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21 - November 10, 2020 County Council Agenda Package 000* llgin n Table of Contents I. Orders — November 10, 2020............................................................... 2 II. Elgin County Council Minutes — October 27, 2020.................................... 3 III. Reports Index — November 10, 2020...................................................... 15 IV. Report —Warden's Activity Report (October) and COVID-19 Update............ 16 V. Report — Tree Commissioner/Weed Inspector Quarterly Report.................. 20 VI. Report — Physiotherapy Services at Elgin County Homes — Contract Award.. 24 VI I. Report —Attending Physician Agreements — Bobier Villa, Elgin Manor, and TerraceLodge.................................................................................. 65 VI I I. Report — Specialized Physician Agreement — Neurotoxin for Spasticity Management — Bobier Villa, Elgin Manor, and Terrace Lodge..................... 77 IX. Report — Final Plan of Subdivision Approval — The Enclave Subdivision....... 88 X. Report — Procurement Activity Report.................................................... 92 XI. Report — Terrace Lodge Redevelopment — Construction Manager Tender Process............................................................................................................ 97 XI I. Report — Short-Line Rail..................................................................... 100 XI I I. Report — Donation of Discarded Library Books to Area Prison Libraries........ 103 XIV. Report — Victoria Street — Reduced Speed Zone and Community Safety Zone By-Law Amendment.................................................................. 110 XV. Report — East Road Speed Limit........................................................... 116 XVI. Report — 2021 SWIFT Board Member Representation............................... 122 XVI I. Report — Elgin County Council Strategic Plan — Staff Action Plan Update...... 132 XVIII. Report — COVID-19 Emergency Team Planning — October Update.............. 150 XIX. Correspondence — Information Index..................................................... 168 XX. Letter from Norfolk County to Prime Minister Trudeau and Premier Ford....... 169 XXI. Letter from Southwestern Public Health................................................. 170 XXII. Western Ontario Wardens Caucus October Newsletter............................. 178 XXIII. County of Elgin Homes and Seniors Services November Newsletter............ 182 XXIV. St. Thomas Elgin Second Stage Housing — Fall/Winter Newsletter.............. 184 XXV. In-Camera Agenda — November 10, 2020.............................................. 188 XXVI. By-Law No. 20-55 — Community Safety Zone Amendment......................... 189 XXVII. By-Law No. 20-56 — Speed Zone Amendment......................................... 190 1010� E111no . . ORDERS OF THE DAY FOR TUESDAY, November 10, 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 1) StrategyCorp Inc. — Service Delivery Review Final Report 5th Motion to Move Into "Committee Of The Whole Council' 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items 10th Recess 11 th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-laws 14th ADJOURNMENT Video Conference Meeting — IN-PERSON PARTICIPATION RESTRICTED NOTE FOR MEMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: htts://www.facebook.com/E IinCountyAdm in/ Accessible formats available upon request. 2 /P Pragres fve by Nature ELGIN COUNTY COUNCIL MINUTES October 27, 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 Grant Jones(in-person) Councillor Mary French (electronic) Councillor Dominique Giguere (electronic) Councillor Ed Ketchabaw(in-person) Staff Present: Julie Gonyou, Chief Administrative Officer(in-person) Jim Bundschuh, Director of Financial Services (electronic) Stephen Gibson, County Solicitor(electronic) Brian Lima, Director of Engineering Services (electronic) Amy Thomson, Director of Human Resources(electronic)(report only) Mike Hoogstra, Purchasing Coordinator(electronic) Nancy Pasato, Manager of Planning (electronic) Katherine Thompson, Supervisor of Legislative Services(in-person) Carolyn Krahn, Legislative Services Coordinator(in-person) 1. CALL TO ORDER Elgin County Council met this 27th day of October, 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 Ketchabaw Seconded by: Councillor Jones RESOLVED THAT the minutes of the meeting held on October 13, 2020 be adopted. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Retirement Recognition—Dr. Lisa Dayus,Windemere Family Medical Centre On behalf of the Joint Health Recruitment Partnership Committee, Councillor Jones congratulated Dr. Lisa Dayus on her retirement, and Warden Mennill presented Dr. 3 Dayus with a Certificate of Recognition in grateful appreciation of her 36 years of dedicated service to the Elgin-St. Thomas Community. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor McPhail RESOLVED THAT we do now move into Committee of the Whole Council. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 EMS Cardiac Monitor Defibrillator Replacement—Contract Award—Purchasing Coordinator The Purchasing Coordinator provided details on the Request for Proposal (RFP)for the Supply, Delivery and Maintenance of sixteen (16) Cardiac Monitor Defibrillators for Elgin St. Thomas EMS. Moved by: Councillor Marks Seconded by: Councillor Jones RESOLVED THAT the contract for the purchase of sixteen (16) Lifepak 15 v4 Cardiac Monitor Defibrillators for Elgin St. Thomas EMS be awarded to Stryker Canada ULC; and, THAT the existing Lifepak 15 v2 Cardiac Monitor Defibrillators be traded-in to Stryker Canada ULC; and, THAT the Purchasing Coordinator be authorized to issue a purchase order for this contract award. 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. 4 6.2 COVID Safe Restart Funding (SRF) Plan—Director of Financial Services The Director of Financial Services presented an update on the Safe Restart Funding (SRF) Plan. In October, the province provided $1,276,000 in SRF Phase I funding. Phase I funding is expected to cover all of Elgin's net incremental costs, including estimated costs for 2021. Moved by: Councillor McPhail Seconded by: Councillor Martyn RESOLVED THAT the October 27, 2020, report titled, COVID Safe Restart Funding (SRF) Plan, submitted by the Director of Financial Services, be received and filed for information. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.3 Wonderland Road Reconstruction Debenture—Director of Financial Services The Director of Financial Services provided details on the Council approved $12 million of debt, which will be drawn though two (2)debenture installments in 2020, and presented the debenture offer for the first$6 million installment for Council's consideration. Moved by: Councillor Marks Seconded by: Councillor Jones RESOLVED THAT the October 27, 2020, report titled, Wonderland Road Reconstruction Debenture, submitted by the Director of Financial Services, be received and filed for information; and, THAT By-Law 20-53 to authorize $6 million of ten year borrowing from Ontario Infrastructure and Lands Corporation ("OILC") at a rate of 1.43% be passed; and, THAT the second debenture draw of$6 million be delayed until February 2021. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 5 6.4 Lawn Sign Road Safety Campaign—Director of Engineering Services The Director of Engineering Services presented a report in response to the continuing concerns about speeding on County roads and the suggestion that the County consider a lawn sign road safety campaign for Spring 2021. Moved by: Councillor Jones Seconded by: Councillor Giguere RESOLVED THAT the report titled "Lawn Sign Road Safety Campaign"from the Director of Engineering Services, dated October 16, 2020, be received and filed, and, THAT the matter be referred to the Environmental Committee to review the environmental impact of a lawn sign road safety campaign. 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. 6.5 Miller Road — Pedestrian Crossing Warrant Evaluation — Director of Engineering Services The Director of Engineering Services provided details of a technical pedestrian crossing warrant evaluation on Miller Road (CR15) within the Village of Dutton in front of the Thames Valley District School Board's Dunwich-Dutton Public School. The study found that a pedestrian crossing facility is not warranted based on the guidelines of the Ontario Traffic Manual. Moved by: Councillor Purcell Seconded by: Councillor Marks RESOLVED THAT the report titled, "Pedestrian Crossing Study— Miller Road" from the Director of Engineering Services, dated October 16, 2020, be received and filed, and, THAT a copy of the report be sent to the Clerk, Dutton Dunwich. 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 6 - Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 The Municipality of Bayham with a letter requesting the establishment of a Community Safety Zone. 7.1.2 The Municipality of Central Elgin with a letter requesting that the speed limit on all of East Road be changed to 50 km/hr. Item#1 Moved by: Councillor Ketchabaw Seconded by: Councillor Jones RESOLVED THAT Engineering Services be directed to explore establishing a Community Safety Zone at 59 Victoria St. and dropping the speed limit to 40 km/hr in the Community Safety Zone. 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. Item#2 Moved by: Councillor Martyn Seconded by: Councillor Marks RESOLVED THAT Engineering Services explore changing the speed limit on all of East Road to 50 km/hr. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 7.2 Items for Information (Consent Agenda) 7.2.1 The Township of Southwold with a letter recommending that County Council consider extending the Elgincentives program. 7.2.2 SWIFT with their Monthly Project Update for the month of September 2020. 7.2.3 The Connectivity Committee with minutes from their meetings on September 9 and 24, 2020 and draft minutes from October 8, 2020. 7.2.4 The Terrace Lodge Fundraising Committee with draft minutes from their meeting on September 28, 2020. 7.2.5 The Environmental Committee with draft minutes from their meeting on October 7, 2020. 7.2.6 The Honourable Maryam Monsef with a letter regarding high-speed Internet access in southwestern Ontario Moved by: Councillor Martyn Seconded by: Councillor Jones RESOLVED THAT Correspondence Items#1-6 be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members None. 8.2 Notice of Motion None. 8.3 Matters of Urgency 8.3.1 The Chief Administrative Officer requested that two (2) items be added to the Closed Meeting Agenda in accordance with the Municipal Act Section 239 (2): Addition#1 (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—Port Bruce Bridge —Temporary Boat Launch Addition#2 (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board—Community Emergency Management Support for the Municipality of West Elgin and Township of Southwold 8 Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT the two (2) additional items as requested by the Chief Administrative Officer be added to the Closed Meeting Agenda. 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. 9. CLOSED MEETING ITEMS Moved by: Councillor Ketchabaw Seconded by: Councillor Marks 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 (b)personal matters about an identifiable individual, including municipal or local board employees, (d)labour relations or employee negotiations—Service Delivery Review Update. In-Camera Item#2 (b)personal matters about an identifiable individual, including municipal or local board employees, (d)labour relations or employee negotiations —Organizational Review(verbal report). In-Camera Item#3 (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—Elgin 9-1- 1 Primary-Public Safety Answering Point. In-Camera Item#4 (b)personal matters about an identifiable individual, including municipal or local board employees, (d)labour relations or employee negotiations —AMO. In-Camera Item#5 (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—Port Bruce Bridge— Temporary Boat Launch. In-Camera Item#6 9 (k) a position,plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board— Community Emergency Management Support for the Municipality of West Elgin and Township of Southwold. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 10. RECESS Council recessed at 9:43 a.m. and reconvened at 9:50 a.m. 11. MOTION TO RISE AND REPORT Moved by: Councillor Ketchabaw Seconded by: Councillor McPhail 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 Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In-Camera Item#1 —Service Delivery Review Update Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes 10 Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In-Camera Item#2—Organizational Review Moved by: Councillor Martyn Seconded by: Councillor McPhail 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 Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In-Camera Item#3—Elgin 9-1-1 Primary-Public Safety Answering Point. Moved by: Councillor Ketchabaw Seconded by: Councillor Marks 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 Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In-Camera Item#4—AMO Moved by: Councillor Jones Seconded by: Councillor Marks RESOLVED THAT Elgin County Council enthusiastically endorses Chief Administrative Officer Julie Gonyou's application to HMO's Rural Caucus Board of Directors in principle, and supports any financial contributions required. 11 Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In-Camera Item#5—Port Bruce Bridge—Temporary Boat Launch Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw RESOLVED THAT the 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 Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In-Camera Item#6—Community Emergency Management Support for the Municipality of West Elgin and Township of Southwold Moved by: Councillor Marks Seconded by: Councillor Jones RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 12 12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 13. CONSIDERATION OF BY-LAWS 13.1 By-law 20-53—Authorizing the Borrowing upon Amortizing Debentures BEING a By-Law to Authorize the Borrowing upon Amortizing Debentures in the Principal Amount of$6,000,000.00 towards the Cost of Wonderland Road Reconstruction. Moved by: Councillor Marks Seconded by: Councillor Jones RESOLVED THAT By-Law No. 20-53 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 13.3 By-Law 20-54—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 October 27, 2020 Meeting. Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw RESOLVED THAT By-Law No. 20-54 be now read a first, second and third time and finally passed. 13 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. 14. ADJOURNMENT Moved by: Councillor Marks Seconded by: Councillor Jones RESOLVED THAT we do now adjourn at 11:32 a.m. to meet again on November 10, 2020 at 9:00 a.m. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 14 REPORTS OF COUNCIL AND STAFF November 10, 2020 Council Reports —ATTACHED Warden —Warden's Activity Report (October) and COVID-19 Update Staff Reports —ATTACHED Tree Commissioner/Weed Inspector—Tree Commissioner/Weed Inspector Quarterly Report July — September 2020 Director of Homes and Seniors Services — Physiotherapy Services at Elgin County Homes — Contract Award Director of Homes and Seniors Services —Attending Physician Agreements — Bobier Villa, Elgin Manor, and Terrace Lodge Director of Homes and Seniors Services — Specialized Physician Agreement— Neurotoxin (i.e. Botox, Dysport, Xeomin) for Spasticity Management — Bobier Villa, Elgin Manor, and Terrace Lodge Manager of Planning — Final Plan of Subdivision Approval The Enclave Subdivision Purchasing Coordinator— Procurement Activity Report (July 1, 2020 to September 30, 2020) Purchasing Coordinator— Terrace Lodge Redevelopment— Construction Manager Tender Process General Manager of Economic Development— Short-Line Rail Director of Community and Cultural Services — Donation of Discarded Library Books to Area Prison Libraries Director of Engineering Services —Victoria Street — Reduced Speed Zone and Community Safety Zone By-law Amendment Director of Engineering Services — East Road Speed Limit Chief Administrative Officer— 2021 SWIFT Board Member Representation Chief Administrative Officer— Elgin County Council Strategic Plan — Staff Action Plan Update Chief Administrative Officer— COVID-19 Emergency Team Planning — October Update 15 REPORT TO COUNTY COUNCIL �Yrt a, FROM: Dave Mennill, Warden DATE: November 2nd, 2020 E1g. . .. �.. e.i , , L SUBJECT: Warden's Activity Report (October) and Progressive by Nature COVID-19 Update RECOMMENDATION: THAT the November 2nd, 2020, report titled, Warden's Activity Report (October) 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: Over the course of October COVID-19 case counts rose steadily across the Province reaching a new record high of over 1000 new cases a day in early November. Additional restrictions remain in place in areas most affected (Toronto, Ottawa, York Region and Peel Region). Our Southwestern Public Health region saw a spike in COVID-19 cases over the past week. At the onset of the pandemic in March we could not have anticipated how long we would be facing this challenge and how much it would change our daily lives. Residents of Elgin County have made considerable sacrifices over the past eight (8) months. I want to thank those who have been adhering to health and safety guidelines for their efforts to keep their friends, families and neighbours safe and healthy. I urge the public to continue these efforts so that we can reduce the impacts on COVID-19 in our region. Please continue to wear a face covering in all indoor public spaces and where physical distancing is not possible, wash your hands and disinfect high touch surfaces, adhere to gathering limits and reduce your social circles. When we work together we can protect our communities from harm. 16 Connectivity Committee Internet Connectivity Survey The Elgin County Connectivity Committee has been meeting regularly to gathering information to assist them in developing a solution to internet connectivity challenges in rural Elgin County. As part of the Committee's information gathering process, it has launched a survey designed to gather feedback from Elgin County residents regarding their experiences with internet connectivity. The results of this survey will help the Committee determine where the gaps in connectivity exists across the County. The survey can be found at rrr .� ll u : uu.�ur . . . uuu � . lirrli . uuruurulii� � Budget Committee 2021 Budget Survey The Elgin County Budget Committee met on October 27t" to begin the 2021 Budget process. The Committee set a schedule for the budget development and approval process and approved a template that will be used to receive departmental budget presentations from County staff. The Committee will be soliciting feedback from the public regarding their 2021 budget priorities through a survey that can be found at AYZA, II ur . ;uu.�ur . , r 11 u , 2t(,()1'riuriilitte . The survey launched on November 2 and will be ........................................ ........................................ .................................................................. Y open for completion until November 18t" 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. All visitors to the building are screened for COVID-19 before entering. All Elgin County services are currently in operation while adhering to strict health and safety guidelines. 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 (October 16, October 30) • Elgin County Emergency Operations Centre Debrief (October 22, 2020) • Southwestern Public Health Municipal Partner Calls (October 9, 16, 23) • Elgin County Council (September 13 & 27) • Connectivity Committee Meetings (October 8, October 22) • Environment Committee Orientation (October 7) • Budget Committee Meeting (October 27) • WOWC Full Caucus Meeting (October 23) • Meeting with City of St. Thomas Mayor (October 14) • Meeting with Jeff Yurek, MPP (October 30) 17 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 ® 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 ® 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. 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. 