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24 - December 10, 2020 County Council Agenda Package 000* llgin n Table of Contents I. Orders — December 10, 2020................................................................... 3 II. Elgin County Council Minutes — November 24, 2020..................................... 4 III. Delegation —WOWC Economic Development Annual Report......................... 24 IV. Reports Index — December 10, 2020......................................................... 31 V. Report —Warden's Activity Report (November) and COVID-19 Update ............ 33 VI. Report — Elgin County Museum 2020 Annual Report ................................... 38 VI I. Report —Annual Council Committee Update: County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC).......................................... 45 Vill. Report — Incontinence Products for Elgin County Homes — Contract Award...... 49 IX. Report — Final Plan of Condominium Approval, Lighthouse Vacant Land Condominium....................................................................................... 89 X. Report — Request for Settlement Area Expansions — County of Elgin .............. 93 XI. Report — Elgin County Land Division Activities for 2020................................. 97 XII. Report — General Insurance and Risk Management Services Program for 2021. 102 XIII. Report —Affordable Housing Projects — Tax Reduction for Walter Ostojic and SonsProject........................................................................................ 106 XIV. Report — Elgincentives: Program Analysis .................................................. 111 XV. Report — Legislative Amendments to the Highway Traffic Act — Off Road Vehicle Use on Public Roads — Follow Up Report ............................................. 204 XVI. Report — Traffic Calming Measures on County Roads within Built-Up Areas ..... 219 XVII. Report — Port Bruce Temporary Panel Bridge & Boat Launch Removal Engineering Service Award..................................................................... 224 XVIII. Report — Building Condition Assessment of Corporate Facilities..................... 228 XIX. Report — Investing in Canada Infrastructure Program (ICIP) — COVID-19 Resilience Infrastructure Stream.............................................................. 258 XX. Report — Zero-Emission Vehicle Infrastructure Program — Phase 2 Funding Award................................................................................................. 262 XXI. Report — Council and Committee — Draft Meeting Schedule 2021 ................... 269 XXII. Report — COVID-19 Emergency Team Planning — November Update.............. 271 XXIII. Consideration Index.............................................................................. 290 XXIV. Letter from the Port Bruce Ratepayers Association ..................................... 291 XXV. Letter from the Catfish Creek Conservation Authority.................................... 292 XXVI. Letter from the Land Division Committee................................................... 294 XXVII. Letter from Andre Verhaeghe.................................................................. 295 XXVIII. Information Index.................................................................................. 297 XXIX. Letter from the County of Frontenac ......................................................... 298 XXX. Letter from Ontario's Long-Term Care COVID-19 Commission ...................... 303 XXXI. Letter from the Ministry of Municipal Affairs and Housing.............................. 304 XXXII. County of Elgin Homes — December Newsletter........................................... 309 XXXIII. WOWC November Newsletter.................................................................. 311 XXXIV. WOWC Media Release.......................................................................... 315 XXXV. Closed Meeting Agenda......................................................................... 317 XXXVI. By-Law No. 20-61 — EMS Contract Extension............................................. 318 XXXVI I. By-Law No. 20-62 — Northern911 Contract Extension.................................. 319 XXXVI II. By-Law No. 20-63 Off-Road Vehicles........................................................ 322 2 111i 46w, 1 e00000 /Fig ORDERS OF THE DAY FOR THURSDAY, December 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 DELEGATIONS: 9:00 a.m. —Western Ontario Wardens' Caucus, Kate Burns Gallagher 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 LUNCH WILL BE PROVIDED NOTE FOR MEMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: htts://www.facebook.com/E I�inCount�rAdm in/ Accessible formats available upon request. 3 rw4a � Page 1 November 24,2020 Pragres fve by Nature ELGIN COUNTY COUNCIL MINUTES November 24, 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 (in-person) Councillor Ed Ketchabaw(in-person) Staff Present: Julie Gonyou, Chief Administrative Officer(in-person) Jim Bundschuh, Director of Financial Services (electronic) Stephen Gibson, County Solicitor(electronic) Brian Lima, Director of Engineering Services (electronic) Amy Thomson, Director of Human Resources (electronic) Michele Harris, Director of Homes and Seniors Services (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 24th day of November, 2020 in the Council Chambers, at the County Administration Building, St. Thomas at 9:05 a.m.with Warden Mennill in the chair. Some Councillors and staff participated electronically by video conference. 2. ADOPTION OF MINUTES Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT the minutes of the meeting held on November 10, 2020 be adopted. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Central Elgin Tom Marks Yes 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 Deputy Warden Duncan McPhail recognized Warden Mennill for his leadership during 2020. The past year presented many challenges related to the COVID-19 pandemic. Despite 4 Page 2 November 24,2020 these challenges, the County, under the leadership of Warden Mennill, was able to accomplish a great deal of important work including the King George Lift Bridge Rehabilitation, the Port Bruce Bridge Reconstruction, and a Municipal Service Delivery Review. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Marks 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 Annual Council Committee Update: Connectivity Committee — Councillor Marks Councillor Marks provided Council with an annual update on the activities of the Connectivity Committee. Moved by: Councillor Jones Seconded by: Councillor Giguere RESOLVED THAT the November 11,2020, report titled,Annual Council Committee Update: Connectivity Committee,submitted by Councillor Tom Marks, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.2 Annual Council Committee Update — Community Safety and Well-Being Advisory Committee and Coordinating Committee — Councillor Marten and Councillor French 5 Page 3 November 24,2020 Councillor Martyn and Councillor French provided Council with an annual update on the activities of the Community Safety and Well-Being Advisory Committee and Coordinating Committee. Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw RESOLVED THAT the November 10,2020 report titled,Annual Council Committee Update: Community Safety and Well-Being Advisory Committee and Coordinating Committee, submitted by Councillor French and Councillor Martyn, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.3 Annual Council Committee Update — Environmental Advisory Committee Update—Councillor Jones Councillor Jones provided Council with an annual update on the activities of the Environmental Advisory Committee. Moved by: Councillor Marks Seconded by: Councillor Jones RESOLVED THAT the November 16, 2020 report titled, Annual Council Committee Update—Environmental Advisory Committee Update,submitted by Councillor Jones, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.4 Annual Council Committee Update—Health Recruitment Partnership Update— Councillor Jones Councillor Jones provided Council with an annual update on the activities of the Health Recruitment Partnership. Moved by: Councillor Ketchabaw Seconded by: Councillor Martyn 6 Page 4 November 24,2020 RESOLVED THAT the November 11,2020 report titled,Annual Council Committee Update—Health Recruitment Partnership, submitted by Councillor Jones, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.5 Annual Council Committee Update — Rural Initiatives and Planninq Advisory Committee—Councillor Ketchabaw Councillor Ketchabaw provided Council with an annual update on the activities of the Rural Initiatives and Planning Advisory Committee. Moved by: Councillor Ketchabaw Seconded by: Councillor Marks RESOLVED THAT the November 11,2020 report titled,Annual Council Committee Update: Rural Initiatives and Planning Advisory Committee,submitted by Councillor Ketchabaw, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.6 Terrace Lodge Redevelopment November 2020 Update—Councillor Purcell Councillor Purcell provided Council with an update on the status of the Terrace Lodge Redevelopment project. Moved by: Councillor Purcell Seconded by: Councillor Giguere RESOLVED THAT the November 24,2020 report title,Terrace Lodge Redevelopment November 2020 Update, submitted by Councillor Purcell, be received and filed. Page 5 November 24,2020 Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.7 Annual Council Committee Update — Terrace Lodge Redevelopment Fundraising Committee—Councillor Giguere Councillor Giguere provided Council with an annual update on the activities of the Terrace Lodge Redevelopment Fundraising Committee. Moved by: Councillor Jones Seconded by: Councillor Ketchabaw RESOLVED THAT the November 13,2020 report titled,Annual Council Committee Update—Terrace Lodge Redevelopment Fundraising Committee, submitted by Councillor Giguere, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.8 Annual Council Committee Update—Budget Committee—Warden Mennill Warden Mennill provided Council with an annual update on the activities of the Budget Committee. Moved by: Councillor Giguere Seconded by: Councillor McPhail RESOLVED THAT the November 10,2020 report titled,Annual Council Committee Update—Budget Committee, submitted by Warden Mennill, 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 8 Page 6 November 24,2020 Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.9 Elgin Natural Heritage Systems Study — Information Report — Manger of Planninq The Manager of Planning presented Council with information regarding an Elgin Natural Heritage Systems Study and sought County Council's clear direction with respect to the engagement and review process for the Elgin Natural Heritage Study. Moved by: Councillor Martyn Seconded by: Councillor Jones THAT the public engagement and consultation on the Natural Heritage Systems Study be included as part of the required Public Information Centre(s) held to review the Official Plan Amendments and other supporting materials; AND THAT following the Official Plan Amendment Public Information Session, the Manager of Planning be directed to provide a summary of feedback to County Council along with recommendations for next steps. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.10 South Central Ontario Region: Membership — General Manager of Economic Development The General Manager of Economic Development presented a report with information regarding the benefits of a membership in the South Central Ontario Region(SCOR). Given the work of SCOR over the past year in the areas of transportation, human capital, and sector development, staff recommended that County Council consider including the $25,000 annual membership fee in the 2021 operating budget of the County's Economic Development department. Moved by: Councillor McPhail Seconded by: Councillor Martyn RESOLVED THAT the November 17th, 2020, report titled, South Central Ontario Region: Membership,submitted by the General Manager of Economic Development, be received and filed for information; and THAT Elgin County Council fund a one-time investment of$25,000 for Membership in South Central Ontario Region Economic Development Corporation (SCOR) 9 Page 7 November 24,2020 subject to SCOR's willingness to waive the notice provision in their by-law, which requires a one (1)year notice to withdraw membership; and THAT the General Manager of Economic Development for Elgin County be directed to provide a report in November 2021 to inform Council's decision to reinvest in SCOR as part of its 2022 Budget Deliberations. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.11 October 2020 Financial Update—Director of Financial Services The Director of Financial Services presented the October 2020 Financial Update. The budget comparison for the County shows favourable year-to-date (YTD) performance of$1.4 million. Moved by: Councillor Ketchabaw Seconded by: Councillor Jones RESOLVED THAT the November 18,2020, report titled, October 2020 Financial Update, submitted by the Director of Financial Services, be received and filed for information; and, THAT 2021 budget deliberations include consideration of reserving the 2020 budgeted surplus, estimated at$1.4 million,together with estimated Safe Restart Funding (SRF)carry-forward funding of$900,000 to address any potential 2021 COVID related costs. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.12 Community Safety Zones—Director of Engineerinq Services The Director of Engineering Services presented an overview of the purpose, past practice, and effectiveness of Community Safety Zones and addressed the County's Community Safety Zone effective dates. Moved by: Councillor Ketchabaw 10 Page 8 November 24,2020 Seconded by: Councillor Marks RESOLVED THAT the report titled, "Community Safety Zones"from the Director of Engineering Services, dated November 16, 2020, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.13 Reduced Speed Zone Consolidating By-Law—Director of Engineering Services The Director of Engineering Services presented a report regarding the County of Elgin's Reduced Speed Zone By-Law. After a number of amendments have been made over the past few years, the by-law requires consolidation. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT THAT the report titled, "Reduced Speed Zone Consolidating By- Law"from the Director of Engineering Services, dated November 16, 2020, be received and filed, and; THAT By-Law 20-58, being a By-Law to authorize speed limits be adopted, and any by-law inconsistent with this by-law be repealed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.14 COVID-19 Fall Preparedness Plan — Infection Prevention and Control Capital Funding for Long-Term Care Homes—Director of Engineering Services The Director of Engineering Services provided an overview of the recent $61.4 million funding announcement by the Province of Ontario for provincial long-term care homes to support improvements directly linked to improved infection prevention and control practices. Moved by: Councillor McPhail Seconded by: Councillor Martyn 11 Page 9 November 24,2020 RESOLVED THAT the report titled: "COVID-19 Fall Preparedness Plan—Infection Prevention and Control Capital Funding for Long-Term Care Homes"from the Director of Engineering Services, dated November 16, 2020, be received and filed; and, THAT staff be authorized to assess, determine, undertake and complete identified projects that align with the Ministry of Long-Term Care (MOLTC)funding policy to support infection prevention and control measures within the County of Elgin's Long-Term Care Homes. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.15 Long-Term Care Minor Capital Program—Director of Engineering Services The Director of Engineering Services provided information regarding the recent Long-Term Care Minor Capital Program announcement by the Province of Ontario for provincial long-term care homes. The program makes available $22.8 Million to support long-term care home operators in maintaining their homes in an optimal state of repair while ensuring the safety of their residents. Moved by: Councillor Jones Seconded by: Councillor Marks RESOLVED THAT the report titled "Long-Term Care Home Facility Minor Capital Program"from the Director of Engineering Services, dated November 16, 2020, be received and filed; and, THAT staff be authorized to undertake and complete the identified projects to take full advantage of the approved Year 1 funding. 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 Page 10 November 24,2020 6.16 Council Home Internet—Chief Administrative Officer The Chief Administrative Officer presented a report to encourage Council to discuss and provide direction to include compensation to offset internet costs for County Councillors. Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere RESOLVED THAT staff be directed to incorporate Council's feedback into proposed amendments to Council Policy for approval at a future meeting; and, THAT any costs associated with a change in Council Policy related to home internet compensation be included in the Draft 2021 Budget. 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. 6.17 Warden's Election 2021 —Chief Administrative Officer The Chief Administrative Officer provided an update on the planning for the 2021 Warden's Election. Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT Elgin County Council endorse a COVID-safe procedure to elect the new Warden for 2021; and THAT the following procedural adjustments be adopted for the election of the 2021 Warden for the County of Elgin; and THAT the 2021 inaugural meeting to elect the 2021 Warden be held as a hybrid (in- person and virtual) meeting; and THAT the secret ballot method for electing the Warden be replaced with an online poll; and THAT additional nominations for the 2021 Warden be delivered in writing to the CAO/Clerk no later than 12:00 PM Thursday November 26,2020; and THAT the 2021 inaugural meeting to elect the Warden take place at 7:00 PM Tuesday, December 8, 2020; and THAT the following sections of Elgin County's Procedural By-law 19-41, as amended by By-Law 20-47 which allows for electronic participation of Members of Council, be temporarily amended as indicated below for the purposes of the election of the 2021 Warden: • Section 9 (d—amended); and • Section 9 (f) (ii—amended) o (vi—amended) 13 Page 11 November 24,2020 o (vii—amended) o (viii—amended) o (ix—amended) Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. RECESS—COUNCIL RECESSED AT 10:36 A.M. AND RECONVENED AT 10:50 A.M. 6.18 Service Delivery Review — Staff Report and Preliminary Recommendation — Chief Administrative Officer The Chief Administrative Officer provided Council with additional information, recommendations and suggested timelines associated with the recommendations put forward by the consultants in the Service Delivery Review. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT the report titled "Service Delivery Review—Staff Report and Preliminary Recommendations"from the Chief Administrative Officer, dated November 18,2020 be received and filed; and THAT the staff recommendations be revised based on feedback received from County Council and that this planning document be used to support Council and Staff Action Plans for 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 Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 6.19 Nominations for the Ontario Good Roads Association Board of Directors — Chief Administrative Officer The Chief Administrative Officer presented information regarding the Ontario Good Roads Association (OGRA) call for nominations to fill vacancies on its board of directors for a two-year term beginning in 2021 and ending in 2023. Elgin County 14 Page 12 November 24,2020 Director of Engineering Services Brian Lima has expressed interest in serving on this Board. Moved by: Councillor Marks Seconded by: Councillor Ketchabaw RESOLVED THAT the Report titled Ontario Good Roads Association (OGRA) Nominations dated November 18, 2020 from the Chief Administrative Officer be received and filed; and THAT County Council nominate Elgin County Director of Engineering Services, Brian Lima for a position on the Ontario Good Roads Association (OGRA) Board of Directors for a two-year term beginning in 2021 and ending in 2023. 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. 6.20 Council and Committee— Draft Meeting Schedule 2021 —Chief Administrative Officer The Chief Administrative Officer provided Council with a draft Council Meeting schedule for their feedback. Councillors were asked to carefully review the meeting schedule for errors or conflicts. Moved by: Councillor Giguere Seconded by: Councillor Martyn RESOLVED THAT the report titled "Council and Committee—Draft Meeting Schedule 2021" be received and filed; and THAT Council feedback be incorporated into the draft meeting schedule and presented to Elgin County Council as "final meeting schedule"on December 10, 2020-land THAT Council direct all County Committees, at their first meeting in 2021,to develop a meeting schedule for the year. 