regard for municipal permits, Bylaws and regulations in the belief they can potentially hide behind the Ministry of Agriculture, Right to Farm legislation that was established to protect farmers who feed our country; • Far too often, cannabis operations disregard compliance to local Bylaws and Zoning regulations and the enforcement process through the courts often take years; • Part 2 cannabis operations are difficult to monitor (location is NOT an issue due to the smell) and municipal enforcement (i.e. fire or building inspections) is considered hazardous at best given the secluded locations of these grow ops; • There is NO cannabis tracking system in place that is available to the municipal government for these operations. Who is growing it, what is the legal quantity, etc.; • Police raids have revealed that many of these operations are growing far beyond their allowable "prescribed) plant limits, which brings into question the oversight by the Canadian Medical Association and the College of Physicians and Surgeons; and • When the national cannabis prescription average is 2 grams per day (as of March 2020) one has to question why the College of Physicians and 289 4 • Page 3 September 30,2020 Surgeons are not questioning or investigating prescriptions as high as 100- 150 grams per day. The purpose of the Cannabis Act was to displace the illicit market but it has actually given rise to a proliferation of illegal activity as any recent news coverage will demonstrate and to which local municipal Councils with attest. Unfortunately, your government put us in this position. It's long overdue for our federal representatives to work collaboratively and legally to put in place the needed controls and oversight permissions that will provide safety, health and personal comfort to all residents. What should a solution involve? • Amendments to Federal and Provincial legislation and/or Regulation to allow delegation of inspection authority to local Boards of Health (autonomous corporations) that would allow for Health Inspectors to freely enter a property to view and confirm the legality of medical prescriptions and conduct a plant count in accordance with those prescriptions. • Such "visits could be conducted in concert with local fire and building inspectors who have the legal right to enter a property; • Delegate authority to issue "cease and desist orders" related to any illegal growing; and • Law enforcement would provide any requested security and safety for the visits. A standardized and enforceable solution will significantly reduce many of the concerns of citizens and make the legal process more efficient. Minister, I have been instructed to invite you, your Deputy Minister and any related other high-ranking officials to attend (virtually or in person) a Special Meeting of the Norfolk County Police Services Board which I will convene at your immediate pleasure. Municipalities across Ontario, plus the representative organizations of municipalities, have been asked to join together and place this issue this at the top of our "must urgently fix" list. All levels of government need to be involved in developing a standardized and enforceable solution; however, if there is a "low hanging fruit" option it is to delegate your oversight and inspection authority to municipalities, while longer-term and more permanent solutions can be identified and developed. look forward to a very positive response, meeting you and working together, with Norfolk County officials, on this matter of urgency. 290 5 • Page 4 September 30,2020 Slrtier ' , Dennis Travale Chair, Norfolk County Police Services Board Copies to: Minister of Justice and Attorney General of Canada Minister of Agriculture and Agri-Food MP Diane Finley, Haldimand-Norfolk Provincial Solicitor General Provincial Minister of Health and Long-Term Car Provincial Minister of Agriculture, Food and Rural Affairs MPP Toby Barrett, Haldimand-Norfolk Norfolk County Council Haldimand-Norfolk Board of Health Ontario Association of Police Services Boards Association of Municipalities of Ontario Rural Ontario Municipalities Association Members Norfolk PSB including our Chief of Police (Norfolk County OPP Detachment Commander) 291 6 CORRESPONDENCE — October 13, 2020 Items for Information — (Attached) 1. The Ministry of Municipal Affairs and Housing with a letter regarding Parkland Dedication, Development Charges and the Community Benefits Charges Authority. 2. The Rural Education Task Force with information regarding the Rural and Northern Education Fund (RNEF). 3. The Ministry of Municipal Affairs and Housing with a letter regarding additional funding under Phase 2 of the Municipal Operating Funding stream of the Safe Restart Agreement. 4. Karen Vecchio, MP, and Jeff Yurek, MPP, with a letter regarding modified holiday parade in Elgin-Middlesex-London. 5. The Solicitor General with a letter regarding anti-racism initiatives and the Anti- Racism Directorate (ARD), the Community Safety and Policing Act (2019), new police oversight measures, police training as it relates to de-escalation, mental health and diverse communities, mental health and addictions initiatives and investments, Community Safety and Well-Being (CSWB) Planning and police- hospital transition protocol. 6. The Western Ontario Wardens Caucus with a letter to the Minister of Infrastructure regarding funding to support broadband infrastructure in Southwestern Ontario. 7. County of Elgin Homes with their October 2020 Newsletter. 292 Ministry of Ministere des Municipal Affairs Affaires municipales � and Housing et du Logement Office of the Minister Bureau du ministre ® Ontario 777 Bay Street, 171h Floor 777, rue Bay, 17'etage Ontario Toronto ON M7A 2J3 Toronto ON M7A 2J3 Tel.:416 585-7000 Te1. :416 585-7000 234-2020-4019 September 18, 2020 RE: Parkland Dedication, Development Charges and the Community Benefits Charges Authority Dear Head of Council, As you know, our government introduced the Housing Supply Action Plan last year with the goal of increasing the supply of housing across Ontario. As part of this effort, our Government introduced the community benefits charge (CBC) authority along with changes to the Development Charges Act and parkland dedication under the Planning Act. Over the past year, the Ministry of Municipal Affairs and Housing consulted for over 300 days with municipalities, the development industry and the public on the implementation of the framework, including several aspects of the legislation and a regulatory approach. I value the input of our municipal partners. am writing to inform you that on September 18th, our government proclaimed the remaining amendments that were made to the Development Charges Act and the Planning Act by Bill 108, the More Homes, More Choice Act, and, Bill 197, the COVID- 19 Economic Recovery Act. In addition, we have made a new regulation under the Planning Act and technical changes to regulations under the Planning Act, Development Charges Act and Building Code Act in order to finalize the framework for development charges, community benefits and parkland. As of September 18, 2020, municipalities will have two years to transition to the new regimes. This will enable both the municipalities and builders to adjust to these changes in light of the pressures of COVID-19. We listened to the feedback received during consultations, and that is why we are proposing to prescribe a percentage of 4% for the CBC authority that will be applied to land values to determine the maximum CBC for any particular residential development. The CBC could be used by local governments to fund capital costs of services that are needed due to higher density development and are not being recovered through other tools. 293 These amendments will enable growth to pay for growth, while also providing greater predictability of development costs in order to increase the supply of housing so that it is more attainable for Ontarians. I thank you for your continued collaboration throughout the implementation of this new and enhanced framework. Sincerely, Steve Clark Minister of Municipal Affairs and Housing c: Chief Administrative Officers Chief Planners Municipal Treasurers Kate Manson-Smith, Deputy Minister, Municipal Affairs and Housing Alex Beduz, Chief of Staff to Minister Clark, Municipal Affairs and Housing Jonathan Lebi, Assistant Deputy Minister, Local Government and Planning Policy Division Caspar Hall, Director, Municipal Finance Policy Branch 294 From: Bonnie WILLIAMS<bonnie,williams tvdsb.ca> Date:September 29, 2020 at 1:05:12 PM EDT Subject: MOTION Dear Rural Education Members: At last evening's meeting a recommendation was brought forward. Unfortunately due to a loss of quorum the vote did not take place. As such we are conducting an electronic vote of all members of the Task Force. Information presented in relation to this recommendation is attached. II ask-that our ire II -to -tlhiis emaiill wiitlh Dull° ea° oir°ina a„m.. IFiriida Gctol eir „ The following recommendation was moved: That the Board of Trustees advocate for the following and invite the Rural Education Task Force municipal members to advocate similarly: Maintaining and enhancing the Rural and Northern Education Fund (RNEF) funding model for rural and northern schools, with possible reallocation of Grants for Student Needs (GSNs) to support a net funding neutral increase in the RNEF. Maintaining the moratorium on school consolidations and closures for the schools that qualify/identified for the Rural and Northern Education Fund. Strengthening of integrated local planning at the community level and to promote local planning conversations among school boards, municipalities and other relevant local partners to ensure ongoing communication and notification regarding possible school consolidations, closures, additions or new builds. Provincial policies for capacity planning and pupil accommodation reviews that formally recognize the importance and value to the community of rural and single school community schools. Sincerely, Bonnie Williams Thames Valley District School Board Supervisor, Corporate Services/FOI Coordinator 1.25o Dundas Street, London, ON N5W 5P2 Tel:51.9.452.2000 x202z8 Email: bonnie.williarnsra)tvdsb.ca www.tvdsb.ca 295 6.0 Rural Education Task Force Discussion Pupil Accommodation Review Guidelines School Closure Moratorium (June 2018) Background ]Integrated local Planning (Ministry of Education, 201 ) Throughout our public consultations, the ministry also heard about the need to strengthen integrated local planning at the community level and to promote local planning conversations among school boards, municipalities and other relevant local partners. There will be a call for proposals this summer, seeking approximately three communities across Ontario to participate in VIPPI. These communities will represent a mix of urban, rural, Northern and Francophone communities. Each community must identify partners to participate in a local integrated planning table that should include, at a minimum, school boards and municipalities and relevant local partners that reflect each area's unique needs. The ministry will