18 CONCLUSION: Cases have begun to rise in our region and it is important that we continue to follow the advice of Southwestern Public Health and adhere to the restrictions set out by the Province of Ontario. The health and safety of our residents is of utmost importance to County Councillors and to Elgin's Local Municipal Partners. We continue to work closely with these partners to ensure that residents across the County receive a consistent response to challenges associated with the COVID-19 pandemic. All of which is Respectfully Submitted Warden Dave Mennill 19 REPORT TO COUNTY COUNCIL FROM: Jeff Lawrence, Tree Commissioner/Weed pl"' 7�1! Inspector 000 g. i.nt.. , %,' ; r y DATE: October 26t", 2020 Progressive y Nature SUBJECT: Tree Commissioner/Weed Inspector Quarterly Report July — September 2020 RECOMMENDATION: THAT the report titled "Tree Commissioner/Weed Inspector Quarterly Report July — September 2020" from the Tree Commissioner/Weed Inspector, dated October 26, 2020 be received and filed for information. INTRODUCTION: The following is a summary of activity related to the Elgin Woodlands Conservation By- Law for the period of July 1, 2020 to September 30, 2020 and weed inspection activity for the third quarter. DISCUSSION: Logging Activity/Applications to Harvest: A total of 15 applications to harvest were submitted from July 1, 2020 to September 30, 2020. Applications were filed by municipality as follows: West Elgin-5, Dutton/Dunwich- 2, Southwold-2, Central Elgin-3, Malahide-2, and Bayham-1. The total volume for harvest was approximately 440 thousand board feet. The total forested area involved in these harvests was approximately 380 acres. Applications for Woodland Clearings: No Council Exemption for Woodland Clearing applications were received in the third quarter. Weed Complaints, Orders and Updates: Eight (8) weed complaints were received in the third quarter of 2020. Four (4) of these complaints involved ragweed and resulted in those landowners voluntarily destroying the noxious weeds on their property. This was the second consecutive year a ragweed 20 complaint was received for one property in Southwold and control efforts are being undertaken to minimize another infestation next year. Industry News: American Beech (Fagus grandifolia) is a large deciduous tree, native to southwestern Ontario and is a very common tree in many woodlands across Elgin County. This large tree is characterized by its smooth silver-gray bark, which makes its trunk look similar to the legs of an elephant. American Beech plays a very important role in our forest ecosystem and its edible Beech Nuts are an important food source for many species of wildlife. The survival of American beech is threatened by Beech Bark disease and Beech Leaf disease. Both of these diseases can kill American Beech and trees weakened by these diseases become more susceptible to other diseases and/or pests as well. Beech Bark Disease Beech Bark disease is a two-component disease (insect-fungus complex) that starts when the bark of the tree is cracked or punctured by an invasive, non-native scale insect feeding on the bark; followed by infection of the tree within the cracked bark by a canker fungus. The scale insect spreads by wind, animals and human movement of diseased beech and the canker fungus spreads by wind and rain splash of fungal spores. Beech Bark disease was first introduced into Canada in Nova Scotia in the 1800's and has since spread across much of the natural range of American Beech into Quebec and Ontario. Beech Bark disease does kill a majority of the trees it infects and is reducing American Beech to a minor component of the forest ecosystem. Trees that do survive are often deformed or disfigured. Beech Leaf disease Beech Leaf disease is not entirely understood by forestry pathologists but is believed to be caused by invasive nematodes that live within the leaves and limits photosynthetic function. Leaves impacted by Beech Leaf disease have a distinctive underside striping. Beech Leaf disease impacts all age classes of American Beech. Smaller saplings appear to die very quickly, whereas larger trees appear to decline more slowly. Beech 21 Leaf disease was first discovered in Ohio in 2012 and has since spread to neighbouring states and into several counties on the north shore of Lake Erie, including Elgin County. Due to uncertainty with respect to the exact cause of Beech Leaf disease, and how it spreads, there are currently no definitive control measures in place to prevent the spread of Beech Leaf disease. Interested councillors can obtain additional information and find images of Beach Bark disease and Beach Leaf disease at the following websites: b!!p§,1/www ;...d cease q" " " ...p ....n p p �... . amm'n ry';:" amm'pl:; '"" ',,,p',,;p�.,... Il�ii�,... II�.�u�.,.,iuu� �..�,.,u �.,...�.��..� III��.�.i iJl��. ��.�.�u�.,.. III �..�ill��.��.�.u�,.. IIL..�.,�.�.�II� IIL..«..�u II, IIL.. u,..�.�..�,..�. ��. .........., II .2.g! . b!!p§,//wwwu i ::u li :: :: . II ^ ^ II III^::1C .j eace#s „(2i (:)in...14 .,,,.. �mm� �mm� . �the '�;,�"' �mm� .,�,.�mm� ., ...�',..�. �mm� ., .. �mm� �mm� .,�, �mm�,...C� .. .,�mm�,.. .,�mm�...M;; ^.a a^^;p�i"";b p p ....n p p " ....p " ....p..,. ... ,...�.��..� III��.�.i iJl��. ��.�.�u�.,.. III �..�ill��.��.�.u�,.. IIL..�.,�.�.�II� IIL...�.�..�II IIL.. u,..�.�..�,..�. �..� .......... (.iiein(,.e .......................................... 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. 22 LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: The above report details the activities of the Tree Commissioner/Weed Inspector for the period of July — September 2020. All of which is Respectfully Submitted Approved for Submission Jeff Lawrence Julie Gonyou Chief Administrative Officer Tree Commissioner/Weed Inspector Quarterly Report July— September 2020 23 REPORT TO COUNTY COUNCIL 110ft a, FROM: Michele Harris Director of Homes and Seniors Services " � i';1 Mike Hoogstra, Purchasing Coordinator ,r ' ut-iProgressive by Nature DATE: October 27, 2020 SUBJECT: Physiotherapy Services at Elgin County Homes — Contract Award RECOMMENDATIONS: THAT the contract for Physiotherapy Services at Elgin County Homes be awarded to Achieva Health 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 Physiotherapy 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 and Ontario Regulation 79/10 requires that every LTCH arranges for on-site physiotherapy services for residents on an individualized and/or a group setting basis, by qualified therapists. The current contract for Physiotherapy Services is expiring and a new RFP was recently issued. The RFP document is attached to this report as Attachment 1. 24 Information that was advertised and posted on the County's Bid Portal page �.,uu t 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. The Evaluation Committee (refer to Attachment 3) scored each proposal based on the following criteria: i) Understanding of Project Requirements / Services; ii) Company Background and Qualifications; iii) Experience of Firm; iv) Number of Hours residents would receive per week of physiotherapist, PTA, Occupational Therapist, etc.; v) Client References; The evaluation committee met virtually on October 1, 2020 to discuss the proposal submissions. The committee decided that three of the four Proponents would be invited to provide a presentation to the evaluation committee. Presentations were conducted virtually on October 5 and 6, 2020. The evaluation committee met again on October 15, 2020 to review the final scores, discuss references and confirm the decision. The firm selected by the Evaluation Committee is Achieva Health. The proposal submitted by Achieva Health 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: There is no cost to the County for this service as it is completely funded by the Ministry of Long-Term Care (MOLTC). Each Home will receive a set number of hours each week for the services of a Physiotherapist, Physiotherapist Assistant and Occupational Therapist. 25 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ® Fostering a healthy now and in the future. ways of addressing environment. community need. ® Delivering mandated ® Enhancing quality of programs and services ❑ Engaging with our place. efficiently and community and other effectively. stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: Registered Physiotherapists, physiotherapy assistants and occupational therapists to oversee therapy services for LTCHs is a requirement under the LTCHA, 2007 and Ontario Regulation 79/10, 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-P31 and subsequently the proposal submission from Achieva Health was deemed the successful qualified proponent and is recommended for award. 26 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 27 Attachment 1 Progfressive. by Nature PHYSIOTHERAPY SERVICES REQUEST FOR PROPOSAL No. 2020-P31 ID[JECTIROMIC III M III III N MI[Y Proposals shall be received by the Bidding System no later than: SEPTEMBER 10, 2020 @ 3:00 p.m. (local time) Issue Date: August 13, 2020 ma 28 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020-P31 PHYSIOTHERAPY 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 Education........................................................................................................................ 9 2.5 Evaluations and Service Requirements......................................................................... 9 2.6 Qualifications.................................................................................................................. 9 2.7 Payment Arrangements............................................................................................... 10 SECTION 3.0 - PROPOSAL REQUIREMENTS.......................................................................................... 11 3.1 Proposal Submissions................................................................................................... 11 3.2 Proposal Submission Requirements............................................................................ 11 3.3 Evaluation Process........................................................................................................ 12 3.4 Evaluation Criteria........................................................................................................ 12 3.5 Ratings........................................................................................................................... 13 3.6 Presentation and Interview......................................................................................... 14 SECTION 4.0-GENERAL CONDITIONS.................................................................................................. 15 4.1 Rights of the County..................................................................................................... 15 4.2 Conflict of Interest........................................................................................................ 16 4.3 Modified Proposals ...................................................................................................... 16 4.4 Disqualification of Proponents.................................................................................... 16 4.5 Confidentiality.............................................................................................................. 16 4.6 Proposal Assignments.................................................................................................. 17 4.7 Purchasing Policy.......................................................................................................... 17 4.8 Failure to Perform ........................................................................................................ 17 4.9 Award and Agreement................................................................................................. 17 4.10 Insurance Requirements.............................................................................................. 17 4.11 Indemnification ............................................................................................................ 18 1 29 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY SERVICES 4.12 WSIB Requirements ..................................................................................................... 18 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ................ 19 4.14 Disqualification............................................................................................................. 19 4.15 Record and Reputation................................................................................................ 19 4.16 Proponent's Costs ........................................................................................................ 20 4.17 Legal Matters and Rights of the County...................................................................... 20 4.18 Human Rights, Harassment and Occupational Health and Safety............................ 21 4.19 Clarification................................................................................................................... 21 4.20 Supplementary Information........................................................................................ 22 4.21 Default/Non-Performance......................................................................................... 22 APPENDIX A-SAMPLE AGREEMENT .................................................................................................... 23 2 30 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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 31 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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 Physiotherapy Services 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. 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 physiotherapy service provider that is a member in good standing of the College of Physiotherapists 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 EI.W'WROI' IIIC 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 Taker forthis 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 32 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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 3, 2020 at 4:00 p.m. p Pleasebe advised that there d" a be a delayed response se to questions submitted b2:hAC2:"2:n August. 17-28 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 33 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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 12, 2020 Last Date for Questions: September 3, 2020 RFP Close: September 10, 2020 Award of Contract: September 2020* *Dates noted above are an approximation only and are subject to change. 6 34 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020-P31 PHYSIOTHERAPY 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 35 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY SERVICES SECTION 2.0 - TERMS OF REFERENCE 2.1 Introduction The County is seeking a service provider for the services of a Ministry of Health and Ministry of Long-Term Care funded Physiotherapy provider for Elgin County Homes. 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 PointClickCare in all three Long Term Care Homes. 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 The Physiotherapy service provider agrees to: a) Provide on-site professional services of a registered Physiotherapist, Occupational Therapist and Physiotherapist Support Personnel for the residents for the three county homes. b) Proposal will not include exercise program related to the additional Ministry of Health and Ministry of Long-Term Care funding. c) At the end of each month, invoices itemizing all services (including the resident's name) to be provided to County of Elgin Homes in accordance with an established fee schedule by the Ministry of Health and Long-Term Care. d) Not impose on any resident of County of Elgin Municipal Long-term care home any fee for any services rendered and shall only be entitled to receive the remuneration set out in the final agreement (as per Ministry of Long-Term Care "LTCH Financial Policy- LOC per diem Funding Summary" subject to the eligibility conditions of the Program and Support Services envelope as set out in the "Eligible Expenditures for LTC Homes Policy" and the "Guidelines for Eligible Expenditures for LTC Homes") . e) Assess and maintain a profile on each resident. All documentation to be maintained in the resident's permanent record and recorded in the multi-disciplinary progress notes and updated in the resident care plan. Must have complete working knowledge of RAWDS documentation. 8 36 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY SERVICES f) Purchase all necessary equipment used in the delivery of physiotherapy services, which shall remain the property of the physiotherapy service provider. g) Provide a system of labeling equipment supplied. h) Meet the training requirements for RAI-MDS 2.0, section P3. i) Participate as Ad Hoc member to Continuous Quality Improvement Team, i.e., annual Quality Improvement Plan (QIP), Falls/Restraint Team, Professional Advisory Committee (PAC), etc. 2.4 Education The Physiotherapy service provider agrees to provide the following education items: a) Provide educational sessions to resident's and/or families on therapeutic benefits, and other related topics as requested. b) Provide information and consultation to nursing and medical staff. c) Provide yearly in-services on physiotherapy matters to staff based on staffs preference and need (e.g. back care, safe lifting/transferring techniques, physical restraints, equipment use, etc). d) Provide an Integrated Restorative Care Training Program to staff. 2.5 Evaluations and Service Requirements a) Carry out physiotherapy assessments and evaluation studies on a regular basis. b) Carry out regular audits as part of a quality assurance program, which includes an annual physiotherapy services evaluation. c) Be a member in good standing of the College of Physiotherapists of Ontario and carry out the services in accordance with the standards of the College. d) Ensure that all services provided comply with CCHSA standards and MOH and MLTC program standards. e) Submit monthly physiotherapy statistics as per MOH and MLTC requirements. 2.6 Qualifications The Physiotherapy service provider will: a) be able to provide funded Physiotherapy to all residents; b) employ a registered Physiotherapist to provide assessments and consultation; c) have experience in providing Physiotherapy services in a Long-Term Care Home setting; 9 37 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY SERVICES d) complete working knowledge of RAI-MDS documentation. 2.7 Payment Arrangements The payment arrangements for this service agreement are summarized below: a) As a result of this agreement, the physiotherapy service provider will submit at the end of each month, an itemized invoice and accounting of services provided to residents as per Ministry of Health and Ministry of Long-Term Care reporting requirements. The service provider will not impose on any resident of the County of Elgin Homes any fee for any services rendered and shall only be entitled to receive the remuneration set out in the agreement. b) Invoicing cannot exceed MOH and MLTC set funding amount. 10 38 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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. resident services ii. quality assurance program iii. documentation process—(complete working knowledge of RAI-MDS documentation) iv. assistive devices program v. communication and integration of staff vi. additional professional services available to the County of Elgin, ie. Integrated Restorative Care Training Program to staff. vii. Include the total number of hours residents would receive per week of physiotherapist services (physiotherapist, occupational therapist, physiotherapist support personnel). c) Section 3: Project Team Identify the Physiotherapy Team and their roles, background, education, and experience. 11 39 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY SERVICES d) Section 4: Equipment Provide an outline of any therapeutic equipment that could be provided for use by county residents (based on their clinical needs) as part of their exercise plan such as weights, therabands, transfer discs, etc 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 Physiotherapy services. References must include the name of the organization, contact person, phone/fax numbers, email address. 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. 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. 12 40 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020-P31 PHYSIOTHERAPY SERVICES 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/Service 20 Company Background &Qualifications 20 Experience of Firm 30 Number of Hours residents would receive per week of physiotherapist, PTA, 30 Occupational Therapist, etc Client References Pass/Fail TOTAL CiIMULATI EPOINTS �. POINTS 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 Very Very poor to unsatisfactory 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. 13 41 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY SERVICES 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. 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. 14 42 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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. 15 43 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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. 16 44 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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 17 45 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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. 18 46 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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; 19 47 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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. 20 48 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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. 21 49 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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). 22 50 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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. 23 51 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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 N51?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. 24 52 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY SERVICES ARTICLE 7 The Service Provider agrees to begin the works no sooner than . 2020 and substantially complete the work no later than .2020. 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) 25 53 ,q. Attachment 1 ap REQUEST FOR PROPOSAL NO. 2020—P31 PHYSIOTHERAPY 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 26 54 Attachment 1 Addendum N0. 