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. 15 Page 13 November 24,2020 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 Hayhoe Developments Inc.with a letter regarding the Official Plan Designation for 6082 Stone Church Road. 7.1.2 Letter from the Environmental Committee regarding the implementation of a lawn sign road safety campaign. Item#1 Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw RESOLVED THAT, in consultation with Central Elgin, the matter be referred to staff. 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 Jones Seconded by: Councillor McPhail RESOLVED THAT Correspondence Item#2 be received and filed, and THAT staff explore alternative speed calming measures for built up areas such as the increased use of mobile speed counters,signage installed on existing infrastructure and increased policing. 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 SWPH with a letter to residents of long-term care or retirement homes, and their families—November 6,2020. 16 Page 14 November 24,2020 7.2.2 SWPH with a letter to residents of long-term care or retirement homes, and their families—November 16,2020. 7.2.3 SWIFT with their Monthly Project Update for October 2020. Moved by: Councillor Jones Seconded by: Councillor Marks RESOLVED THAT Correspondence Items#1-3 be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Councillor Martyn thanked Warden Mennill and the Chief Administrative Officer for their presentation to Central Elgin Council regarding the Service Delivery Review and County Updates. Councillor Martyn informed Council of the upcoming Rural Education Task Force Thought Exchange. Community members are invited to participate in an online discussion to provide feedback regarding what they value about rural education. The meeting information will be forwarded to Councillors. Councillor Martyn invited Council to the retirement reception for Don Leitch, Chief Administrative Officer for Central Elgin, on December 17th from 12 p.m. to 5 p.m. at the Masonic Centre.Attendees are required to contact Diane Wilson to make an appointment. Councillor French provided Council with an update regarding the November 17th announcement of$1.5 million in provincial funding for an affordable housing building on Brown Street in Aylmer. Councillor French thanked County staff for their efforts in promoting Aylmer and the other local municipalities in Economic Development's recent shop local marketing campaign. 8.2 Notice of Motion None. 8.3 Matters of Urgency 8.3.1 RESOLVED THAT a report regarding Long-Term Care Homes HVAC units and emergency procurement undertaken by the Chief Administrative Officer and Warden be considered as a matter of urgency. Moved by: Councillor Marks Seconded by: Councillor Jones 17 Page 15 November 24,2020 Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. The Director of Engineering Services presented a report regarding the HVAC units at Elgin Manor.With the change in season,the units were recently turned on. Seven (7)of the fourteen (14) rooftop HVAC units have deficiencies. Given their age and the lack of replacement parts,the Director of Engineering Services recommended that they be replaced. To ensure the comfort and safety of residents,the replacement units have been ordered.The units will be funded through the provincial infection prevention and control capital program. Moved by: Councillor Martyn Seconded by: Councillor Jones RESOLVED THAT the report from the Director of Engineering Services be received and filed; and THAT Council endorse the replacement of seven (7)of fourteen (14) HVAC units at Elgin Manor. 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 Jones 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 —Seeking Updated Mandate for Collective Bargaining with Ontario Nurses'Association (ONA). 18 Page 16 November 24,2020 In-Camera Item#2 (e)litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board—Proceedings Before Ontario Energy Board (verbal). In-Camera Item#3 (e)litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;(0 advice that is subject to solicitor-client privilege, including communications necessary for that purpose —Philmore Bridge (verbal). In-Camera Item#4 (k) a position,plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board—Medavie EMS Elgin Ontario (MEMSEO)Contract Renewal (verbal). In-Camera Item#5 (b)personal matters about an identifiable individual, including municipal or local board employees, (d)labour relations or employee negotiations—Organizational Review (verbal). 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. MOTION TO RISE AND REPORT Moved by: Councillor Jones Seconded by: Councillor Ketchabaw RESOLVED THAT we do now rise and report. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes 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. 19 Page 17 November 24,2020 In-Camera Item#1 —Seeking Updated Mandate for Collective Bargaining with Ontario Nurses'Association Moved by: Councillor Jones Seconded by: Councillor McPhail RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In-Camera Item#2—Proceedings Before Ontario Energy Board Moved by: Councillor Marks Seconded by: Councillor Martyn RESOLVED THAT the verbal report from the County Solicitor be received; and that staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In-Camera Item#3—Philmore Bridge Moved by: Councillor Martyn Seconded by: Councillor Jones RESOLVED THAT the verbal report from the County Solicitor be received; and that staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes 20 Page 18 November 24,2020 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—Medavie EMS Elgin Ontario (MEMSEO)Contract Renewal Moved by: Councillor McPhail Seconded by: Councillor Ketchabaw 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#5—Organizational Review Moved by: Councillor Giguere Seconded by: Councillor Jones 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. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Marks Seconded by: Councillor Jones RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole. 21 Page 19 November 24,2020 Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By-law 20-58—Authorizing Speed Limits BEING a By-Law to Authorize Speed Limits. Moved by: Councillor Marks Seconded by: Councillor McPhail RESOLVED THAT By-Law No. 20-58 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. 12.2 By-Law 20-59—Relating to the Election and Appointment of Warden for the 2020/2021 Term BEING a By-Law to temporarily amend By-Law 19-41 as a By-Law regulating the Proceedings in the Municipal Council of the Corporation of the County of Elgin as Relating to the Election and Appointment of Warden for the 2020/2021 Term. Moved by: Councillor Jones Seconded by: Councillor Giguere RESOLVED THAT By-Law No. 20-59 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 22 Page 20 November 24,2020 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. 12.3 By-Law 20-60—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 November 24, 2020 Meeting. Moved by: Councillor Marks Seconded by: Councillor McPhail RESOLVED THAT By-Law No. 20-60 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. ADJOURNMENT Moved by: Councillor Marks Seconded by: Councillor Jones RESOLVED THAT we do now adjourn at 12:17 p.m. to meet again on December 8, 2020 at 7:00 p.m. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes 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. 23 111V WIT %J %.lo 'W A R D N SCC Report from Executive Director of Economic Development To: Members of Western Ontario Wardens' Caucus From: Kate Burns Gallagher, Executive Director, Economic Development Subject: WOWC Economic Development Annual Report .................................................................................................................................................................................................................... Recommendation THAT this report titled "WOWC Economic Development Annual Report" be received for information. Purpose This report is a summary of the Economic Development work completed in the past year and to present the details of the work to be completed by the Executive Director of Economic Development for 2021. Background In 2018, the current Executive Director of Economic Development completed a one-year secondment from the County of Elgin. 2018 was a year of building relationships and beginning to move the region forward with one voice for Economic Development. In December 2019, the Executive Director of Economic Development returned for a two-year secondment from the County of Elgin. The second term has continued with a strong focus on relationship building, along with producing on key deliverables from the Economic Development Strategy. The goal of the position is for long term commitment that includes policy considerations as well as Provincial and Federal financial investment for regional economic development initiatives. The Economic Development Plan emphasizes a regional and collaborative approach to dealing with the implications of a transforming economy and focuses on identifying cross-cutting regional economic development opportunities that have implications for all aspects of the Southwestern Ontario economy. Highlighted in the plan are four regional strategic priorities, each priority is centered on supporting and a� informing the following regional economic development outcomes: 24 • Innovation and productivity improvements within the business community; • Development and deployment of a workforce that is responsive to the existing and emerging needs of business; and • A regional view of sectors, markets, infrastructure requirements, and workforce challenges to reflect the reality of business, industry supply chains and trade. The associated actions serve to advance activities around each of the four priorities. Strategic Priority #1 : Regional Workforce Planning • Objective 1: To strengthen the access and quality of labour market intelligence to address the needs of businesses and create opportunities to bring together businesses, economic developers and educators to strengthen the alignment between business needs and education programming. • Objective 2: To assemble intelligence that will inform municipal business retention and succession planning activities. Included in this objective is the need to advocate for improved programming support. • Objective 3: To improve the region's access to skilled and talented labour pool that is poised and positioned to respond to changing economic conditions. Short Term Actions 1. Strengthen local labour market RED Funding was A regional view of intelligence through a validated local job secured to complete this workforce challenges that demand vacancy reporting system that is work in partnership with reflects the reality of further informed through the region's Workforce Planning business, industry supply Employer One survey results. The job West. Monthly Job chains and trade. vacancy reporting system should capture Demand and Job Search near real time labour market demand. Reports are now available for the whole region on wowc.ca. 2. Create a Workforce Working Group to WOWC has been an A regional view of inform strategic thinking on regional active partner with workforce challenges that workforce issues and alignment of Workforce Planning reflects the reality of programming that advances employment West. Partnering on a business, industry supply growth and job retention across number of initiatives chains and trade. Southwestern Ontario. including their Scenario Planning Project and FRESHER. 3. Advocate for programming support from Several SWODF Innovation and productivity Southwestern Ontario Development Fund projects have been improvements within the (SWODF) streams (and other programs) approved in Western business community. that include assessment criteria and Ontario including thresholds categories for small business projects in Lambton, and balances job creation with job retention Oxford and Simcoe N indicators. Counties. 25 4. Host a bi-annual regional workforce Two conferences have A regional view of conference that highlights local intelligence been held to date. With workforce challenges that sources and best practices on workforce Chatham-Kent hosting a reflects the reality of development issues such as technology virtual format in 2021. business, industry supply integration, mobile training and other chains and trade. activities. Long Term Actions 5. Assist the Western Ontario Workforce WOWC in partnership Development and Planning Board in completing a with Workforce Planning deployment of a workforce comprehensive Workforce Strategy for West will be undertaking that is responsive to the Southwestern Ontario that validates labour this project in 2021 . existing and emerging supply and demand at the municipal and needs of business. regional level. 6. Build collaborative relationships between Steps to ensure support Development and economic development organizations and of rollout will be deployment of a workforce educational institutions in support of the contained within the that is responsive to the rollout of the workforce strategy to support Workforce Strategy. existing and emerging the type of programs/curriculums that needs of business. educators should be building. 7. Create a "Western Ontario Online A project to be further Development and Training Network"; a portal for suppliers of investigated upon the deployment of a workforce education and training services in completion of the that is responsive to the Southwestern Ontario to showcase their Workforce Strategy. existing and emerging course offerings and assist with youth needs of business. retention and re-attraction. 8. Assist in the development of regional These market ready kits Development and market ready kits that are designed to are a key component of deployment of a workforce attract business immigrants and migrants the deliverables of the that is responsive to the into Southwestern Ontario. This should Workforce Development existing and emerging include profiles of businesses looking for Strategy needs of business succession buyers and lifestyle opportunities that exist across the region. M a� 26 Strategic Priority # 2 Regional Infrastructure Investment • Objective 1: To advocate and provide for the building of regional transportation infrastructure that improves Southwestern Ontario's access to major markets and improves the mobility of its workforce through intercommunity travel. • Objective 2: To continue building on SWIFT's Future State Network as Southwestern Ontario's ubiquitous service for broadband access. • Objective 3: To recognize the limitations of the assessment base through informed policy and financial strategies. Short Term Actions 9. Create an Inter-Municipal Transit SCOR EDC has taken A regional view of Working Group Consisting of the lead on this work, infrastructure requirements, mayors/wardens, CAOs and transit with WOWC as a team to reflect the reality of managers from across the region to member. They have business, industry supply develop options for integrated transit developed the SCT chains and trade. services across southwestern Ontario. Network 10. Advocate for the creation of a Yet to be explored Southwestern Ontario Infrastructure Task Force. The WOWC should lead in the creation of the task force comprised of municipalities in Southwestern Ontario, to explore (among other topics) possible cost savings through collaborative action. 11. Working with SWIFT representatives, This has been the key A regional view of identify barriers that are preventing access focus of WOWC in 2020. infrastructure requirements, and user uptake for each broadband Advocating for SWIFT to reflect the reality of infrastructure investment in place by 2.0 and securing a business, industry supply SWIFT, advocate for timely municipal and meeting with Minister chains and trade. private sector investment to assist the Monsef to discuss the completion of Phase 1. UBF fund in November. Long Term Actions 12. Undertake a Southwestern Ontario SCOR and WOWC will A regional view of transportation needs analysis study to partner on an analysis of infrastructure requirements, assess the competitiveness of the transportation to reflect the reality of Southwestern Ontario's transportation systems in Western business, industry supply infrastructure and services and provide Ontario in 2021 chains and trade. recommendations on improvements that will enhance economic growth in the region. d' a� 27 Strategic Priority#3: Regional Sector Strategies • Objective 1: To provide leadership in the development of sector strategies in the areas of manufacturing, agri-food processing and packaging, energy and digital industries. • Objective 2: To support the growth of export and trade development activities across small and medium sized businesses in Southwestern Ontario. Shbrttertn Action 13. Engage the Province of Ontario Multiple meetings and Innovation and productivity (MEDG/OMAFRA) in the creation of cluster engagement with improvements within the strategies that build on the business growth MEDJCT and OMAFRA business community. and supply chain opportunities in Southwestern Ontario. 14. Actively engage the Province Province has moved to A regional view of sectors, (MEDG/OMAFRA) in the development of support existing regional markets, infrastructure sub-regional economic development plans. groups including requirements, and workforce WOWC challenges to reflect the reality of business, industry supply chains and trade. 15. Engage senior levels of government on Engagement with A regional view of sectors, an annual basis to discuss the issues and multiple Ministers and markets, infrastructure challenges facing the growth of the region's Ministries throughout requirements, and workforce target sectors and the regional economy 2021; LTSD, MEDJCT, challenges to reflect the more generally. Prepare appropriate briefs, MMAH, OMAFRA. reality of business, industry white papers to ensure an evidence-based supply chains and trade. discussion. 16. Collect, create and maintain New website and logo A regional view of sectors comprehensive sector profiles for each of launched October 2020. and markets, to reflect the the region's target sectors and host the Sector profile work reality of business, industry profiles on the WOWC website. ongoing. supply chains and trade. 17. Engage with the Ontario Chamber of Promotion of Ontario Innovation and productivity Commerce to develop regional workshops Chamber of Commerce improvements within the to educate businesses on the opportunities events business community; associated with u„pscaling their business operations, and promote the province's programming to support this effort. Long Term Actions 18. Map and profile Southwestern Ontario's Long-term action A regional view of sectors Innovation Ecosystem and markets to reflect the 2022 reality of business, industry supply chains and trade. Ll) a� 28 19. Undertake an asset mapping project for Working with Golden A regional view of sectors, each key regional sector to gain a deeper Horseshoe Food and markets, infrastructure understanding of the ways in which Farming Alliance requirements, and workforce businesses interact with each other and (GHFFA) to map our challenges to reflect the with entities outside of the region. region with ConnectON reality of business, industry supply chains and trade. 20. Advocate for the Province to accurately Long-term action A regional view of sectors, measure the scale-up challenge and markets, infrastructure monitor its public policy responses by 24 months requirements, and workforce working with Statistics Canada and industry challenges to reflect the groups to collect and publicize relevant reality of business, industry data. supply chains and trade. Strategic Priority #4: Regional Marketing and Promotion • Objective 1: To support the creation and delivery of marketing and promotional objectives for Southwestern Ontario. Short Term Actions 21. Create an Economic Development Completed in A regional view of sectors, Resources component for the WOWC partnership with markets, infrastructure Website that highlights the priorities and OMAFRA through a requirements, and workforce implementation of the Economic RED grant challenges to reflect the Development Strategic Plan. reality of business, industry supply chains and trade. 