provide a facilitator to lead a series of sessions spanning approximately one year. The goal of VIPPI is for all members involved to share and discuss capital and community planning processes and relevant data to create a collection of best practices. Memo: Draft IRev sed I upH Accommodation IRev Gu�deHneand Community Nanning and I artnershm ps Gu�deHne Updates Date: February 18, 201 The current requirement for school boards to consider community impacts, such as loss or gain of community use of school space, will be maintained and extended to include consideration of any possible impacts on First Nation communities' on-reserve. If at least one school that is eligible to receive support from the Rural and Northern Education Fund (RNEF)is included in a pupil accommodation review at any time then economic impacts must also be given consideration for each accommodation option. School boards will have discretion to undertake economic impact assessments in other communities, if needed. The ministry will: • Develop guidance that will define key parameters it expects the economic impact assessment to address (such as, impact on local businesses, impact on family commutes/ schedules and housing starts). We will consult with school boards and municipalities on how these key parameters are shaped; 1 296 • Develop an approved list of vendors from which boards may select a third party to undertake this work. • Seek approval for additional funding for boards that will be required to undertake economic impact assessments. Updates on Integrated Local Planning and the Community Planning and Partnerships Guideline The ministry remains committed to updating the CPPG to further encourage joint responsibility for integrated community planning as we learn more from the new voluntary pilot program and other work across government. This decision was based on consultation feedback, which suggested that adding new requirements on school boards through the CPPG in an attempt to compel local partnerships is unlikely to be successful. Instead, the ministry plans to work with the Ministries of Infrastructure and Municipal Affairs to: • Develop a new voluntary pilot program that will provide flexible support to municipalities, school boards, and other relevant local actors who wish to enhance their collective capacity for integrated local planning. Best practices and lessons learned will inform future policy and supports for integrated local planning across the province. TVDSB Capital IFundmg Thames Valley has received funding approval from the Ministry of Education to construct a new $8.7-million elementary school in the Elgin County community of Belmont. TVDSB Planning: One, Accommodation Plan (attached) Minister Educatioin S. Lecce February 27, 2020 Link: https://toronto.citynews.ca/2020/02/27/cash-strapped-tdsb-losing-millions-on- underutilized-schools/ "The former Liberal government put a moratorium on school closures in 2017 and the Ford government promised to keep it in place until a review of school closures is complete. For now, the province's hands are tied. But Education Minister Stephen Lecce says that could soon change. Lecce confirmed with CityNews that a review will take place this year, after which underutilized schools could be shuttered. "Look, there's got to be a credible pathway to closing,"Lecce said. A critical part of the review is to look at the impact school closures have on communities. 2 297 "I understand when you have occupancies of 20, 30 per cent that potentially may warrant that outcome,"Lecce said. "However the guidelines are flawed, we need to revise and reform them." But school closures can have a very different impact on rural communities versus urban ones. Lecce acknowledges a one-size-fits-all solution may not be the answer and says that's one of the reasons consultation is critical." For Discussion: 1. Maintain and enhance the Rural and Northern Education Fund (RNEF) funding model for rural and northern schools, with possible reallocation of Grants for Student Needs (GSNs)to support a net funding neutral increase in the RNEF. a. Recommend that through the TVDSB and Rural Education Task Force members advocate for: (the above) 2. Maintain the moratorium on school consolidations and closures for the schools that qualify/identified for the RNEF. a. Recommend that through the TVDSB and Rural Education Task Force members advocate for: (the above) 3. Strengthen integrated local planning at the community level and to promote local planning conversations among school boards, municipalities and other relevant local partners. a. Recommend the communication and notification on an ongoing basis from all relevant School Boards of any areas of study considering possible consolidation, closure, additions, or new builds. 4. As proposed in the 2018 Pupil Accommodation Review Guidelines, address, in partnership with municipalities, the value of school to a community through the development of ministry supports including templates for school boards and local communities to use during the accommodation review process. a. Recommend that the through the TVDSB and Rural Education Task Force members advocate for provincial policies for capacity planning and pupil accommodation reviews to formally recognize the importance and value to the community of rural and single school community schools. 5. Publicly funded schools are funded, for the 2020-2021 fiscal year, not less than the education funding received per the student enrollment of March 31st, 2020. a. Recommend that through the TVDSB and Rural Education Task Force members advocate for: (the above) 3 298 Ministry of Ministere des Municipal Affairs Affaires municipales --- and Housing et du Logement Office of the Minister Bureau du ministre ®® 777 Bay Street, 17`h Floor 777, rue Bay, 17'etage Ontario Toronto ON M7A 2J3 Toronto ON M7A 2J3 Tel.:416 585-7000 Te1. :416 585-7000 234-2020-4339 October 1, 2020 Dear Head of Council: Under the federal-provincial Safe Restart Agreement, the Ontario government is providing up to $4 billion in emergency assistance so that municipalities are supported as they respond to COVID-19. Funding for municipalities under the Safe Restart Agreement is being provided through four streams: the Social Services Relief Fund and Municipal Operating Funding that are being implemented by my ministry, as well as funding streams for public health and transit being administered by the Ministry of Health and Ministry of Transportation respectively. On August 12, 2020, 1 wrote to advise of your municipality's allocation under Phase 1 of the Municipal Operating Funding stream. The ministry is currently in the process of making those payments. Today, I am writing to provide information on applying for additional funding under Phase 2 of the Municipal Operating Funding stream. Our government recognizes that municipalities play a key role in delivering the services that Ontarians rely on and are at the frontlines of safely reopening our economy. Through Phase 2, we are committed to providing further financial support to those municipalities that require additional funds to address extraordinary operating expenditures and revenue losses arising from COVID-19 in 2020, over and above the allocation provided under Phase 1. Our government chose to distribute a very significant level of funding to municipalities under Phase 1 — $695 million in total — because we wanted to ensure all municipalities across our province could continue to deliver the important services their residents and businesses rely on while supporting the safe reopening of our economy. For a majority of municipalities, I anticipate this Phase 1 funding, together with the actions you have taken to find efficiencies and address shortfalls, will be sufficient to manage 2020 financial pressures arising from COVID-19. However, for the group of municipalities that has been hardest hit financially by COVID-19, additional funding may be needed. Requests for Phase 2 funding are due on October 30, 2020 and detailed information about how to apply is now available to municipalities through the Transfer Payment Ontario (TPON) system. 299 /2 - 2 - One of the requirements is a council resolution requesting financial assistance under Phase 2. 1 want to emphasize that councils are responsible for assessing the financial situation of their municipalities and proceeding with an application under Phase 2 only if further assistance is needed to address COVID-19 pressures in 2020. Municipalities that cannot demonstrate 2020 COVID-19 financial pressures in excess of their Phase 1 funding allocation will not be considered for additional funding under Phase 2. In addition to a resolution of your municipal council, a reporting template must be completed by the municipal treasurer as part of a municipality's Phase 2 application package. This report is designed to provide an overall picture of the municipality's 2020 financial position and information about service adjustments, use of reserves, and other measures being taken to manage 2020 COVID-19 operating impacts. Our government will allocate Phase 2 funds to only those municipalities that need additional financial assistance. The report also asks for information about your municipality's strategies for finding efficiencies and modernizing services. I look forward to learning about the transformative work that I know is happening across Ontario's municipal sector and your efforts to keep taxes low for families in your communities. We are not requiring municipalities to submit information about COVID-related costs and revenue losses on a line-by-line basis, and as such the program will not offer a direct line-by-line reimbursement for all COVID-related operating expenditures and revenue losses reported. The federal government has stepped up. Our government is providing an unprecedented level of provincial funding to support municipalities. And we recognize that municipalities also have a critical role to play in finding efficiencies and taking all available measures to address the financial challenges brought by COVID-19 so that they can continue to invest in infrastructure and deliver the services their communities rely on during this extraordinary time. As noted above, detailed information about how to apply for Phase 2 funding is now available on Transfer Payment Ontario. The ministry will also offer webinars to support treasurers and other municipal officials in understanding Phase 2 application requirements and how to complete the required reporting template. Please note that the deadline to submit applications is October 30, 2020. Municipalities may request an extension November 6, 2020, but as noted in my letter of August 12, 2020, we will be unable to consider applications received after this date. I understand this timeline is tight, but it is necessary to allow us to allocate funds to municipalities prior to the end of the municipal fiscal year and meet our commitment to municipalities that need additional help to manage 2020 financial impacts arising from COVID-19. Municipalities who are eligible and approved to receive funding under Phase 2 will be informed before the end of the calendar year and can expect to receive a payment in early 2021. 