1 � V E I gi n C )ful firl ors r ship by Nor ture Request for Proposal No. 2020-P31 Physiotherapy 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 questions have been received by the County; the County's response follows each question. Question 1: Who is the current Physiotherapy Provider at the Elgin County LTC Homes? Answer 1: Lifemark Question 2: What is the Physiotherapy allocated Funding for each Elgin County LTC Home? Does the funding include allocation for both Physiotherapy & Exercise funding or just Physiotherapy Funding (excluding Exercise funding)? Answer 2: Please see response to Question 9. Question 3: How many hours/week of Physiotherapist (PT), Occupational Therapist (OT), Physiotherapist Assistant (PTA) & Exercise Classes are at each Elgin County LTC Home? Example- Terrace Lodge: 20 hrs/wk of PT, 4 hrs/wk of OT, 30 hrs/wk of PTA & 7.5 hrs/wk of Exercise Classes Answer 3: PT (hrs/wk) PTA (hrs/wk) Bobier Villa 7.5 23.5 Elgin Manor 11.5 37.5 I Terrace Lodge 1 12.5 1 40.25 55 Attachment 1 Addendum No. 1 RFP No. 2020-P31 The County currently receives OT hours as a value-add from the current service provider. Question 4: What documentation software is currently used at the Elgin County LTC Homes (Ex. Point Click Care, MED-ecare, etc)? Answer 4: Point Click Care Question 5: What Physiotherapy Equipment does your current Physiotherapy Provider have onsite at each of the Elgin County LTC Homes? Answer 5: Terrace Lodge: Hot packs and hydrocollator Ultrasound Machine and Gel Tens units (3) Over the door shoulder pullies (2) Gate belts (3) Ankle weights Arm weights Portable peddler (1) Therabands Hand therapy balls (3-4) Bobier Villa: Ultrasound Machine and Gel Tens Machine 3 Diodes Extra Hand Weights (2-10lbs, 1-7lbs, 1-6lbs, 1-5lbs, 1-4lbs, 6-2lbs, 5-1 Ibs) Therabands Hydrocalculator (1) Hand Pully Machine (1) Knee Board (1) Hand Grip Silicon Eggs (2) Rolatape Measuring Wheel (1) 56 Attachment 1 Addendum No. 1 RFP No. 2020-P31 Elgin Manor: Hydrocollator— Hot pack machine All other equipment is owned by Elgin Manor. Question 6: Please confirm that you are requesting an attachment containing the CV and credentials from the PT staff? Answer 6: Correct Question 7: What are the total hours of PT service delivered currently per week to each home? Answer 7: Refer to response for Question 3. Question 8: Would the county consider a PT/PTA model of care to maximize the available hours of service delivered? Answer 8: Yes, as long as it does not negatively impact resident care. Question 9: Does the county expect the PT provider to allocate all of the $12.06 PSS per diem to therapy services when determining total hours? Or do the homes currently allocate a % of the funding envelope to physiotherapy? Answer 9: No, the $12.06 PSS per diem is for the entire department including home provided exercise funding and not physiotherapy alone. Each home is allocated a budget based on the amount the MOH rolled into the PSS per diem which is $828/Bed for annual totals of $47,196 for Bobier Villa, $74,520 for Elgin Manor & $82,800 for Terrace Lodge. 57 Attachment 1 Addendum No. 1 RFP No. 2020-P31 Question 10: Who is the current provider of your physiotherapy services? Answer 10: See response to Question 1. Question 11: Can you please provide a list equipment currently provided by your service provider for use in the delivery of physiotherapy services? Answer 11: See response to Question 5. Question 12: Is there any equipment used in the delivery of physiotherapy services that is provided by the home and if so, can you please provide a list per home? Answer 12: See response to Question 5. Question 13: What is the current ratio of PT and PTA hours in each home? Answer 13: See response to Question 3. Question 14: Can you please provide the number of ADP assessments completed in 2019 per home by type: walker, seating, manual w/c and power chair? Answer 14: Unfortunately, we do not have this information available at the time of issuing this addendum. Should the information become available, it will be provided prior to the closing date of this RFP. 58 Attachment 1 Addendum No. 1 RFP No. 2020-P31 Question 15: If an ADP Authorizer, can a PT complete the ADP assessments instead of an OT? Answer 15: See response to question below. Question 16: There is mention of an OT on page 8 item 2.3 A and page 11 item 3.2 B.vii of your RFP document — if the service provider engages a PT-ADP Authorizer, is there an expectation for the service provider to engage/provide an OT for referrals other than ADP? Answer 16: The preference is OT; in exceptional cases (i.e. OT illness, etc.) we would allow a PT-ADP authorizer. Question 17: On page 8, item 2.3 C, there is mention of including resident names on the monthly invoice — can you please provide a sample of what this would look like? Answer 17: No, we don't have a sample. The Service Provider could also provide a separate monthly report by resident. Question 18: With respect to the page limitation of 15 pages, do the Table of Contents and Appendices (i.e. for Letters of Reference and List of client homes) count in the total? Answer 18: No, table of contents and appendices do not count toward the page limitation. 59 Attachment 1 Addendum No. 1 RFP No. 2020-P31 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)elgin.ca 60 Attachment 1 Addendum No. 2 E I gi ffll ors r ship by Nor ture Request for Proposal No. 2020-P31 Physiotherapy 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. '1'lhe respoinse for Questioin 14, lincluded llin Addeinduim III o, 1, lha s Ibeein revised, F"Ilea se see Uhe questioin aind 'UI"e respoinse below, Question 14: Can you please provide the number of ADP assessments completed in 2019 per home by type: walker, seating, manual w/c and power chair? Answer 14: Overview of OT Assessments - 2019 Tilt Manual Walker Seating Other Wheelchair Wheelchair Assessments Bobier Villa 24 13 6 12 3 Elgin Manor 24 23 16 17 7 Terrace Lodge 30 27 13 22 6 End of Addendum No. 2 Addendum Issued: September 4, 2020 Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P- 519-631-1460, extension 129 1 E- mhoogstra(a)elqin.ca 61 gI 11 ;r, „ f A� r save by Noture IIII a d ell`...fleP,,-, View Details Bid Details Bid Services Classification: Bid Type: Request For Proposal Bid Number: 2020-P31 Bid Name: Physiotherapy Services for Elgin County LTC Homes Bid Status: Closed Bid Closing Thu Sep 10, 2020 3:00:59 PM (EDT) Date: Question Thu Sep 3, 2020 4:00:00 PM (EDT) Deadline: Time-frame for delivery or the Refer to project document duration of the contract: Negotiation Refer to project document Type: Condition for Refer to project document Participation: 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 Opening: No Description: The County of Elgin is inving pr oposals from qualified service providers to provide Physiotherapy Services 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. Proponents Access: 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 [+] Register for this Bid Download Bid Documents Documents File Name Physiotherapy Services RFP 62 Thursday August 13, 2020 10:26 AM Addenda File Name Addendum No. 1 Friday September 4, 2020 01:26 PM Addendum No. 2 Friday September 4, 2020 03:18 PM Purchasing Representatives Employee Hoogstra, Mike Bids Submitted The following are the unofficial bid results Company Contact Results Reppas, Toula Achieva Health 355 Eglinton Avenue East, Toronto Ontario, Canada M4P 1 M5 Soumalias, Yianni Closing the Gap Healthcare Group 2810 Matheson Blvd E., Mississauga Ontario, Canada L4W 4X7 Singh, Sherian Lifemark 1 Yonge Street, Suite 402, Toronto Ontario, Canada M5S 1E6 Mattacchione, Emily Novo Peak Health Inc. 1425 Front Street, Hearst Ontario, Canada POL 1NO Plan Takers The following are the plan takers for the bid: Company Contact Reppas, Toula Achieva Health 355 Eglinton Avenue East, Toronto Ontario, Canada M4P 1 M5 Soumalias, Yianni Closing the Gap Healthcare Group 2810 Matheson Blvd E., Mississauga Ontario, Canada L4W 4X7 Singh, Sherian Lifemark 1 Yonge Street, Suite 402, Toronto Ontario, Canada M5S 1E6 Mattacchione, Emily Novo Peak Health Inc. 1425 Front Street, Hearst Ontario, Canada POL 1NO 63 Physiotherapy Services Attachment 3 Proposal Evaluation Team RFP No. 2020-1331 Name Position Evaluation Conflict of Complete Interest Terri Benwell Administrator, Bobier Villa & Elgin Manor Yes No Suzanne Mezenberg Administrator, Terrace Lodge Yes No Michele Harris Director of Homes and Seniors Services Yes No 64 REPORT TO COUNTY COUNCIL A110ft a, FROM: Michele Harris Director of Homes and Seniors Services e.r ;„ �� DATE: November 4, 2020 �, , r �u ,z Progressive by Nature SUBJECT: Homes —Attending Physician Agreements — Bobier Villa, Elgin Manor, and Terrace Lodge RECOMMENDATION: THAT the report titled: "Homes —Attending Physician Agreements — Bobier Villa, Elgin Manor, and Terrace Lodge" dated November 4, 2020 be received and filed; and, THAT Council approve, and authorize execution by specified representatives, the two (2) year agreement from October 26, 2020 to October 25, 2022 with Dr. Derek Vaughan for the provision of medical services to Bobier Villa and Elgin Manor; Dr. Michael Toth for Terrace Lodge; Dr. Ken Morrison for Elgin Manor; Dr. Edward Vivoda for Terrace Lodge; and Dr. Elsie Osagie for Terrace Lodge. INTRODUCTION: The Attending Physician agreement is a requirement of the Long-Term Care Homes Act (LTCHA), 2007 and Ontario Regulations 79/10 for the provision of medical services to the residents of Bobier Villa, Elgin Manor and Terrace Lodge. The attending physician role includes, but is not limited to, the following responsibilities and duties: 1. Accountability to the Medical Director for meeting the Home's policies, procedures and protocols for medical services 2. Provision of medical services as outlined in the LTCHA and regulations 3. Provision of after-hours coverage and on-call coverage DISCUSSION: The Homes have the following attending physician agreements in place to provide medical director services to the residents of the Homes: • Dr. Derek Vaughan — Bobier Villa and Elgin Manor • Dr. Michael Toth — Terrace Lodge • Dr. Ken Morrison — Elgin Manor 65 • Dr. Edward Vivoda — Terrace Lodge • Dr. Elsie Osagie —Terrace Lodge Having regard for the current pandemic and upon review of the LTCHA and regulations, a number of recommendations for change to the attending physician agreement have been included following county solicitor review and recommendation. The changes include, but are not limited to: • Pandemic measures to ensure continuation of onsite and/or virtual attendances for delivery and provision of medical services during the current and future pandem ic(s) • Extended length of agreement from one year to two years to support continuity of medical care; and, in regard to updates to the agreement to align with LTCHA, regulations and pandemic requirements • Clarification of insurance coverage • Clarification of locum physician and student physician requirements • Documentation within electronic and other health records • Restraint usage requirements FINANCIAL IMPLICATIONS: Attending physician on-call after hours coverage fees are funded by the Ministry of Health and Ministry of Long-Term Care. Attending physicians bill medical services to Ontario Health Insurance Plan (OHIP). 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. 66 Additional Comments: LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: Management of Bobier Villa, Elgin Manor and Terrace Lodge; resident and family council of each Home will be informed of the attending physicians for the three County of Elgin Homes. CONCLUSION: The Attending Physician agreements have been updated following thorough review and recommendation by the Director of Homes and Seniors Services and County Solicitor, and align with the requirements of the LTCHA, Ontario Regulations 79/10 and current pandemic infection prevention and control/virtual care requirements. Negotiations with the attending physicians support the recommended changes. All of which is Respectfully Submitted Approved for Submission Michele Harris Julie Gonyou Director of Homes and Seniors Services Chief Administrative Officer 67 ATTENDING PHYSICIAN AGREEMENT THIS AGREEMENT made effective the 26t" day of October, 2020 BETWEEN: CORPORATION OF THE COUNTY OF ELGIN a municipal body operating a Long Term Care Home known as (hereinafter referred to as "Elgin" or "Home", as context requires) AND (Name of Doctor) (hereinafter referred to as the "Attending Physician") WHEREAS the Long-Term Care Homes Act, 2007, (the "Act") requires that there be a contract between a Long Term Care Home and its Attending Physicians; AND WHEREAS the Attending Physician wishes to enter into an Agreement with Elgin in respect of specified services he or she proposes to perform in the Home. NOW THEREFORE in consideration of the covenants and agreements hereinafter contained, the parties agree as follows: 1.0 Except as hereinafter provided, this Agreement shall remain in place for a period of twenty-four (24) months from the date first written above and is subject to the termination provisions set out below. 2.0 Elgin, through administration at the Home, shall: 2.1 Make available to the Attending Physician copies of applicable legislation and policies relating to matters for which the Attending Physician has responsibility and provides services; 2.2 Provide the Attending Physician with access to the Home, orientation and training prescribed in the Act, and cooperation from staff when carrying out the responsibilities provided for herein; and 2.3 Make available to the Attending Physician access to the Home's electronic medical records system so long as the Attending Physician is in compliance with the requirements set out in all relevant policies, procedures, and protocols adopted by Elgin as well as the Personal Health Information Protection Act, 2004. 68 3.0 Elgin agrees to indemnify and save harmless the Attending Physician from any claims, demands, damages or actions brought against the Attending Physician in relation to the provision of services by its employees at the Home who are not acting under the instructions of or under the direction of the Attending Physician. 4.0 The Attending Physician: 4.1 Shall at all times be a member in good standing of The College of Physicians and Surgeons of Ontario, and a legally qualified medical practitioner licensed to practise medicine in Ontario; 4.2 Shall participate fully in the Home's orientation and training programs applicable to the Attending Physician; 4.3 Throughout the Term of this Agreement, shall obtain, maintain, and, upon demand, provide evidence of current and valid compensation and/or insurance coverages and limits in relation to the services contemplated by this Agreement and as acceptable to Elgin, including either pursuant to the Canadian Medical Protective Association ("CMPA") or otherwise under a policy of insurance issued to the Medical Director by a licensed insurance carrier carrying on business in the Province of Ontario and under which policy the Corporation of the County of Elgin will be named as an additional insured, in which latter regard the Parties hereto acknowledge a current minimum policy limit of FIVE MILLION DOLLARS ($5,000,000.00) per occurrence; 4.4 Shall be appointed by the Elgin Director of Homes and Seniors Services on the advice of the Medical Director for such Home; 4.5 Unless otherwise waived by Elgin through the Director of Homes and Seniors Services, shall have hospital privileges in a local community hospital; 4.6 Shall assess, plan, implement and evaluate the resident's medical care, develop a medical plan of treatment for the residents and participate in the interdisciplinary approach to care; 4.7 Render, provide, and deliver the services detailed in Appendix "A" hereto; 4.8 Unless he or she is one and the same person, shall be accountable to the Medical Director for meeting the Homes' policies, standards, and protocols of medical care and all applicable legislation and regulation, including but not limited to Act and Ontario Regulation 79/10, the Personal Health Information Protection Act, 2004 and as otherwise referred to in Appendix "A" hereto; provided further that, if the Attending Physician is also the Medical Director for the Home, then he or she shall be accountable to the Director of Homes and Senior Services relative to this obligation; 69 4.9 At least three (3) days prior to the commencement of work by a Locum Physician, shall notify the Home, by its on-site Administrator, of the identity of such Locum Physician and otherwise confirm that such Locum Physician is permitted and authorized to provide medical services to residents of the Home as a Locum Physician; 4.10 Shall ensure that the Home is notified of the identity of a Physician Assistant or student working under the supervision of the Attending Physician and, furthermore, ensure that all required authorizations and permissions for work by such Physician Assistant or student within the Home have been issued;' 4.11 Shall fully and appropriately document details of assessment, treatment, and/or care administered on the resident's health record (including but not necessarily limited to the electronic health record) upon admission and upon each subsequent visit in order to accurately maintain continuity and ongoing evaluation of all medical services as these relate to clinical diagnosis; 4.12 Shall participate as agreed in the Home's On-Call program and be available when designated to provide On-call services in exchange for receiving available Ministry of Long Term Care ("MOLTC") funding for the LTC On-Call program including: • Co-Ordinate with the Medical Director and Administrator of the Home/Director of Homes and Senior Services to divide as to distribution of funding between Attending Physicians who provide on- call coverage; and • As may be required by the Home, completing all forms pertaining to the On-Call services program (e.g. on-call roster, disbursement of on-call fees, etc.) 4.13 When not personally available to accept on-call inquiries, shall advise administration at the Home of emergency medical services which may be utilized; and 4.14 Shall attend regularly at the Home to provide needed and appropriate Attending Physician services to all residents for which retainer or appointment is in place (an average of once per week) in order to carry out his or her responsibilities under this Attending Physician Agreement. 4.15 Shall cooperate with, participate in, and/or be available during any and all compliance review conducted by the Ministry of Long Term Care, or any successor entity thereto, pertaining to the Services contemplated herein, including but not limited to inquiries made by any compliance inspector, advocates, family members, and persons conducting coroner's investigations. 70 4.16 shall, in the event of a declared pandemic or other state of emergency and in respect of infection prevention and control measures implemented and in effect at the Home, co-operate and collaborate with the Director of Homes and Seniors Services and/or any authorized Administrator or Manager of Resident Care at the Home to ensure continuation of on-site and/or virtual attendances for delivery and provision of medical services to any resident or residents therein. 5.0 The Attending Physician shall notify the Director of Homes and Seniors Services and, if not one and the same person, Medical Director in the event that he or she is no longer available to care for a resident, so that alternative medical coverage can be arranged. 6.0 The Attending Physician agrees to indemnify and save harmless Elgin and the Home from any claims, demands, damages or actions brought against it directly relating to the provision of physician services by the Attending Physician pursuant to this Agreement. 7.0 In the event of default in respect of obligation hereunder, this Agreement may be terminated on thirty (30) days written notice by the party not in default to the party in such default, within which thirty (30) day period the party in default shall have seven (7) days after receipt of such notice to end and/or remediate such default. In the event that the Attending Physician becomes unable to perform his or her duties for a period of ninety (90) consecutive days due to physical, psychological or mental illness or condition, the Home may terminate this Agreement on thirty (30) days written notice to the Attending Physician. In the event of death of the Attending Physician, the within Agreement shall be deemed to be terminated as of date of death. 8.0 Without limiting that set forth in Section 7.0 above, the within Agreement may be terminated for convenience by the Physician upon at least ninety (90) days written notice to Elgin through the Director of Homes and Seniors Services or his or her designate. (Balance of Page Left Blank Intentionally) 71 9.0 This Agreement may be amended by written agreement signed by the parties and attached hereto, and such amendments shall be adhered to and have the same force as if they had originally formed part of this Agreement. IN WITNESS WHEREOF the parties have executed this Agreement, either personally or by hand of duly authorized officers, at St. Thomas, Ontario, this day of , 2020. Signed, Sealed, and Delivered ) Corporation of the County of Elgin In the Presence of ) Per: Name: David Mennill Position: Warden Per: Name: Julie Gonyou Position: Chief Administrative Officer Per: Name: Michele Harris Position: Director of Homes & Seniors Services We have the authority to bind the Corporation Witness: ) Name: ) Name: (Name of Doctor) 72 APPENDIX "A" (a) complete a written medical history and physical examination of his or her patient within seven (7) day of the patient becoming a resident of the Home; (b) provide medication, diet and treatment orders, diagnosis, and other relevant information provided or discovered upon notification of the resident's admission and otherwise visiting the resident within seven (7) days of admission; (c) review the resident's diet, medications, treatments, orders and update progress notes at least once every three (3) months; (d) visit the resident as frequently as deemed necessary by the resident's health status and in accordance with the Home's policy and shall otherwise attend to any medical or health related issues (including injury), write appropriate orders for any necessary treatment and/or progress notes at the time of the visit; (e) countersign all verbal orders / directions on next attendance at the Home (within thirty (30) days; (f) complete and document an annual medical examination for each resident under his or her care; (g) comply with applicable provincial legislation including but not limited to Long-Term Care Home Act, 2007 and Ontario Regulation 79/10; (h) provide an opportunity for the resident/substitute decision-maker to participate fully in the development and revision of the resident's medical care plan; (i) communicate with the resident, resident's family or substitute decision-maker as appropriate and provide information to them regarding the resident's health status; provided further that the Attending Physician shall document such communication with the resident's electronic health records (including but not necessarily limited to the resident's electronic health records); (j) refer residents to the appropriate medical consultants and/or other health practitioners (ie physiotherapists, occupational therapists, social workers, speech therapists) when indicated; (k) provide discharge orders for the resident's record when the resident is being discharged, which orders shall include a direction for destruction of medications; (1) provide written authorization for a medical or psychiatric absence, unless it is an emergency situation, and ensure that information concerning the resident's drug regime, known allergies, diagnosis and care requirements is provided to the resident's Health Care Provider during the absence in accordance with by s. 138 (7) of O. Reg 79/10; 73 (m) where the physical or mental condition of a resident is such that the resident cannot properly be cared for in the Home, document the details of such determination and, at the earliest opportunity, attempt to arrange for the resident to be admitted to a general hospital or other facility best suited to provide the care required by the resident and forthwith record any such order within the medical record of the resident; (n) when a resident who is under the care of the Attending Physician dies in the Home: • make a written report indicating the cause and time of death for retention on the deceased resident's medical record; • in accordance with the Coroner's Act, - report immediately to the coroner all deaths of residents where s. 10(1) of the Coroner's Act applies; - provide notification of cluster/threshold deaths as required; - ensure the Institutional Patient Death Record is completed by registered staff and notify the Coroner immediately if any questions therein are answered as `yes'; - complete the report for the deceased resident's medical record indicating the time, date and circumstances of death and the date and time notice of death was given to the coroner, when applicable; - record the order for the disposal of the deceased resident's medications; (o) liase with local hospital(s) to facilitate admission(s) and referrals to specialists; (p) utilize the Home's electronic medical records system only in accordance with policy, procedure and protocol established by Elgin and in effect from time to time, and only after receiving proper training and being assigned a password by the Director of the Home and at all times in full compliance with all privacy legislation requirements, including but not limited to the Personal Health Information Protection Act, 2004; (q) make reasonable efforts to provide to residents under his or her care, the following: • participation at care conferences; • communication with family/ substitute decision-maker(s); • completion of transfer forms; • telephone advice to Home's staff; and • completion of resident-specific forms. 