22. Track and report on a set of shared Multiple data sets have A regional view of sectors, metrics that highlight the changes or shifts been employed by markets, infrastructure in critical economic, environmental and WOWC requirements, and workforce social indicators challenges to reflect the reality of business, industry supply chains and trade. Long Term Actions 23. Create an arms-length region economic Long-term action development organization that delivers marketing support and market research 3-5 years that responds to the needs of Southwestern Ontario's constituents and investment opportunities. a� 29 Next Steps For 2021 key projects include; • Regional Workforce Strategy • Mapping the region's agri-food assets • Strategic Planning Exercise with goal to update/refresh Strategic Plan by Q4 2021 • Transportation Review with SCOR A key component of moving the economic development program forward will be assessing the impacts that COVID-19 is having on the region and how we can best position the region for recovery. Conclusion The WOWC continues to move regional Economic Development forward in Western Ontario. The COVID-19 pandemic has caused us to pivot in many ways while we continue to deliver on our four strategic priorities. Respectfully Submitted, Kate Burns Gallagher Executive Director, Economic Development a� 30 REPORTS OF COUNCIL AND STAFF December 10, 2020 Council Reports —ATTACHED Warden Mennill —Warden's Activity Report (November) and COVID-19 Update Councillor Martyn and the Manager of Museum and Archives — Elgin County Museum 2020 Annual Report Councillor Marks —Annual Council Committee Update: County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) Councillor Ketchabaw— 2021 Community Grant Program Allocations (walk-on report) Staff Reports —ATTACHED Director of Homes and Seniors Services — Incontinence Products for Elgin County Homes — Contract Award Manager of Planning — Final Plan of Condominium Approval, Lighthouse Vacant Land Condominium Manager of Planning — Request for Settlement Area Expansions — County of Elgin Manager of Planning — Elgin County Land Division Activities for 2020 Purchasing Coordinator— General Insurance and Risk Management Services Program for 2021 Director of Financial Services —Affordable Housing Projects — Tax Reduction for Walter Ostojic and Sons Project General Manager of Economic Development — Elgincentives: Program Analysis Director of Engineering Services — Legislative Amendments to the Highway Traffic Act — Off Road Vehicle Use on Public Roads — Follow Up Report Director of Engineering Services — Traffic Calming Measures on County Roads within Built-Up Areas Director of Engineering Services — Port Bruce Temporary Panel Bridge & Boat Launch Removal Engineering Service Award Manager of Corporate Facilities — Building Condition Assessment of Corporate Facilities Director of Engineering Services — Investing in Canada Infrastructure Program (ICIP) — COVID- 19 Resilience Infrastructure Stream Director of Engineering Services — Zero-Emission Vehicle Infrastructure Program — Phase 2 Funding Award Chief Administrative Officer— Council and Committee — Draft Meeting Schedule 2021 Chief Administrative Officer— Council Policy Suggested Revisions (walk-on report) Chief Administrative Officer— COVID-19 Emergency Team Planning — November Update 32 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt a, FROM: Dave Mennill, Warden 1011111111 DATE: December 3rd, 2020 E1p. .. C e.i '- . , Ly SUBJECT: Warden's Activity Report (November) and Progressive by Nature COVI D-19 Update RECOMMENDATION: THAT the December 3rd, 2020, report titled, Warden's Activity Report (November) 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: November marked my last full month as 2020 Warden of Elgin County. By the time this report is presented on December 10t", the Warden for 2021 will have been elected and I will be taking on my new role as Deputy Warden. This term as Warden has been markedly different from what I had expected when I was elected to the Office last December. Over the past year the County of Elgin has faced challenges that we have never seen before. The COVID-19 pandemic has affected almost every aspect of our operations at the County of Elgin and we have been required to adapt rapidly to ensure that we continue to meet the needs of our residents while keeping our staff and the community safe. I can say with certainty that Council and staff have risen to the occasion. We have implemented new ways of communicating to ensure that the business of the County can continue to be conducted in a timely manner, we have adapted our services in accordance with health and safety requirements and we have taken on roles and duties that we were not previously accustomed to. 33 IIII,��I�1011l�alulur«uf,,. 2 Even in the face of a global pandemic we have been able to continue the important work of running the County. Council completed a new strategic plan, reconstructed the Port Bruce Bridge, rehabilitated the King George Lift Bridge and established the Community Safety and Well-being Committee, the Environmental Advisory Committee and the Connectivity Committee. We broke ground and launched the fundraising campaign for the Terrace Lodge Redevelopment, and completed a comprehensive Municipal Service Delivery Review. These are only a few of the initiatives we have been able to accomplish during this unprecedented time. While we celebrate our successes in Elgin we must not let our guard down. Over the course of November COVID-19 case counts rose steadily across the Province to a point where we regularly see over 1,700 new cases a day. As of November 23, 2020, the Southwestern Public Health Region entered in the Orange — Protect Tier of the Ontario COVID-19 Response Framework. This places additional restrictions and protections on our area. As the holiday season approaches there is additional risk for community spread as families gather. The Province has recommended that we limit our contacts with those who do not reside within our own households. I understand how difficult this is, especially at this time of year; however, it is crucial to keeping our communities safe and healthy. Thank you for your continued adherence to the health and safety measures that have been put in place by SWPH and the Province. Connectivity Committee Internet Forum The Elgin County Connectivity Committee organized an Internet Forum on December 3, 2020. Presentations were received from the Thames Valley District School Board, Infrastructure Ontario's Broadband Division, the Municipality of Chatham-Kent, and local Internet Service Providers. These presentations were followed by group discussion surrounding the question of how to develop a unique made in Elgin solution for increased rural internet connectivity. Terrace Lodge Ground Breaking and Fundraising Campaign Launch On December 1, 2020 a small group of County Councillors, Terrace Lodge Redevelopment Steering Committee Members, and Terrace Lodge Redevelopment Fundraising Committee Members gathered outside Terrace Lodge to officially break ground on the project and launch the associated fundraising campaign. Everyone involved is extremely exited to see this project come to fruition after a lengthy planning process. Construction is scheduled to begin in late January of 2021 and will be done in a phased approach so that residents of Terrace Lodge experience very minimal disruptions. The fundraising campaign will raise money to purchase the value-added items that will make Terrace Lodge feel like a home for the 100 residents who live there. An online catalogue of items has been created and can be accessed at �,,,,�,; . The Fundraising Committee is leased to have ................................................................................................................. ....................... g p already accepted donations for the stained-glass window in the chapel, the gazebo, the water feature (pond), and several bookcases. 34 IIII,��I�1011l�alulur«uf,,. 3 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: • Monthly County-wide Emergency Control Group Meetings with local Mayors, Community Emergency Management Coordinators, Chief Administrative Officers, police services and partner agencies (November 6) • Southwestern Public Health Municipal Partner Calls (November 5, 10, 12, 17, 19, 24, 26) • Elgin County Council (November 10, 24) • Connectivity Committee Meetings (November 5, 19) • Environment Advisory Committee Meeting (November 3, December 2) • Budget Committee Meeting (November 24) • Meeting with Karen Vecchio (November 12) • Karen Vecchio, MP, and Jeff Yurek, MPP, Roundtable Meeting (November 13) • Presentation to the City of St. Thomas (November 2) • Presentation to the St. Thomas Economic Development Corporation (November 4) • Presentation to the Municipality of Southwold (November 9) • Presentation to the Municipality of Dutton Dunwich (November 12) • Presentation to the Town of Aylmer (November 16) • Presentation to the Municipality of Central Elgin (November 23) • Presentation to the Municipality of West Elgin (November 26) • Presentation to the Municipality of Bayham (December 3) • Terrace Lodge Redevelopment Ground Breaking Ceremony (December 1) • Environmental Advisory Committee Meeting (December 2) • Connectivity Committee Internet Forum (December 3) 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. 35 IIII,��I�1011l�alulur«uf,,. 4 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ® Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, 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. CONCLUSION: Cases have begun to rise in our region and we are now in the Orange — Restrict Tier of the Province's COVID-19 Response Framework. We must work together to prevent the spread of COVID-19 by continuing to follow public health protocols of social distancing, limiting gathering sizes, reducing our social bubbles, disinfecting high touch surfaces, wearing a 36 IIII,��I�1011l�alulur«uf,,. 5 face covering in public enclosed spaces and when physical distancing is not possible and washing hands on a regular basis. All of which is Respectfully Submitted Warden Dave Mennill 37 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt a FROM: Councillor Sally Martyn 1011111111 Mike Baker, Manager of Museum and Archives E1p.n' ' ,� 1 11, DATE: December 10, 2020 �, e.r ,, Progressive by Nature SUBJECT: Elgin County Museum 2020 Annual Report RECOMMENDATION: THAT the report titled "Elgin County Museum 2020 Annual Report" from Councillor Sally Martyn and the Manager of Museum and Archives dated December 10, 2020 be received and filed. INTRODUCTION: Below is the 2020 annual report of the Elgin County Museum submitted on behalf of County Council's 2020 representative on the Elgin County Museum Advisory Committee, Councillor Sally Martyn. DISCUSSION: The Museum Advisory Committee met only once during 2020 as a result of the restrictions put in place due to the pandemic. The following are issues and reports brought forward to the committee during this period: Membership The Museum Advisory Committee is currently composed of: Helen Van Brenk, Chair (Women's Institute representative) Perry Clutterbuck, Vice-chair (At-large member) Charlie Jenkins, (Agricultural representative) Joan Mansell, (Women's Institute representative) Kim Teuscher, (At-large member) Amanda Vanden Wyngaert, (County Museums representative) Sally Martyn, (Elgin County Council representative) 38 IIII,��I�1011l�alulur«uf,,. 2 Staffing The museum was very fortunate to have had Lauren Docker join the staff as this year's summer student funded in part by the Young Canada Works program. She is focused on bringing the cataloguing up to date and covering the front desk as needed. 2020 Exhibitions • David Kilpatrick, Architect January 18 — Extended to August 29, 2020 Explored the work of St. Thomas architect David Kilpatrick (1852-1902) whose brief time in the area left us with some of our finest buildings. Present-day images of his work are complemented by period photos and artifacts. A catalogue was produced for this exhibit which was curated by Paul Baldwin. • Hockey September 5 — December 19, 2020 This show brought the history of the sport to life through profiles of participants at both the professional and amateur levels. It is presented in a series of graphic panels using photographs and the reproduction of key artifacts, memorabilia and works of art. It was augmented by local hockey memorabilia and a series of team photos from the Maxwell Photographic Collection. This was a travelling exhibit from the Canadian Museum of History. Programs Family Day, Feb. 17, 2020 — 78 attended They enjoyed a variety of activities related to the Kilpatrick exhibition and the Medieval program. Off-site Programmes and Attendance Curator - two illustrated talks (Port Stanley United Church and the Alzheimer's Society) — 53 attended - three live Zoom talks — (Jumbo, and two on the Kilpatrick exhibition) — 38 views - recorded Zoom talk on the British Commonwealth Air Training Plan — 110 views 39 IIII,��I�1011l�alulur«uf,,. 3 Museum Assistant 2 Edukit presentations at the Homes — 23 attended The Elgin County Heritage Centre also hosted two special events. The first was a funding announcement by the Minister of Heritage, Sport, Tourism and Culture Industries on July 2, 2020. The second was the funding announcement on a $425,000 bequest to the museum from the estate of Donna Vera Evans Bushell. 70 people attended these events. Visitor Statistics 2020 (to November 21) (The museum was closed for 21 weeks) Exhibit and programme attendance 612 school tours 0 2 booked tours 13 Off-site Programmes 76 Zoom talks 38 Meetings 57 Total 796 2019 (to November 17) Exhibit and programme attendance 2523 9 school tours 333 6 booked tours 80 Rentals and meetings 253 Off-site Programmes 344 Total 3533 40 IIII,��I�1011l�alulur«uf,,. 4 Permanent Collection The museum received a total of 38 accessions. Highlights include a woven willow cradle from the Baker family and a series of five 8- millimetre films shot in Port Stanley in the 1950s. During the summer, the 91St Battalion chapel was presented to the museum by Trinity Anglican Church which has been closed and sold. It has been installed in the Heritage Centre. Social Media Facebook followers — 730, an increase of 124 from 2019 Twitter followers — 617, an increase of 70 from 2019 The museum posts information on its artifacts and activities twice a week. This number increased during the shutdown as it was the only way to engage with the public. A campaign to identify players through posting the Maxwell hockey photos from the show on-line has resulted in obtaining names and attracting visitors to the show. Gift Shop 2020 net income $675.50 (to Oct. 31) 2019 net income $1437.30 (to Oct. 31) Admissions 2020 Admission donations $227.04 (to Oct. 31) 2019 Admission donations $2014.29 (to Oct. 31) Donations Estate of Donna Vera Evans Bushell - $425,000 apportioned as follows: • Outdoor Learning Environment - $5,000. Purchase tables, chairs and other amenities to build a welcoming outdoor learning environment for visiting students and community groups. • Augmented Reality App - $205,000. A free app will guide visitors on adventures that are essentially digital scavenger hunts, allowing users to experience attractions just by looking through the camera of their smart phone. Murals will come to life, billboards and signs move, and most significantly, the history of the community comes to life through a new visual reality. 41 IIII,��I�1011l�alulur«uf,,. 5 • Augmented Reality Research Associate - $50,000. Generates content for the app in collaboration with regional museums and archives. To date, the Associate has been selected. Fiona Murray, from Belmont, is a recent graduate of Centennial College and Waterloo and was the museum's Young Canada Works student in 2016 and 2019. She has assisted with creating two tours — one of the historic area of St. Thomas and one covering the railway lands both of which identify sites of historical and potential tourist interest. Images, artifacts and stories related to these locations will now be assembled for review by the AR team. • Digital Archivist position - $50,000. Preparing archival collections for on-line access through the county website. • Cycling Trails Signs and Murals - $75,000. Create artwork and signs to interpret locations along the network of cycling trails in Elgin County highlighting its historical roots and current culture. The work of co-ordinating the trails and the interpretive signage will be added to the duties of the Digital Archivist position. This position will be filled in March, 2021. Several locations have already been identified as suitable for murals to be undertaken in the spring. • Restoration of the Link Trainer and four major works of art - $15,000. Work has begun on one of the works — Spohn's Flats, 1891 . • Acquisition of significant historical and cultural artifacts - $25,000 County-wide Database The St. Thomas Elgin Public Art Centre and the Gay Lea Dairy Museum joined the database in 2020. Their existing records have been converted and can now be searched on-line along with those of the rest of the partner museums. Outlook for 2021 The 2021 exhibition line-up will be composed of three travelling exhibitions: • A show on the 1918 pandemic known as the Spanish Flu. • An exhibit on the discovery of Sir John Franklin's ships the Erebus and the Terror which explores the role of Inuit oral history in solving the mystery of their disappearance. • A photo show on the tattoo from the Wellington County Museum and Archives which was rescheduled from this year. The launch of the Engage App will occur around the middle of 2021. Other projects will include the installation of the outdoor learning environment and the installation of murals and interpretive signage for the cycling trail project. 42 IIII,��I�1011l�alulur«uf,,. 6 FINANCIAL IMPLICATIONS: Not applicable. 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: Not applicable. CONCLUSION: Many aspects of the Museum's 2020 operations were dramatically impacted by the global pandemic due to COVID-19. The Elgin County Heritage Centre and Museum were closed to the public from mid-March until early August. Staff adapted to provide service in different ways during this closure, especially through virtual platforms, but key performance metrics such as the number of visitors, program attendance and revenue were dramatically impacted. The pandemic will likely have an on-going impact 43 IIII,��I�1011l�alulur«uf,,. 7 throughout much of 2021, making it difficult to establish targets in these key areas. While exhibits will proceed under enhanced safety protocols, much of the focus for the upcoming year will be on maintenance of the current collection and value-added projects such as those being funded through the Bushell estate, the benefits of which will last for several years. All of which is Respectfully Submitted Approved for Submission Councillor Sally Martyn Julie Gonyou Chief Administrative Officer Mike Baker, Manager of Museum and Archives 44 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt a, FROM: Councillor Tom Marks 1011111111 DATE: November 26, 2020 E1p. .. � .' ., 1Ly SUBJECT: Annual Council Committee Update: Progressive by Nature County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) RECOMMENDATION: THAT the Annual Council Committee Update: County of Elgin/Central Elgin Joint Accessibility Advisory Committee, submitted by Tom Marks, dated November 26, 2020, be received and filed for information. INTRODUCTION: Pursuant to Council's By-Law 19-41, being a By-law "To Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin", reports shall be delivered to Elgin County Council on an as-needed basis and at least once per year. The purpose of this report is to provide Council with an update on the activities of the County of Elgin/Central Elgin Joint Accessibility Advisory Committee. DISCUSSION: Background: The County of Elgin/Central Elgin Joint Accessibility Advisory Committee was created in 2002 with the intent to advise members of Council on the implementation of the Accessibility for Ontarians with Disabilities Act (AODA) along with the affiliated Integrated Accessibility Standards Regulation (IASR). Municipalities with a population of 10,000 or more are required to establish an accessibility advisory committee —two or more municipalities may, instead of each establishing their own accessibility advisory committee, establish a joint accessibility advisory committee. Other local municipal partners do not meet the population threshold of 10,000 and thus the Joint Accessibility Advisory Committee is only comprised of The County of Elgin and the Municipality of Central Elgin. The Committee shall consist of five (5) members and shall be comprised of: m � iuuuiuituuuijjuu uijjuu alai uutuuuuitiuuuil�ltuuu �uuuu 45 IIII,��I�1011l�alulur«uf,,. 