300 /3 - 3 - 1 will continue to be a strong champion for municipalities as our government charts a path to a safe, strong economic recovery. I extend my thanks to all 444 municipal heads of council for your continued efforts to keep all of our communities across this province safe and to deliver the services your residents and businesses need. Working together, we will get Ontario back on track. Sincerely, C-��x'WOZI Steve Clark Minister of Municipal Affairs and Housing c. Chief Administrative Officers and Treasurers 301 r�I Karen Vecchia, MP J '"F F YU RE K PP Elgin-Middlesex-London ELGIN-MIDDLE EX-LONIIDON October 2, 2020 RE: Modified Holiday Parade in Elgin-Middlesex-London Dear Business Owners, Service Clubs, Organizations and Municipalities, Every year our community enjoys coming together to celebrate the season with family, friends and neighbours through local holiday parades. It's hard to imagine not gathering to spread cheer in some way at the end of 2020. That's why, under the guidance of the Southwestern Public Health Unit and the support of the City of St. Thomas, we will be hosting a modified holiday parade in Pinafore Park to celebrate the holidays in a different fashion. Today, we are reaching out to you as business owners, local municipal leaders, and volunteers to request your assistance in getting the word out to interested participants in your community, and invite you to be part of this exciting event by hosting a display. Our planning committee, chaired by Jill Ferguson, Delany Leitch, and Andrew Buttigieg, will be meeting in the coming weeks to confirm implementation details. We are currently aiming to have the drive-thru parade occur on the first weekend in December in St. Thomas's Pinafore Park. We have attached our"EML Reverse Holiday Parade" graphics for you to share with your networks and ask that any interested participants or volunteers please contact emlparade@gmail.com for more information and to be added to our communications list. We know that the pandemic has created social isolation, financial hardship and stress for many families in Elgin-Middlesex-London. This event will no doubt bring much needed holiday cheer to our community this season. Sincerely, Karen Vecchio Jeff Yurek Member of Parliament Member of Provincial Parliament Elgin-Middlesex-London Elgin-Middlesex-London 302 III IIIIIIIIIII � IIII�IIIIII I III III I I I I II I � h I I I l I � I l l l � I I � I I I l 1, I I IIll�iiili.) 1, I I 1, >I I I I 1, I I L „ 1, I I 1, I I I I I 1,I I 1,I I � 1,III III I � ll„ I I l i I I 1 l I � l I I � l l I I 1 I l I I I I li n l I I l l l I I li l I I I I I II ,I I r I I I , I . I � I I I I , I I I I I I / I I I I I I I I I � I I I I I I II I I I I I 1 I I I I � I I I. I II I II I I I III „ I III � IIIIII IIIIIII �III�. IIIII ( IIIII II I � II rqq I I��.1,khi. „IIIIIII„'JpJ, III Il l�'�IIVI�O kIUQf� I ,,,,,,,. ,. I (IIIIIII IIII llllllllll. I I�, I��U� I � IIIII,� IIIIIIII � ( IIII IIIIIII I IIIIII I I o i I I (I � � IIIIIIIIIIIII) � � II � n III III � I I, n 0 0 n I i I' I I I, III it I � I Y I I I I y I I l yl I I I 1 I I I I I. 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P1 S,T T H t I OMO= M AS' 1111MILWAY' Cl I ,�� tttt� ,�� I �IIUID IIIIIIIIIU ���� ���>V� ��N ������»"�� IIIIIIII IIIIIIIIUI UIUII IIIIIIIIIUI 11111UIppU � I ,I, I I »> lI� l � I f r 1 I I 1 I i r I I I I I I I N� 1 I I I III I II IIII I� �� III I III N IIII 111 I U I I � I I I II � I II i II I �I , uuu��'��O Solicitor General Solliciteur general Office of the Solicitor General Bureau de la solliciteure generale . 25 Grosvenor Street, 18th Floor 25, rue Grosvenor, 18e etage Toronto ON M7A 1Y6 Toronto ON M7A 1Y6 Ontario Tel:416 325-0408 Te1.:416 325-0408 MCSCS.Feed back@Ontario.ca MCSCS.Feed back@Ontario.ca 132-2020-3484 By email October 2, 2020 Dear Head of Council: The Ministry of the Solicitor General is committed to keeping communities across Ontario safe, supported and protected. I would like to take this opportunity to share some information with your municipality regarding the anti-racism initiatives of my ministry and the Anti-Racism Directorate (ARD), the regulatory work being done to bring the Community Safety and Policing Act, 2019, into force, new police oversight measures, police training as it relates to de-escalation, mental health and diverse communities, mental health and addictions initiatives and investments, Community Safety and Well-Being (CSWB) Planning and police-hospital transition protocol. Anti-Racism Our government has zero tolerance for hate, racism or discrimination in all its forms. We share a responsibility to speak out and act against racism and hate and build a stronger society. Our government is committed to addressing racism and building a stronger, more inclusive province for us all. I am proud to be the minister responsible for Ontario's Anti-Racism Directorate (ARD), which leads strategic initiatives to advance anti-racism work across government with a plan that is grounded in evidence and research. Through the ARD, the government continues to invest in community-led research, public education and awareness initiatives. This includes investments to the Canadian Mental Health Association (CMHA) Ontario to undertake research that seeks to identify key mental health issues impacting survivors of victims of homicide violence in Ontario. Community Safety and Policing Act, 2019 Our government is also committed to addressing racism at a systemic level through the regulatory framework under the Anti-Racism Act, 2017, and through the work we are doing to bring the Community Safety and Policing Act, 2019, into force. As we work to develop regulations under the Community Safety and Policing Act, 2019, we will continue to engage racialized groups, including Black, South Asian, First Nation, Inuit and Metis organizations. We are committed to ensuring that Ontario's communities are well supported and protected by law enforcement and that all interactions between members of the public and police personnel are conducted without bias or discrimination, and in a manner that promotes public confidence and keeps our communities safe. /2 304 Head of Council Page 2 The Community Safety and Policing Act, 2019, which is part of the Comprehensive Ontario Police Services Act, 2019, provides policing and police oversight legislation. Once in force, the Community Safety and Policing Act, 2019, will address a number of recommendations made by Justice Michael H. Tulloch, including: • Mandatory training for all police service board members, the Inspector General, inspectors, police officers and special constables on human rights, systemic racism as well as training that promotes the diverse, multiracial and multicultural character of Ontario society and the rights and cultures of First Nation, Inuit and Metis Peoples; • The requirement for each municipality that maintains a municipal board to prepare and publish a diversity plan to ensure members of the board are representative of the diversity of the population of the municipality; • Not releasing the names of officials and witnesses in SIU investigations; • Ensuring information made available to the public about an SIU investigation helps them understand the decision made by the SIU director; and • Ensuring the SIU continues to publish investigative reports on its website. New Measures for Police Oversight Inspector General of Policing The Community Safety and Policing Act, 2019, will establish an Inspector General (IG) of Policing who will be required to monitor and conduct inspections related to compliance with the Act and regulations. The IG will work with policing entities to ensure consistent application of policing across the province by measuring compliance with prescribed standards. Key functions of the IG include: • Consulting with, advising, monitoring and conducting inspections of police service boards, Ontario Provincial Police (OPP) detachment boards, First Nation OPP boards, OPP Advisory Council, chiefs of police, special constable employers, police services and other policing providers regarding compliance with the Act and regulations. • Receiving and investigating, if warranted, public complaints about members of police service boards, OPP detachment boards, First Nation OPP boards and the OPP Advisory Council regarding misconduct and policing complaints regarding the provision of adequate and effective policing, failure to comply with the Act and regulations, and policies and procedures. • Reporting inspection findings, issuing directions to remedy or prevent non- compliance with the Act and imposing measures if the direction is not complied with, or, reprimanding, suspending or removing a board member if board member misconduct is identified. • Conducting analysis regarding compliance with the Act and regulations. • Reporting on the activities of the IG annually, including inspections conducted, complaints dealt with, directions issued and measures imposed; and compliance with the Act and regulations. /3 305 Head of Council Page 3 The Act also gives the IG and its inspectors the right to access closed police service board meetings. Law Enforcement Complaints Agency The Community Safety and Policing Act, 2019 will continue the office of the Independent Police Review Director as the Law Enforcement Complaints Agency (LECA), headed by the Complaints Director. The LECA will receive and screen complaints from the public about the conduct of police officers. In addition, the LECA will have the authority to initiate an investigation in the absence of a public complaint if, in the Complaints Director's opinion, it is in the public interest to do so. The Complaints Director may also undertake reviews of issues of a systemic nature that have been the subject of public complaints or investigations, or that may contribute or otherwise be related to misconduct. The Special Investigations Unit The Special Investigations Unit Act, 2019, (SIU Act), once in force, will set out a new legal framework for the SIU. The SIU Act will focus and clarify the mandate of the SIU to better ensure more timely, efficient, reasonable and transparent investigations. Key changes contained in the Act will focus the SIU's investigative resources where they are needed most — on criminal activity. The Ministry of the Attorney General will continue to consult with law enforcement, community organizations and advocates to ensure their input is incorporated into the development of regulations under the SIU Act. Police Training Training is developed and delivered in a manner that reinforces principles of fairness, equity and compliance with the Ontario Human Rights Code and Canadian Charter of Rights and Freedoms. All Basic Constable Training (BCT) recruits undergo diversity-focused training designed to improve their ability to engage with the public and respond to victims of crime. This training focuses on improving recruits' understanding of the experiences of, and systemic barriers faced by, diverse communities, including racialized, Indigenous, First Nations and