74 (r) requisition diagnostic services as the resident's condition warrants; (s) follow the Home's policies on documentation with special reference to the interdisciplinary approach, transfer information and discharge orders; (t) ensure that all of his or her documentation is current, clear, dated and signed within the Home's electronic documentation system; (u) participate in team discussions regarding advance directives with residents and/or families / substitute decision-makers; (v) communicate with the Medical Director with respect to infection disease surveillance in the Home; and (w) on an annual basis, review and sign the Medical Directive for the administration of the Influenza Vaccine to the Home's staff as delegated to the Home's Registered Staff; provided that the Home shall ensure that any informed consent required from a recipient is given prior to the administration of such vaccine in accordance with current Public Health Guidelines; and provided further that Elgin shall, on an annual basis, review all relevant policies and procedures to ensure consistency and compliance with Public Health and Best Practice Guidelines. (x) if applicable, provide a written order for a resident restrained or to be restrained as to basis for any such restraint, including specifics as to type of restraint and when and how such restraint is to be used. Conduct necessary reassessments of restraint orders to ensure compliance with the Act and current policy within the Home; (y) ensure that every medical directive or order made by the Attending Physician is individualized to the particular resident's condition and needs; (z) allow audit or review of his/her records related to this Agreement by the Elgin or its representative or funding agent, including the Ministry of Long-Term Care or Ontario Health and in compliance with funding accountability agreement requirements 75 Date: October 261h , 2020 (Effective Date) CORPORATION OF THE COUNTY OF ELGIN and (Name of Doctor) Attending Physician Agreement Michele Harris Director of Homes and Seniors Services 450 Sunset Drive St. Thomas, ON N5R 5V1 76 REPORT TO COUNTY COUNCIL FROM: Michele Harris, Director of Homes and Seniors Services �, e.r ;„ , r �u ,z DATE: November 4, 2020 Progressive by Nature SUBJECT: Homes — Specialized Physician Agreement — Neurotoxin (i.e. Botox, Dysport, Xeomin) for Spasticity Management— Bobier Villa, Elgin Manor, and Terrace Lodge RECOMMENDATION: THAT the report titled: "Homes — Specialized Physician Agreement— Neurotoxin (i.e. Botox. Dysport, Xeomin) for Spasticity Management— Bobier Villa, Elgin Manor, and Terrace Lodge" dated November 4, 2020 be received and filed; and, THAT Council approve, and authorize execution by specified representatives, the one (1) year agreement from November 10, 2020 to November 9, 2021 with Dr. Adam Kassam for the provision of specialized medical services (spasticity management) to Bobier Villa, Elgin Manor and Terrace Lodge. INTRODUCTION: The Specialized Physician agreement is a requirement of the Long-Term Care Homes Act (LTCHA), 2007 and Ontario Regulations 79/10 for the provision of specialized medical services to the residents of Bobier Villa, Elgin Manor and Terrace Lodge. The specialized physician role for spasticity management — neurotoxin therapy includes, but is not limited to, the following responsibilities and duties: 1. Accountability to the Medical Director for meeting the Home's policies, procedures and protocols for medical services 2. Provision of specialized medical services- i.e. spasticity management - neurotoxin therapy 3. Communicate with family/substitute decision-maker, provide telephone advice to Home's staff and completion of resident-specific medical forms and documentation 77 DISCUSSION: The Homes specialized physician agreement with the previous provider for spasticity management has ended. Dr. Adam Kassam was highly recommended by Allergan, and confirmed by the Director of Homes and Seniors Services, as having interest, willingness and expertise in the provision of spasticity management services (including neurotoxin therapy), and, including the provision of services for Long-Term Care Home residents. Having regard for the current pandemic and upon review of the LTCHA and regulations, a number of recommendations for change to the specialized physician agreement have been included following county solicitor review and recommendation. The changes include, but are not limited to: • Pandemic measures to ensure continuation of onsite and/or virtual attendances for delivery and provision of medical services during the current and future pandem ic(s) • Updates to the agreement to align with LTCHA, related regulations and pandemic requirements • Clarification of insurance coverage • Documentation within electronic and other health records FINANCIAL IMPLICATIONS: Specialized physicians bill medical services to Ontario Health Insurance Plan (OHIP). 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. 78 LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: Management of Bobier Villa, Elgin Manor and Terrace Lodge; resident and family council of each Home and the attending physicians/medical directors will be informed of the specialized physician agreement for the provision of spasticity management (neurotoxin therapy) for the three County of Elgin Homes. CONCLUSION: The specialized physician agreement for spasticity management therapy has been updated following thorough review and recommendation by the Director of Homes and Seniors Services and County Solicitor, and aligns with the requirements of the LTCHA, Ontario Regulations 79/10 and current pandemic infection prevention and control/virtual care requirements. Negotiations with Dr. Adam Kassam support the recommended changes. All of which is Respectfully Submitted Approved for Submission Michele Harris Julie Gonyou Director of Homes and Seniors Services Chief Administrative Officer 79 NEUROTOXIN (ie BOTOX, DYSPORT, XEOMIN) FOR SPASTICITY MANAGEMENT SERVICES AGREEMENT This Agreement made effective on the loth day of November, 2020. BETWEEN (Name of Doctor) (hereinafter referred to as the "Physician") OF THE FIRST PART AND Corporation of the County of Elgin (hereinafter referred to as "Elgin") OF THE SECOND PART WHEREAS Elgin operates a number of Homes for the Aged within its territorial limits, including Elgin Manor, Terrace Lodge, and Bobier Villa, pursuant to the provisions of, among others, the Long-Term Care Homes Act, 2007, S.O. 2007, c. 8, as amended (the "Act"); AND WHEREAS the Act requires Elgin to enter into an Agreement with any physician delivering and providing medical services to residents within any Home for the Aged which it operates; AND WHEREAS the Physician identified above proposes and desires to deliver and provide certain specialized medical consulting and treatment services (hereinafter the "Services") to resident(s) at a Home or Homes for the Aged operated by Elgin (hereinafter referred to as the "Facility" or "Facilities"); AND WHEREAS Elgin and the Physician wish to reduce to writing the terms and conditions under which the Physician will deliver and provide the Services to a resident or residents in the afore-noted Facility or Facilities. NOW THEREFORE, in consideration of payment of the sum of ONE DOLLAR ($1.00) now paid by the Physician to Elgin and the mutual covenants hereinafter contained, the receipt and sufficiency of which is hereby acknowledged, the Parties hereto agree as follows: TERM 1.0 This Agreement shall commence and be effective on the loth day of November, 2020, and, unless otherwise terminated pursuant to sections 5.0 to 7.0 below, shall end on the 9th day of November, 2021. 80 OBLIGATIONS OF ELGIN 2.0 During the term of this Agreement, Elgin shall: 2.1 upon request, make available to the Physician legible photocopies of all relevant legislation, including but not limited to the Act and any Regulations enacted thereunder, and all policies and protocols relating to the delivery and provision of medical services to residents of the Facility/Facilities; 2.2 provide and allow the Physician reasonable access into the Facility/Facilities and, furthermore, during such period of access and for purposes of delivery and provision of Services identified herein, arrange for reasonable cooperation of medical and administrative staff at the Facility/Facilities; 2.3 provide the Physician with access to the orientation and training prescribed in the Long-Term Care Homes Act (LTCHA), 2007 to the physician; and 2.4 make available to the Physician access to the Home's electronic medical records system on condition that the Physician is at all times in compliance with both any and all relevant policy, procedure, and/or protocol approved by Elgin and then in effect at the Facility or Facilities and any relevant legislation then in effect, including but not limited to the Personal Health Information Protection Act, 2004 (Ontario). QUALIFICATIONS/GENERALOBLIGATIONS OF PHYSICIAN 3.0 During the term of this Agreement, the Physician: 3.1 shall be a member in good standing of "The College of Physicians and Surgeons of Ontario", and at all times remain a legally qualified medical practitioner licensed to practice medicine in the Province of Ontario; 3.2 shall possess, hold, and maintain any and all certificates, qualifications, and licenses for delivery and provision of the Services contemplated by and referred to in this Agreement or any Schedule hereto; 3.3 shall deliver and provide the Services identified in Schedule "A" hereto in a safe, prudent, professional, and proper manner, in accordance with his or her education, training, and experience, and at all times in keeping with the rules, regulations, protocols, and practices for such Services as established by all required certifying and/or licensing body or bodies; 3.4 throughout the Term of this Agreement, shall obtain, maintain, and, upon demand, provide evidence of current and valid compensation and/or insurance coverages and limits in relation to the services contemplated by this Agreement and as acceptable to Elgin, including either pursuant to the Canadian Medical Protective Association ("CMPA") or otherwise under a policy of insurance issued to the Physician by a licensed insurance carrier carrying on business in the 81 Province of Ontario and under which policy the Corporation of the County of Elgin will be named as an additional insured, in which latter regard the Parties hereto acknowledge a current minimum policy limit of FIVE MILLION DOLLARS ($5,000,000.00) per occurrence, and further thereto and upon request of Elgin, provide proof of such insurance coverage to Elgin by its Director of Homes and Senior Services (hereinafter the "Director"); 3.5 on the advice of the Medical Director for the Facility/Facilities, obtain and maintain the approval of the Director for access to the Facility/Facilities and permission to deliver and provide the Services to residents of the Facility/Facilities as contemplated by this Agreement; 3.6 to the satisfaction of the Medical Director of the Facility/Facilities, to whom the Physician shall be accountable, comply with all policies, protocols, rules, regulations, and standards for the delivery and provision of medical care to residents of the Facility/Facilities; 3.7 in relation to the Services identified in Schedule "A" hereto, assess and evaluate the condition of any resident or residents of the Facility/Facilities requiring treatment and thereafter develop and implement an appropriate plan of care incorporating those Services and provided further that, where necessary, the Physician shall cooperate in the development and implementation of an interdisciplinary plan of care incorporating the Services contemplated by this Agreement; 3.8 shall at all times document the details of Services and treatment delivered and provided to any resident or residents of the Facility/Facilities and the ongoing condition of the said resident or residents during any such period of service or treatment as contemplated herein in accordance with the policies, rules, regulations, and practices of Elgin at the Facility/Facilities and to the satisfaction of the Medical Director and Director; 3.9 in respect of the Services contemplated hereunder, be available for attendance at the Facility/Facilities to deliver and provide such Services, as requested, required, and scheduled, to any resident or residents therein and at a frequency of at least one (1) attendance every three (3) months; and, 3.10 in writing, notify the Medical Director of the Facility/Facilities of an inability and/or unwillingness to deliver or provide further Services as contemplated herein to any specific resident or residents and, to the extent possible without violation of any binding rules of privacy or confidentiality, the reason or basis for such inability or unwillingness. 3.11 shall cooperate with, participate in, and/or be available during any and all compliance review conducted by the Ministry of Long Term Care, or any successor entity thereto, pertaining to the Services contemplated herein, including but not limited to inquiries made by any compliance inspector, advocates, family members, and persons conducting coroner's investigations. 82 3.12 shall, in the event of a declared pandemic or other state of emergency and in respect of infection prevention and control measures implemented and in effect at any Facility or Facilities, co-operate and collaborate with the Director of Homes and Seniors Services and/or any authorized Administrator or Manager of Resident Care at such Facility or Facilities to ensure continuation of on-site and/or virtual attendances for delivery and provision of medical services to any resident or residents therein. 3.13 shall participate fully in any orientation and training program or programs required by Elgin and related to the services provided by the Physician and contemplated by this Agreement. INDEMNIFICATION 4.0 During the term of this Agreement, 4.1 Elgin agrees to indemnify and save harmless the Physician from and against any and all claims, demands, damages, actions, or suits, including any award of costs in respect thereof, arising from or related to assistance provided by any servant, employee, or agent of Elgin to the physician, other than as directed or instructed by the Physician, while the Physician delivers or provides any Service to any resident or residents of the Facility/Facilities as contemplated or authorized by this Agreement; and, 4.2 Subject to the exception provided for in section 4.1 above, the Physician agrees to indemnify and save harmless Elgin from and against any and all claims, demands, actions, or suits, including any award of costs in respect thereof, as arising from or related to the delivery or provision of Services by the Physician to any resident or residents of the Facility/Facilities as contemplated or authorized by this Agreement and/or the breach or default of any obligation of the Physician hereunder. TERMINATION 5.0 This Agreement may be terminated by either Party hereto on at least one hundred and twenty (120) days written notice from one Party to the other Party, provided that, in the event of default in respect of any obligation hereunder, this Agreement may be terminated on thirty (30) days written notice by the Party not in default to the Party in such default, within which thirty (30 ) day period the party in default shall have a period incorporating the first seven (7) days after notice is delivered to end and/or remediate such default. 6.0 In the event that the Physician becomes unable or unwilling to perform his or her obligations hereunder or otherwise deliver or provide the Services as contemplated herein for a period of one hundred and twenty (120) consecutive days due to physical, psychological, or mental illness, injury, or condition, then Elgin may terminate this Agreement on thirty (30) days written notice to the Physician. 83 7.0 In the event of death of the Physician during the term of this Agreement, then this Agreement shall be deemed as terminated as of the date of death of the Physician. MISCELLANEOUS 8.0 Any notice required or permitted to be given under this Agreement shall be in writing and shall be served personally or sent by prepaid registered mail addressed as follows: 8.1 To the Physician at: Address of Doctor 8.2 To Elgin at: 450 Sunset Drive St. Thomas, Ontario N5R 5V1 9.0 Either Party may from time to time change its address and recipient for service by notice to the other Party as previously set out. 10.0 For the purposes immediately set forth above, Notices which are served in the manner set out above shall be deemed sufficiently given for all purposes of this Agreement, in the case of those personally served, on the date of such service, and in the case of registered mail, on the third postal delivery day following the mailing of the Notice. Should normal service of mail be interrupted by strikes, slowdown or other cause, then the Party sending the Notice shall use any similar service which has not been so interrupted in order to secure prompt receipt of the Notice and for purposes of this Agreement such service shall be deemed to be personal service. 11.0 All obligations under this Agreement shall be considered as joint and several and any declaration of invalidity of any such individual obligation shall not invalidate any other obligation. 12.0 This Agreement may be amended by written agreement signed by the Parties and any such amendment shall be adhered to and have the same force and effect as if they had originally formed part of this Agreement. (Balance of page left blank intentionally) 84 13.0 This Agreement shall be governed by the laws of the Province of Ontario. 14.0 This Agreement and the obligations hereunder shall enure to the benefit of and be binding upon the Parties to this Agreement and any subsequent heirs, administrators, successors, and assigns, as the case may be. IN WITNESS WHEREOF the Parties hereto have set their hands and seals hereto, either personally or by duly authorized representatives over its corporate seal as affixed, at the location and on the date and year as first set forth below. Signed, Sealed, and Delivered ) In the presence of ) (date and location as indicated) ) Witness: ) Name: ) Name: (Name of Doctor) Date: ) Location: ) Corporation of the County of Elgin per: Name: David Mennill Position: Warden Date: ) Location: Central Elgin ) per: Name: Julie Gonyou Position: Chief Administrative Officer We have authority to bind the Corporation 85 SCHEDULE `A' Services (a) visit the resident as frequently as deemed necessary by the resident's health status relating to Neurotoxin (ie. Botox, Dysport, Xeomin) for Spasticity Management therapy treatment and in accordance with the Home's policy, shall attend to any problems, write appropriate orders and/or progress notes at the time of the visit; (b) countersign all verbal orders / directions within ninety (90) days; (c) comply with applicable provincial legislation; (d) provide an opportunity for the resident/ substitute decision-maker to participate fully in the development and revision of the resident's medical care plan related to Neurotoxin (ie. Botox, Dysport, Xeomin) for Spasticity Management therapy treatment; (e) communicate with the resident, resident's family or substitute decision-maker as appropriate, and providing information to them regarding the resident's health status related to Neurotoxin (ie. Botox, Dysport, Xeomin) for Spasticity Management therapy treatment, and document details of such communication in the resident's medical records; (f) as qualified, refer residents to the appropriate medical consultants and/or other health practitioners (ie. physiotherapists, occupational therapists, social workers, speech therapists) when indicated; (g) make reasonable efforts to provide to residents under his or her care, the following: • communication with family / substitute decision-maker • telephone advice to Home's staff • completion of resident-specific medical forms (as related to the Services contemplated herein) (h) follow and comply with any policies relating to required medical documentation, including those having regard to and implementing an interdisciplinary approach, and which policies are in effect from time to time in the Facility or Facilities. (i) ensure that all of his or her documentation is current, clear, legible (as applicable), dated and signed. 