2 • Three residents with disabilities, from the County, at large • OR two residents with disabilities, plus a member of the community who is actively involved in a disability related profession, or caregiver for a person with a disability. • Mayor or Deputy Mayor from Central Elgin In a typical year, the County of Elgin/Central Elgin Joint Accessibility Advisory meets quarterly at the call of the Chair. In this atypical year, the committee only met once on January 7, 2020. This was due to the Accessibility Coordinator being temporarily redeployed to support the Human Resources Department in the midst of the COVID-19 pandemic. The committee and its members look forward to returning to a regular meeting schedule in 2021. Committee Mandate: In conjunction the Accessibility for Ontarians with Disabilities Act, the County of Elgin/Central Elgin Joint Accessibility Advisory Committee shall provide advice to participating municipal councils in relation to accessibility planning and legislated standards. This includes: • Advise Councils, regarding the preparation, implementation and effectiveness of the multi-year accessibility plans of the participating municipalities. • Advise participating municipalities on the accessibility of buildings, structures or premises that the municipalities lease, purchase, construct or significantly renovate. • Review and advise municipalities on the accessibility of site plans and drawings described in Section 41 of the Planning Act that the committee selects. • Advise councils about the requirements and implementation of accessibility standards and the preparation of accessibility reports and such other matters for which the councils may seek its advice. • Perform all other functions specified in the Accessibility for Ontarians with Disabilities Act. Committee Accomplishments: The County of Elgin/Central Elgin Joint Accessibility Advisory Committee met on January 7, 2020. The following accomplishments encompass all that the Committee achieved in 2020 as this was the only meeting scheduled. • Port Stanley Fire Hall site plan drawings reviewed. The building features and footprint were discussed in detail with minor comments coming forward for recommendations from the Committee m � iuuuiuituuuijjuu uijjuu alai uutuuuuitiuuuil�ltuuu �uuuu 46 IIII,��I�1011l�alulur«uf,,. 3 • The 2021 -2026 Joint Multi Year Accessibility Plan preliminary discussion with Committee Members — plan structure and proposed timelines discussed with follow-up provided at the next meeting • The Committee put forward a recommendation to Central Elgin Council that if taxicab licensing is added to their municipal portfolio, that the new by-law include a clause that 1 in every 10 taxicabs per company licensed by the municipality be accessible, and further that the first licensed cab in the fleet be accessible as defined in section 1 of Regulation 629 of the Revised Regulations of Ontario, 1990 (Vehicles for Transportation of Physically Disabled Persons) made under the Highway Traffic Act. 0. Reg. 191/11, s.79(4). This recommendation was approved by Central Elgin Council on Tuesday November 19, 2019 Next Steps: The County of Elgin/Central Elgin Joint Accessibility Advisory Committee will look to meet virtually early in 2021 while returning to the regular quarterly meeting schedule. 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: None. m � iuuuiuituuui�(uu ui�(uu alai uutuuuuitiuuuil�ltuuu �uuuu 47 IIII,��I�1011l�alulur«uf,,. 4 COMMUNICATION REQUIREMENTS: None. CONCLUSION: The County of Elgin/Central Eglin Joint Accessibility Advisory Committee looks forward to 2021 as an exciting opportunity to help shape the County of Elgin Joint Multi Year Accessibility Plan (2021-2026) while continuing to be consulted on all appropriate projects that fall under the Integrated Accessibility Standards Regulation as well as the Accessibility for Ontarians with Disabilities Act. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Councillor Tom Marks Chief Administrative Officer Sam McFarlane Accessibility Coordinator m � iuuuiuituuuijjuu uijjuu alai uutuuuuitiuuuil�ltuuu �uuuu 48 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt a, FROM: Councillor Ketchabaw, Chair of Rural 11111111 �� Initiatives and Planning Advisory Committee �u ,z DATE: December 3rd, 2020 Progressive by Nature SUBJECT: 2021 Community Grant Program Allocations RECOMMENDATION: THAT the December 3rd, 2020, report titled, 2021 Community Grant Program Allocations submitted by the Chair of the Rural Initiatives and Planning Advisory Committee be received and filed for information; and, THAT Council approve the 2021 Community Grant Program allocations as referenced in Table 1-1-: 2021 Community Grant Program Allocations; and, THAT the 2021 Community Grant Program allocations be considered as part of the 2021 Elgin County Budget process. INTRODUCTION: The purpose of this report is to review the 2021 Community Grant Program (CGP) allocations as recommended by the Rural Initiatives and Planning Advisory Committee (RI PA). In 2021 the proposed budget allocation for grants is $66,304 which is $3.40 per household. In total 18 grant requests were received with a total funding request of$111,519. The County also contributes $500 to Fanshawe College's Personal Support Worker Program (Warden's Budget) and the Committee recommends approving one (1) request for two (2) signs through the Community Signage Program ($300). BACKGROUND: The Rural Initiatives and Planning Advisory Committee completed a comprehensive review of the CGP to ensure its alignment with Elgin County's Strategic Plan 2020-2022, to encourage innovative programming and events, and to streamline the application process. In 2020, the Rural Initiatives and Planning Advisory Committee developed a new 49 IIII,��I�1011l�alulur«uf,,. 2 Community Grant Program (CGP) to guide the allocation of Council's grant budget in 2021. The Committee developed new application packages to correspond with the program, clearly defining criteria and eligibility. The new CGP was approved by County Council on July 14, 2020 and was launched on September 1, 2020. A dedicated website was created (www.elgincounty.ca/communitygrantprogram) where application packages and a video explaining these new packages could be accessed by community groups. All previous applicants were sent notice in September and October explaining the new program and outlining application deadlines. The CGP is now broken into two streams: Community Services and Festivals and Events. Organizations may apply to one of these streams per year. These streams are further broken down into "Seed" and "Cultivate" grants. Seed Grants are open to new community organizations or festivals and events wishing to research the feasibility of a new service, program or event, or wishing to launch something new. Cultivate Grants are available to existing community organizations or events that wish to build on their successes, grow their reach, enhance the quality of their offerings, or improve their sustainability with new features, programs, services and outreach methods. In advance of issuing the new program, the County notified previous grant applicants to let them know that the grant process for 2021 had changed and to provide organizations with ample time to plan for next year. As well, detailed program information and application packages available on our website g;1g2ii.III CO L:1In c /cou nu nLI III utyg1-9]jp [gg[ i n and physical copies of the packages were available upon request. Staff were available to answer questions about the new program and provide guidance to applicants. The Committee has directed that staff survey applicants to gather feedback about their recent experience with the redeveloped Community Grant Program. Staff anticipate issuing this survey with grant notifications to applicants following approval of the Elgin County 2021 Budget. DISCUSSION: The Rural Initiatives and Planning Advisory Committee is responsible for considering grant requests made to Council through the Community Grant Program and providing recommendations to Council as to which organizations should be granted funding as part of the Council budget process. Accountability and Transparency The Committee felt strongly that improvements to the grant allocation process were required following their evaluation of the 2020 grant applications. The Committee 50 IIII,��I�1011l�alulur«uf,,. 3 redesigned the grant allocation process in an effort to ensure funding is available to both new and established services and organizations across the County and to ensure that all applications can be evaluated in a way that treats all organizations fairly and consistently. The Committee designed new scoring and evaluation tools to support the allocations process. To ensure the process of allocating grants is as equitable and unbiased as possible, it was necessary for the Committee to: • Assess eligibility of all applications against County Council approved criteria; • Score applications independently utilizing a standardized scoring matrix; • Use a needs-based criterion to allocate funds to each stream; and • Assess combined committee scores and recommend allocations. Staff designed and used a weighted approach to incorporate Committee average scores. The results of the weighted approach were used as a starting point for Committee discussion and the Committee adjusted three allocations following discussion. The following weighted approach was used across all applications with the exception of grants recommended to receive 100% of 2021 "ask" as well as the signage grant and Fanshawe College PSW Scholarship. The weighting factor was calculated as follows: Total Score x 2020 Ask/ Sum of Scores x Sum of Asks To calculate normalization of weights: (Weighting factor/Total Weights) x available money FINANCIAL IMPLICATIONS: The proposed 2021 grant allocation amount is $66,304 amounting to $3.40 per household. ALIGNMENT WITH STRATEGIC PRIORITIES: 51 IIII,��I�1011l�alulur«uf,,. 4 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. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: Community groups will be notified of the status of their application following the schedule specified by the Community Grant Program. CONCLUSION: The Rural Initiatives and Planning Advisory Committee considered the Community Grant Program applications for 2021 and has included recommended allocations for Council's consideration. All of which is Respectfully Submitted Councillor Ed Ketchabaw 52 IIII,��I�1011l�alulur«uf,,. 5 Table 1-1-: 2021 Community Grant Program Allocations- RIPA Recommendations Recommended Allocations 2021 Ask 2021 Allocation Community Services $28,469 $16,895 Festivals and Events $82,750 $49,109 Signage Grant (100%) $300 $300 Total: $111,519 $66,304 Denied (Proposed) 2021 Ask 2021 Allocation Port Stanley Optimist Club $3,264 $0 (ineligible) Dutton Dunwich Economic Development $10,000 $0 Committee and Dutton Business Network- Dutton Night Market (ineligible) Total ALLOCATIONS: $13,264 $0 Community Services Cultivate 2021 Ask 2021 Allocation Second Stage Housing $10,000 $6,448 STEAM Centre $10,000 $6,240 Multi-Service Centre $3,205 $2,207 4-H Association $2,000 $2,000 Total COMMUNITY SERVICES: $25,205 $16,895 Festival and Event Cultivate 2021 Ask 2021 Allocation Aylmer and East Elgin Agricultural Society- $10,000 $6,733 Aylmer Fair Mural Project Ba ham Beachfest $10,000 $6,647 Bayham Historical Society-Edisonfest $1,500 $958 C.A.L.I.P.S.O. Port Stanley $10,000 $6,302 Port Burwell Periscope Playhouse $10,000 $6,388 Port Stanley Festival Theatre $5,000 $3,194 Wallacetown Agricultural Society $10,000 $6,647 Shedden Agricultural Society $4,500 $3,240 Rodney Aldborou h Agricultural Society $10,000 $7,250 Elgin-Middlesex VON Seniors Day in the Park $1,500 $1,500 Elgin County Plowmen's Association $250 $250 Total FESTIVALS&EVENTS: $71,000 $49,109 53 IIII,��I�1011l�alulur«uf,,. 6 Si na a Grant 2021 Ask 2021 Allocation Port Burwell Periscope Playhouse-2 signs $300 $300 Total: $300 $300 Fanshawe College Personal Support Worker 2021 Allocation PSW Scholarship Warden Committed Fanshawe College $500 $500 Total: $500 $500 54 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Michele Harris Director of Homes and 1011111111 Seniors Services i';1 Mike Hoogstra, Purchasing Coordinator Progressive by Nature DATE: November 30, 2020 SUBJECT: Incontinence Products for Elgin County Homes — Contract Award RECOMMENDATIONS: THAT the contract for Incontinence Products for Elgin County Homes be awarded to Medline Canada Corporation (Medical Mart) for a two-year term; and, THAT staff be authorized to extend the contract for an additional three (3) one-year terms, in accordance with section 7.6 of the Procurement Policy, subject to satisfactory performance during the initial two-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 Incontinence Products for the County's three (3) Long-Term Care Homes (LTCH's) and seeks Council's approval to award the contract. DISCUSSION: The current contract for the Incontinence Management System which includes products, program support, reporting and staff, resident and family education is expiring and a new RFP was recently issued. The RFP document is attached to this report as Attachment 1. Information that was advertised and posted on the County's Bid Portal page X)�.,uD l l2 dsaii dt iiid ^P" .(;,,a including RFP dates proposals submitted and a complete plan takers list is attached to this report as Attachment 2. 55 IIII,��I�1011l�alulur«uf,,. 2 The Evaluation Committee (refer to Attachment 3) scored each proposal based on the following criteria: i) Firm's history and understanding of scope of services; ii) Range of support services, additional services; iii) Quality control process; iv) Product Offering; v) Value Added Services; vi) References; vii) Product Pricing / Cost per resident day The firm selected by the Evaluation Committee is Medline Canada Corporation (Medical Mart). The proposal submitted by Medline Canada Corporation was the highest scoring qualified proposal and thus represented the best complete quality submission. All Proponents that submitted a proposal to the County will be advised of the contract award and will be offered a debriefing of their individual proposal submission. FINANCIAL IMPLICATIONS: The nursing and personal care envelope, within the Ministry of Long-Term Care funding, provides funding for incontinence products. Staff will continue to receive education / training and support from the contracted service provider, to support individualized continence care, and to remain within 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. 56 IIII,��I�1011l�alulur«uf,,. 3 Additional Comments: LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: As detailed above, the Evaluation Committee completed an evaluation and selection process in accordance with Request for Proposal No. 2020-P33 and subsequently the proposal submission from Medline Canada Corporation was deemed the successful qualified proponent and is recommended for award. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Michele Harris Chief Administrative Officer Director of Homes and Seniors Services Mike Hoogstra Purchasing Coordinator 57 Attachment 1 010s�,0 011� Progfressive. by Nature SUPPLY, DELIVERY & SERVICES FOR INCONTINENCE PRODUCTS FOR ELGIN COUNTY LONG TERM CARE HOMES REQUEST FOR PROPOSAL No. 2020-P33 1ELAECIFIR MIC SUBMISSIONS ONLY Proposals shall be received by the Bidding System no later than: OCTOBER 27, 2020 @ 3:00 p.m. (local time) Issue Date: October 2, 2020 ma 58 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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 Products and Services..................................................................................... 8 2.4 Brand Names, Product Numbers and Package Quantity............................................. 8 2.5 Pricing.............................................................................................................................. 9 2.6 Services Required........................................................................................................... 9 2.7 Quantities ....................................................................................................................... 9 2.8 Delivery........................................................................................................................... 9 2.9 Variations to Specifications............................................................................................ 9 2.10 Samples and Demonstrations........................................................................................ 9 2.11 Trial Period.................................................................................................................... 10 2.12 Records ......................................................................................................................... 10 2.13 Reports.......................................................................................................................... 10 2.14 Inventory Control ......................................................................................................... 10 2.15 Staff Support................................................................................................................. 10 SECTION 3.0 - PROPOSAL REQUIREMENTS.......................................................................................... 11 3.1 Proposal Submissions................................................................................................... 11 3.2 Proposal Submission Requirements............................................................................ 11 3.3 Evaluation Process........................................................................................................ 13 3.4 Evaluation Criteria........................................................................................................ 13 3.5 Ratings........................................................................................................................... 14 3.6 Presentation ................................................................................................................. 15 SECTION 4.0 -GENERAL CONDITIONS.................................................................................................. 16 4.1 Rights of the County..................................................................................................... 16 4.2 Conflict of Interest........................................................................................................ 17 4.3 Modified Proposals ...................................................................................................... 17 1 59 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 4.4 Disqualification of Proponents.................................................................................... 17 4.5 Confidentiality.............................................................................................................. 17 4.6 Proposal Assignments.................................................................................................. 18 4.7 Purchasing Policy.......................................................................................................... 18 4.8 Failure to Perform ........................................................................................................ 18 4.9 Award and Agreement................................................................................................. 18 4.10 Insurance Requirements.............................................................................................. 18 4.11 Indemnification ............................................................................................................ 19 4.12 WSIB Requirements ..................................................................................................... 19 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ................ 19 4.14 Disqualification............................................................................................................. 20 4.15 Record and Reputation................................................................................................ 20 4.16 Proponent's Costs ........................................................................................................ 21 4.17 Legal Matters and Rights of the County...................................................................... 21 4.18 Human Rights, Harassment and Occupational Health and Safety............................ 22 4.19 Clarification................................................................................................................... 22 4.20 Supplementary Information........................................................................................ 22 4.21 Default/Non-Performance......................................................................................... 22 APPENDIX A-SAMPLE AGREEMENT .................................................................................................... 24 2 60 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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. "Vendor" 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 61 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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 for the Supply, Delivery and Services for Incontinence Products 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. Further information regarding the scope of work is included in Section 2.0. 