Metis, and Lesbian, Gay, Bisexual, Transgender, Queer and/or Questioning and Two-Spirited (LGBTQ2S) people. Diversity and anti-racism training includes: • Human rights framework for policing; • Equity and inclusion; • Harassment and discrimination; /4 306 Head of Council Page 4 • Defining police professional; • Collection of Identifying Information in Certain Circumstances regulation; • History of profiling in policing and the impact of racial profiling on the community; • Profiling practices and the mindset behind it; • Stereotyping; • Bias free policing — racial profiling vs. criminal profiling; • Hate crimes and bias incidents of a non-criminal nature; and • Practical skills scenario that reinforces academic learning on hate crimes. Training on Indigenous issues includes: • Indigenous culture; • Residential schools; • Land claims and treaties; • First Nations Policing; • Cultural appropriation; • Cultural practices; and • Practical skills scenario that reinforces academic learning on Indigenous issues. The Serving with Pride organization attends each intake to deliver a presentation to all recruits entitled "LGBTQ2S 101" which covers a number of issues related to the LGBTQ2S communities including historical events, current and appropriate terminology, gender expression, gender identity and other topics. In addition to the standalone sessions, the above noted issues are interwoven and reinforced throughout the BCT program. For example, recruits are taught to respond to victims in a trauma-informed manner for all victims of crime acknowledging potentially vulnerable groups. De-escalation and Mental Health Crisis Response Training The Ontario Police College's current de-escalation training emphasizes communication techniques such as establishing rapport, threat management and conflict resolution and mediation. The training specifically addresses scenarios in which police interact with people in crisis with a goal of resolving conflicts in a manner that protects the safety of the public, the person in crisis and police officers. Officers must also undertake follow-up training every 12 months. Police services are also encouraged to have policies and procedures in place as set out in the "Use of Force" Guideline. This includes procedures for impact weapons, aerosol weapons, conducted energy weapons, firearms and use of force reporting. Training on the BCT program is reviewed and updated to reflect the most current information after every BCT intake. /5 307 Head of Council Page 5 Once in force, the Community Safety and Policing Act, 2019, will require all police officers, special constables and board members to successfully complete training related to human rights, systemic racism and the rights and cultures of Indigenous Peoples. This training will also be required for the new Inspector General of Policing, its inspectors, the Complaints Director at LECA and LECA investigators. This is part of the government's commitment to ensure that all interactions are conducted without bias or discrimination, and in a manner that promotes public confidence and keeps communities safe. Mental Health and Addictions Initiatives and Investments Dedicated Funding for Mental Health and Addictions Programs Ontario's community mental health services include: • assertive community treatment teams, case management, crisis intervention, early psychosis intervention, eating disorders programs, vocational programs, supportive housing and consumer/survivor initiatives, peer supports and other programs; and • initiatives to keep people with serious mental health issues out of the criminal justice system which include, but are not limited to, court support and diversion, crisis intervention and safe beds. In July 2018, Ontario announced its commitment to invest $3.8 billion over 10 years, with the support of the Government of Canada, to develop and implement a comprehensive and connected mental health and addictions strategy. This includes $174 million for mental health and addictions programs in 2019-20. As part of the $174 million commitment of funds to support mental health and addictions in 2019-20, my ministry partnered with the Ministry of Health to announce $18.3 million in new funding to support those affected by mental health and addictions challenges in the justice sector. Specifically, in 2019-20, the Ministry of Health provided funding for an integrated set of mobile crisis services that assist in the de-escalation and stabilization of persons in crisis and their connection to community programming and supports to address their physical and mental well-being over the longer term, in order to prevent further crises. Five teams were implemented in 2019-20 with $6.95 million of the $174 million in new, annualized funding to develop and enhance mobile crisis services. Mobile crisis services partner police with community mental health organizations to respond to persons in mental health and addictions (MHA) crises and determine if the crisis: • can be de-escalated and resolved at the scene; • warrants further psychiatric attention at hospital emergency rooms; or • requires short-term community stabilization and reintegration. Part of the $18.3 million in new funding also includes $2.5 million for various programs run by the ministry, one of which includes de-escalation training. /6 308 Head of Council Page 6 Ministry of the Solicitor General Grant Programs Apart from the dedicated funding for mental health and addictions programs highlighted above, the ministry also offers a number of grant programs that are primarily available to police services, working in collaboration with municipal and community partners, to support local Community Safety and Well-Being (CSWB) initiatives, including mental health-related programs. For example, under the 2019-20 to 2021-22 Community Safety and Policing Grant local and provincial priorities funding streams, the ministry is providing funding to 27 police services/boards for projects involving an integrated response between police and a mental health worker to respond to situations of crisis (e.g., Mobile Crisis Response Teams). Community Safety and Well-Being Planning The ministry developed the Community Safety and Well-Being Planning Framework:A Shared Commitment in Ontario booklet, which includes the CSWB Planning Framework and a toolkit of practical guidance documents to assist municipalities, First Nations and their community partners as they engage in the CSWB planning process. The Framework encourages communities to work with various partners across sectors to proactively identify and address local priority risks in the community before they escalate and result in situations of crisis (e.g., crime, victimization or suicide). This involves reducing the number of incidents that require enforcement by shifting to more proactive, preventative programs and strategies that improve the social determinants of health (e.g., education, housing, mental health). In support of this work, effective January 1, 2019, the government mandated municipalities lead the development of CSWB plans which identify and address local priority risks to safety and well-being, working in partnership with police services/boards and various other sectors, including health/mental health, education, community/social services and children/youth services. Complementary to the Framework, a Situation Table is one type of multi-sectoral risk intervention model that is being implemented across our province. The ministry also offers the Risk-driven Tracking Database (RTD), which allows for the collection of risk-based data and helps to inform the CSWB planning process, free of charge to communities across Ontario that are engaged in multi-sectoral risk intervention models, such as Situation Tables. As of June 2020, 60 sites have been on- boarded to the RTD and any communities who are interested in being on-boarded to the RTD is encouraged to contact the ministry. /7 309 Head of Council Page 7 Police-Hospital Transition Protocol Additionally, to improve front-line response to persons experiencing a mental health or addictions-related crisis, my ministry partnered with the Ministry of Health to support the Provincial Human Services and Justice Coordinating Committee and CMHA of Ontario to develop a framework for local police emergency room transition protocols for persons apprehended under the Mental Health Act. On June 3, 2019, the Ministry of the Solicitor General and the Ministry of Health jointly endorsed the release of Improving Police-Hospital Transitions: A Framework for Ontario, as well as the supporting toolkit, Tools for Developing Police-Hospital Transition Protocols in Ontario. The purpose of the framework and toolkit is to assist police services and hospitals with developing joint emergency department transition protocols, which are responsive to unique local needs, in order to ensure the seamless transfer of care for persons in a mental health or addictions crisis brought to a hospital by police officers. I hope you find this information useful and I appreciate your municipality's support during this time of uncertainty. Sincerely, Sylvia Jones Solicitor General Minister Responsible for Anti-Racism c: Chief Administrative Officers Municipal Clerks 310 E S T E Iry %J Vir %# October 5, 2020 Hon. Laurie Scott Minister of Infrastructure ministryofinfrastructure&ontario.ca & laurie.scottcop—pc.ola.org Re: Funding to support broadband infrastructure in Southwestern Ontario Dear Minister Scott, Increased funding from the Province of Ontario is urgently needed to address Southwestern Ontario's large connectivity gaps, so that we can close the digital divide and restart our economies. Enclosed is the SWIFT 2.0 GigaProject funding summary which aims to deliver 1 Gbps services to 95% of the population within Southwestern Ontario by 2026. The SWIFT 2.0 GigaProject will ensure that 191,000 people, that are currently underserved, will enjoy fast, reliable, and affordable high-speed broadband connectivity. SWIFT, which has proven to be an effective and efficient means for implementing broadband within Southwestern Ontario, is prepared to act immediately and aggressively in order to ensure that the project is implemented in the 2021-2026 timeframe and that the shovel-ready projects are kicked-off within weeks of funding being made available. The WOWC supports the SWIFT 2.0 GigaProject and is requesting direct funding from the Government of Ontario up to $384 million and from the Government of Canada up to $460 million. Provided that the CRTC Broadband Fund and Innovation, Science and Economic Development Canada (ISED) Universal Broadband Fund each allocate 10% of their funds directly to Southwestern Ontario (based on population share of total for Canada), the requested funding investments would therefore decrease. Combined with a contribution from the region and ISPs of up to $307 million, we intend to successfully address the $1.1 B Southwestern Ontario infrastructure deficit and achieve the goal of providing 50/10 broadband services to 95% of the population within the region by 2026. We support Southwestern Integrated Fibre Technology (SWIFT) as Southwestern Ontario's funding mechanism to advance the expansion of critical broadband infrastructure across the region. Sincerely, Jim Ginn Chair, Western Ontario Wardens' Caucus 311 Page 2 of 2 cc. The Honourable Doug Ford Premier of Ontario doug.fordco0_pc.ola.org Members of Provincial Parliament, Western Ontario Wardens of Western Ontario Heads of Municipal Council, Western Ontario 312 �y SWIFT 2 .0 GigaProject A Broadband Soltic � ...... / h �u r r� I / r a t � q �I u, i r P I rs / i� u 4. L I h„ 1 t I I i r rr e IIIII r, Tdb �le Introduction 3 Project Overview 5 Funding Request 7 Project Timelines 8 SWIFT Successes to Date 9 The Broadband Service Gap in Southwestern Ontario 10 The Broadband Imperative 14 The Need for 1-Gig 15 Broadband Market Failure: The Need for Intervention 17 Technology Alternatives 18 Model Notes and Assumptions 19 About SWIFT 20 , d 314 , d Ilµ u TO Np �� �� i ��n i o ��n At no time before now has there been such unanimous agreement on the need for broadband services in rural Canada.The COVID-19 pandemic hasshone a spotlight on this critical issue and has escalated it to the agendas of federal, provincial and municipal governments across the country. Within the Underserved Population in the SWIFT Region SWIFT Region in Southwestern Pre-SWIFT1.0 Post-SWIFT1.0 Post-SWIFT2.0 Ontario there are 3.6 million I, people, roughly 10% of Canada's population. Of �� 9 371 ,625 � a „. those, 372,000 (10.3�0) lack 3 1 ,6 5179,691 13.6% 10.3% 5% access to fast, reliable and affordable internet. This deficiency, caused by a market failure in the rural broadband sector, impacts businesses, farms, families, and institutions throughout the region, leaving them at an economic and social disadvantage when compared to their urban counterparts. SWIIII . The SWIFT 2.0 GigaProject seeks to resolve this issue by implementing a 1 Gbps fibre-based solution within the region with the goal of ensuring broadband access to 95%of the region's population by 2026, in-line with the CRTCs current objectives. Expanding on the success of the SWIFT 1 .0 project, SWIFT will partner with Internet Services Providers (ISPs), big and small, to provide access to an additional 191 ,000 people across 18,000 KM of roadway throughout Southwestern Ontario. uncfl n 1 IRe((1ue sw. A forward-thinking project of this magnitude is not inexpensive. Through its Broadband Service Gap analysis, SWIFT has determined that it will cost an estimated $1 .15B to achieve this goal. SWIFT is requesting combined direct funding from the governments of Canada and Ontario between $575M and $844M to enable this $1 .15B investment, which will include additional contributions from the municipalities and the private sector. While this funding request includes alternate r w 315 I / w J / % r11 , d Ilµ TO funding scenarios to achieve these targets, the overall cost of $1 .1513 remains constant. SWIFT is prepared to act immediately and aggressively in order to ensure that the project is implemented in the 2021-2026 timeframe and that the shovel-ready projects are kicked-off within weeks of funding being made available to SWIFT. Through the experienced gained in the SWIFT 1 .0 project, SWIFT has the model and processes in place to act immediately and to deliver in the shortest possible timeframe. Within a month of securing a funding commitment SWIFT will have issued all RFPs for the various municipality-level procurements, will be negotiating to close all possible SW IFT 1 .0 residual contracts, and will be working with First Nation and remote communities to address their unique procurement requirements. W I nY SW r„ The SWIFT program is well underway 1 and has proven to be an effective and efficient means for implementing broadband within Southwestern Ontario. SWIFT has the t „duN,llq'ISilli l° ° support and buy-in from the Western i � Ontario Wardens Caucus (WOWC) and five additional participating municipalities as their preferred '0 Inf I'(illl„ mechanism for implementing W �,Irl broadband in the region. The SWIFT 1 .0 program has exceeded the � anticipated outcomes highlighted in the approved business case. ' The model developed by SWIFT is currently in place and can be quickly adapted to fit the SWIFT 2.0 funding requirements. While the administration and overhead costs are anticipated to be as low as 2% of the entire SWIFT 2.0 program, the region has collectively agreed to absorb those costs so that 100% of federal and provincial funding are directed towards infrastructure. In addition to this, over the course of the SWIFT 1 .0 project, SWIFT has accumulated the most comprehensive, accurate, and precise source of broadband supply data available in the region. This data is critical when making funding decisions in order to ensure that funding is not being spent in areas that either already have broadband services or where ISPs already have future plans. In short, SWIFT is prepared and is highly capable to ensure an effective, efficient, and timely implementation of the project. 316 y Project Ove i The SWIFT 2.0 GigaProject aims to deliver 1 Gbps services to 95% of the population within the SWIFT Region by 2026. Currently, 86.4% of the population in the region have access to levels of service greater than 100 Mbps. At the conclusion of the SWIFT 1 .0 project in 2023, 89.7% of the population will enjoy these speeds. The SWIFT 2.0 GigaProject will ensure that another 191 ,000 people, that are currently underserved, will enjoy fast, reliable, and affordable high-speed broadband connectivity. SWIFT has already completed the requisite II'3r c�'Ic 1bcc'I nd Seirviia ,e Gcc1 w.) analysis and is ready to execute on the SWIFT 2.0 GigaProject within weeks of funding approval. The model developed during the SWIFT 1 .0 project needs only minor adjustments to account for differing targets between the two projects and to apply lessons learned during the initial project. The framework is in place and SWIFT is ready to execute. Within a month of funding approval, SWIFT will issue RFPs for all municipalities in the SWIFT Region and will stagger the close dates of those RFPs in order to allow the participating ISPs time to respond in multiple jurisdictions. As was proven successful in the SWIFT 1 .0 project, the RFP will allow participation of ISPs of all sizes in order to ensure that the process is competitive and provides the most efficient outcomes possible. Given that the procurement and implementation models are in place today, SWIFT will be able to act quickly thereby ensuring the shortest possible timeline in executing the SWIFT 2.0 GigaProject. The Nnin ..lH ne anticipates that construction of the initial projects would start in 2021 and the first customers will be in service as early as 2022. This would be achieved through the rapid release of RFPs as well as direct negotiation of contracts with ISPs for `residual projects' (those that were procured during SWIFT 1 .0 but were not possible due to lack of funds). The project will be broken down into 3 separate streams which will allow SWIFT to act quickly in certain areas while taking the time required to address the more sensitive issues in others. SWIIII I 1 .0 I!".nove;l IRec.'Idy IRe<niiduc,fll II.s Upon the completion of the current SWIFT 1 .0 project there will be a number r11 , d p/,°� 317 , d Ilµ u TO Np of residual proposals representing valid and desirable projects that were not executed due to lack of funding. These residual projects represent shovel-ready projects that can be executed on quickly, in some cases within a month of the CA/TPA being finalized. )roj&':' is 1Recc1(.A n l These projects represent the majority of the funding requested in this document. These would require a new round of procurement based on the new targets established in SWIFT 2.0. While the turnaround on these projects would be longer than the SWIFT 1 .0 Shovel-Ready Residual Projects, SWIFT would still be able to act on these quickly and would be in a position to issue RFPs within one-month of funding approval and in parallel with negotiation of a final CA/TPA. This parallel activity will ensure that the initial procurements are finalized shortly after the CA/ TPA is executed and that the contracts are executed on shortly thereafter. First Nations and remote communities prove to be a challenge when implementing broadband infrastructure. Additional permission and permits required for First Nation territories inevitably require additional time and care. Remote communities such as Pelee Island and Christian Island represent their own challenges due to the need to implement sub-sea fibre along the lake beds. In all cases, SWIFT has alloted additional time and resources to address these specific issues. While these projects will require extra time to plan and procure, SWIFT is confident that they can be implemented withing the timelines provided in this document. During the SWIFT 1 .0 project, SWIFT has implemented a model that is easily transferable to the SWIFT 2.0 GigaProject and will allow for the effective, efficient and timely implementation of new broadband infrastructure within Southwestern Ontario. �II�II plll�� di oIIBI�piIItlVIIVhI IIIId16i�lUlhl�e Vom ml{�i�r�arrrtra/// + i r11 , d Ilµ TO Funding Request It will cost an estimated $1 .15B to reduce the digital divide within the SWIFT Region and to achieve the CRTC's target to provide broadband to 95% of the population by 2026. SWIFT is requesting direct funding from the governments of Canada and Ontario to compliment contributions from the municipal and the private sectors in order to achieve this required investment. We have provided two funding scenarios below; both of which would achieve this goal. The first assumes that the CRTC's Broadband Fund and ISED's Universal Broadband Fund each award projects within the SWIFT Region totaling 10% of their available funding (given that the SWIFT Region comprises 10% of the Canadian population, we think it is reasonable that 10%of these funds be spent here). The second assumes that no CRTC or ISED funding is awarded and that SWIFT is solely responsible for addressing the broadband service gap within the SWIFT Region. In both scenarios SW IFTwould require an administrative budget roughly equal to 2% of the project value. This administrative budget is accounted for in the scenarios listed in the table below and is included as part of the municipal contributions (provided exclusively by the member municipalities). SWIFT can accommodate a lower level of funding, but it should be noted that this lower amount would result in less than 95% of the population being served. CRTC and ISED award CRTC and ISED $368M of funding in award no funding in Southwestern Southwestern Ontario Ontario Federal $ 313 M 40.0% $ 460 M 40.0% Provincial $ 261 M 33.3% $ 384 M 33.3% Private (ISPs) $ 159 M 20.3% $ 257 M 22.3% Municipal $ 50 M 6.4% $ 50 M 4.3% S W H-1. Pir(-.)je(J $ 783 M 1 00.0% $ 1,15 1 M 1 00,0% CRTC $ 11113M $ 0M ISED $ 255 M $ 0 M Total Infrastructure $ 1,151 M $ 1,151 M Admin (Municipal) $ 15 M $ 23 M TOTAL $ 1,166 M $ 1,174 M e ,f�lyJr aofNw MEMO IO/l//I/MI' 'Nh' /AI /////i//%r ///%/1/ mN l Y f w A//�/1/dukes /r///�%G%%�/////Illlfllll�l9 �,,, , vw''`111'�JY»➢^N<t✓rrrlr, '+ 'iNl / M; 1 .ofV �111���rf�rr///%J���i%s/r/�I! ar/✓/h / it/ �/ /r„; °�„ ar/iy✓y�✓nr Y",I rite �i 9 '� r r ✓ � r m ar m^ ,,,. /" ! ,,, ,, r r�ril�ui m(�� l / ���/uirrr a°'�dl�lf� .,ll P✓r�;Y�hu�)(�ru r�r rir /r � t � " n„rl m /j a l , oa / J �r / r rrarriti �✓/u�'Oi v uru Y 7a,r"/ / Y,i.