86 Date: November 10, 2020 CORPORATION OF THE COUNTY OF ELGIN and Name of Doctor Neurotoxin (ie. Botox, Dysport, Xeomin) for Spasticity Management Services Agreement Michele Harris Director of Homes and Seniors Services 450 Sunset Drive St. Thomas, ON N5R 5V1 87 REPORT TO COUNTY COUNCIL A110ft dW FROM: Nancy Pasato, Manager of Planning DATE: November 1011, 2020 I SUBJECT: Final Plan of Subdivision Approval Progressive by Nature The Enclave Subdivision Part Lot D, East of the North Branch of the Talbot Road, Township of Southwold County of Elgin Owner: Kreator Developments Inc./Elfriede Atcheson File No. 34T-SO1701 RECOMMENDATION: THAT the report titled "Final Plan of Subdivision Approval The Enclave Subdivision" from the Manager of Planning, dated November 10, 2020, be received and filed. INTRODUCTION: This report is to advise County Council that final approval was given for a plan of subdivision in the Township of Southwold on October 20, 2020. (see attached map) DISCUSSION: This residential plan of subdivision is comprised of sixteen (16) single detached lots, one (1) multi-family/townhouse block use, one (1) stormwater management block, and two (2) site triangle blocks. The original draft plan approval for this subdivision was given by Elgin County Council on March 27, 2018. The subject lands are located in the Township of Southwold. The approved lots will be developed on full municipal services. The County received clearance letters from the Township of Southwold, Canada Post and Hydro One. 88 In accordance with By-Law No. 13-28 "A By-Law to Delegate Certain Authorities..." the Manager of Planning has been given the authority to approve final plans of subdivision once all of the conditions of draft plan approval have been met and after clearance letters have been received. 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 approved plan of subdivision will impact the Township of Southwold. COMMUNICATION REQUIREMENTS: None. 89 CONCLUSION: This report is to advise that final approval of this plan of subdivision was granted and the plans were signed by the Manager of Planning on October 20, 2020 and forwarded to the Elgin Land Registry Office for registration. The Township of Southwold and the developer have been notified. All of which is Respectfully Submitted Approved for Submission Nancy Pasato Julie Gonyou Chief Administrative Officer Manager of Planning 90 r. . ill Retai svtis V�iy � FTR p l Location Map N Legend Subject Site:34T-SO1701 Subject Site Owner: KREATOR DEVELOPMENTS INC. Planner: Nancy Pasato Elgin Road Network Created By:TE Date:02/11/2020 Buildings Meters 0 510 20 30 40 The Corporation of the County Elgin Prepared By: Planning and Development 91 Scale 1:1,526 REPORT TO COUNTY COUNCIL 10110�' FROM: Mike Hoogstra, Purchasing Coordinator DATE: October 29, 2020 SUBJECT: Procurement Activity Report (July 1, 2020 Progressive by Mgure to September 30, 2020) RECOMMENDATION: THAT the October 29, 2020 report titled, Procurement Activity Report (July 1, 2020 to September 30, 2020), submitted by the Purchasing Coordinator, be received and filed for information. INTRODUCTION: The County's Procurement Policy requires that an information report containing the details relevant to the exercise of delegated authority for all contracts awarded that exceed $15,000, including amendments and renewals, be prepared and reported to Council on a quarterly basis. This report covers the period from July 1, 2020 to September 30, 2020. DISCUSSION: The Council of the Corporation of the County of Elgin delegated authority to the Directors to award contracts as follows: Value Report Status Greater than $15,000 No report to Council required if within approved but less than $250,000 budget 92 Council also approved that an information report would be brought forward containing details of the award of contracts including amendments and renewals. The detailed report of the award of contracts is attached as Appendix A. FINANCIAL IMPLICATIONS: Prior to contract and purchase order approval, confirmation is made to ensure that the appropriate funds are available in the approved 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: None COMMUNICATION REQUIREMENTS: None 93 CONCLUSION: This report is submitted to summarize the County's procurement activity for the third quarter of 2020 in accordance with the reporting requirements as set out in section 12.2 of the Procurement Policy. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Mike Hoogstra Chief Administrative Officer Purchasing Coordinator Jim Bundschuh Director of Financial Services 94 APPENDIX A Procurement Activity — July 1, 2020 to September 30, 2020 Department Budget Project Supplier/ Amount Allocation Contractor (HST excluded) Homes & COVID Surgical Masks Maxill Canada $46,090 Seniors Services Information Capital SAN Storage Upgrade — Elgin CDW Canada $46,002 Technology Manor Back-up Server Room (OECM Provincial Agreement) Information Operating Kronos Workforce Annual Software Kronos Canadian $23,593 Technology Maintenance Systems Engineering Capital Turning Lane Construction on Armstrong Paving $87,147 Services Imperial Road (CR#73) & Construction Engineering Capital Archives HVAC Replacement Paramount $34,089 Services Services Engineering Capital CCTV Camera Upgrades at Hudson $49,583 Services Administration Building, Bobier Villa Enterprises and Elgin Manor Engineering Capital Building Security Access Upgrades RMB $51,003 Services — KT-400 Controllers Communications Engineering Capital Admin Building, 1st Floor Wayne & Harold $22,000 Services Engineering Office Renovation — Smith Asbestos Abatement Construction Engineering Capital Admin Building, 1st Floor Bormont $38,680 Services Engineering Office Renovation — Commercial Framing, Insulation, Drywall and Contracting Ceiling Installation 95 Department Budget Project Supplier/ Amount Allocation Contractor (HST excluded) Engineering Capital Admin Building, 1st Floor Everts Electric $62,595 Services Engineering Office Renovation — Electrical Work Engineering Capital Admin Building, Stairwell Flooring Bernardo Group $21,025 Services Replacement Engineering Capital Tub Room Renovations — Bobier Tonda $66,100 Services Villa Construction Engineering Capital Tub Room Renovations — Elgin P.K. Construction $61,550 Services Manor 96 REPORT TO COUNTY COUNCIL 0f FROM: Mike Hoogstra, Purchasing Coordinator Jim Bundschuh, Director of Financial Services Progressive by Nature DATE: October 30, 2020 SUBJECT: Terrace Lodge Redevelopment — Construction Manager Tender Process RECOMMENDATIONS: THAT the October 30, 2020 report titled, Terrace Lodge Redevelopment — Construction Manager Tender Process, submitted by the Purchasing Coordinator and Director of Financial Services, be received for information; and, THAT the procurement policy exemptions noted in this report be approved for this Construction Manager tender process; and, THAT the results of the tender process be reported to County Council, through the Terrace Lodge Building Committee for approval. INTRODUCTION: As Council is aware, the tender process for obtaining sub-trade bids for the Redevelopment of Terrace Lodge has begun and this process is currently being managed by the County's Architect, MMMC Architects and the County's Construction Manager, D. Grant Construction Limited. DISCUSSION: During a review of the tender documents created by MMMC Architects, it was noted that bids for this project will be submitted to the Construction Manager and not the County. This is common in many Construction Manager tender processes. The County's Purchasing Policy states that bids will only be accepted by the County, electronically. 97 In addition, the Consultant and Construction Manager have also requested that the bid documents contain a "Post Bid Evaluation" clause. The clause allows for the evaluation of a bidders past performance, relevant healthcare experience and available man-power to meet the construction schedule. This clause is typically not included in County tenders; however, it is common in Construction Manager tender processes managed by both the County's Architect and Construction Manager. All Bidders submitting a bid for each sub-trade component, will be required to agree to the Post Bid Evaluation process. The purpose of this report is to request an exemption to the Purchasing Policy relating to these two issues. All other requirements of the Policy are applicable and Council, through the Terrace Lodge Building Committee will be required to approve all tenders submitted for this project. The project will be advertised on the County's bids&tenderSTM site providing the appropriate direction and instructions to all potential bidders. 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. Additional Comments: 98 LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: After a review of the tender documents submitted by the Architect and Construction Manager, it was noted that the requirements for bid submission and post bid evaluation do not comply with the current Procurement Policy. This report is requesting an exemption only for this specific project currently being tendered. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Mike Hoogstra Purchasing Coordinator Chief Administrative Officer Jim Bundschuh Director of Financial Services 99 REPORT TO COUNTY COUNCIL �Yrt ° er of Economic FROM: Alan Smith General Manager g Development and Tourism E1g. . , ,' r` ' % 1 L DATE: November 2, 2020 Progressive by Nature SUBJECT: Short-Line Rail RECOMMENDATION: THAT the November 2, 2020, report titled, Short-Line Rail, submitted by the General Manager of Economic Development, be received and filed for information. INTRODUCTION: On May 1 st, 2020, Southland Railway transferred the Cayuga Subdivision (Railway Line) back to the Canadian National Railway Company (CN). On June 24, 2020, CN published a notice of discontinuance of the Cayuga Railway Line. A response deadline for rail operators to acquire the Railway Line was August 24t". CN did not receive any submissions. With the discontinuance applying to 27.28 miles of the Cayuga Rail Subdivision from New Sarum to Courtland, this affects the operations of existing businesses, vacant buildings, and the potential development of industrial lands, adjacent to the Railway Line. The South Central Ontario Region (SCOR) which is a regional partnership comprised of the Counties of Brant, Middlesex, Norfolk and Oxford as well as the Municipality of Bayham, are leading the effort to address this issue which has the potential to affect economic development and growth in the Region. DISCUSSION: The June 24t", 2020 announcement of the Cayuga Railway Line being discontinued, brought to the forefront the importance that rail plays in the region's ability to move goods, ensure transportation options for business activity and spur future growth. For Elgin County, the discontinuance of the Cayuga Railway Line is of concern; as the portion of the line runs through New Sarum to Bayham and may negatively affect businesses and future development of industrial lands adjacent to that route. To address this issue, SCOR arranged a meeting on October 8t", 2020, attended by representatives of counties, municipalities, and businesses that are directly affected by 100 Southland's decision to not operate the Railway Line. Potential models of short-line rail ownership were discussed. The result being the economic development resource group that supports the SCOR Board of Directors will meet to discuss developing a possible business case to support the development of a local short-line rail model for the SCOR region. Elgin County's General Manger of Economic Development has been invited to those discussions, with the first meeting being on November 6t". After which, a meeting of the larger group will take place sometime near the end of November. 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: The discontinuance of the Cayuga Railway Line may affect current businesses and future development of industrial lands in Aylmer and Bayham that are adjacent to the route. 101 COMMUNICATION REQUIREMENTS: To keep County Council updated, the County's General Manager of Economic Development will provide reports to Council as required. CONCLUSION: The discontinuance of the Cayuga Railway Line is an important issue that directly affects economic development in Elgin County. Working as a region, with SCOR, may provide solutions to assist Elgin County with the transportation of goods which is vital to the continued efforts of the County's Economic Development department of growing and diversifying the local economy. Elgin County's General Manager of Economic Development will keep County Council updated regarding this matter. All of which is Respectfully Submitted Approved for Submission Alan Smith Julie Gonyou Chief Administrative Officer General Manager of Economic Development and Tourism 102 REPORT TO COUNTY COUNCIL A110ft FROM: Brian Masschaele Director of Community and Cultural Services DATE: November 10, 2020 Progressive by Nature SUBJECT: Donation of Discarded Library Books to Area Prison Libraries RECOMMENDATION: THAT the Elgin County Library be authorized to donate discarded library books to the Ontario Ministry of the Solicitor General for use in local prison libraries subject to the terms and conditions contained in the November 10t", 2020 report from the Director of Community and Cultural Services. INTRODUCTION: Elgin County Library has received a proposal from the Regional Librarian with the Ministry of the Solicitor General, Institutional Services, seeking a partnership for the donation of discarded library materials for use in prison libraries within the Ministry's western region. This report recommends that County Council authorize this partnership. DISCUSSION: Finding ways to discard or re-purpose library materials in a responsible fashion is a common challenge among public libraries, with many systems having to resort to recycle or landfill options in order to provide space for new materials on a timely basis. Elgin County Library staff remove materials in all formats according to the terms of the library's "Collection Development Policy" which was last approved by County Council in 2017. This policy considers factors such as loan activity, age, physical condition and genre in determining which items to remove from the collection. The library does make a concerted effort to re-purpose library materials removed from the collection in a responsible manner. This includes regular book sales in library branches or at community fairs and events. On average, the library removes approximately 19,000 items per year (based on a five-year average between 2014 and 2019). Just under 50 per cent of these items get distributed through book sales. This still leaves approximately 10,000 titles per year which must be discarded. 103 From 2012 to 2018, the library donated some of these discarded materials, particularly soft-cover fiction, to an organization called "Better World Books", an agency that distributed library materials to support literacy programs in developing countries around the world. Better World Books ended this arrangement in 2018 and since that time the library has not been able to find another agency to accept discarded books of any type. As a result, they are sent for recycle or landfill. Staff do get approached by local community agencies from time to time about donating discarded library materials but there are operational considerations that often prevent these local options from being pursued. These include the following: • There must not be any possibility that discarded items will get returned to Elgin County Library branches. • The library cannot store discarded materials for an indefinite period. Agencies must be able to pick up materials from main office or a designated branch on a regular basis, ideally once a month or quarterly. • There must not be any appreciable impact on staff time to participate in the arrangement. Agencies will have to accept materials "as is" without further sorting or marking up due to the discard process. • Capacity should exist to accept discards from the entire system and not just one location given that items are centrally linked and are shared across the system. Elgin County Library recently received a proposal from the Regional Librarian for the Western Region of the Ministry of the Solicitor General to donate discarded library materials for use in prison libraries within the region. These prisons are located in London, Sarnia, Windsor, Stratford and Penetanguishene. The facility in London is the Elgin-Middlesex Detention Centre which has a catchment area serving Elgin County. Staff have reviewed the Ministry's proposal as attached to this report and are recommending that County Council authorize the donation of discarded library materials to the Ministry for use in regional prison libraries. The proposal meets the operational considerations listed above and has many attributes that speak to a mutually beneficial partnership. Chief among these attributes (and as cited in the proposal) is the development of a relationship between public libraries and inmates so that libraries are viewed as accessible and supportive environments upon release and the improvement of literacy rates among inmates. This proposal will also prevent thousands of books from going to recycle or landfill in any given year, helping to meet the County's strategic plan objective of fostering a healthy environment. FINANCIAL IMPLICATIONS: Staff time is already devoted to the discard process and no further investments are required to participate in this proposal. 104 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: Not applicable. COMMUNICATION REQUIREMENTS: Staff recommend that a press release and letter to the Ministry confirming participation be issued by the Warden should Council approve this proposal. CONCLUSION: Elgin County Library has an opportunity to participate in a partnership that will benefit inmates in local provincial detention centres. From the library's perspective, the donation of discarded library materials to the Ministry of the Solicitor General meets all operational considerations and will have a positive environmental impact. From the Ministry's perspective, this partnership will result in the addition of much needed materials that will enhance and diversify collections within local prison libraries, thereby assisting with more favourable outcomes for inmates. 105 All of which is Respectfully Submitted Approved for Submission Brian Masschaele Julie Gonyou Director of Community and Cultural Chief Administrative Officer Services 106 Ministry of the Solicitor General Ministere du Solliciteur general Office of the Bureau du sous-ministre adjoint Assistant Deputy Minister Services en etablissement Institutional Services 25 Grosvenor Street 25, rue Grosvenor 17th Floor 17e etage Toronto ON M7A 1Y6 Toronto ON M7A 1Y6 Tel: 416-327-9992 Tel. : 416-327-9992 Fax:416-327-3849 Te1ec. :416-327-3849 To: Brian Masschaele, Director of Community and Cultural Services; Natalie Marlowe, Library Coordinator; Courtney Kennedy, Branch Supervisor From: Kelli Jerome, Regional Librarian, SOLGEN, Institutional Services, West Region Re: Partnership between Elgin County Library and SOLGEN, Institutional Services, West Region Date: October 26, 2020 (revised proposal) Introduction: As Regional Librarian with the Ministry of the Solicitor General, Institutional Services, I oversee five institutional libraries within the western region of Ontario; locations include London, Sarnia, Windsor, Stratford and Penetanguishene. There is a high turnover of library resources within these five institutions. Materials are damaged at a higher rate within the institutional environment, therefore replenishment is a necessary and continual process. Reading diversity is important to the incarcerated as education and literacy rates vary amongst inmates, with illiteracy holding the highest percentage across the system. Our priority is the ongoing acquisition of diverse materials and our organization looks to external partnerships to help assist us in continually providing resources to some of the most marginalized members of society. Benefits: A relationship between Elgin County Library and SOLGEN, Institutional Services, West Region, would aid in achieving the following: - Build a bridge between institutions and public libraries in support of overall community - Encourage a relationship between the public library and the individual so that libraries are viewed as accessible and supportive environments upon release - Support education and the improvement of literacy rates for inmates - Diversification of reading materials that meet the learning needs of all inmates - Show additional support for individuals that are part of a socially excluded population - Strengthen our current collection by providing materials that would assist in the replacement of damaged or missing books - Fill gaps within the SOLGEN collection - Provide access to a broader range of resources that Western Region Institutional Services may not have access to 107 Timeline: Minimum pick-up schedule: quarterly Maximum pick-up schedule: monthly Pick-up would occur on a continuous regular schedule as agreed upon by Elgin County and the SOLGEN Regional Librarian. Additional Information: - We will take both softcover and hardcover books (hardcover items are re-bound into soft- covers) - Condition of material: if condition omits it from being included in a library book sale then it is likely in too poor of a condition for us to take, however, anything that you are uncertain about can be added to the donations and assessed at my end - In the case of popular reading materials, we will consider those items in poorer condition - Quantity is unlimited at this point but I can continue to communicate with you should this change - Items only need to be set aside for pick up as no preparation is required at your end —we will remove cataloguing numbers, black-out bar codes and remove library information - Items will end up at various locations within our system - Multiple copies of books are welcomed Pick-up: The responsibility of transportation would fall onto the Regional Librarian, SOLGEN. The Regional Librarian will bring a government appointed vehicle for pick-up that can also support larger quantities of items. SOLGEN has their own boxes, book trolley, and resources needed to transport the materials so these do not need to be provided by your organization. Please note: Accommodations will have to be made during emergency situations where government vehicles may be required during a pre-scheduled pick-up date; in such circumstances, an alternate pick-up date can be arranged that is suitable to your schedule. Timeframe: There is a high-need at this point for new materials within these institutions. A desired starting point for this relationship between SOLGEN and Elgin County Public Library would be within the next 6 months. Ideally this would be a long-term relationship that is also on-going. High-need materials within the Libraries: - Dictionaries and thesaurus' (these are highly desired within the institutions by inmates particularly more advanced versions) - Do-it-yourself resources - Self-help (very high need) - Technical books eg: building, woodworking, plumbing, etc. - Driver's Handbooks - Job-finding resources - Reference materials supporting programs offered outside of the institution eg: addiction treatment, emotional management 108 - Literacy and learn-to-read resources - short chapter books - early readers/learn-to-read resources - multiple language resources including dictionaries — particularly French/Spanish/Mandarin - Liberal arts resources: history, mythology, philosophy, social sciences, natural sciences (high need) - Book series - National Geographic magazine (with glued not stapled binding) - Magazines that focus on sports, mechanics, home renovation What I hope to add to the collection: - Graphic novels and comic books of a non-violent nature to be used as literacy tools - YA novels - More books written in diverse languages, particularly French Language books (I can provide regional language demographics on this for each institution if at all needed) - Resources that focus on spirituality and religion - Parenting books - Books addressing Indigenous populations including First Nations, Metis and Inuit content - Materials with an LGBTQ+ focus - Books written by black authors - Books in large print Conclusion: Helping the most underserved members of society, the incarcerated, realigns with the core values of librarianship as it is a commitment to serving the whole public. This proposal presents a method for placing marginalized individuals at the heart of library practice and promotes the strengthening of relationships that lead to stronger communities. Kelli Jerome Regional Librarian, SOLGEN, Institutional Services, West Region 704-150 Dufferin Street London, ON Email: Kelli.Jeromep_ontario.ca Phone: 519-661-1698 109 REPORT TO COUNTY COUNCIL A110ft Wu FROM: Brian Lima Director of Engineering lkkh Services �, out.