1.2 Proposal Format and Delivery ELECTRONIC PROPOSAL SUBMISSIONS ONLY, shall be received by the Bidding System. Hardcopy submissions not permitted. All Proponents shall have a Bidding System vendor account with bids&tenders'" and be registered as a Plan 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. 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. 4 62 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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 October 20, 2020 at 4:00 p.m. 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. 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. 5 63 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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: October 2, 2020 Last Date for Questions: October 20, 2020 RFP Close: October 27, 2020 Award of Contract: November 2020* Contract Start: January 1, 2021* *Dates noted above are an approximation only and are subject to change. 6 64 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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 65 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS SECTION 2.0 - TERMS OF REFERENCE 2.1 Introduction The County is seeking a provider for the supply, delivery and services of an incontinence management system including briefs, pads and liners in a variety of sizes to meet the needs of the individual Home's resident population. 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. 2.2 Term of Contract The term of contract is for a three-year term, commencing on or about January 1, 2021 to December 31, 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 Products and Services In addition to products,the County expects the Vendor to provide ancillary services including but not limited to program support, staff, resident and family education, ordering requirements, delivery details, reports, cost guarantees and/or rebates. The Prevail product is currently being used at all three homes. Proposed products must be comparable, exceed or be equal to these. Detailed specification sheets for each proposed product must accompany your submission. The current number of incontinent residents is 217. The average daily change rates are 2.52 at Bobier Villa, 2.79 at Elgin Manor and 3.11 at Terrace Lodge. Sizes range from small to x-large with majority utilizing one-piece brief system. 2.4 Brand Names, Product Numbers and Package Quantity The County has identified the Prevail product as the product of choice for residents in the County Homes. If and whenever in the specification a brand name, make, name of any manufacturer, trade name or supplier catalogue number is mentioned, it is for the purpose of establishing a grade or quality of material only, unless specified otherwise. Since the County does not wish to rule out other competition and equal brands or makes, the phrase 'OR APPROVED EQUAL" may be added. However, if a product other than the specified is proposed, it is the Proponent's responsibility to name such product within the submitted document and to prove to the County that said product is equal to the specifications and to submit brochures, samples and/or specifications in detail on item(s) proposed. The County shall be the judge concerning the merits of proposed products submitted. 8 66 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS The part number, description and quantity are listed on the Pricing Forms attached. 2.5 Pricing The County is seeking firm pricing for the three (3)year contract period. If the Proponent is unable to provide firm pricing for the three-year period, please state your pricing terms in your proposal. The County prefers a guaranteed per resident, per day pricing model. Please refer to section 3.2(h)for additional pricing instructions. 2.6 Services Required The Vendor shall provide all products, on-site inventory control, ordering, and ongoing monitoring of the program. As well the Vendor will advise of any new market developments in its product lines. Any recommendations to use disposable product lines not covered in this RFP must be approved in writing by the County prior to implementation. 2.7 Quantities The quantities listed are approximate only based on the previous year's usage and the County reserves the right to order more or less than stated without penalty. 2.8 Delivery All deliveries to be F.O.B. Destination — Prepaid. All products will be delivered within forty-eight (48) hours from receipt of order. Delivery and invoicing locations are: a) Bobier Villa, 1 Bobier Lane, Dutton, Ontario, NOL 1J0 b) Elgin Manor, 39262 Fingal Line, St. Thomas, Ontario, N5P 3S5 c) Terrace Lodge, 475 Talbot Street East, Aylmer, Ontario, N5H 3A4 2.9 Variations to Specifications For purposes of evaluation, Proponents MUST indicate any variances from our specifications no matter how slight. If variations are not stated or referenced it will be assumed the product or service fully complies with the County's specifications terms and conditions. 2.10 Samples and Demonstrations Samples may be requested after the RFP closing and only upon request of the County. If samples are requested, samples must be received by the County no later than seven (7) days after formal request is made. When required, the County may request full demonstrations of any products proposed prior to the award of any contract. Samples, when requested, must be furnished free of expense to the County and if not used in testing or destroyed will upon request within thirty (30) days of award be returned at the Proponent's expense. 9 67 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS Samples are NOT to be submitted with your submission, but must be sent, when requested, to the Purchasing Coordinator at 450 Sunset Drive, 2nd Floor, Financial Services, St.Thomas, On N5R 5V1. 2.11 Trial Period It may be necessary to require a trial period of usage. The trial will be for approximately a one (1) month period and will take place at all three homes and would include one resident home area (RHA) per home. The resident counts are 19-Bobier Villa, 30-Elgin Manor and 25-Terrace Lodge. The Vendor shall provide the Home with enough briefs for the trial period. The Home shall not pay for briefs that do not meet the required standards. The County is not responsible for product used for evaluation if the company is not awarded the project. 2.12 Records The Vendor shall maintain and keep complete and accurate books, accounts and records which pertain to performance of the contract, to permit their verification in an audit. The Vendor shall have no claim for payment unless such books, account and records have been so maintained and kept.The Vendor shall furnish all records, accounts and other related document which pertain to the contract for verification on request by the County. 2.13 Reports Monthly reports are to detail: a) Incontinence products—brands, code numbers, monthly usage, usage to date b) Cost analysis — cost/case, cost/unit, cost/user/day, monthly total product cost and annual total product cost. 2.14 Inventory Control The Vendor is expected to maintain a diverse product line in sufficient quantities to ensure continuity of supply to the Homes so that costs can be kept at a minimum and stable. Inventory control must ensure no stock outs. Area for storage for incontinent products is limited at all three facilities. The Vendor is expected to train 1-3 staff at each Home to ensure proper inventory control and to assist whenever there are issues. 2.15 Staff Support The Vendor shall provide the staff of the Homes support services such as but not limited to, residents and product assessment, product recommendation, training applications,voiding records, continence assessments and clinical consultation to meet Ministry Standards. The Vendor shall also participate in the skin and wound/continence team meetings quarterly. 10 68 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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 ten (10) single sided pages(Arial 12 font or equivalent), excluding any appendix and 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 Proponents 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: Products Proponents shall specify the brand of products being proposed. The County of Elgin has identified the Prevail product as the product of choice for residents in the County of Elgin Homes. A current listing of the products used in each Home is attached in the Pricing Forms. The list includes a product code, description of the product and estimated annual usage (based on last yea r). c) Section 3: Support Services Detail the available Support Services which will be provided, this is to include and not be limited to: • Clinical representative, include in detail what the proposed support services will entail; • What education support services will be available to residents and staff and family; • Include preventative management measures which will be offered; 11 69 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS • Include ongoing support to the individual residents; • Include ideas on how to reduce product consumption; • Indicate the frequency of visits by Territory Manager or Service Representative. d) Section 4: Quality Control Please describe your quality control procedures in the event that there is a quality issue. Include procedure on how the problem is rectified, including quality improvement measures and feedback. 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 Incontinence products that are of similar size to the County of Elgin. References must include the name of the organization, contact person, phone/fax numbers, email address. f) Section 6: Additional Services Provide information of the following: • How does your services support pandemic planning; • Minimum ordering quantity; • Lead time from date of ordering; • Include any other additional services offered which are not mentioned above. For example; "Continence Restorative Care Program" for both bladder and bowel management which would include toileting programs, education and support to the Homes reflective of the Long-Term Care Act, Regulations and MDSRAI." g) Section 7: Value Added Services Describe any incentive program or value-added services. h) Section 8: Pricing Please provide pricing options as follows: • Per resident, per day based on 247 residents • Individual pricing of products listed • Cost guarantee of products for the initial term of the contract The pricing for the products and the per resident, per day shall be added to the online Pricing Forms. All other pricing options and statements must be included in your proposal. The County prefers a guaranteed per resident, per day pricing model. Please also indicate if discounts are offered on product not listed in this RFP and the amount or percentage which will be discounted. 12 70 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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 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. 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 Firm's history and understanding of scope of services 10 Range of support services, additional services 25 Quality control process 10 Product Pricing/Cost per resident day 35 13 71 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS Product Offering 15 Value Added Services 5 References Pass/Fail TOTAL Ci.IMUL TII E POINTS �. 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. 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. 14 72 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 3.6 Presentation The County may have the two highest scoring Proponents provide a presentation to the evaluation team highlighting the proposal and providing additional insight into the Proponent's ability to meet the requirements as requested in the RFP.The County reserves the right to invite more or fewer than two Proponents based on the scoring results. The presentation will be conducted virtually via a Cisco Webex Meeting with the evaluation committee. The Proponent must ensure that senior staff members assigned to this project participate in the presentation. Presentations shall follow this general format: i. Introduction of Proponents Project Team (5 minutes) ii. Proponent Presentation of the Proposal (20 minutes) iii. Questions(10 minutes) The Proponents will be notified of the final format and exact date and time for presentations in advance. A product trial may be considered for this portion of the evaluation. Proponents will be advised in advance if the County will proceed with a product trial. For the presentation 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. Presentation Criteria and Weighting(Second Stage if required): Criteria Category Weighted Points Presentation 25 Product Trial (if required) 25 Total Weighted Points 50 The score from the proposal evaluations, presentation and product trial (if required) will be combined to determine an overall final score. 15 73 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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. 16 74 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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. 17 75 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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 Proponent.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 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) Standard OAP 1 Automobile liability policy. c) The aforementioned policies of insurance shall contain or shall be subject to the following terms and conditions: 18 76 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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. 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. 19 77 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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; 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. 20 78 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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. 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. 21 79 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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. 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. 22 80 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS "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). 23 81 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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, products, 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, products 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 guaranteed per resident, per day rate of$ ,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. 24 82 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS ARTICLE 3 In the event that the RFP provides for and contains a Contingency Allowance, it is understood and agreed that such Contingency Allowance is merely for the convenience of accounting by the County and the Service Provider is not entitled to payment thereof except for extra or additional work carried out by them in accordance with the Contract and only to the extent of such extra or additional work. ARTICLE 4 Where any notice, direction or other communication is required to be or may be given or made by one of the parties hereto to the other, it shall be deemed sufficiently given or made if mailed or delivered in writing to such party at the following addresses: COUNTY. CORPORATION OF THE COUNTY OF ELGIN 450 Sunset Drive St. Thomas, ON N5R 5V1 CONTRACTOR: ARTICLE 5 In case of any inconsistency or conflict between the provisions of this Agreement and the Specifications or General Conditions or RFP or Drawings or any other document or writing,the provisions of such documents shall take precedence and govern in the following order, namely: a) Agreement b) Addenda c) Terms of Reference d) Proposal Forms e) General Conditions f) Proposal Requirements g) Information to Proponents ARTICLE 6 A copy of each of the Terms of Reference and Addendum No._are hereto annexed and together with the Information for Proponents, Proposal Requirements and General Conditions relating to the work contemplated herein, even though not attached, all as listed in the RFP document, form part of and are deemed to be incorporated into this Agreement. 25 83 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS ARTICLE 7 The term of this contract shall begin on ,2021 and expire on ,2023. 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) 26 84 Attachment 1 Hp in REQUEST FOR PROPOSAL NO. 2020-1333 SUPPLY, DELIVERY AND SERVICES FOR INCONTINENCE PRODUCTS 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: Dave Mennill Position: Warden Per: Name: Julie Gonyou Position: Chief Administrative Officer We have the authority to bind the corporation 27 85 Attachment 1 Addendum No. 1 E I gi ffLuk Pro gres,sware by Nature Request for Proposal No. 2020-1333 Supply, Delivery and Services for Incontinence Products 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 were received by the County; the County's response follows each question. Question 1: On the schedule of prices, parts A, B, and C, Prevail items with the prefix SF- and NTB- have discontinued by First Quality for some time. Can you please re-issue the schedule of prices to only include products currently available? Thank You. Answer 1: NTB products have been replaced by NGX products. SF products have been replaced by PVB products. The prices forms have been updated. Quantities have been adjusted for the replaced products. Question 2: We have noticed that there is no place to put in our product code in the online template. Please advise how do we differentiate on that. Answer 2: A column has been added to Part A-C for an Alternate Product Code. Question 3: Who is your current supplier and what is your current delivery schedule? Answer 3: MedPro Direct is the current supplier. Delivery is every 2 weeks. 86 Attachment 1 Addendum No. 1 RFP No. 2020-P33 Question 4: Are you on eMAR? If so which eMAR platform? Answer 4: Yes, Point Click Care Question 5: How many hours per week is currently devoted to inventory control by facility trained staff? (ie: counting inventory) Answer 5: Staff typically devote approximately 1 hour bi-weekly at each Home. Question 6: In Section 2.3 - Scope of Products and Services, it states "The current number of incontinent residents is 217." However, later in the document the figure listed is 247. Can you confirm which is the correct number? Answer 6: The current number of incontinent residents is 217. The number stated in section 3.2(h) is the total number of residents. Question 7: In Section 2.14 — Inventory Control, it states "The Vendor is expected to train 1-3 staff at each Home to ensure proper inventory control and to assist whenever there are issues." If an issue is brought to our attention, what is the expectation in terms of timing on when assistance would be provided? Same day? Next day? Answer 7: This depends on the issue. It may require same day; or might be within the next 1-3 days. Please explain in your proposal submission. 87 Attachment 1 Addendum No. 1 RFP No. 2020-P33 End of Addendum No. 1 Addendum Issued: October 20, 2020 Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P: 519-631-1460, extension 129 1 E: mhoogstra(a)elgin.ca 88 Attachment 1 Addendum No. 2 E I gi ffLuk Pro gres,sware by Nature Request for Proposal No. 2020-1333 Supply, Delivery and Services for Incontinence Products 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. RFP Document Revisions: The following revisions have been made to the RFP documents: 1) Term of Contract (Section 2.2) The Term of Contract clause has been amended to the following: The term of contract is for a two-year term, commencing on or about January 1, 2021 to December 31, 2022. The County at its discretion may extend the contract up to an additional three (3), one-year terms upon mutual agreement between both parties. 2) Pricing (Section 2.5) The Pricing clause has been amended to the following: The County is seeking firm pricing for the two (2) year contract period. If the Proponent is unable to provide firm pricing for the two-year period, please state your pricing terms in your proposal. The County prefers a guaranteed per resident, per day pricing model. Please refer to section 3.2(h) for additional pricing instructions. 3) Schedule of Prices All references to a three (3) year contract term in the Schedule of Prices shall be amended to be a two (2) year contract term. The Guaranteed, Per Resident, Per Day Price for Year 3 in Part D has been removed. 