�,r / / ar allrl,✓�r�ri I���p��/dfu+���f� >'r �rl rN^'y! l lmmw„' Y" /r i,✓ -:rye Y,f,, `'y�°yllrr /(T� ✓i9 >'� ��Y%TM r,Y ,i /, i/y wY r "^ir,r,dPl+/ w~,,G YI% / /Yd��r - ✓ `� / .�� '/�/�i( "fW�l>*/ krea� di/ r«r Y 91i>r G>''••w" �i�l/L/I�/V/fY�,'^✓ry a / r .:?"; ,a rd r✓° r � /� r; ,'"",aa ,r�Y ;rs�i -�"s" wl w TpViu, 1�1rr=. l j 99pp ef� ll / ; m �� � nl�/ r�„, r �lr�/j, vr ,g,, we,�l /v,,�,ud//as,w/,.,r✓ � ymn+, 'r^>✓fw!�7r i'ti'f%u�wlP�,r d�;�,ew 1 /m 6 ^ fir°'� rN`�` ��` !✓( /rb di,-;y„//Nri� r✓ftl Ji y rrrn���ry y,✓rHm:G,ai' ��4 Uf ,»err r„,.. f�i, u'k�`5!„,�/ a+/,r,wY„wr��,f ri1/��al✓v"�O��VI, r ,, r �l ,..F 11' la l� P° ,,/ � ,,,,,, ,,,,. '✓ir.,„, `:,��ro+d� ✓;V,eY,iy rI�° r lye ar�Y u�r+ ' �" � Ir✓.0 � illr ;�1 a � rv..,,.., �k I. ° �➢��IIN"Y'/ � l'" ra r ! ul dud lir'~ m;, rr IiUrr%/1� / c n„ Via, ,,rl� "IV641f1, qulrwl("��„ / Io ��� ��"m lr,i a.r�' w/�/r"�1 � ,,, r�I 6✓ "mV 87W�i a / rUl l>��� I,J,,.°Y. �� r " , ,, r dl!�./ ,I rl'r,� �dJ,11 �I�,m., ,,fwl„✓Q, Ja� la�iarur„,,.. ,�Rr17V4P�' �. �uu,A�d.„ %N,f„' rmp -n�'�wrrnwrAli I �J u1�krwulr�,,, r ?q ,e ��vlfj /JaN r / rr( ��/r�/�/ Iif1 I , dr mrr ✓` C Oa »fl �/�Nf""r����` /�m�i� /. Jr. Of. rfUJ/. r✓�',' I� r, r/ a I'��' t III III IIIII III I d 1 I uuuuuuu'uuuuuuuuuuuuuuuuuuuuuuuuuuu uuiiI " m I� I i i „�/. r, l/ ifs / / r.. /, ,J ✓/� //� r /// / ///%i,.,.. I�if�r Ii /I�i� i��Ill,i r s ��, i� ��� laiwirifffrrfl(IYfIIIIIIIYIYIINI�hII�II�I Y ��I�����II�I����IIIIOIIVr� 9%arcr/���il/// ��ro e c "T il mle 111 e Time is of the essence with respect to implementation of broadband services throughout Ontario and Canada. Programs, including SWIFT, need to ensure that funds from all levels of government are being utilized not only effectively and efficiently, but also in the timeliest manner possible. The underserved population within the SWIFT Region can't wait until 2030 for fast, reliable, affordable broadband. SWIFT has the model and resources in place to act quickly as soon as funding is made available. The following program schedule represents the anticipated timeline required to implement all aspects of the SW IFT 2.0 program.The schedule allows for completion of all projects by 2026 in order to meet the mandate established by the CRTC. Based on the successful SWIFT 1 .0 model, SWIFT 2.0 will require few changes with only minor amendments needed to our existing RFPs, contracts and processes. This means that there will be no time wasted up-front developing a new model, writing new contracts, or developing new processes. During SWIFT 1 .0, we developed a methodology that is highly acceptable to ISPs of all sizes. Reusing this established model will allow us to move quickly in issuing RFPs within 30-days of funding approval. To further increase the speed to market, the RFPs can be issued in parallel to the required CA/TPA negotiation as was the case in SWIFT 1 .0. Within 4-months of funding notification, SWIFT will be ready to execute the first contracts in the initial procurement areas and will be ready to quickly move into project implementation. Procurement and implementation will continue in parallel with all procurement activity being completed in that same year. Construction would start as early as 2021 with the first customers enjoying fast, reliable internet by mid-2022. Project Approval (provincial and federal funding letters) 31-Dec-20 RFPs Issued 31-Jan-21 CA/TPA Agreement 30-Mar-21 First Contracts Executed with ISPs 30-Apr-21 Construction Starts 31-Ju1-21 First Customers In-Service Mid-2022 100%Construction Complete 2026 , d 320 r11 d Ilµ u TO Np SW�kFIT Successes uto Date u SWIFT is currently executing on its first project awarded funding by the federal and provincial governments (SWIFT 1 .0). SWIFT 1 .0 targeted to implement projects totaling $191 M providing 50/10 broadband services to 50,000 premises throughout Southwestern Ontario. While the procurement phase of this project is not yet complete, the current estimate is that it will actually achieve projects totaling $235-245M and will reach 58,000 to 60,000 premises. SWIFT is able to achieve this through the competitive nature of its procurement model where the ISPs compete against each other for the available funding in each municipality. Among the key successes to date are; • Implementation of an effective procurement model that allows for competition between the ISPs, delivering the most efficient results. • Proven ability to quickly advance through the procurement cycle once funding is made available. • Collection of granular supply and demand data within the SWIFT Region, negating the need to rely on averaged data within a hexagon or grid model. • Attracting private sector investment of $106M ($42M more than anticipated). • Attracting additional municipal investment of$7M through the SWIFT+ program. • Over-achieving SWIFT 1.0 KPI targets • 18% more premises (and thus 18% more people) than predicted. • 1 1% more kilometres of fibre installed than predicted. • Buy-in of the model from the ISPs of all sizes. This is crucial in ensuring participation of the ISPs. SWIFT 1.0 Targets vs. Forecast 1..<.:Irg e.I. Iore C."aGF.I. Federal Contribution to Infrastructure $ 60.6 M $ 60.6 M $ 0.0 M Provincial Contribution to Infrastructure $ 60.6 M $ 60.6 M $ 0.0 M Private (ISPs) Contribution to Infrastructure $ 63.7 M $ 105.7 M $ 42.0 M Municipal Contribution to Infrastructure $ 6.3 M $ 13.7 M $ 7.4 M hfir(-.i ntru(-.-iure hvestrneni $ 191 M 240 M $ 49 M Premises Passed 50,000 59,000 9,000 KM of Fibre 3,095 3,450 355 � r ow 9 n+niaum aorr, `' r11 , d Ilµ u TO Np "T � il Southwestern Ontariio Over the course of the SWIFT 1 .0 project, a significant amount of data has been gathered in order to effectively determine the broadband service gap in the SW IFT Region. This gap is determined by quantifying the difference between the supply and demand for broadband services in the region. Through our collaborative agreements with the region's Internet Service Providers (ISPs), SWIFT has collected street-level data on the availability (supply) of broadband services to a level of granularity and completeness unobtainable by other bodies. It is the availability of this supply data that makes the SWIFT program unique and allows it to avoid the use of hexagon or grid models when analyzing broadband need in the region. To determine the funding required to close the broadband service gap, the gap first needs to , be quantified. This is done by establishing: a. the geographic extent of existing broadband • � services (supply), and V � b. the geographic distribution of the population (demand). The geographic extent of existing broadband .... service represents"supply",p pp y ,and the population ru, that falls outside of these areas represents the underserved populace, or the "demand" N: / r that a broadband funding program needs to address. By calculating the cost associated � = with constructing infrastructure to connect A Y the targeted underserved population, we � t can quantify the existing financial MT gap m SWIFT has collected and modeled three key sets of geographic dataAma to represent the supply and �mroed demand of broadband � ,, rl�l� � , seo-d�rraf� vmqurwxKrn service in the SWIFT Region ` n to quantify the broadband �� ma s �rrr�s�,m'q 01 service gap: ni S� A detailed web-map of the underserved premises and the broadband served areas can be viewed 322 Supply Variable 1 . Broadband Service Areas Since 2018, SWIFT has solicited service area data from ISPs within the SWIFT region. SWIFT's current program relies on this data to Y determine areas that are ineligible for SWIFT . 1 .0 program funding. It is beneficial to both incumbent ISPs and SWIFT that the ISPs share this information to avoid funding projects . in areas that already have adequate broadband service (referred to as overbuild). SWIFT now has detailed service area data from dozens of ISPs throughout the SWIFT region that is anonymized and compiled into a single public-facing map illustrating served � areas within the region. This map is updated regularly to add newly serviced geographies and to correct errors that are identified through internal review, public feedback, and by the ISPs themselves. It is SWIFT's belief that this is the most comprehensive, accurate, and precise source of broadband coverage for Southwestern Ontario. Demand Variables 2. Premises The ultimate goal of any broadband ` funding program is to provide broadband M service to people, but broadband service isn't provided directly to people; it's _ X provided to the buildings and places that �t people use. Wireline services in particular � � are provided to discrete points through a J wire to the modem or router in a home, business, etc. Ontario is fortunate in that it has a centralized property cataloging system that 'k` is managed by Teranet and the Municipal ° Property Assessment Corporation (MPAC). r11 , d p/,°� 323 r11 , d Ilµ u TO Np This property assessment parcel fabric assigns a tax code and a residential unit count to each assessment parcel in the province. SWIFT has modified the parcel fabric dataset by converting the polygon fabric into a point-based "premises" dataset. Premises points are positioned to intersect with the road network directly in front and in the centre of each parcel polygon. Furthermore, the tax codes and unit counts have been used to filter out irrelevant properties (e.g. vacant lots, utility corridors, etc.) and to assign the proper premises counts to individual premises (i.e. a single point representing an apartment may count as multiple "premises" based on the unit count). This point-based representation of the parcel fabric provides a robust spatial representation of all "premises" in the SWIFT Region. This geographic data file is overlaid with the ISPs broadband service area data to quantify how many premises in the region are served (premises within the served area), and subsequently how many premises are underserved (premises not within the served area). SWIFT has used this dataset in combination with 2016 census data to determine the served and underserved population in the region. SWIFT has also used the parcel fabric dataset to establish a baseline of served premises and to quantify the underserved demand at a level of high precision. Hexagon tessellations have historically been used by broadband programs in Canada to identify "areas" that are served or partially served. By using point- based premises data in conjunction with polygon representations of service area data, SWIFT has no need for classifying areas as served or underserved based on arbitrarily defined hexagon boundaries. SWIFT's information conceptually classifies each premises as an individual unit that does or does not have service, because that is how service is provided in reality. 