„ , r �u ,z DATE: October 27, 2020 Progressive by Nature SUBJECT: Victoria Street — Reduced Speed Zone and Community Safety Zone By-law Amendment INTRODUCTION: THAT By-Law 20-55 "being a By-Law to amend By-Law No. 17-12 designating Community Safety Zones on County roads" and By-Law 20-56, a By-Law to "amend the schedule to By-Law No. 17-11 being a By-Law to authorize speed limits" be enacted; and, THAT the OPP be circulated a copy of these by-laws. INTRODUCTION: As directed by Council at its October 27t" meeting, the Municipality of Bayham, in response to a resident request, is requested the establishment of another Community Safety Zone fronting 59 Victoria Street (CR50) within the community of Port Burwell. The Municipality is also requesting the posted speed limit be reduced from 50 km/h to 40 km/h within the established zone. This report presents the supporting by-law amendments to Council for their adoption. DISCUSSION: In 2017, Elgin County municipal partners each provided departmental staff with a list of schools which front County roads within their respective communities, and also indicated their desire to have a Community Safety Zone for each school location established and whether or not they further desired the posted speed limit to be reduced to 40 km/h. Presently there exist 20 schools which front a County road whereby 13 Community Safety Zones and reduced posted speed limit zones as requested by municipal partners have been supported by Council and established to date. 110 Recently as requested by the Municipality of Bayham (refer to municipality council resolution appended), the Municipality is requesting the establishment of another Community Safety Zone fronting 59 Victoria Street (CR50) within the community of Port Burwell, and is also requesting the posted speed limit be reduced to 40 km/h within this zone. As supported in past, staff recommends that the new 40 km/h speed zone and Community Safety Zone be established 150 metres in advance of the school property frontage in either direction or to the nearest intersection as shown on the appended diagram. Community Safety Zones will be in effect from September 1st to June 30t" annually. Once the applicable by-law amendments are approved by Council, signage will be installed by the municipality with their own forces, utilizing required signage materials and layout locations specifications as provided by County staff. The attached reduced speed zone and Community Safety Zone by-law amendments detail the required amendments. FINANCIAL IMPLICATIONS: The cost to supply the Municipality with the required signage for installation is approximately $500 to be funded from the County's Road Sign Replacements capital project. 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. 111 LOCAL MUNICIPAL PARTNER IMPACT: Once the applicable by-laws are approved by Council, signage will be installed by the municipality with their own forces, utilizing required signage materials and layout locations specifications as provided by County staff. COMMUNICATION REQUIREMENTS: Once By-law 17-11 and By-law 17-12 amendments are approved by Council, the OPP will be circulated a copy of these by-laws. CONCLUSION: As directed by Council, the Municipality of Bayham is requesting the establishment of another Community Safety Zone fronting 59 Victoria Street (CR50) within the community of Port Burwell, and further that the posted speed limit be reduced from 50 km/h to 40 km/h within the established zone. Based on past practice and support of such additional request, staff recommends that the new 40 km/h speed zone and Community Safety Zone be established annually from September 1st to June 30t", from the south property limit of Plank Road (CR19) to 150 metres in advance of the school property frontage. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer 112 10, Lighthouse Gospel Church N Legend Victoria Street (CR 50) Establishment of a Community Safety Zone and reduction of the Community Safety Zone existing posted speed limit to 40 km/h annually from September 1st to June 30th, along Victoria Street in Port Burwell, from the south property limit of Plank Road (CR19)to 150 metres south of 59 Lighthouse Gospel Church Victoria Street property frontage; whereby a private school is perating out of Lighthouse Gospel Church. Meters Elgin Road Network The Corporation of the County Elgin 0 20 40 80 120 160 Prepared By: Engineering Services 113 Scale 1:3,657 l 000e �"nity IS October 15, 2020 Mr. Brian Lima Director of Engineering Services 450 Sunset Drive St. Thomas, ON N5R 5V1 Sent via Email: blimaa-elgin.ca RE: COMMUNITY SAFETY ZONE On October 15, 2020, the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT correspondence item 11.1.2-A be received for information; AND THAT Council request the County establish a Community Safety Zone at 59 Victoria St. adjacent to Victoria St, a County Road. AND THAT Council requests the speed limit be dropped to 40 km/hour in the Community Safety Zone. A copy of Correspondence Item No. 11.1.2-A is attached hereto. Please let staff know if you require any additional information. Regards, Paul Shipway CAOICIerk pshipway(o-)-bayham.on.ca cc Steve Adams, Manager of Public Works 114 Bonnie Taylor 72 Victoria St., P.O. Box 222 Pt. Burwell, ON NOJ 1T0 October 2, 2020 Attention: Mayor Edward Ketchabaw& Members of Council Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville ON NOJ 1Y0 Re: Request for lower speed limits in and posting of school zone Dear Mayor&Council As you may or may not be aware, a private school is operating at the Light House Gospel Church located at 59 Victoria St. in Port Burwell.The posted speed limit on Victoria St. is currently 50 kilometers per hour.Vehicles traveling south on Plank Road onto Victoria Street rarely obey the 50 kilometer speed change as they enter the village and pass the school location. Hopefully with change to the speed limit, posting of a school zone and active enforcement the area would be a safe location for the school to operate. I formally request that the Municipality of Bayham engage the County of Elgin as this is their road to change the speed limit in this area to 40 kilometers per hour consistent with the local public and private schools in the municipality and further that signs be erected to notify drivers of the school zone. Respectfully submitted, Bonnie Taylor 115 REPORT TO COUNTY COUNCIL A110ft 4 FROM: Brian Lima Director of Engineering lkkh Services . �. Peter Dutchak, Deputy Director of Engineering Progressive by Na,ture Services DATE: October 30, 2020 SUBJECT: East Road Speed Limit RECOMMENDATION: THAT the report titled, "East Road Speed Limit" from the Director of Engineering Services, dated November 10, 2020, be received and filed, and; THAT a copy of this report be circulated to the Municipality of Central Elgin. INTRODUCTION: The County has received a request from the Municipality of Central Elgin Council to change the speed limit on East Road (CR23) to 50km/h. Currently, East Road has three (3) distinct speed zones as shown on the attached map. Staff has completed a traffic, roadside building density and collision review and concluded that the existing posted speed limits are appropriate for the current conditions. When future additional development of adjacent lands is established, a re-evaluation of speed zones along East Road may warrant further review and if required can be adjusted to best suit future conditions. DISCUSSION: The County of Elgin has received a request from the Municipality of Central Elgin Council to change the speed limit along East Road (CR23) to a consistent 50 km/h due to the existing and future development of adjacent lands. Currently there are three (3) distinct speed zones along East Road between Joseph Street and Sunset Road as depicted on the attached map. 116 East Road has an average daily traffic volume of approximately 2,000 vehicles and is classified as a "Suburban Link". As such, the road's primary service function is to facilitate traffic movement between rural and urban roads with uninterrupted traffic flow. Staff deployed traffic counters within each speed zone section on October 22, 2020 and the following results were recorded: Location Length of Posted Average 85tn Zone Speed Speed Percentile m km/h km/h Seed Joseph Street to Compass Trail 743 50 52 63 Compass Trail to Dexter Line 535 60 53 65 Dexter Line to Sunset Road 800 80 73 82 Based upon the recorded traffic data, vehicles travel at reasonable speeds through each of these speed zones along East Road with the average speed traveled being close to or below the posted speed limits. Motorists tend to drive at a speed at which they feel safe and comfortable travelling at. The road's condition, geometry and roadside environment will affect a driver's perceptions and alter the speed at which they travel. When driver behaviours are consistent with posted speed limits, the posted speeds are assumed to be appropriate. This logic is premised upon the fact that most drivers are responsible and law abiding. Reduced speed zones along County roads are triggered when the density of adjacent development is sufficient to satisfy the definition of a "built-up area" as defined by the Highway Traffic Act. The existing 80km/h section along East Road does not satisfy this definition and therefore is recommended to remain at 80km/h until future development occurs that may alter the adjacent fronting building density. Reduced speed zones can also be implemented when road geometry limits the available sight distance required for the road's design speed. Sufficient sight distance is available for the existing speed limits along East Road. Police reported collision history along East Road was reviewed for the past five years (2016 — 2020) and a total of eight (8) non-deer collisions have occurred along this stretch of road and no collisions were noted to involve vehicles travelling at a high rate of speed. FINANCIAL IMPLICATIONS: None. 117 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ❑ Fostering a healthy now and in the future. ways of addressing environment. community need. ❑ Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and community and other effectively. stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: The County of Elgin has received a request from the Municipality of Central Elgin Council to reduce the speed limit along East Road to 50 km/h. Currently, East Road has three (3) distinct speed limits that have been established based upon the adjacent development density and road geometry. Staff deployed traffic counters to gage driver behaviours and reviewed the adjacent development density and collision history. The review concluded that the existing posted speed limits were appropriate for the current conditions. When future additional development of adjacent lands is established, a re- evaluation of speed zones along East Road may warrant further review and if required can be adjusted to best suit future conditions. 118 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 119 | The Corporation of the Municipality of ! L—clutral El I T1 450 Sunset Drive,1 st Floor,St.Thomas,Ontario NSR5V1 P�519,631,4860 F.-519,631,4036 Brian Lima County Engineer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mr. Lima: Re: East Road Speed Limit Please be advised that Central Elgin Council discussed concerns with speeding on East Road in Port Stanley at their Regular Meeting of Council dated Tuesday, October 131h , 2020. It was noted that East Road has three (3) distinct speed limits between Joseph Street and Sunset Road. These speed zones are as follows: 0 50 km/hr between Joseph Street and Compass Trail; 0 60 km/hr between Compass Trail and Dexter Line and; 0 80 km/hr between Dexter Line and Sunset Road Due to the existing and future development of adjacent lands on East Road, Council is respectfully requesting the County of Elgin to consider posting all of East Road as 50 km/hr. The following resolution was passed by Central Elgin Council: THAT: Council direct staff to send correspondence ho the County of Elgin requesting that the speed limit oD all nf East Road be changed to5Okn/hr Please feel free to contact me at the municipal office should you have any questions regarding i this information. � Kind Regmnja` � Dianne Wilson DoputyC|erk/Reconda Management Coordinator � 1 r I I / / I / r / / l a / I , / r � y ✓ r / / /r u I I `,... : ;/ ;/ .:,�/� / / / � ,,,� I^;.,3 1 / ;; ,/i ,i/r��ydi„��"`,.. ��($ 'Ili// h'!�"/• /,,; !r,'6� O �� // �j�� � �® �j ,,,, ✓ ///%fir/i%/,//1�� /r ��i///��1�/ / �'�rl�r%;I� „ply, 1/ r� /j��1 G�✓, ��////%///��,�/1/%��/i , nr r� f ,lq.,,, � / / „ / i/,,, _ it ,�r ,r,./////�/r.. � ✓, � //��%� ��/� - a ,,�'�gry� p ^�q� Y , .6.,,,I ""'�A A,, /,;, !, I J j r ,� r , r �YIrJ) r %//i/i�J/,, r1 i' , `Jy'��j/j9J➢Jrr r/(l i %%% j/. `` prcagrr,r.wdvr b'vdh4aadtrr'y„ East Road - Port Stanley y 80km -800m I 1 Ummmmmmmm 60km -535m 50km -743m I r � A � r ,/1,✓��/ airp Vf /; ��` r / yhr, % I+ f /d/i/ir 0 87.5 175 350 Meters Ulf aI Y 121 REPORT TO COUNTY COUNCIL %00rrljj " m FROM: Julie Gonyou, Chief Administrative Officer 000 DATE: November 2, 2020 Prog!ressive by Na ture SUBJECT: 2021 SWIFT Board Member Representation RECOMMENDATION: Unless another Council Member is interested in participating as Elgin County's representative on the Southwestern Integrated Fibre Technology (SWIFT) Board of Directors it is recommended: THAT Elgin County Council endorse Councillor Tom Marks' reappointment to the 2021 SWIFT Board of Directors for a two-year term ending at the 2023 AGM. INTRODUCTION: SWIFT sent a notice (attached) to Warden Mennill on October 28, 2020 advising him that Elgin County's representative on the SWIFT Board, Councillor Tom Marks' term ends at the 2021 Annual General Meeting scheduled for April 9, 2021. SWIFT has requested that Elgin County Council either reappoint the current SWIFT representative to the SWIFT Board or nominate a member of Council for consideration as a Western Ontario Wardens Caucus (WOWC) member representative. BACKGROUND: • For the past two (2) years, Councillor Marks has been Elgin County's representative on the SWIFT Board and is seeking Council's support for reappointment. • This appointment is a two-year term ending at the 2023 Annual General Meeting. • It is noted that if a Director is appointed and not re-elected after the municipal election their term will end at the next Annual General Meeting. • It is requested that Elgin County confirm support for its nominee through resolution, and that such supported applications be submitted to SWIFT by January 29, 2021. 122 FINANCIAL IMPLICATIONS: SWIFT covers mileage for in-person meetings. 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: Elgin's investment in SWIFT is a County-wide program. As such, notification of Elgin County's representative on the SWIFT Board of Directors will be sent to all local municipal partners. COMMUNICATION REQUIREMENTS: Nominees/re-appointees are required to confirm their availability for the April 9, 2021 Annual General Meeting and Inaugural Board meeting and must submit, along with the supporting Council resolution, a completed online application form for SWIFT's consideration. Required materials will be sent on behalf of Elgin's SWIFT representative to SWIFT's Executive Assistant following direction from County Council. 123 CONCLUSION: Unless another Council Member is interested in participating as Elgin County's representative on the Southwestern Integrated Fibre Technology (SWIFT) Board of Directors it is recommended that Elgin County Council endorse Councillor Tom Marks' reappointment to the 2021 SWIFT Board of Directors for a two-year term ending at the 2023 AGM. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 124 October 28, 2020 Sent VIA Electronic Mail Warden Dave Mennill and Members of Elgin County Council RE: 2021 SWIFT Board Member Representation At the October 9t" board meeting the SWIFT Board of Directors set the 2021 Annual General Meeting (AGM) date to April 9, 2021. At the end of the 2021 AGM Elgin County's representative on the SWIFT board, Tom Marks, will end his current two-year term. At this time, SWIFT asks that Elgin County either reappoint the current SWIFT representative to the SWIFT Board or nominate a member of council for consideration as a WOWC member representative. This appointment is a two-year term ending at the 2023 AGM. As noted in the attached Board of Directors Selection Whitepaper "If a Director is appointed for a 2-year term and is not re-elected after the municipal election their term will end at the next AGM". We respectfully ask that nominees/re-appointees confirm their availability for the April 9, 2021 AGM and Inaugural Board meeting and submit, along with the supporting council resolution, a completed online apilication form forSWIFT's consideration. We ask that Elgin County Council confirm support for their council nominee through resolution, and that such supported applications be submitted by January 29, 2021 to SWIFT's Executive Assistant Deb Fawcett deb.fawcettC�swiftruralbroadband.ca. Please find below important dates for the SWIFT Board of Director selection process: 29-Jan-21 WOWC Director applications and supporting council resolution due date 12-Feb-21 SWIFT Executive Committee meeting to review applications for eligibility 25-Mar-21 WOWC Caucus meeting and approval of SWIFT Director candidates 6-Apr-21 SWIFT New Directors Orientation 9-Apr-21 SWIFT AGM and Directors confirmation vote 9-Apr-21 SWIFT Inaugural Board meeting 125 Should you have any questions regarding the Director selection process, please contact either myself orExecutiveAssistont Deb Fawcett. The SWIFT Board and staff extend their sincere appreciation for Elgin Countv's continuing support. Thank you for your attention to this matter. Regards, Barry Field SWIFT Executive Director 519-319-1112 Cc: Tom Marks, SWIFT Board of Director Julie Gonyou' Elgin CountvCAO Deb Fawcett, SWIFT Executive Assistant Enc|: Board of Directors Terms ofReference Board of Directors Selection VVhitepoper Board of 126 WUF F BOd& CKD GF KNUCEC FGR &EUEC FUO�'q WFUU���d&��� Joining hhe SWIH���� �Ioard C IOntribUtiOn to SOUffivyeStern Ort2ri} (��IedOr (,-.mC/ Region SWIFT Board Directors have the opportunity to: o) Serve otwo-year term with the objective of helping SWIFT achieve its \ison. b) Apply their skills and expertise to help develop the strategic direction of SWIFT. c) Gain valuable insight and experience developing and implementing policies that promote the region's economic success. d) Help build o better region by supporting the ongoing development ofbroadband infrastructure. e) Have an impact on the day-to-day lives of Ontarians by enhancing the quality of their experiences online. BO(:�nd Director Role The role of the SWIFT Board Directors is to help foster the development of SWIFT. The board provides strategic direction and oversight for the corporation. As well, the board plays o key role in helping build broadband in southwest Ontario, Co|eclonond Niagara. A SWIFT Board Director is responsible to: o) Provide strategic direction and oversight for the SWIFT Project. b) Help develop and implement policies that support the SWIFT vison. c) Attend four to six in-person weekday meetings in various locations across southwest Ontario, Caleclon and Niagara and the Annual General Meeting (travel and expenses are reimbuned). d) Participate in committee work and associated conference calls. e) Approve SVV|FT's corporate plan and annual budget. Directors are expected to serve on committees and attend board meetings regularly. If elected to the board, successful candidates are expected to attend the Annual General Meeting (AGM) and the inaugural board meeting in April of each year. OeSireC/ Skills 8, Experience The SWIFT board has o board skills matrix (see Appendix A) that outlines the skills and experience SWIFT looks for when reviewing applications. 