89 Attachment 1 Addendum No. 2 RFP No. 2020-P33 Questions and Answers: The following questions were received by the County; the County's response follows each question. Question 1: What prompted Elgin County to go to tender? Answer 1: Current contract is expiring. Question 2: How much storage space has been allocated at each home for inventory? Answer 2: We have very limited storage space at Bobier Villa, a bit more at Terrace Lodge and Elgin Manor. Our preference is to keep a 2-week delivery schedule so current storage space is not impacted. Question 3: Does Elgin County have a preferred carrier or delivery partner? Answer 3: No End of Addendum No. 2 Addendum Issued: October 21, 2020 Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P: 519-631-1460, extension 129 1 E: mhoogstra(a)elgin.ca 90 Attachment 2 h'rogressm a by N alur IIIId s('-,',J.elf...nde n, View Details Return to the Bids Homepage(https:Helgincounty.bidsandtenders.ca/Module/Tenders/en) Bid Details Bid Goods Classification: Bid Type: Request For Proposal Bid Number: 2020-P33 Bid Name: Supply, Delivery &Services for Incontinence Products for Elgin County LTC Homes Bid Status: Closed Bid Closing Tue Oct 27, 2020 3:00:59 PM (EDT) Date: Question Tue Oct 20, 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 inviting proposals for the Supply, Delivery and Services for Incontinence Products for residents who reside at Bobier Villa, Elgin Manor and Terrace Lodge. Products and services must meet the requirements of the County as outlined in the 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 RFP Document- Incontinence Products 91 Friday October 2, 2020 01:51 PM Addenda File Name Attachment 2 Addendum No. 1 Tuesday October 20, 2020 02:18 PM Addendum No. 2 Wednesday October 21, 2020 04:13 PM Purchasing Representatives Employee Hoogstra, Mike Bids Submitted The following are the unofficial bid results Company Contact Results El Khoury, Rameh Essity Canada Inc. 1275 North Service Road West, Oakville Ontario, Canada L6M 3G4 Elford, Cheryl Marchese Health Care 316 James Street North, Hamilton Ontario, Canada L8L 1H2 Team, Sales Medical Pharmacies Group Limited 300 Town Centre Blvd., 4th FI., Markham ON, Canada L3R 5Z6 Griffin, Don Medline Canada Corporation 5150 Spectrum Way, Suite 300, Mississauga ON, Canada L4W 5G2 Langton, Jayne MedProDirect 6681 Excelsior Court, Mississauga Ontario, Canada L5T 2J2 Kitchen, Michael Wellwise by Shoppers Drug Mart 243 Consumers Road, Toronto ON, Canada M2J 4W8 Plan Takers The following are the plan takers for the bid: Company Contact Mukendi, Eric C6 MEDICAL INCORPORATED 43 CHURCH STREET, ST CATHARINES ONTARIO, CANADA L2R 7E1 Vericherla , Tamara Cardinal Health Canada Inc 1000 Tesma Way, Vaughan Ontario, Canada L4K 5 R8 El Khoury, Rameh Essity Canada Inc. 1275 North Service R(%d West, Oakville Ontario, Canada L6M 3G4 Tice, Victoria First Quality, Inc 121 North Road, McElhattan Pennsylvania, United States Attachment 2 17748 Miregwa, Benard Jayson-Myers Canada Inc. 31-100 Beddoe Drive , Hamilton ON, Canada L8P4Z2 Hoffenberg, Edward Kardia Medical Inc. 314 Abbotsfield Dr., Winnipeg Manitoba, Canada R2N 4L1 Elford, Cheryl Marchese Health Care 316 James Street North, Hamilton Ontario, Canada L8L 1H2 Team, Sales Medical Pharmacies Group Limited 300 Town Centre Blvd., 4th FI., Markham ON, Canada L3R 5Z6 Griffin, Don Medline Canada Corporation 5150 Spectrum Way, Suite 300, Mississauga ON, Canada L4W 5G2 Langton, Jayne MedProDirect 6681 Excelsior Court, Mississauga Ontario, Canada L5T 2J2 DEPARTMENT, CONTRACTS The Stevens Company Limited 425 Railside Drive, Brampton Ontario, Canada L7A ON8 Kitchen, Michael Wellwise by Shoppers Drug Mart 243 Consumers Road, Toronto ON, Canada M2J 4W8 93 Supply, Delivery & Services for Incontinence Products Attachment 3 Proposal Evaluation Team RFP No. 2020-P33 Name Position Evaluation Conflict of Complete Interest Dave MacPherson Manager of Resident Care - Bobier Villa Yes No Terri Benwell Administrator, Bobier Villa & Elgin Manor Yes No Michele Harris Director of Homes and Seniors Services Yes No 94 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt a FROM: Nancy Pasato Manager of Planning 1011111111 DATE: December 10t" 2020 1ty SUBJECT: Final Plan of Condominium Approval Progressive by Nature Lighthouse Vacant Land Condominium, Applicant: Lighthouse Waterfronts Inc., Part Lot 5, Concession 14, Geographic Township of Aldborough Municipality of West Elgin, County of Elgin Owner: Lighthouse Waterfronts Inc. File No.:34CD-WE1401 RECOMMENDATION: THAT the report titled "Final Plan of Condominium Approval Lighthouse Vacant Land Condominium" from the Manager of Planning, dated December 10, 2020, be received and filed. INTRODUCTION: This report is to advise County Council that final approval was given for a plan of condominium in the Municipality of West Elgin on November 12, 2020. (see attached map) DISCUSSION: This residential plan of condominium is comprised of showing a total of 9 units for residential detached dwellings and common element areas containing a private, paved roadway, open space, conservation land and beach. The original draft plan approval for this subdivision was given by Elgin County Council on July 11, 2017. The subject lands are located in the Municipality of West Elgin (former Township of Aldborough). The approved lots will be developed on municipal water servicing and 95 IIII,��I�1011l�alulur«uf,,. 2 private septic services. The County received clearance letters from the Municipality of West Elgin, Lower Thames River Conservation Authority, Bell and Canada Post. 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 condominium 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 condominium will impact the Municipality of West Elgin. COMMUNICATION REQUIREMENTS: None. 96 IIII,��I�1011l�alulur«uf,,. 3 CONCLUSION: This report is to advise that final approval of this plan of condominium was granted and the plans were signed by the Manager of Planning on November 12, 2020 and forwarded to the Elgin Land Registry Office for registration. The Municipality of West Elgin 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 97 GRAY LINE Unit Unit Unit Unit 9 8 T 6 Unit Unit Unit 5 4 3 Unit 2 Unit 1 Location Map ti Legend Subject Site:34CD-WE1401 '''' YYY Subject Site Elgin Road Network = Buildings Meters 0 1530 60 90 120 The Corporation of the County Elgin Prepared By: Planning and Development 98 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL la ,, FROM: Nancy Pasato, Manager of Planning Aflllll��11 DATE: December 10, 2020 E1p �Progressive by Nature SUBJECT: Request for Settlement Area Expansions — County of Elgin RECOMMENDATION: THAT the report titled "Request for Settlement Area Expansions — County of Elgin" dated December 10, 2020 from the Manager of Planning be received and filed. INTRODUCTION: County Council received a request from Hayhoe Developments Inc., dated November 2, 2020 with regards to the expansion of the Union Settlement Area. Staff offered to provide an information report on the process with respect to these types of requests. DISCUSSION: The Provincial Policy Statement (PPS 2020) provides policy direction on matters of provincial interest related to land use planning and development. As a key part of Ontario's policy-led planning system, the Provincial Policy Statement sets the policy foundation for regulating the development and use of land. "Settlement areas" are defined as urban areas and rural settlement areas within municipalities that are built-up areas where development is concentrated and which have a mix of land uses, and lands which have been designated in an official plan for development over the long-term planning horizon provided for in policy. Settlement areas shall be the focus of growth and development. Planning authorities are encouraged to permit and facilitate a range of housing options, including new development as well as residential intensification, to respond to current and future needs. Settlement Area expansions are subject to the policies of the PPS 2020. 99 IIII,��I�1011l�alulur«uf,,. 2 A planning authority may identify a settlement area or allow the expansion of a settlement area boundary only at the time of a comprehensive review. A comprehensive review means an official plan review which is initiated by a planning authority, or an official plan amendment which is initiated or adopted by a planning authority. One of the criteria for a comprehensive review is based on a review of population and employment projections and which reflect projections and allocations by upper-tier municipalities and provincial plans, where applicable. Where planning is conducted by an upper-tier municipality, the upper-tier municipality in consultation with lower-tier municipalities shall identify and allocate population, housing and employment projections for lower-tier municipalities, and identify areas where growth or development will be directed (PPS 1.2.4.). The current County Official Plan (2013) identified 49 settlement areas within the County of Elgin, with a total of 700 hectares of land that were fully serviced in 2011. These lands alone could support considerably more population growth than what is projected for the County to 2031. There was also in excess of 1,000 hectares of potentially developable land in settlement areas on partial services (either municipal water or municipal sewer but not both) and within settlement areas that do not have any municipal sewer or water services (B. 2.4 a)) The current Official Plan and population numbers therefore do not support expansions to settlement areas. However, with the new PPS 2020 changes, a planning horizon of 25 years (as opposed to the previous 20-year planning horizon) is to be considered. The County will be undertaking their required Official Plan review in 2021. As part of this process, staff will retain a consultant to review population projections, employment projections, and land needs assessment across the County. Once these revised figures have been derived, there may be opportunities for settlement expansions within municipalities. Once these numbers are known, the County will work with the local municipalities to determine the appropriate location for these expansions, based on Provincial policy and County OP criteria. The request for expansion in the Union Settlement area therefore is premature until such time as the County has updated the appropriate population and land needs information. This request, as well as any subsequent settlement area expansion requests to Council, shall be noted and forwarded to the Manager of Planning, to be reviewed and addressed after the appropriate updates to the land needs assessments are completed. 100 IIII,��I�1011l�alulur«uf,,. 3 This report will be forwarded to all local municipalities as well as any landowners who make a request through County Council. FINANCIAL IMPLICATIONS: None 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, 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: All local municipalities are affected. COMMUNICATION REQUIREMENTS: This report can be sent to all local municipalities for their clarification. 101 IIII,��I�1011l�alulur«uf,,. 4 CONCLUSION: The Manager of Planning has reviewed the request from Hayhoe Developments Inc., dated November 2, 2020 with regards to the expansion of the Union Settlement Area. Based on current OP figures, expansions to settlement areas are not supported. However, the County will, through the OP Review 2021 retain a consultant to review population projections, employment projections, and land needs assessment across the County. Once these revised figures have been derived, there may be opportunities for settlement expansions within municipalities. Once these numbers are known, the County will work with the local municipalities to determine the appropriate location for these expansions, if necessary, based on Provincial policy and County OP criteria. All of which is Respectfully Submitted Approved for Submission Nancy Pasato Julie Gonyou Chief Administrative Officer Manager of Planning 102 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Dugald Aldred Chairman 1011111111 Elgin County Land Division Committee Nancy Pasato, Manager of Planning ty Progressive by Nature DATE: December 10, 2020 SUBJECT: Elgin County Land Division Activities for 2020 RECOMMENDATION: THAT the report titled "Elgin County Land Division Activities for 2020" from the Elgin County Land Division Committee Chairman and the Manager of Planning, dated December 10, 2020 be received and filed. INTRODUCTION: The Elgin County Land Division Committee is the consent-granting authority for the County of Elgin since 1971, and its purpose is to authorize the separation of parcels of land where a plan of subdivision is deemed unnecessary. When making a decision on an application for consent, the approval authority shall have regard to the requirements of the Planning Act, the Provincial Policy Statement (2020), the policies of the Elgin County Official Plan, local municipal Official Plans, Ministry and Agency comments, and input from the public. In making sound planning decisions the Committee carefully reviews all of the information received in its deliberations. The Land Division Committee acts as a quasi-judicial body, similar to a minor court of law. It must be unbiased and has a duty to act fairly. Ideally it operates at arm's length and free from political interference. DISCUSSION: 2020 has been a challenging year. Susan Galloway, the Secretary Treasurer for the Land Division Committee retired in March 2020. While we congratulate her on her retirement and years of service (30+), it left a void that will not be easy to fill. The role of Secretary- Treasurer is responsible for the daily operations of the Land Division Committee. This involves the keeping of files, minutes, records and decisions of all applications and all 103 IIII,��I�1011l�alulur«uf,,. 2 other official business of the Committee. The Secretary-Treasurer attends all meetings and acts in an advisory capacity regarding policy and procedure. The pandemic has also taken its toll on the Land Division Committee. Planning Act timelines and processes were suspended until June, and with that came a reduction in Committee meetings, and applications overall. However, after a slow start, the amount of consent applications have rebounded and a high number of consent applications are expected into 2021. The Acting Secretary Treasurer is the Manager of Planning for the County of Elgin. There are seven members on the Land Division Committee which are appointed by County Council for the term January 1, 2019 to December 31, 2022. A new Committee Chair will be nominated in January, 2021. The members include: Dugald Aldred - Chairman, responsible for the Municipality of West Elgin John "Ian" Fleck - Vice Chairman, responsible for the Municipality of Dutton/Dunwich John Andrews - responsible for the Township of Southwold Dennis O'Grady - responsible for the Municipality of Central Elgin Jack Van Kasteren - responsible for the Town of Aylmer; Jack replaced Kathleen Schaper, who resigned in 2020 due to health reasons Rosemary Kennedy - responsible for the Township of Malahide John Seldon - responsible for the Municipality of Bayham All members of the Elgin County Land Division Committee are members of the Ontario Association of Committees of Adjustment and Consent Authorities (OACA). This organization provides seminars, conferences and annual workshops which help members stay current with changing legislation and committee procedures. Since the pandemic, the Committee has been hosting meetings in person and on line, with the option for applicants to attend virtually and reduce the need for in person attendance. The meetings are also streaming on Facebook to reach a wider audience. Information on the agendas and correspondence for files are now available on the LDC webpage. The largest number of severance applications continue to be surplus farm dwellings, and lots within settlement areas. The Committee also deals with easements and rights-of- way, and the creation of new farm parcels. 104 IIII,��I�1011l�alulur«uf,,. 3 The below Land Division Committee Report— Statistics for 2020 indicates the numbers and types of severances that the Committee heard from November 1, 2019 to October 31, 2020. 2019 2019 2019 120191�j2019 2019 2019 1 0 1 0 0 3 20 0 2 13 5 0 7 9 0 3 5 0 1 2 12 0 2 2 4 4 0 21 0 2 9 9 1 0 14 0 2 3 9 0 2 11 0 1 3 7 0 0 Jill 88 0 13 ' 35 34 6 14 88 68 J1> J11. Full days 0 Half Days 9 FINANCIAL IMPLICATIONS: None. 105 IIII,��I�1011l�alulur«uf,,. 4 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ® Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ® Fostering a healthy now and in the future. ways of addressing environment. community need. ® Delivering mandated ® Enhancing quality of programs and services ® Engaging with our place. efficiently and community and other effectively. stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: This applies to all of the local municipalities. COMMUNICATION REQUIREMENTS: This information report should be circulated to all of the local municipalities. CONCLUSION: Although the pandemic, retirements and limited meetings have affected the Land Division Committee, I have every expectation that the level of activity and applications will rebound in 2021. It has been a pleasure serving as Chairman and working with such a committed group of individuals over the past year. 106 IIII,��I�1011l�alulur«uf,,. 5 All of which is Respectfully Submitted Approved for Submission Dugald Aldred, Chair Julie Gonyou Elgin County Land Division Committee Chief Administrative Officer Nancy Pasato Manager of Planning 107 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Mike Hoogstra Purchasing Coordinator 1011111111 DATE: December 1, 2020 E1p. .. � .' ., 1Ly SUBJECT: General Insurance and Risk Progressive by Nature Management Services Program for 2021 RECOMMENDATIONS: THAT the General Insurance and Risk Management Services Program proposed by Marsh Canada Limited (formerly Jardine Lloyd Thompson Canada) be approved at the proposed annual premium cost of $370,852 plus taxes commencing December 15, 2020 until December 15, 2021; and, THAT the Purchasing Coordinator and Director of Finance be authorized to renew the policy; and, THAT a new Request for Proposal be issued in Q3 2021 for a new General Insurance and Risk Management Services Program for the 2021-2022 policy term. INTRODUCTION: This report provides details on the County's discussions regarding General Insurance and Risk Management Services for 2021. A report presented to Council in July provided an update regarding the current market and estimated percentage increases were provided by our Insurer. Unfortunately, due to the market being unpredictable and rapidly changing, the increases for 2021 are greater than initially predicted. DISCUSSION: As per Council's resolution on November 27, 2018, Jardine Lloyd Thompson Canada, (now Marsh Canada Limited) was selected to provide a General Insurance and Risk Management Services Program for 2019. The RFP also included options to renew for 108 IIII,��I�1011l�alulur«uf,,. 2 up to four, one-year terms, provided that the premium increase does not exceed 10% of the previous years' insurance program, exclusive of any program changes. Staff recently received the renewal proposal regarding the extension of the contract for our insurance program for 2021, the third year of a potential five-year contract term. Marsh Canada Limited provided the following premium information: 2021 Annual Premium (Proposed including Cyber) $370,852 2020 Annual Premium (Actual including Cyber) $329,879 Difference $40,973 12.4% increase The 2021 Premium increase is 12.4% which is much higher than the 5-7% forecasted percentage from the July update. Our Insurer noted that the increases are a result of market conditions, as well as increases in property values. The largest percentage increase is in the Blanket Property Policy which accounts for $28,858 of the overall increase amount. The attached `Annual Premium Comparison' is provided for Council's information showing the premium difference for each policy line from 2020 to 2021. The County's Municipal Liability Policy includes a rate guarantee for the new term. Current market conditions require a 24.4% increase; however, the County's liability policy is not subjected to this increase. The hard market has also resulted in policy changes, especially in relation to COVID. The proposed policy will include the following exclusions: • Excluding Communicable disease in excess of $1,000,000 (claims made, single aggregate limit, Indemnity & defense cost cover); • Excluding Communicable disease absolutely in respect of Long-Term Care / Senior Care Operations; • Excluding Communicable disease absolutely in respect of Medical Facilities, Testing Centre & Homeless shelters, etc. We expect that these exclusions will apply to every operator of a long-term care home, medical facility or health related agency due to the current global pandemic. At this time, we are not recommending the County go to market for the 2021 policy term due to our liability policy rate guarantee. It is recommended that the County renew the policy with Marsh Canada Limited for a one-year term and go to market in Q3, 2021 with a new Request for Proposal process. 