3. Roads The final key dataset that SWIFT uses to round off the demand side of the analysis is the road network. The premises dataset provides the best representation of the individual units that a broadband program should target, but that dataset on its own cannot be used to quantify the spatial gap in service and the cost of providing service to those targets - that is where the road network comes in. Effectively all premises in Ontario are situated with frontage on a road. The SWIFT 2.0 GigaProject is a fibre only project, and nearly all fibre networks are constructed within the road allowance as the linear road network logically provides an unencumbered route for the linear fibre network to connect to premises. A road segment in a dataset is typically defined as a continuous 01 JIJ',ImpY ,P` i 1 YIIfr / I r11 , d Ilµ TO linear stretch of road between intersections. While premises are not located on every road segment in the SWIFT Region, the vast majority of road segments contain some form of residential settlement. Since fibre-optic networks must be constructed linearly along the road network, and since premises are distributed along most of the road network, the total length of the road network outside of served areas (i.e. underserved roads) can be used to estimate the length of the fibre access network that must be constructed to connect the remaining underserved premises. An average cost per kilometre of fibre can then be applied to this amount to determine the cost of connecting every underserved premises. This is the approach that SWIFT has taken to calculate the cost of connecting the underserved. ne Il3i�oc;]dlbcc]rnd S e.. vii e Gcclli.) iirn II�ne S WIIII 1 R e1iior: Using the methods described above to quantify; a) existing broadband service areas, b) premises in the underserved areas, and c) the road network in the underserved areas, SWIFT has calculated the current Broadband Service Gap within the SWIFT Region, the estimated Broadband Service Gap after the completion of the on-going SWIFT 1 .0 project, and the estimated Broadband Service Gap after the completion of the proposed SWIFT 2.0 GigaProject. There are currently 488,000 people that do not have access to fast, reliable and affordable internet in the SWIFT Region, this represents 13.6% of the population. Upon completion of the SWIFT 2.0 GigaProject this figure will be reduced to 180,000, or 5%. Pireur nines Road III s Ropuulllc°tiioin Total 1,449,070 67,467 3,593,811 Underserved - Pre SWIFT 1.0 212,192 41,818 488,291 Underserved % 14.6% 62.0% 13.6% Underserved - Post SWIFT 1.0 162,105 38,714 371,625 Underserved % 1 1.2% 57.4% 10.3% Underserved - Post SWIFT 2.0 84,715 20,232 179,691 Underserved % 5.8% 30.0% 5.0% 325 , d Ilµ TO The Broadband �� riiparatiive At no time before now has there been such unanimous agreement on the need for broadband services in rural Canada. The COVID-19 pandemic has shone a spotlight on this critical issue and has escalated it to the agendas of federal, provincial and municipal governments across the country. In the September 23, 2020 Throne Speech, Governor General Julie Payette indicated that "In the last six months, many more people have worked from home, done classes from the kitchen table, shopped on-line and accessed government services remotely, so it has become more important than ever that all Canadians have access to the internet," Per he the k of the SWIFT �;�11 f� (.,�.:,MirmI:��.ya� a Q population Region is 3.6 million people, roughly 10% of Canada's population. Of those, 372,000 will remain underserved after accounting for the 1171000 targeted in the SWIFT 1 .0 program. While this number seems relatively low in terms of the overall population, it should be noted that the vast majority of the underserved• population live in small villages, hamlets or III along low-density rural roads. These represent the rural populations in the region and in many cases drive the economies of the region. Providing broadband services to this population is a priority for the municipalities of Southwestern Ontario and is the goal of the SWIFT 2.0 GigaProject. While ISPs continue to invest in broadband infrastructure in the region, that investment focuses on densely populated areas (cities and towns) that already have access to 50/10 services. This investment only further widens the digital divide in the region. Enabling fast, reliable and affordable broadband in rural Southwestern Ontario will allow the farming and agribusiness sector to compete with other jurisdictions, will open markets for small and medium sized businesses, will facilitate teleworking by residents who live in rural areas but work in the cities, will further enable e-learning and e-health initiatives, and will ultimately facilitate economic recovery and growth in the region. 326 r11 , d Ilµ TO IIT h e ��N e e d f o��r 1 G ii g The need for high speed internet connectivity continues to grow as technological advances are made across all industries, driving the demand for higher speeds. Federal and provincial broadband funding programs have historically focused on providing access to the then-current bandwidth requirements. In 2009, Industry Canada launched the Cc'1ncX iic'1 ns program which funded projects offering download speeds as ow as 1 .5Mbps. In 2016, the :o nn&::J j o llnnovc lle (CTI) program launched ANH , by Innovation, Science, and Economic ri Development Canada (ISED) included funding to "support "last-mile" connectivity protects to households, at speeds of at least 5 Megabits per second (Mbps) . That same year, the CRTC, through ell&:,ORI III . g(AIc, I . � l , .IR II a20 6 A96 officially set the Universal Service Objective USO to 50 Mbps Down and 10 Mbps Up (50/10) Within in the span of seven years, Canadian broadband funding programs had increased their minimum funding objectives % by a factor of 33. The current round of �� funding programs, guided by the CRTC's 1j 50/10 USO, is focused on implementing � projects between 2021 and 2026. Given the insatiable demand for broadband seen ` ° throughout Canada, it is not a matter of if, but when, the USO will need to be further increased to accommodate this ever- increasing demand for services. It is also likely that this will happen before projects within the current round of broadband funding are fully implemented. The current incremental approach to funding rural broadband is ultimately less cost effective and doesn't address those hard-to-reach areas that are continually overlooked by the various funding programs. Many of the areas currently being funded by the 50/10 programs are the same areas funded under earlier programs. 327 / Ilnliwuumrai I I Illil I; /, r The areas that were overlooked by earlier programs are still the same areas being overlooked by the 50/10 programs. By avoiding this `leap-frog' approach to broadband funding, the federal and provincial governments would be delivering a sustainable long-term broadband solution that would ensure that the same areas are not constantly being re-funded at marginally higher standards. A 1-Gig approach to solving the rural broadband issue inherently includes fibre- based projects. While an expensive solution in rural areas (on a per user basis), fibre also solves Ontario's connectivity challenges for the next 20-30 years. Fibre- To-The-Home (FTTH) based networks currently provide 1 to 1 .5 Gbps on a regular basis in urban and rural areas and are easily scalable to 10 Gbps (symmetrical) through next generation innovations such as NG-PON, XG-PON among others. However, these next generation solutions will not require the replacement of the physical fibre plant but rather only the replacement of the relatively inexpensive active elements of the networks. The major Outside Plant (OSP) costs associated with implementing fibre networks are not lost as the technology advances. A 1-Gig approach to solving the rural broadband issue is not only the most cost- effective solution in the long-term, but also allows for a one-time solution rather than a never-ending leapfrog approach. offiffil, , rr P fn•', �` dlr P llrt Q r.%%IOW' r 9 r rr is�r rrr /� l,e t n a r , d 328 r11 , d u TO Np Broadband Marke�t Fail �lure : The ��Need far � Investments in broadband infrastructure are characterized by large up-front capital costs that are paid back over several years. Large ISPs typically target payback periods of 3 to 5 years. High customer density in urban areas results in a suitable business case and allows multiple ISPs to operate separate wireline networks in the same geographic space. In contrast, low customer density in rural areas generally fails to provide a suitable business case for even a single ISP to construct a wireline network. This discrepancy in customer density makes all the difference in whether or not broadband projects in rural areas are economically viable. Currently, the areas that remain underserved in Southwestern Ontario simply do not produce a business case that would attract private investment without subsidy. Generally speaking, VairWINe thrll4 c°i ni lRtaouraII ISPs calculate their Investment $90,000 $90,000 payback period by Density (Premises per KM ) 50 10 dividing their initial Average Revenue Per User $100/mo. $100/mo. investment costs by their net cash flow (or Penetration Rate 60�0 60�0 incremental revenue) Payback f :�rii1rGt�a�.w�.ut , uNr�u�ty (ysrs) 15 . per month. This table Subsidy $0 $60,000 provides an example of Payback Pedod wu th ,Subsidy (years) M 4.2 the difference in payback periods between two hypothetical projects, one in an urban area and one in a rural area. An alternative scenario demonstrates the impact of subsidy on the payback period for the rural project. Simply put, projects in low-density rural areas have much longer payback periods than those in urban areas and produce a lower return on investment for investors. By subsidizing the capital investment required to construct infrastructure in the low-density areas, the investment required by the ISP is reduced and subsequently so is the payback period. In effect, the return on investment is increased and the project now becomes attractive and viable for the ISP. ,,,,, , � l� I � s i r" / v r 3 1 Tedhndbgy Altarnati As wireless-based (wireless broadband and satellite) technologies continue to evolve they become more capable of providing broadband services to rural populations. SWIFT doesn't dismiss these technologies but considers their application to be limited in providing ultra-high-speed broadband in the region. The SWIFT 2.0 GigaProject is focused on providing symmetrical 1 Gbps (1 ,000 Mbps) to 95% of the population within the SWIFT region. Neither wireless broadband nor satellite are able to provide these levels of service across a broad population. Even with the ongoing implementation of 5G wireless broadband and Low Earth Orbit (LEO) satellite, the physical limitations of these wireless based technologies will preclude them from being broad-based solutions for the region. Ultimately, these technologies are limited in the maximum capacity that can be provided over the interface between the base-station/satellite and the end users. Even with the promises of increased capacity