127 SWIFT seeks members who have: a) A passion for community; b) Experience in the telecommunications industry; c) Finance, accounting and audit experience; d) Legal experience; e) Senior organization leadership; f) Experience with and understanding of the board's oversight role with respect to risk management; and g) Previous board experience with solid understanding of board governance. Director Ckt X,"a;aes The SWIFT board is broken into three classes: a) WOWC Directors - up to fifteen (15) directors elected by the WOWC (Western Ontario Wardens Caucus) Member class that includes the 15 upper and single tier municipalities of the WOWC. b) Contributing Directors-up to five (5) directors elected by the Contributing Member class that includes the other municipalities that have funded the project and are not members of the Western Ontario Wardens Caucus (WOWC). c) Non-Governmental Directors - up to five (5) directors elected by the WOWC and Contributing Members. The term length for open WOWC and Contributing Directors is two years. Term limits have been set to eight (8) years total for all classes of director. I iiiiiir mc°lar Qualifications To be eligible to become a director, an individual must: a) Consent to be a candidate, and, if elected, a director; b) Must not be a direct employee or director of a Telecom Service Provider(example, Municipal Utility-Telcom, Telecom Cooperative, etc.); and c) On application due date; I. is 18 years of age or older; II. has not been declared incapable by a court in Canada or in another country; and III. does not have the status of a bankrupt. 128 Joining the board as a WOWC Director is open to individuals who are members of the board of directors of the Western Ontario Wardens' Caucus and/or an elected official of a WOWC Member. Becoming a WOWC Director can be achieved by following these steps: a) Each WOWC Member will nominate a representative to the board via a resolution of council. b) Member nominee will complete SWIFT's online application. c) SWIFT Executive Committee reviews each application for eligibility. Candidates may be contacted by the Executive Committee with follow-up questions to help make their decision. The list of eligible candidates is then forwarded to WOWC for review and approval. d) WOWC reviews the candidates and presents the slate to the WOWC Caucus for approval. e) Formal appointment of the WOWC member slate at the SWIFT AGM. Joining the board as a Contributing Director is open to elected officials of a municipality that is (i) not a member of the Western Ontario Wardens' Caucus and (ii) a member of the Corporation. Contributing Directors must be an elected official of a municipality that is a Contributing Member of the Corporation. Becoming a Contributing Director can be achieved by following these steps: a) Each Contributing Member will nominate a representative to the board via a resolution of council. b) Member nominee will complete SWIFT's online application. c) SWIFT Executive Committee reviews each application for eligibility. Candidates may be contacted by the Executive Committee with follow-up questions to help make their decision. d) The slate will be confirmed by a vote at the SWIFT AGM. I iiiiiir mclar Carrripeinsaliiian Remuneration for elected directors is based on an annual resolution passed by the Board of Directors. This remuneration includes an annual base salary, per meeting per diem and reimbursed expenses. 129 All three classes of elected directors of SWIFT are given remuneration to recognize their time and effort and to help the organization attract and retain experienced and knowledgeable members to its board. Directors are compensated based on their role within the board of directors, the number and types of meetings they attend, and any additional committee work performed. Appendix diii A �IIoaird Skills Ma°Ihriii Following is the board skills matrix. 130 ur Previous Board of Directors Experience in serving on public, private, or not-for-profit Boards Experience operating with strong governance policies and practices. Not-for-Profit and Public-Sector Not-for-Profit and Public-sector experience including Experience knowledge of how governments operate, and the Canadian regulatory regime in which SWIFT operates. Organizational Strategic Experience with planning, evaluating, and developing Planning organizational strategic plans, and allocating resources to achieve desired outcomes. This includes a demonstrated ability to focus on longer-term goals and strategic outcomes, as separate from day-to-day management and operational experience. Business/Corporate Planning Experience in business/corporate planning for public, private, or not-for-profit sectors. Financial Management Understanding of financial operational management and the Knowledge proper application of internal controls for public, private, or not- for-profit sectors. Accounting and Financial literacy and knowledge of financial reporting, and Audit Experience knowledge of the considerations and issues associated with the auditing requirements for public, private or not-for-profit sectors. Risk Management Experience Experience in the process of identifying principal enterprise- wide corporate risks and to ensure that management has implemented the appropriate systems to mitigate and manage risk. Legal Background Background, experience, and understanding of the areas of law related to SW IFT's business, such as contract,Telecom, IT, privacy, trademark, patent, etc. Human Resources Experience Understanding of human resource considerations and issues such as executive recruitment, succession planning, total compensation, performance management and organizational development. Telecommunications Industry Telecommunications experience related to SW IFT's line of Experience business and mandate, including an understanding of emerging industry trends. Technical Knowledge Experience and understanding of telecommunications technology including wireline and wireless technologies. Marketing and Experience in marketing and communications. Communications Experience 131 REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: November 1, 2020 i Progressive Ly Nature SUBJECT: Elgin County Council Strategic Plan — Staff Action Plan Update RECOMMENDATION: THAT the Elgin County Council Strategic Plan — Staff Action Plan Update report from the Chief Administrative Officer, dated November 1, 2020, be received and filed. INTRODUCTION: The purpose of this report is to provide Council with an updated Action Plan originally developed by staff in February/March 2020 to support Elgin County Council's Strategic Plan 2020-2022. BACKGROUND: Through the Chief Administrative Officers' work with Elgin's Leadership Team, several actions are presented that complement the County's initiatives and programs and advance Council's goals over the next two (2) years. Considering the unusual year we have had due to the pandemic, the County of Elgin has made significant strides in achieving several priorities identified by Council. During the development process, it is recognized that goals relating to serving the community, relationship building, environmental sustainability, social development, good governance, and fiscal sustainability are interconnected. Collaboration is essential to achieving Council's goals and priorities. Each action identified in the Action Plan requires the whole organization or multiple County departments' efforts to achieve. Many strategic actions include policies or plans that have already been approved by County Council and are currently underway. Outstanding items will come forward for Council approval in 2021 and 2022. 132 The County's CAO will oversee the implementation of Strategic Actions. Leads are assigned to each action to ensure clear accountability. The assigned lead is responsible for leading the strategic action implementation, including facilitating cross- corporate coordination and collaboration with other departments as required. Leads will ensure indicators and targets are established, and provide regular data collection and reporting to Council. The Staff Action Plans will be presented to Council quarterly and will summarize the implementation of the strategic actions to-date and note any challenges, risks, or revisions to the planning process. CONCLUSION: Staff presented an Action Plan in March and May 2020. A number of Staff Actions presented in May have been delayed as a result of the County's response to the COVID-19 pandemic. The revised Action Plan indicates revised timelines and additional actions staff are taking to support Council's Strategic Plan. Staff continue to focus on Council's priorities and have, in the midst of the COVID-19 pandemic, done a remarkable job advancing a number of key priorities. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 133 O E O C � cp N N p C > O O c v Q ii a ° cI c E o O v E v 21 E v o E a n _ _ > > E L In cp O X V C:.:. C:J C O O aJCc v u S E aJ V O s 'lS O E O ILS Ill N -'> O a) S. S. C) i� a) V -o ° r t Ics 0 v m ck� a �ry D 'ib a O rU ul m > v > t .0 Q v E .c .� tail 4 �lJ p'i 'p1 O O E.l7Y 4'.:. l.J O ..� > C!J w aJ .. ..Cs ". m .0 aJ ¢s > a .0 C1 O C",t__.. bl'W� to N V N i V w C:') C C '�""' al O C!J a tis E °o C! C! 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C!J rrr N V O .Ck N O7 C"J O O M C H M �.S (..1 C O C.-5 C:'J Li N � C > N N iz J O ~ •� In = Q O > > u w L N C •O _O N O Vn N '� w 0) 2)m UM !n N L Q- E — >, O N N N m _ V C N .-a 0) O E •c0 O C p 'O N O p E E - V O .'O. to v v-> v mm o o V ._ 0,vc p o oo Q m E O m .Q E v w in c V N N N V > 0) N V V O m N O w � V_ 0 O N U"I + c In M REPORT TO COUNTY COUNCIL �Yrt FROM: Julie Gonyou, Chief Administrative Officer J DATE: November 4, 2020 i Progressive by Nature SUBJECT: COVID-19 Emergency Team Planning — October Update RECOMMENDATION: THAT the November 4t", 2020, report titled, COVID-19 Emergency Team Planning — October 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, the COVID-19 Emergency Management Team, which includes representatives from all service areas, has continued to meet weekly and to monitor what is happening in the community. Over the past few weeks, the work has been focused on reviewing business continuity plans and health and safety guidance documents to ensure the continued delivery of services to Elgin County residents in the event that County operations are once again significantly impacted. The County Administration Building is open by appointment only. Front desk reception screens visitors upon arrival and both staff and visitors follow strict health and safety guidelines. The Provincial Offences Administration Building is open for in-person ticket payment during regular business hours. The Elgin County Archives and Elgin County Museum are open but operating under reduced visitor capacity. The Elgin County Library is now offering Curbside Plus. Curbside Plus includes using computer stations, browsing materials, and photocopying and faxing services. Appointments are encouraged, but drop-in visits are welcome on a first come, first served basis. 150 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. 151 CONCLUSION: The Emergency Management Team continues to work together to ensure that 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. 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Imn o C- � 0 6�z §/ a� §� 6� za Ea¥ »ne � § a $» S F.@'[ �\\ ƒE){ O)o .[A E) 2.q /.$ \ \ M \® �aU)t E ] § Q /7 b -2 ) .—a \ w & » ; 1-7 21G 7 3 / §§ 0 J'! * * * 2 4 ° § § § \\/ \7 \� /m § u }5 / ° m ` # e \f- i �a] .� -Ur-) ) u) 25 \ \ \ § % § a) Uk f ] t/ 8» � 8 � ' ) 2 _ _ § § � - §= U) 70=c ® §te E � of g .2 - og [ § 0 * m -2 } ® E 7e & = a) \ ?7« /= \ \ { 2\ /� \ \ tea ] $ * = m ƒ 8 § 900 »a ƒ] §/M » § E } )t= ° S \ / a \ \ �_ § /§ � m � f §� cl w .2 �k k/ }77 ) 0 } � a)0m o ) § § / » a a ) S » » \ a) m I o § § \ 3 Q F q �_ e! ES � _= ]= .[ .[� � § � o ¥ ° g]IE § o .»q � � o �� pq o G ± � , 2 �0 \= 3] ! - ± 7E § § o � ` § \) ): ¥ §_ \ ) oe f\ � .a'2 , § =2 \ e ® § §2ffaG CL C2 - F - Eoa \.o ja // Iytof U) +77a /) ee± /778 Lu j Df if § \ k ) / \ I '( - § E Ek § § �2 � k) \/§ o 2 0k s±f a \mo0 = ! _ ) § \ e §m �\/ E \ d0 / ƒgm m E'E f 7 0 c f § - ! § ooa- § � 'aGƒ $ k !�_ & jma &E �) = � � e = zm / m\ § § CORRESPONDENCE — November 10, 2020 Items for Information — (Attached) 1. Norfolk County with a letter to Prime Minister Trudeau and Premier Ford regarding illicit cannabis operations. 2. Southwestern Public Health with a letter to residents of long-term care or retirement homes, and their families. 3. Western Ontario Wardens Caucus with their October newsletter. 4. The County of Elgin Homes and Seniors Services with their November 2020 newsletter. 5. St. Thomas Elgin Second Stage Housing with their Fall/Winter 2020 newsletter. 168 October 26, 2020 The Right Honourable Justin Trudeau Health Canada Office of the Prime Minister Address Locator 0900C2 80 Wellington Street Ottawa, Ontario Ottawa, ON K1A OA2 K1A OK9 The Honourable Doug Ford Ontario Provincial Police Premier of Ontario General Headquarters Legislative Building Lincoln M. Alexander Queen's Park Building Toronto ON M7A 1A1 777 Memorial Avenue Orillia, ON L3V 7V3 Dear Right Honourable Prime Minister Trudeau and Premier Ford, Re: Illicit Cannabis Operations At their meeting of October 20, 2020 Norfolk County Council approved Resolution No. 6 of the Council- In-Committee meeting of October 13, 2020 which reads as follows: Res. 6 WHEREAS illicit cannabis grow operations are a significant issue in many municipalities in Ontario; AND WHEREAS there are often significant negative impacts from illicit cannabis operations upon surrounding communities and residents; AND WHEREAS the intent of legalizing cannabis was to eliminate the 'black market' not allow it to expand with relative impunity; AND WHEREAS Norfolk County estimates that there are approximately 70 cannabis operations in our municipality; 169 THEREFORE BE IT RESOLVED, THAT the Mayor issue a letter to the Prime Minister of Canada, Premier of Ontario, Health Canada and the Ontario Provincial Police; AND THAT Norfolk County Council request that solutions to the current crisis which may include but are not limited to; better regulation and tracking of the prescription of cannabis in Canada by doctors, increased regulatory and enforcement presence by Health Canada, increased OPP resources, increased funding to municipalities to deal with complaints and By-Law issues generated by illicit cannabis grow operations; AND FURTHER THAT a copy of the submission by Debbie France be attached to the Mayor's letter. Your attention to this important issue is appreciated. Yours Truly, 9��4w 6v. Mayor Kristal Chopp Norfolk County cc. Toby Barrett- MPP Haldimand-Norfolk Diane Finley—MP Haldimand-Norfolk All Ontario Municipalities 170 Return to To 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) ttps://www.ontariofarer.co /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 171 34 1of5 Return toTop Cannabis Reference Material Article: Stench among concerns aaBradford council hears about cannabis cultivation in Holland Marsh (Barrie Today Jun 14, ZOZO) (Outlines common complaints amongst those living nearby grow opa) Article: County council concerned by marijuana licences (Belleville Intelligencer June 25, 2020) 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 aeotiona— 3.1, 3.2, 3.3, 3.5, 3.7to understand potential issues ^ Municipalities not permitting Cannabis grow -" - on agricultural lands Artide: Brighton seta limits on where cannabis production facilities can locate (Northumberland news Apr Si 2019) Article: Prime agricultural land no place for cannabis, [)no-Medonte coalition says (Simooe May32' ZOZO) 48 Municipal Panel & Roundtable Discussion with Local & Provincial Law -'n,~' ~e-'e-~ Article: East Gvv UimburyCannabis Production Facilities Panel Discussion [)PP & YRP discuss organized orirne'a active involvement in Cannabis production and the risks that it poses to residents (YouTube video) Article: Hastings-Lennox & Addington Roundtable on Illicit Cannabis Operations —Fed hNP Derek Sloan u) Police Intervention - Police shut down massive illegal cannabis operation, seize more than 100k plants (C8C News Aug Z2' ZOZO) Article: 172 36 Return toTop Cannabis Reference Material 6� P���� I� ��� - C����b^ ����� ��»���� ������ ��D�h��� ��«� ^ production -��-=--�^ ° - -����= synthetic_- -� -= productionproduction "=°°���� (Project "="~~=~") Article: More than $45rnin drugs and cash seized aa twin drug gangs dismantled in York Region (CPZ4 Aug 8, ZO19) �� ��� _ . � � ^ = productionexceeding limits St. Catharines Article: Niagara police bust $34m illegal cannabis operation (Global News July 1, 2020) King Township Article: Police seize $4.7m in illegal drugs after search of former Joe's Garden property in King (York Region Oct 7, ZO19) Article: 8 charged after$400k worth of'excess cannabis' found on King Township grow-op (C8C News Oct Z, 2018) 14847114 Article: Police bust marijuana grow op in King Township worth $6.5m, seize 4,000 plants (CTV News Aug 3, ZO18) 1.4039863 Stouffville Article: Police bust cannabis grow op in excess of licence limits near Aurora (YorkRegion Jan Z9, ZO19) 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, ZOZO) 173 3mf5 "� Return to TO Cannabis Reference Material 9) Federal MP's 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-Ii ke-10-000-sku nks-tottenham-residents-want-more- potent-restrictions-for-medical-mariivana-grovrers/ 10) Municipal guide to Cannabis legislation (by FCM) https://fcm.ca/en/resources/municipal-guide-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 174 37 4of5 Return t0 TO 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-todincoln/ Article: Pelham gives stamp of approval on odour bylaw to deal with cannabis operations (Niagara This Week Mar 27, 2020) https://www.niaga rathisweek.com/news-story/9918340-pelham-gives-stam p-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.timminstoday.com/around-ontario/ontario-niagara-area-town-buys-5000-device-to-measure- weed-smell-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-municipalities-2366228 175 38 5of5 A Letter to Residents of Long-Term Care or Retirement Homes, and their Families October 28, 2020 Dear Residents & Families: We know that the past seven months have been very challenging for many residents living in Long- Term Care Homes and Retirement Homes, as well as for their families and loved ones. COVID-19 has proven very serious for older adults and people with complex health needs. The risk to older adults has led to visitor restrictions, lots of testing, a reduction in activities, and many other changes for those who live in group settings. Each day Southwestern Public Health monitors the number of COVID-19 cases in Oxford County, Elgin County and the City of St. Thomas - as well as those in surrounding areas. We help Long-Term Care Homes and Retirement Homes make decisions about which guidelines to put in place, based on the number of cases we see in our region. It is critical that we each take personal responsibility for keeping our Homes safe so that visits and other activities can continue. For example, we need you to help us help us limit the spread of COVID- 19 between regions. Please post-pone or cancel your visit if the region you are living in has a high active case count (sometimes called a "hot spot"). lllllm a Illmm'u� f] Plan your visit in advance and keep the Home informed. STAY HOME if you feel sick. Don't take a chance! While indoors, wear the face-covering you are given so it securely covers your nose, mouth and chin. Wash your hands often and well. .r Maintain a physical distance of 2 meters between your group and other residents and staff within the Home. If you live in a high risk region, please consider a virtual visit instead of an in-person visit. 