109 IIII,��I�1011l�alulur«uf,,. 3 FINANCIAL IMPLICATIONS: The 2021 premium is $370,852 which represents a 12.4% increase over the expiring premium. Market challenges are expected to continue for the foreseeable future. Increases in the range of 25% should be anticipated for the 2022 policy term and budget forecast. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ❑ Fostering a healthy now and in the future. ways of addressing environment. community need. ® Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and community and other effectively. stakeholders. Additional Comments: LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None 110 IIII,��I�1011l�alulur«uf,,. 4 CONCLUSION: With the changes and challenges in the current insurance markets, many municipalities have experienced large percentage increases in their insurance premiums. The County of Elgin is no exception with a proposed 12.4% increase over the expiring premium. With the anticipated increases for 2022, staff will prepare to go to market with a Request for Proposal in the third quarter of 2021. All of which is Respectfully Submitted Approved for Submission Mike Hoogstra Julie Gonyou Purchasing Coordinator Chief Administrative Officer Jim Bundschuh Director of Financial Services 111 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt a, FROM: Jim Bundschuh Director of Financial 1011111111 Services �� DATE: December 10, 2020 �u ,z Progressive by Nature SUBJECT: Affordable Housing Projects —Tax Reduction for Walter Ostojic and Sons Project RECOMMENDATION: THAT the December 10, 2020, report titled, Affordable Housing Projects —Tax Reduction for Walter Ostojic and Sons Project, submitted by the Director of Financial Services, be received and filed for information; and, THAT a by-law be prepared to approve a tax ratio of one (1) for the 59 Brown Street, Aylmer affordable housing project and presented to County Council if Aylmer's by-law is passed; and, THAT the Town of Aylmer be requested to keep the County of Elgin apprised as to the status of the assessment on this property. INTRODUCTION: The February 11, 2020 passed for following resolution: "THAT the Warden be directed to send a letter of support to Hon. Steve Clark, Minister of Municipal Affairs and Housing in support of Walter Ostojic & Sons Ltd. in their development of the second building on Brown Street in Aylmer as an Affordable Housing Project." In November provincial funding of $1.5 million for this $2.2 million project was announced. The project is planned to begin in the spring of 2021 and be completed by the end of 2022. The multi-residential properties pay double the tax rate of residential, but for affordable Housing the Local Municipal Partner and the County have the ability to change the tax rate to be equal to the residential rate. In the past, County Council has supported such projects with a reduction in the tax rate. 112 IIII,��I�1011l�alulur«uf,,. 2 DISCUSSION: Section 110(6) of the Municipal Act allows for this reduction once a corporation under this program has entered into an agreement with the designated Consolidated Municipal Service Manager, the City of St. Thomas. Aylmer Council will be presented with a by-law by early January in support of allowing for the reduction in tax ratio for the property for Walter Ostojic & Sons Ltd. in their development of the second building on Brown Street in Aylmer as an Affordable Housing Project. If passed, Aylmer Council would likely request that the County also reduce the ratio on this property. FINANCIAL IMPLICATIONS: A property with $2.2 million of assessed value classified as multi-residential pay $37,000 in taxes to Aylmer and $27,000 in taxes to the County based on 2020 tax rates. The actual assessed value on the Brown Street project will be determined by MPAC once construction is complete. By changing this property to the residential rate, the taxes will be cut in half. 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: 113 IIII,��I�1011l�alulur«uf,,. 3 LOCAL MUNICIPAL PARTNER IMPACT: COMMUNICATION REQUIREMENTS: CONCLUSION: Council has shown its support for affordable housing projects in the past in Aylmer, Dutton and Central Elgin. The reduction of the tax ratio on these properties will assist in keeping rents reasonable by reducing the annual operations expenditures. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Jim Bundschuh Chief Administrative Officer Director of Financial Services 114 ELGIN--M IDDLESEX--LOND0N Onflarl© 00ari 7777777 EW8 R 7 ELEA8�E� Ontario Invests in Affordable Housing in Elgin County Funding supports seniors, people with disabilities, low-income families and those at risk of homelessness NEWS November 17, 2020 AYLMER, ON —The Ontario government is providing$1.5 million to help create new affordable housing in Elgin County. This investment will ensure more seniors, people with disabilities, low- income families and those at risk of homelessness have access to stable housing in their community. "Elgin County has been in need of more affordable homes for years," said Jeff Yurek, MPP for Elgin—Middlesex—London. "I'm proud that our government has listened to the concerns of our residents. This new complex in Aylmer will help ensure our most vulnerable neighbours have access to the housing they need." The province is partnering with the City of St. Thomas and Walter Ostojic & Sons to build a $2.2 million, 23-unit rental complex in Aylmer.Twelve units will be designated affordable housing and priced at 20 per cent below market rent. "Affordable housing has been in short supply across Ontario for years, including in smaller communities, like Aylmer," said Steve Clark, Minister of Municipal Affairs and Housing. "Our government is working with municipalities, along with the private sector, to help ensure we have a range of affordable accommodation in every part of the province. These projects not only provide homes for people, but they create jobs and will contribute to our economic recovery." Construction for the project, located at 59 Brown Street, will begin in spring 2021, with occupancy expected in fall 2022. QUICK FACTS 115 • Since July 2020, Ontario has invested over$65 million toward the creation of more than 1,100 new affordable and supportive housing units. • Ontario is providing $510 million, through the Social Services Relief Fund (SSRF), to help municipalities and Indigenous program partners deliver critical services, such as shelters, food banks, funding for rental arrears and longer-term housing solutions. MEDIA CONTACT Delany Leitch I Executive Assistant to Jeff Yurek, MPP I delany.leitch@pc.ola.org 116 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL All FROM: Alan Smith General Manager of Economic g Development and Tourism E1W. :. C e.r , , 11y Jessica Silcox, Economic Development Coordinator Progressive by Nature DATE: November 20, 2020 SUBJECT: Elgincentives: Program Analysis RECOMMENDATION: THAT the November 20, 2020, report titled, Elgincentives: Program Analysis, submitted by the General Manager of Economic Development, be received and filed for information; and THAT based on the options as described in the report, County Council provide staff direction on the County's role in the Elgincentives program. INTRODUCTION: In October 2015, Elgin County's local Municipal partners launched their Elgincentives Community Improvement Plans. Over the six year period, the Elgincentives program, administered and funded by Elgin County, assisted business owners to improve their properties, expand businesses, increase assessments, and improved Elgin's quality of place. The year 2020 marks the end of the current program funding allocation of $1,225,000.00. The analysis and recommendations contained in this report, which was endorsed by the Elgincentives Implementation Committee, will assist Council in determining the County's future commitment of supporting the Elgincentives Community Improvement Plans within each local Municipal partner's jurisdiction. DISCUSSION: In 2020, like in previous years, Elgin County continued to successfully support the local business community through funding and administering the Elgincentives community improvement plans within each local Municipality. This year, Elgincentives had a total of 43 approved applications from January to September with total investment by Elgin of $223,797. This resulted in a private investment of $1 513,846. In other words, for every $1 of public funds spent, this resulted in supporting $6.76 of private sector investment. This is a 63% increase over the 2019 amount of $4.15. 117 IIII,��I�1011l�alulur«uf,,. 2 Three applicants, that were approved in 2020, withdrew from the program, with one additonal business withdrawing their application that was approved in 2019. These unused funds were redistributed in subsequent in-take periods. Four applications were denied by the Implementation Committee, as those submissions did not meet the program requirements. It is important to note that in 2020, $15,000 from Elgincentives, was redirected to the COVID-19 Business Development Fund. This Fund, a partnership among the County of Elgin, the City of St. Thomas, and the St. Thomas Downtown Development Board, was delivered through the Elgin-St. Thomas Small Business Enterprise Centre to help local businesses pivot their operations to meet the market demands due to the pandemic (on- line retail, marketing, web site development etc.). Similarly, the Elgincentives Implementation Committee recognized the need to assist the business community and to react quickly to the affects of the pandemic. Consequently, some of the administrative requirements of the program were waived. If a project was directly related to countering the affects of COVID-19, a project could commence prior to the Committee reviewing the submitted application; recognizing of course that the application still had to be approved. If denied, no funds would be released. Businesses also had difficulty obtaining cost estimates from contractors during the initial stages of the pandemic. Therefore, only one quote was required to substantiate the work to be undertaken. The Committee also extended the time provided for those businesses that were having difficulty completing their projects. One- year extensions were granted to businesses. 2015 — 2020 The intent of the analysis of the Elgincentives program contained in Appendix One of this report, is to determine the extent of the achievement of the following three program goals or outcomes: 1. To stimulate economic growth and diversification; 2. To enhance the quality of place for residents and visitors; and 3. To improve the sustainability and stability of the tax base. The approach taken to determine the achievement of the above goals is based on the suggested monitoring strategy contained in section eight of each Elgincentives CIP. Furthermore, the approach taken to measure the impact of assessment pertaining to goal three was developed by the Elgincentives Implementation Committee. The information generated in Appendix One, is based on data accumulated over the six year life of the program and through a survey of businesses that accessed funds through the program. This survey was sent to all 150 businesses that participated in the program. Of these 150 businesses surveyed, 84 of them responded. Its important to 118 IIII,��I�1011l�alulur«uf,,. 3 note that at the time of writing this report, 34 businesses have not yet completed their projects. This would account for some surveys not being submitted or fully completed. Goal One: To stimulate economic growth and diversification The analysis indicates Elgincentives did help to stimulate economic growth and assisted with the diversification of the local economy. In the areas of enhancing the agribusiness sector and business start-ups, program targets were either met or exceeded. Even though targets were not met in the areas of expanding the number of commercial businesses in the downtowns/main streets of settlement areas, and with the expansion of business activity within the industrial sector falling short of the targeted amounts, these activities still contributed to obtaining the goal of economic growth and diversification. It must be noted, to conduct this analysis, businesses were categorized, commercial, agricultural, industrial etc. In doing so, some businesses that could have been categorized in more than one sector were only recognized in one of them. Some agribusinesses, for example, which had a commercial component were not counted when measuring commercial activity in the main streets in settlement areas. If they were counted, the target for that category would have exceeded the desired amount, rather than being deficient. The analysis also indicates that 34 jobs were created. Yet, these may not be the final numbers as 34 projects have still yet to be completed, and not all applicants responded to the survey. Goal Two: To enhance the quality of place for residents and visitors To meet this goal, the objective was based on improving the appearance of five areas in defined key entry points, tourism corridors, and downtowns. The program helped to assist many businesses in key areas such as Rodney, Eagle, Talbotville, Port Stanley, Sparta, Dutton, Aylmer, and Port Burwell, make improvements to their facades and properties. Not only do these improvements positively impact the businesses that completed the work, but it also impacts the entire community's appearance. All one must do, is drive through these areas and there is a notable difference in many of the buildings which enhances the quality of place for residents and for visitors alike. Goal Three: To improve the sustainability and stability of the tax base This goal was based on the program's ability to (1) Reduce the number of vacant commercial building spaces in the downtown areas/main streets of settlement areas and (2) To increase the assessment base of properties in the downtown areas/ of settlement areas, and the agricultural area. With respect to the first, 12 of 14 owners of vacant buildings, indicated that their vacant property has now been occupied.This number meets the targeted amount. In doing so, these once vacant properties are now generating taxes and economic activity for each respective municipality where those businesses are located. It should be noted that there was a measurement to reduce the 119 IIII,��I�1011l�alulur«uf,,. 4 number of vacant industrial buildings by two properties, however given the lack of available industrial buildings available in Elgin County, not meeting this objective was not surprising. To determine the second measurement, an increase in assessment of properties due to their involvement in the Elgincentives program, was difficult to determine. The approach taken to measure the impact of assessment required assistance from each local Municipal partner. The idea was to review each applicant to determine if an assessment change did take place. This change would mostly be a result of projects where building permits were issued. This approach of measuring the change in assessment was developed by the Elgincentives Implementation Committee. Committee representatives from each local Municipal partner, mostly Chief Administrative Officers, acknowledged the difficultly in determining such a figure. However, Committee members agreed that although the approach is imperfect, it was most likely the most objective avenue available. As can be seen in Appendix One, there are some businesses that did experience an increase in assessment from the Elgincentives work. Yet, one must be careful to equate the type of work undertaken with a change in assessment. It needs to be stressed that many businesses have not yet had their properties reassessed by MPAC, so a complete picture of any increase was not obtainable. There are also projects that have not yet been completed that may have an impact on the assessment base. For instance, the building of a new vet clinic in Shedden will have a substantial change in assessment and the resulting taxes generated once completed. This project was approved under the Tax Incremental Equivalent grant. Enhancements for the Elgincentives Community Improvement Plan When contemplating other uses or enhancements for the local Municipal partners' Elgincentives Community Improvement Plans, it is important to acknowledge the types of projects/activities/works that are considered `community improvement' within Section 28 of the Ontario Planning Act legislative. S. 28 (7.1) Eligible Costs for the purposes of subsection (7), of a community improvement plan may include costs related to environmental site assessment, environmental remediation, development, redevelopment, construction and reconstruction of lands and buildings for rehabilitation purposes or for the provision of energy efficient uses, buildings, structures, works, improvements or facilities. 2006, c. 23, s. 14 (8). A CIP can be viewed as a tool box. The various tools or incentive programs within that box can be implemented for a community improvement area, in a variety of ways, by each individual Municipality to reflect local economic development and planning goals. When developing the Elgincentives CIP, the County, local Municipal partners, and the business community, agreed on the types of incentives that would be offered and the 120 IIII,��I�1011l�alulur«uf,,. 5 areas of Elgin that would be designated community improvement (settlement areas, waterfront, tourism corridors, downtowns, agricultural areas, and industrial). In some cases, Municipalities have undertaken the development of community improvement plans to address a specific issue. Affordable housing is one such issue that is becoming more of a concern for communities; and, as such, Municipalities have used the tools within their CIPs along with other development incentives, to enhance affordable housing options for their communities. For example, in the Town of Colbourg, the intent of their CIP is to increase the supply of affordable and rental housing units; make ownership housing more affordable to new homebuyers; allow people to age in place through second units; encourage the development of emergency and transitional housing; and assist with the achievement of the Northumberland County annual target for new housing units. Similarly, the City of St. Catherines recently revamped their financial incentive plan for private developers with a new focus on affordable housing, heritage attributes and mixed-use development. More locally, the City of London has identified a broad toolkit of planning and related tools that can encourage or compel the development of affordable housing units, while also implementing London's Housing Stability Action Plan. The Affordable Housing Community Improvement Plan (CIP) is one tool within the toolkit. The intent of the Affordable Housing CIP programs is also to recognize the link between land use, transportation options, and fossil fuel usage contributing to climate change. Therefore, London's intent of their incentive programs is to address the climate emergency that London City Council declared in April 2019, in addition to their housing affordability gap'. The point being, for Elgin's local Municipal partners, there are ways of focusing the use of their CIPs to address issues important to their communities. If, going forward, addressing affordable housing was to be considered using Elgincentives, the County Manager of Planning, with the General Manager of Economic Development, would explore that enhancement in greater detail and report back to County Council. Earlier in this report, mention was made to the administrative changes to Elgincentives to accommodate businesses affected by COVID-19. Given the hardship that many businesses are experiencing due to the pandemic, it is understandable to look toward the CIP to determine if any of the available tools can be utilized to assist the business community. Section 28 of the Planning Act makes any actions limited to those that are associated with property. However, as the pandemic continues, the Ministry of Municipal Affairs and Housing (MMAH) seem to be open to loosening some aspects of what financial incentives can support; namely, costs associated with upgrading health Globe and Mail Il tllp // tlll „lll ull tllllu i �u i�taii.l. :uu i�/Ilii / a:lac/ au a III: „Il u�� uu i;l Ili allll:„u „ allk(2 auu u u 11EM 9,IENIGY Wflh C(wk;l: i� Ill,..l ull :ullIIII"llllll"lagp � ° " lll .. , accessed tlu uu: L..w �� „u tla: �a: � on November 18th, 2020. 121 IIII,��I�1011l�alulur«uf,,. 