being made available by the latest- generation technologies, the number of simultaneous end-users able to access these networks, and still be guaranteed a certain level of service, will be limited. However, SWIFT does encourage the adoption of these technologies and sees great value in their ability to deliver broadband services to the remaining 5% of underserved population that will exist after the implementation of the SWIFT 2.0 GigaProject. The cost to provide gigabit services to 100% of the population is prohibitive and ultimately this level of service becomes unachievable for all. 5G WiimIIe ss II:3i cc'Icilbcc'I .nd 5G wireless broadband will rely on having access to fibre-optic networks to backhaul their traffic from the tower to the rest of the world. The very nature of 5G will require this high capacity backhaul. Through the implementation of the SWIFT 2.0 GigaProject, there will be a much wider diffusion of open-access fibre- optic cabling available for 5G providers to utilize. As previously mentioned, LEO constellations will be capacity limited and will not be capable of servicing large portions of the population. Current estimates calculate capacity to be limited to 10 Gbps per satellite which limits the number of simultaneous users across large geographic regions and relegates these networks to a niche market of people able to afford the relatively high price. LEO does not represent fast, reliable and affordable broadband for the masses. r11 , d p/,°� 330 r11 , d Ilµ u TO Np Mode �l Nates and Assumptiians The following assumptions were made in developing the financial model; • The program's target is to connect 95% of the population within the entire SWIFT region by 2026. • All population data derived from Ski ,iftlk:� s 2016 (:;E.irISUS Il'iMfi E::,. • All First Nations and Remote Community projects are funded 50% by the Government of Canada and 50% by the Government of Ontario. There is no First Nation or ISP contribution. This level of funding is required in order to attract ISPs to these remote areas with low population density. • All other projects are funded 40% by the Government of Canada, 33.3% by the Government of Ontario, $50M by the contributing municipalities, and the remainder from ISPs (% depends on scenario). • SWIFT administration and overhead costs equate to -2% of total project budget. • All SWIFT administration and overhead costs are to be absorbed by the municipal contributors (in addition to their contribution towards project costs). • Scenario 1 assumes that the CRTC and ISED broadband programs both commit 10% of their entire funding to the SWIFT Region. • Scenario 2 assumes that the CRTC and ISED broadband programs both commit Oho of their entire funding to the SWIFT Region. • Scenario 1 assumes that the available CRTC and ISED programs attract a 1/3 contribution from the ISPs. • Funding amounts less than those indicated in Scenario 1 and Scenario 2, while welcome, will result in a lower overall percentage of the population served at the end of SWIFT 2.0. • ISP contributions are lower than the typical 1/3 requirement in other programs. This lower contribution requirement is based on the premise that SWIFT will need to offer funding of -80% (on average) to entice ISPs to bid for these low-density projects (on average 4.2 premises per KM). • Terms and conditions of the SWIFT 2.0 GigaProject CA/TPA are similar in nature to the SWIFT 1 .0 CA. This will allow for the quick execution of SWIFT 1 .0 residual projects. ,nY , f 1 ' r11 , d Ilµ u r0 Np A,��b o u t S W �FIIT Southwestern Integrated Fibre Technology (SWIFT) is a non-profit, municipally led broadband expansion project created to improve internet connectivity in underserved communities across Southwestern Ontario. SWIFT was created by the Western Ontario Wardens' Caucus (WOWC) in 2016 and is currently executing a $210M project (SWIFT 1 .0) in Southwestern Ontario funded by the New Building Canada Fund: Small Communities Fund (NBCF-SCF). The Government of Canada and the Province of Ontario have each committed up to $63.7M to support this project. The WOWC is joined by Caledon, London, Windsor, Niagara Region and Waterloo Region (as participating members). Collectively, these municipalities provide governance and oversight to the SWIFT program and are recipients of broadband projects within their respective municipalities. Moreover, underserved First Nations communities located within the SWIFT Region are also eligible to receive funding under the SWIFT 1 .0 program. r t�ii l i 4 j/� � � till " ✓ '" 1 ,> / r " fi'MNIVNIYI��' i d /u 332 f i� is I il1�i i I pi lyy i { rl'v i it J ' / '' y, r � r>�( r nylt ����, //, ,y„ 6%'�;J✓/ i'��������,H.�.,��, I����'RY�s,"�y�"'�r ry' � �'1 "/ �il^�rj��rl`/'�'/ u��r'�'�'y'„� ,J« , r/1 '''rr�s: ,,,rue°f l,� '�'er�� ��,y ��p r��/frmi °�ioi / ,��, r�r�l��,J nk i e f J�U/'� /r�l,�,, ;h�%1✓�� IA ,���� �yo„ �,�/r�ipf u�� '� ���'I�"��I�r�" i�Ii� Jar, i I w�1/ y� �f i /✓� t r 1!/9 5rij'I J r�;� � � "� �(1`�IJi' r A� /y f �I i i Southwestern Integrated Fibre Technology 789 Broadway Street Wyoming, Ontario NON 1 TO info(4)swiftruralbroadband.ca www.swiftruralbroadband.ca 333 ..� r ;. � �':. a� �' " '' ��,;,: 19 6 '�,, )%%6/%t /ri a� rr r ✓rr /l r %r! ✓ /%//%r' q i� a/r ✓r /tr/i 1 /J�a �i r r ii iiflr�iiir q; X ,/ �M ` /��000iiion/aiirrria�aiiri; /�rr r , / ... f jff �" �/Jn N(�%l rr � ✓,. ' (r� f ,� �'� �, ,.w.rva�,.�y'„ r �o :lZesidents in .Action Pesidents and Staff at Terrace Lodge participate in a friendly water gun battle during a Fall �8r?. Fair Day (featured above). VO y V 1fly�, I/ I 1 r / r / 1 /r, / � I r ,r i lG Sri riir r 0 ElginThe i Association i it kickedWeek t Elgin Manor „ with an exciting ! �lev I / I! / y , r 1 � � r . III 1j / y� / i / u A i A i d', q n u ,r I 1 no•, 6r�ni �, m a,� a �'. I,.I i �„ III I uk, )NIIIU jP r J 0 t/ lip r „ ,,,� uVIIIIIIIIIIIV � II �I', We ara w®Y¢tluep Fwrxufdy&FrrBamidw to Wrleg in+eowtld fltltad,easy to dad an n�c�„�ut�,��m�re �r�etl m�mm� �r am�A mm���®y���,r n,�.�tlamr�ouaabora i� I NI am MMna wmmlXAWebr ypaTw aedntler.A"Ilaawa dmiW3mN IIWA had with the PBaaltllatlnk'a M full onwrraa,ft we hopoing duNrndiaPs nrs to purchase 0ammad aaryres and aapdaar A ectdc busting.Kn ktod Itants welcommal'. rP� ��r✓ r arts tlumadR � 'lgddtl Manor Resident 03000 fq r ' r r r / r /r , r CLOSED MEETING AGENDA October 13, 2020 Staff Reports: 1) Director of Human Resources — Municipal Act Section 239 (2) (d) labour relations or employee negotiations— Seeking Mandate for Collective Bargaining with Ontario Nurses' Association (ONA). 2) County Solicitor— Municipal Act Section 239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board, (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— Improvements at Centennial and Elm (verbal report). 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 — Proceedings Before Ontario Energy Board (verbal report). 4) 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 — Easement for Land Ambulance Service (verbal report). 5) 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. 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— Surveillance Testing — Long Term Care Homes. 7) Chief Administrative Officer— Municipal Act Section 239 (2) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board— Medavie EMS Elgin Ontario (MEMSEO) Contract Renewal and Contract Administration and Oversight Adjustments. 8) Chief Administrative Officer— Municipal Act Section 239 (2) (d) labour relations or employee negotiations— Shared Services. 9) 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— Corporate Communications. 10) 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. 20-50 "TO AMEND THE SCHEDULE TO BY-LAW NO. 20-05 BEING A CONSOLIDATED BY-LAW FOR THE REGULATION OF TRAFFIC INCLUDING PARKING ON COUNTY ROADS" WHEREAS, pursuant to Section 210, of the Municipal Act, being Chapter M.45, R.S.O. 1990, as amended, the Council of the Corporation of the County of Elgin did pass By-Law No. 20-05 for the regulation of traffic including parking on County Roads, AND WHEREAS now pursuant to Section 11(2) of the Municipal Act, 2001, S.O. 2001, c. 25, an upper-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to this section; AND WHEREAS said Table authorizes an upper-tier municipality to pass by-laws regulating parking and traffic on highways; AND WHEREAS it was deemed necessary and appropriate to amend Schedule"B"to By- Law No. 20-05 to restrict parking on a section of Sparta Line (County Rd. #27). NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT Schedule"B" of By-Law No. 20-05 be and is hereby amended to include "County Road#27 (Sparta Line)from the east property line of Drake Street for a distance of 80 metres easterly on the north side of Sparta Line"; and 2. THAT this by-law shall come into force and take effect upon erection of appropriate signage indicating said No Parking Zones. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 13th DAY OF OCTOBER 2020 Julie Gonyou, Dave Mennill Chief Administrative Officer. Warden 338 COUNTY OF ELGIN By-Law No. 20-51 "TO AMEND THE SCHEDULE TO BY-LAW NO. 17-11 BEING A BY-LAW TO AUTHORIZE SPEED LIMITS" WHEREAS, pursuant to Section 128(2) of the Highway Traffic Act, being Chapter H.8, R.S.O. 1990, as amended, the Council of a municipality may by by-law prescribe a different rate of speed for motor vehicles driven on a highway or portion of a highway under its jurisdiction than is prescribed in Section 128(1a); AND WHEREAS the County of Elgin did pass By-law No. 17-11 and amending By-laws No. 18-29, 19-14, 19-19, 19-22, 19-35, 20-24 and 20-34 prescribing different rates of speed for motor vehicles on certain highways under its jurisdictions; AND WHEREAS it is deemed expedient to further amend said By-Law to prescribe a different rate of speed on certain highways under its jurisdiction. NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT Schedule"B" of By-law No. 17-11 setting out a maximum rate of speed of 50km/hr be and is hereby amended by adding the following: Road Section Description 14 (Iona A From 725 metres north of the north property line of Sixth Line to 32 Road) metres south of the north property line of Sixth Line. 14 (Iona B From 150 metres north of the south west property line of County Road Road) 3 to 800 metres south of the south west property line of County Road 3. 2. THAT Schedule"C" of By-Law No. 17-11 setting out a maximum rate of speed of 60km/hr be and is hereby amended by removing the following Road Section Description 14 (Iona A From 675 metres north of the north property line of Sixth Line to 32 Road) metres south of the north property line of Sixth Line. 14 (Iona B From the south west property line of County Road 3 north 440 metres Road) to 800 metres south of the south west property line of County Road 3. 3. THAT the penalties provided in Section 128(14)of the Highway Traffic Act shall apply to offences against this by-law. 3. THAT this by-law shall become effective once signage setting out the speed limit has been duly posted. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 13th DAY OF OCTOBER 2020. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 339