176 SIhairt airid `Illlluua eiiinIjjpairairy Abseinces Requests for absences must be approved by the Home's administration. Any resident who is absent for an overnight or longer, needs to go into 14-day isolation when they return. If this isolation cannot occur for any reason, the overnight stay will not be permitted. Face-coverings are required in ALL Ontario indoor public spaces. EVERYONE is required to wear one for the entire outing (including in your vehicle). If the resident cannot wear a face- covering, please do not leave the Home unless for medical care. Follow physical distancing requirements while out in the community, in addition to wearing a face-covering. g g Carefully consider which activities you attend. Many cases of COVID-19 are traced to weddings, family dinners, funerals and other social gatherings. Visit only one household and its members per outing. We . . . irec mimend a wait flirne of14 days Ibetweein visits to diiffeirent Iho selholl s. This reduces the chance of anyone getting sick. This letter provides our best recommendations on how you can protect yourselves, your fellow residents, and your loved ones, over the coming weeks and months. Keeping older adults in our communities safe - whether they live at home or in a Long-Term Care Home or Retirement Home - is a shared responsibility. We will only be successful if we all work together. Thank you for your continued commitment to the health and safety of our communities during the COVID-19 pandemic. � Dr. Joyce Lock Medical Officer of Health, Southwestern Public Health 177 U P D A T E VVWVV %0 WAR DENS CAUCUS ............................................................................................................................................................................................................................................................................................................................................. IIIII IIII IIII IIII I�� � III IIII SWIFT Makes First Connections High-speed internet is now available to Nq � Wellington County residents in the Ariss area. The newly established broadband coverage is being offered by Eh!tel Networks and is the first WIFT area to receive access to high-speed internet r�3lJ'BM^iw�;,,lK7ri^�p�^rt<�ai�rir;^r::i�i�ar�,la.,a;,'fivau4,a�C'� as part of SWIFT's ongoing Southwestern �.:1'y Ontario broadband expansion efforts. Construction of the$2.6 million broadband project began in April, with Eh!tel Networks accelerating the rollout of its high-speed services to bring customers online in a phased approach, starting in Ariss. In total the project intends to increase broadband access to more than 650 homes and businesses within Wellington County. Coverage throughout the remaining project area will continue to improve as work is now underway in portions of Inverhaugh and Ponsonby with construction expected to be completed and service fully available by mid-2021. io w the f u III IIL P ur r ur i III � r;IC Perth County Receives #SafeTravels Stamp 178 IIIIIIIIIII IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIPerth lllllllllllllllCounty has llllllllllllllllbeen llllllllllllllalllllllllll\^IIII/Illlllalllllllllrllllllldlllllllllellllllllllldllllllllllll the llllllllllllllllllWorld IIIIIIIIIIIIIIITravel lllllllllllll&IIIIIIIIIIII Tourism ITlllhllllllllllllCouncil llllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllll #SafeTravels Stamp. The Safe Travels Stamp is an international symbol designed to allow travellers to recognize governments and companies around the world, which have adopted health and hygiene, standardized protocols—so consumers can experience'Safe Travels'. u lirril riiilr l; '; r I uiuiuid unrnoiirir uiuiiufoiirnui� tuouiui IIheiriig, Grey to examine if people moving to County due to COVID-19 Grey County is trying to get a sense of how many people are 2re choosing to make the move to Grey County due to the COVID-19 pandemic. Cn' Grey County council passed a motion that an analysis of the Colour It Your Way effects the pandemic has had on growth in the County be included as part of a recently approved Growth Management Study update. A Blue Mountains residency survey sent out with tax notices indicated that some part-time residents are now considering making the town their permanent home due to COVID-19. IIII„Ill....d.;�,iir:. County of Brant Welcomes New Conestoga College Agricultural Equipment Operator Program COUNTY OF On Friday, October 2, 2020,the Governments Bmitj y rand of Ontario and Canada announced the _._ investment of$180,000 for the development of a new college program that will provide education and training on the latest agriculture equipment to be hosted in the County of Brant by Conestoga College. This pilot program will provide skills for those currently working in the agriculture sector, along with those who are looking to find employment in an agriculture equipment operation role. The development of the pilot program was initiated by the County of Brant's Economic Development with Conestoga College and in collaboration with the South Central Ontario Region Economic Development Corporation (SCOR)and the Workforce Planning Board of Grand Erie. Viii,ew 1III311i e,...t2 rtlllg2 Global Manufacturer Investing $5M in New Sarnia-Lambton Expansion 179 Manufacturer creating 90 jobs and investing over $5-million. CIMC, a world leader in commercial transport trailers is investing over$5-million in Sarnia, with plans to create 90 assembly and Tight Discoveries manufacturing jobs. Maximizing the use of an existing building on Ube Drive in Sarnia, the facility That Matter will allow CIMC Refrigerated Trailer Co. Ltd. to supply refrigerated trailers to its extensive Canadian RM _ IAMB"rm customer base, which was previously served from other North American locations. "We are pleased to be establishing our first Canadian manufacturing location in Sarnia," said CIMC Plant Manager, Andy Wang. "The Sarnia-Lambton area's highly skilled workforce, coupled with excellent proximity to major markets makes it an ideal location to manufacture commercial transport trailers for our Canadian customers." l lurid oiut unfnoiirir,p, Municipal Agriculture Economic Development and Planning Forum The 12th annual Municipal / Agriculture Economic Development & Planning Forum is being hosted �u virtually by Huron County on �� � oIRMo November 18-19, 2020. Join us for "" "»�� two half-days of sessions, a virtual FORUM tour of Huron County and some of its most exciting agricultural and rural projects. If your portfolio includes rural planning, economic development or any aspect of the agriculture sector—food, farming, ag value chain businesses, workforce attraction, or agricultural innovation you won't want to miss the 2020 Forum. The Forum will be of interest to municipal economic developers, planners, council members, CAOs, and supporters of local economic development initiatives. The Forum looks at leading edge collaborations and innovations to grow the ag sector and your community. t ri uidte,i!I.1111.!i Iir"I!I' RIURALONTARIC Government �mim�xio Cori INSTITUTE. Ontario �� of Canada '�` boa° �uu Od Ilirr�ul���,uaa0a a)uu 0ii, 0„urk:),SuullYqYc)r s SirnM1 IV4 in ° qyoiiu�1 inh:uA:;lve ��Ilaz or�ua�;iru0 era i�Om!;or�uUrra o 2020 Sr:Ire e�: wr01h aD60�'"i 180 Illllllllllllllllllllllllilllllllnllllllllllllll rural llllllllllllllll IllllOntario llllllllllllthe lllllllllllllllemploy rTlllhlllllllelllllllllnllllllltlllllllllllllllllllllllllllllllllllllllll Illllnllllllltllllllalllllllllrlll'Illllllolllllllllllllslllllllllllllllllnlllhllllallllll'IIIIIIInIIIIIIIIIIIIIIIIISIIIItIIIIIrIIIIIIeIIIIIIIIIeIIIIIIIItIIIIIIIIIIIIIIRIIIIIIIIIIIeIIIIIIIIcIIIIIIIIIIIoIIIIIIIIIIVIIIIIIIeIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIrY TIIIIIIIhllllllllelllllllllllllllll Government of Canad VernrentofCanadallllll gap due to COVID-19 has been Act, 2020, is proposed legislation through CMHC, has launched closing in each month that would support small the Rapid Housing Initiative subsequent to April. In fact, in businesses and modernize rules (RHI). A$1 billion program to rural Ontario by September, to allow them to innovate and help address urgent housing 2020, the calculated employment meet the challenges of today. needs of vulnerable Canadians, gap was not a negative gap at all especially in the context of and had fully flipped to a positive The plan includes a one-time COVID-19, through the rapid value. September rural grant of up to$1,000 for eligible construction of affordable employment was 2.5%above the main street small businesses— housing. level in September 2019 in in retail, food and Ontario. accommodations, and other The initiative provides capital service sectors—with two to contributions(upon signing a Several sectors have seen nine employees to help offset the funding agreement with CMHC) growth during COVID such as unexpected costs of personal under two streams to expedite financial services and protective equipment(PPE). the delivery of affordable construction and others such as housing. accommodation and food service Other measures include, Digital was a sector hard hit but has Squads, mental health support The RHI will support the creation now made sufficient gains to get and Ontario's Small Business of up to 3,000 new permanent back to where things were. Recovery Webpage affordable housing units. V�ew the ri 11 2.1 ` iew the 2ur[ ...pp! Illeri M,11.1', Vii ri 1IIIi Ilrgri uri 111 il° 3011 ME" The Southern Ontario Fund for Investment in �� � WecaLe ri"m OIntario Innovation (SOFII) is a program designed to promote growth among small and medium-sized businesses by MR- "MEL Communityproviding them with the funds they need to develop and innovate products and services, create jobs, and make a positive economic impact on their surrounding communities. Many businesses and business owners throughout the region struggle to obtain traditional forms of funding to further the growth of their business. However, the SOFII program makes financial aid possible when other forms of funding are unavailable. Business owners who are interested in obtaining a loan through the SOFII program should contact the WOCFDCA office. Learn more about SOFU Western Ontario Wardens Caucus 1 450 Sunset Drive, St. Thomas, N5R 5VI Canada 181 Vl November 2020 a, . ."..:.... Il r, f rt r a f I r a l �>1/ >f 1 r _/ 11 In November, Bobier Villa will celebrate 30 days of positivity. During these trying times it is most important to stay positive. We as a home are going to celebrate one act of kindness per day for y the whole month. We look forward to lifting everyone's spirits and celebrating the positivity we have at Bobier Villa. (G�rr�i1�,�.,�/�/.,fir✓1✓l%,%Js����l�rr/�� r a� '%�0�1�i��il f��/!: .' ,.;�,, ° �1����� ����� J/ l Elgin Manor is excited to offer some newj as well as tried and true programming for the upcoming month. The Home favorite "Tuck Shop" will open on a limited basis " y I m V with social distancing. The new Clay Craft program will be offered later in the month of November! I�I Terrace Lodge looks forward to a month long Celebration of the Decades". With games, fashion, songs and movies. It is sure to be a blast from the past. The A staff would like to thank those who participated in the Halloween window parade - the residents enjoyed ed the treat! 182 k � 1 ro, 48th Edition Fall[Winter 2020 9 / 1 r✓r% / r / ! J 1 i �r / DOMOPS MttDtD This makes donating to STESSH much more manageable, and easy on your budget. At the end of each year, we will send you a charitable tax ��; receipt for the full amount of your annual donation "� III i ��IIIII VIII� o Illni at,JIb Illni �IIIoIIII'Il i . w 1" "! During these uncertain times, we are reminded how the power of generosity can change the lives of those St Thomas Elgin Second Stage Housing (STESSH) you help. When you donate, you help us serve the would like to invite you to become the newest community during this crisis and continue to be there member of our 100 Club. The 100 Club is a planned for the people most at risk. giving initiative, which aims to inspire 100 individuals, families or groups to commit to making The 100 club currently has 42 members. You can an annual donation of $120.00 or more to our help us reach our goal of 100 members by signing up agency. today. Simply fill out the 100 form on our website The objective of the 100 Club is to generate httpml&ww.secondstagehousong.net/donate.htmt or sustainable funding for STESSH's programs for complete and return the attached form on the last women and children leaving abusive relationships. page of this newsletter. Our hope is to be able to focus less effort on fundraising and more on providing consistent, NATIONAL DAY OF DECEMBER quality programming for women in need of our REMEMBRANCE A,&, services. It is a very convenient way to show your ff support. AND ACTION ON VIOLENCE Day of el iii i liin!III iiit s i)III III�IIII!!!''�� w iii �t h� 1 IIII�III (.w��iii°�II�I°iii iii � ,,I mivilll rm Affordllallble IIIII You clhoose your monthly glllillftllllllamount - asllllllllll ReroeMbrapce and Flexible low as $10/month. Can modify your monthly gift at any time and St. Thomas Elgin Second Stage Housing 100%of your donation is eligible for Invites you to join us to mark this important day. a tax credit. The day commemorates the 14 young women Effective Your monthly gift provides a steady whose lives ended in an act of Gender-based source of income to generate sustainable funding for Second Stage Housing's violence that shocked the nation. programs for women and children Due to COVID Restrictions,we are holding our leavin o abusive relationshi s. event virtually. A live stream will be available on Convenient You can choose to make your monthly our Facebook page at donation by credit card or by automatic deduction from your bank account and 2 pm December 4t", 2020 you determine the amount of your https://www.facebook.com/SecondStageHousing monthl ift. -- ir 15 Golding (Place St. Thomas Ontario Phone: 519-637-2288Toll Free:1-877-396-2288 �Fax84 :519-637-22.13 r United Way Email:se+condstage.stessharogers_co www.secondstagehousing.net Elgin Middlesex ro, 48th Edition Fall[Winter 2020 yrir ,/ r A r✓� ,er J � ��/ / / //,9 / 1 � � 1 / i.l 1. / i, � /r � , r / r r �,� r v„ / 11 r r / ! J r r 1 i �r / Recognizing our Board of Directors The Incorporating Board of Directors in lgq'1 was the group that worked to create Second Stage Mousing in St. Thomas - Elgin. It was the work of this well organized and energetic group of volunteers that resulted in our agency opening in lgg4. The members were as follows: Ron Somerville Sheila Cameron Karen cCaw Janemar Cline Joan is e Shirley it Bob mines Throughout our 26 years in operation we have had 36 individuals that gave their time to oversee the governance Never doubt that of our agency. The Board members are a much appreciated group of volunteers that shares joint responsibility in the la small g, roup, financial and organizational well-being of our agency. They focus on the processes needed to implement decisions that Ef ul continue to advance our agency's principles,rinci les, mission andf 0 t- h provide strategic leadership. To all of the past board members, thank you for being a part of our journey. Comm itteTcit i zees Our current Board of Directors is a team of highly can change the world. dedicated individuals who need to be recognized. Each Indeed �, �� �� � member brings their own experiences, knowledge and ly strength. Add their compassion and commitment to thin that ever has. supporting our agency and we have a very strong and m MAKAREr MEA capable group of leaders. PositionBoard member s of service Kelly Moogstra Chair 3 years Beverly Wright Co-chair 24 years Sylvia Vanderkooy Secretary/Treasurer 5 years Donna Lunn Board Member 15 years Marg Cheney Board Member 3 years Margaret Barrie Board Member 3 years Monica Benwell Board Member 5 years Thank for' all You doff!! you 15 GoJdinig (Place St_ Thomas Ontario 185 Phone: 51 9-637-2288 Tal l Free:1-877-396-2288 Fax:519-637-22 cl.13 Unit Wary Email:se+condstage.stesshorogers_co ww,rw.secondstagehousing.net Elgin Middlesex ro, 48th Edition Fall/Winter 2020 r✓� ,er J / it 9 1 1 / / r / ll r r / i r r 1 J i �r / SchooL Supplies Donation Back to school this past September looked very - different from any other year in our recent memory and nothing about this school Elgin - St, Thomas Community Foundation - year is typical. With some students choosing to go to school and others choosing online, uncertainty was Emergency Community Support Fund felt among the women and children. The COVID-19 pandemic has been an unpredictable We at STESSH and the women and children residing and challenging time. From navigating unique here, were filled with overwhelming gratitude to challenges, to protecting the health and well-being receive multiple donations of back to school supplies. of ourselves and those around us, we have all had Becky Gillard and Aylmer Family Dental knew that to adapt in some way or another. St Thomas Elgin getting kids ready to return to school this year was Second Stage Housing is facing and adapting to especially stressful. These donations not only relieved some big challenges as the COVID-19 pandemic some of that stress, but gave the children here at continues to evolve. Second Stage the essential school supplies and confidence they need to have a successful school year. With the help of Elgin - St. Thomas Community Thank you Becky Gillard and Aylmer Family Dental! Foundation - Emergency Community Support Fund, we implemented a project aimed at creating a safe STESSH would like to take this physical distancing common area to allow for face to face physically distanced services to continue. opportunity to thank all of our We were able to purchase the needed furniture and audio visual equipment to allow for smaller generous supporters and wish everyone necessary board, staff, one to one meetings and a safe and happy holiday season. group sessions while accommodate physical distancing protocols. Programs are offered according to the situation and Happy Hol need of each individual woman and child. Each woman during her 12 month stay here would be provided approximately 90 hours of individual Keev, Wa x, counselling, and 70 hours of group counselling. Life skills groups, parenting support, referrals and I, e ' advocacy are also offered. The children's program offers family and individual support and aged-based activities. , l Current circumstances have added to the spike in domestic violence and advice of health officials to fit %9 stay home has taken a severe toll on Mental Health. ' J Safe common areas are key for us to continuing our services. The ability to physically distance and limit the number of people coming into contact with one another gives the women and children access to valuable counselling, advocacy and support and , face to face interaction they so badly need. STESSH would like to thank Elgin - St. Thomas u Community Foundation - Emergency Community Support Fund for their generous donation. The true Joy of`the hOlydays is not what you get... But what you give" l i r �� ,, ,. ,.�C�+�//////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 15 Golding (Place St. Thomas Ontario Phone: 519-637-2288Toll Free:1-877-396-2288 �Fax:519-637-22.13 10, Unit Way Email:se+condstage.stesshorogers_co ww,rw.secondstagehousing.net Elgin Middlesex. Second Stage Financial Donors May 15th, 2020 to November 15th zozo 1 000+ 100 Club Members 100 Club Members Action Financial Group A.Lounsbury Con't Talbot Wind Farm LP (Enbridge) A. Meeuse P. Newman Elgin St Thomas Community A. Pol P. Pol Foundation — Emergency Community A. Verhoeven R. Jackson Support Fund A. Wright S. Broadbent Forever Legacy Foundation B. Andrews S. Vanderkooy $500- $999.99 B. Blackman S. Westaway St Anne's Catholic Women's League B. Graham T. PhillipsB. Keefer Southwestern Tax Service T. Sherratt B. Wright Elementary Teachers Federation of C. Ford Ontario C. Gathercole Please note we strive for accuracy in Don & Hazell William Charitable C. Keefer listing donors, however, some errors Foundation C. Limbrick may occur. Please contact us if any Elgin St Thomas Community E. Lanning errors or omissions are detected. Foundation —Colchester Fund E. York L Winder F. Edgar $100- $499.99 G. Clark Receive our newsletter by email! H. Ainsworth Royal Canadian Legion J &J Harris Email secondstage.stessh@rogers.com to St Andrew's Church J. Andrews be added to our electronic newsletter list J Berdan J &J Irvine and receive your copy in your inbox! LC Miknev J. Jones Please help us reduce our cost and paper J Hofhuis J. Unwin usage! T&R Gillard K. Hagerman C Murrayo keep up to date on all these events Y K & C Jolliffe B Wright L. Stinchcombe and more, please follow us on our P Ewart M. Cheney Facebook page. E York M. Keefer www.facebook.com/SecondStageHousing $1-$99.99 York M. Ladd M &J Collins S Kaufman N. Newby J Johnson P. Morfee A Tanguay ......................................................y1eme cut aCong the dotter line.................................................. Enclosed is my gift of: $ One time gift: 100 Club: Paid by: ElCheque ElSeries of post dated cheques ❑ Automatic Bank Charge 15t or 151" $ each month (enclose VOIDED cheque) ❑ Mastercard ❑Visa #: expiry date / (secure site) Name: Phone#: Address: — -- — — — JJ// Mail to: St.Thomas—Elgin Second Stage Housing,15 Golding Place,St.Thomas,ON N5R 6B6 MR, ,�j�, 187 % 'Gbti Thank you for your support! �"` CLOSED MEETING AGENDA November 10, 2020 Staff Reports: 1) General Manager of Economic Development — 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— Ford St. Thomas Assembly Plant. 2) 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. 3) 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— Elgin 9-1-1 P-PSAP. 4) 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— H R update (verbal). 188 COUNTY OF ELGIN By-Law No. 20-55 "BEING A BY-LAW TO AMEND BY-LAW NO. 17-12 DESIGNATING COMMUNITY SAFETY ZONES ON COUNTY ROADS" WHEREAS, pursuant to Section 214.1 (1) of the Highway Traffic Act, R.S.O. 1990, Chapter H.8, the Council of a municipality may by by-law designate a part of a highway under its jurisdiction as a community safety zone if, in the Council's opinion, public safety is of special concern on that part of the highway; AND WHEREAS Council did pass By-law No. 17-12 and amending By-Laws No. 19-18, 19-36 and 20-33 designating Community Safety Zones on certain County Roads; AND WHEREAS it is deemed advisable to further amend said By-law. NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT Schedule"A" of By-law No. 17-12 be and is hereby amended by adding the following: County From To Hours Days Months Road Number and Name 50 South Property 31 M south of the 8:00 a.m. Monday January to June Victoria Limit of Plank south property to to and Street Road limit of Newton 5:00 p.m. Friday September to Street December 2. THAT the penalties provided in Section 124.1 (1) of the Highway Traffic Act, R.S.O. 1990, Chapter H. 8, shall apply to offences against this by-law. 3. THAT this by-law shall become effective upon passing, but not before signs designating a Community Safety Zone have been erected. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 10th DAY OF NOVEMBER 2020. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 189 COUNTY OF ELGIN By-Law No. 20-56 "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, 20-34 and 20-51 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 removing the following: Road Section Description 50 A From the south property limits of Plank Road for a distance of 360 (Victoria metres south. Street 2. THAT Schedule"A" of By-Law No. 17-11 setting out a maximum rate of speed of 40km/hr be and is hereby amended by adding the following Road Section Description 50 A From the south property limits of Plank Road for a distance of 360 (Victoria metres south. Street 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 10th DAY OF NOVEMBER 2020. Julie Gonyou, Dave Mennill, Chief Administrative Officer. Warden. 190