6 and safety measures in workplaces post COVID-19. This would include costs associated with the installation of protective barriers; and business modifications related to health and safety processes and procedures (i.e. adding hand sanitizing stations; occupancy control, air ventilation or circulation solutions). Haldimand County did approach the MMAH regarding this use of their CIP to assist businesses with the costs associated to the pandemic. MMAH was supportive, all but the retroactive component of Haldimand's proposal. At the end of the day, Haldimand did not proceed with this use of their CIP. It was presumed most businesses would have already installed the required safety measures by the time the amendment was made to their CIP. It is interesting to note that on November 17t" the Ontario Provincial Government announced the supporting of small-town main street businesses with $60 million in funding through a PPE grant,http wyv, r g. . a :ru .g trrr.trun.t,a/i,risii . This program is retroactive. Businesses can submit receipts or proof of costs for PPE purchased since March 17, 2020. Given the on-going status of the pandemic, having a COVID health and safely component to the Elgincentives CIP could be considered with a modified retroactive component. This aspect would need to be fully explored by staff. Currently, Elgincentives utilizes direct monetary grant-based incentives, excluding the Tax Incremental Equivelant Grant and the Brownfield program components. Legislation does permit the use of loans as part of a CIP. The Town of Ingersoll for example offers interest free loans amortized over a 5-year period with a grant of 20% to be awarded upon successful completion of all requirements of the program. This process provides for the ability to circulate the repaid funds back into the program for further distribution. Any change that is significant to a CIP, like the ones mentioned above, would require amending the document. This process can take up to three months to complete. Going Forward Role When considering the future of the Elgincentives program it is first important to acknowledge the roles of the County and local Municipal partners. With respect to the latter, the Elgincentives CIP is a statutory document prepared under the Planning Act and was adopted by each Municipal partner. In other words, each Municipality has their own Elgincentives CIP. After developing each CIP, the County's function is to advise, fund, and administer the Elgincentives program. Therefore, it is important to note, that if the County decides not to continue with its role, the Elgincentives CIP is still active within each municipality. Each local Municipal partner could fund and administer their own CIP. However, the County would still have the responsibility of administering the current applications as some projects are not yet finished. Furthermore, even if the local Municipal partners decide not to not fund their Elgincentives CIPs, components like the Tax Incremental Equivelant Grant and the Brownfield Grant would still be available to 122 IIII,��I�1011l�alulur«uf,,. 7 utilize/promote, as these incentives are tax based and do not require the direct spending of budgeted funds. These two components are for substantial developments/projects and can also be used to attract large scale investment. Options Option #1: Keep the $80,000 from the property tax vacancy rebate allocated in the Economic Development 2021 operating budget to fund the Elgincentives program. Consideration: If distributed over the five intake periods, this $80,000 would result in $16,000 available to be distributed per Committee meeting. However, given the popularity of the program, and to make an impactful contribution to each project, two intake meetings of the Elgincentives Implementation Committee would be recommended. Option #2: Enhance the dollar amount available in option #1. Consideration: Enhanced funding would assist more businesses through these challenging economic times because of the pandemic. When determining a dollar amount, providing funding that will make an impactful contribution to the business community would be recommended. It should be noted that for each intake period, or Committee meeting, there is a specified amount of money available which is allocated to applicants based on a proportional points basis. If the total dollar amount of project demand exceeds the amount of available allocated dollars for a meeting, those business would receive less than applied for. The premise is market demand will dictate how those funds are distributed during that Committee meeting. It is expected that most applicants would not receive the amount applied for. However, if the available funds are considerably lower than the total project ask, then the County's contribution to those projects may be negligible or impactful. A substantial lower dollar amount received by an applicant may result in that project not proceeding because of the lack of funds. Of course, one could have less meetings with more funds available rather than spreading the program over most of the year. Yet, it needs to be noted that significantly reducing the number of Committee meetings may limit the reach of the program. As demonstrated in the Appendix One, Elgincentives is a very popular program in the business community. If one were just to average the $1,225,000 over the six-year life of the program, not taking into consideration any influencing factors like carry-over monies from incomplete projects etc., this results in approximately $204,167 per year or $34,000 to be allocated during each Committee meeting (assuming 6 meetings per year). Option #3: Elgincentives continues to operate in 2021. Simultaneously, staff provides specific details of enhancing the program based on input from local Municipal partners (i.e. incorporating a loan program, COVID considerations, specific economic 123 IIII,��I�1011l�alulur«uf,,. 8 development or community goals like affordable housing etc.). Once an enhanced program is agreed to and drafted, the process of amending current CIPs would begin. An Elgincentives program would then be unveiled. Consideration: This would take several months to complete including any amendments to the local Municipal partners' Elgincentives CIPs. Most likely, the new program would commence in 2022. Council could postpone the Elgincentives program until a new or enhanced version is ready to be implemented in late 2021 or 2022. However, the business community would not be supported during that postponement. Option #4: Leave the funding and administration of each Elgincentives Community Improvement plan to each respective Municipal partner. Consideration: The County would still have the responsibility of administering the current applications as some projects are not yet finished. If a Municipal partner does not fund their respective CIP, two components, the Tax Incremental Equivalent Grant and the Brownfield Grant are still available to be utilized/promoted by local Muncipal partners and the County, as they are not funded by budgetary dollars. If a uniform approach to offering incentives is not taken, the original intent of the Elgincentives program of having funds to support the entire business community throughout all geographical areas of Elgin County would not be fulfilled. This may limit the retaining and expansion of businesses in certain parts of the County. The above four options are not exhaustive, as there are many permutations to be considered when deciding what direction to take the Elgincentives program in the years to come, if any. The options presented provides County Council with a basis or foundation that will guide their decision-making on the County's role in supporting the future of Elgincentives. FINANCIAL IMPLICATIONS: If Council decides not to continue the County's role in the Elgincentives program, then funding for 2021 would not be required. If on the other hand, it is determined that support should continue there would be an impact. Currently there is $80,000 allocated using the property tax vacancy rebate within the Economic Development department's 2021 operating budget. If an enhancement to that amount is decided, it should be noted that spending cuts in the departments 2021 operating budget is projected to be approximately $197,300. Consequently, these cuts could perceivably lessen the impact of any enhancement made to the Elgincentives program for 2021 and beyond. 124 IIII,��I�1011l�alulur«uf,,. 9 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: If the County decides not to fund and administer the program, that responsibility will fall within each local Municipal partner. If Elgincentives is not funded at any level, this might be perceived as lessening support for the business community during challenging times. (since the last in-take period, 13 businesses have enquired about applying for Elgincentives funding in 2021). Two components of the program will still be in play though, the Tax Incremental Equivalent Grant and the Brownfield Grant; even if funding is not made available by either party. Furthermore, by not exploring any enhancements to Elgincentives, local Municipal partners may be missing opportunities to address specific areas of concern or opportunity. Not continuing the program also reduces the tools available to local Municipal partners to help grow their local economies through property improvement and development. COMMUNICATION REQUIREMENTS: The Elgincentives Implementation Committee will continue to meet if the County's role remains unchanged. This Committee is a direct communication link between County program staff and local Chief Administrative Officers. 125 II,��I�1011l�alulur«uf,,. 10 CONCLUSION: Over the past six years, the partnership between Elgin County and its local Municipal partners in delivering the Elgincentives program has helped business owners to improve their properties, expand businesses, increase assessments, and improve Elgin's quality of place. The approved funding for Elgincentives has come to an end. This presents opportunities for the County and its local Municipal partners to either cease, maintain, and/or expand the program. There are various scenarios that could be undertaken based on one or a combination of those options presented above. In any event, what is clear, is this partnership has successfully supported the business community across Elgin County. Now, facing a continuing pandemic, there is increasing pressure on local businesses to maintain their operations; and, for local governments to respond to these challenging economic times to create an environment where business and industry can grow and thrive. The Elgincentives Community Improvement Plan can play an integral role in assisting local business, the County and its local Municipal partners, in meeting those challenges. All of which is Respectfully Submitted Approved for Submission Alan Smith Julie Gonyou Chief Administrative Officer General Manager of Economic Development and Tourism Jessica Silcox Economic Development Coordinator 126 � N N N N M n M W I I I I I I I I M N N M N d L 0 N X •� r O N r W O L C O r w 0 Q. i� 0 C 0 N CO V 0 V O C V CL Q . y y r O N - Q V r r CL C. VI m V O r L r > .C. m Q Q O 0) m O E C. C. C- O sc rN! 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Skipped:: 73 # RESPONSES DATE 1 Not difficult 11/10/2020 9:43 AM 2 We found it challenging to get multiple quotes 10/29/2020 8:09 AM 3 N/a 10/28/2020 6:49 PM 4 Applied several times before I recieved approval - 10/28/2020 4:16 PM 5 n/a 10/13/2020 1:03 PM 6 It was time consuming, but not difficult. 10/13/2020 11:39 AM 7 The process was easy but getting responses or quotes from tradesmen was very frustrating. 10/5/2020 10:49 AM Many didn't even call back or reply to quote requests. 8 The only difficult thing was trying to find 3 quotes for the work to be done. Many contractors 10/4/2020 6:49 AM are only interested in the large jobs. I was going to use this program this year so started the process last fall to get quotes and was only able to get one quote, out of 3. Very frustrating and not your fault, just wanted to let you know the reason I didn't use this program this time. 9 1 just did not understand some of the questions, lack of knowledge on my part 9/29/2020 3:23 PM 10 The application itself was not very difficult, but trying to get the 2 necessary quotes was very 9/28/2020 3:35 PM difficult. 11 NA 9/28/2020 3:01 PM 163 Q6 Haw tlitl you hear about our Elgincemives Program? Facebook Word of Mouth Mail Out Flyer Elgincentive Ea°= llllllu. Elgincentives (CIP) Survey SurveyMonkey # OTHER(PLEASE SPECIFY) DATE 1 people to people 10/29/2020 9:53 AM 2 Elgin county staff 10/29/2020 8:09 AM 3 MP Fiona Roberts 10/28/2020 8:40 PM 4 Google 10/28/2020 5:13 PM 5 West Elgin Chronicle 10/15/2020 12:27 PM 6 1 was at a meeting in West Lorne when the idea came up and we all had in put as to what 10/5/2020 10:49 AM would work. 7 Aylmer BIA 9/29/2020 3:23 PM 8 Elgin County tourism 9/28/2020 5:06 PM 9 Camber of commerce 9/28/2020 3:37 PM 165 Q7 was your property vacant prior to Elgincen[ives? Q8 If you answered "Yes" to Q7 is the properly sill vacant? Q9 Did you expand your floor space, products, or services as a result of your project(s)? Elgincentives (CIP) Survey SurveyMonkey Q10 If you expanded, please elaborate. 169 Elgincentives (CIP) Survey SurveyMonkey # RESPONSES DATE 1 We were able to offer increased volume of already picked blueberries as we were able to add 11/10/2020 9:43 AM cold storage and an indoor packing facility 2 We have adapted our plan to add a thriving metal business. 10/30/2020 10:13 AM 3 Finished a RE/MAX Office in the lower level of vacant space 10/29/2020 2:36 PM 4 Our new facility located on the same lot as our current clinic is a larger building but will also 10/29/2020 11:12 AM add additional services including radiology, surgery, and in house diagnostics 5 Project not completed 10/29/2020 9:53 AM 6 5,000sgft of interlocking stone laid for a tent set up for our wedding venue!! 10/29/2020 8:09 AM 7 We allowed expanded, regular weekly hours for on-farm. 10/28/2020 11:01 PM 8 Had room to hire another employee, more office space and as a result can provide more 10/28/2020 8:40 PM service and accommodate more clients 9 Barn for events and upstairs for spa 10/28/2020 7:25 PM 10 When we applied for Elgincentives-it was mainly for asthetics and curb appeal. 10/28/2020 6:49 PM 11 Able to display more products 10/28/2020 5:13 PM 12 We renovated in order to open an antique shop and an Air bnb. 10/28/2020 4:03 PM 13 expanded entrance and easier accessibility 10/15/2020 4:13 PM 14 We purchased a plaza and moved from a smaller location to this plaza which was only partly 10/15/2020 12:46 PM occupied by tenants. We renovated the whole space to create spacious retail space, including street signage to create a visible street view to increase customer base 15 renovated to create a b&b, apartment and commercial space 10/15/2020 12:27 PM 16 We offered farm pickup for flower arrangements. 10/15/2020 9:30 AM 17 New doors made otherwise closed off areas accessible to the public and allowed more small 10/14/2020 8:48 PM businesses n to the building. Better signage will attract more customers into these new business locations. 18 n/a 10/13/2020 1:03 PM 19 We didn't expand but putting a new roof on our building built in circa 1860's allowed us to carry 10/5/2020 10:49 AM on. Our roof leaked so badly that my art work was in jeopardy. 20 This allowed customers with mobility issues access to my business. 10/4/2020 6:49 AM 21 One of the projects was adding another patio dining area adjacent to the front side walk which 10/3/2020 12:20 PM definitely increased the awareness of our dining. 22 Added a room to existing unfinished storage 9/30/2020 9:24 PM 23 Extended services due to hvac update 9/29/2020 3:23 PM 24 We tripled our product volume 9/29/2020 9:14 AM 25 1 increased my business size by approximately 75 percent 9/28/2020 8:29 PM 26 Patio room 9/28/2020 7:18 PM 27 It helped me get my business going as I needed a driveway and signage. 9/28/2020 6:23 PM 28 More room for wedding venue 9/28/2020 4:59 PM 29 Built a covered workspace that attached to our current buildings to house our design 9/28/2020 4:54 PM workspace and our walk-in coldroom 30 The Elgincentives grant helped us significantly increase our usable space which in turn 9/28/2020 4:46 PM enabled us to expand our educational and recreational programming. 31 Converted an unrented residential apartment into a now rented commercial business 9/28/2020 3:48 PM 170 Elgincentives (CIP) Survey SurveyMonkey 32 new windows made it much nicer for customer to look in and see what we all see 9/28/2020 3:38 PM 33 1 new floor was installed into a brick and mortar location. 9/28/2020 3:17 PM 34 The project will sell locally made products 9/28/2020 3:01 PM 171 Q31 Was your business astar-up? le. tlltl you apply for Elgincentives before your business became a storefront or a brick and mortar establishment? Q32 Did you hire any new staff as a result of your Elgincentives work? Yes No ANSWER CHOICES RESPONSES TOTAL 84 173 Elgincentives (CIP) Survey SurveyMonkey Q13 If you did hire staff, how many staff members did you hire and what was the dollar amount for wages or salaries? Answeired: :1.9 Slkiipped: 65 # RESPONSES DATE 1 We were able to hire 3 additional seasonal staff in order to keep up with production. These 11/10/2020 9:43 AM employees were paid$14/hr for approximately 40 hrs of work per week for 6 weeks 2 3 10/30/2020 10:13 AM 3 2 staff minimum wage 10/30/2020 7:42 AM 4 $17 10/29/2020 1:46 PM 5 We expect to hire one additional staff member in the coming weeks with an hourly wage of 10/29/2020 11:12 AM $20-25 per hour. 6 1 @ 17/hr 10/29/2020 8:32 AM 7 1 -$40K 10/28/2020 8:40 PM 8 10 staff, paying over$30k in wages 10/28/2020 7:25 PM 9 5$200000 10/28/2020 4:38 PM 10 temporarily hired carpenters and other trades -around $30 of wages 10/15/2020 12:27 PM 11 1, 3000 10/14/2020 2:27 PM 12 We hired approx 10 more staff members to work in our new space. Workers wage ranged from 10/13/2020 1:03 PM $14-$15/hr 13 1 person part time$250/week 10/13/2020 10:55 AM 14 Yes but not regular or full time employees. On our latest project we contacted Quad County 10/5/2020 10:49 AM Services about two students to assist us. Both students were autistic. The young man was eager to help and learn how to use power tools. The young lady needed volunteer hours for her schooling credit. The young man assisted my husband who has his own health issues. It was a positive experience for both hubby and the young man. The young lady was almost non- verbal and had small motor skill problems. I was working and directing her as she painted pine walls and trim. The first day every 20 minutes she asked what time it was. I wasn't sure she would last the day. I asked her if she liked music. Positive response YES! I found out she likes the Beatles and I like it too. From then on she was dancing as she worked. The support workers were amazed at the change. It was great for us and the students were dissapointed when the project was completed. We would have them or others again any time but the art world in a small community is not a high traffic business that requires outside help. 15 1 part time staff, $15/hr. 9/30/2020 11:24 AM 16 3 at$16.00/hour 9/28/2020 8:29 PM 17 1 have now hired 4 part time staff and pay them $18/hour 9/28/2020 6:23 PM 18 no new employees 9/28/2020 3:38 PM 19 Project not yet completed -will hire 5-8 part-time employees at$14/hr 9/28/2020 3:01 PM 174 Q34 Did your Elgincemives project(s) have a positive impact on your sales? Elgincentives (CIP) Survey SurveyMonkey Q15 If you answered yes to Q14, what was the estimated dollar value Answered: 62 3lkiiplpe : 22 $5,001 - $10,000 $10,001 $20,000 $20,001 - $30,000 $40 000 JJJJJJ $40,001 + 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES $0-$5,000 38.71% 24 $5,001 -$10,000 29.03% 18 $10,001 -$20,000 11.29% 7 $20,001 -$30,000 3.23% 2 $30,001 -$40,000 4.84% 3 $40,001+ 12.90% 8 TOTAL 62 176 Elgincentives (CIP) Survey SurveyMonkey Q16 Would you have undertaken the project(s) you applied for without the assistance of Elgincentives Answeired: 84 3lkiilpped: 0 Yes immediate Yes,with some delay due to... No& Please indicate why" 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES Yes, immediately 7.14% 6 Yes, with some delay due to budgeting 71.43% 60 No& Please indicate why 21.43% 18 TOTAL 84 177 Elgincentives (CIP) Survey SurveyMonkey # NO&PLEASE INDICATE WHY DATE 1 The cost to enclose the pack barn was cost prohibitive when we were just starting our 11/10/2020 9:43 AM business. Because the incentive was offered within the first year of our business, we were able to expand quickly to keep up with demand 2 Especially with Covid and our sales down in our London location expanding right now just 10/30/2020 10:13 AM would not have be feasible. 3 Wouldn't have been cost effective without some assistance. 10/29/2020 9:52 AM 4 Financial restraints 10/29/2020 8:09 AM 5 We didn't have funding to cover the project 10/15/2020 12:46 PM 6 Without Funding we would not have been able to afford it. 10/15/2020 9:16 AM 7 Some of the projects would have been done over time but some Projects such as new signage 10/14/2020 8:48 PM and exterior entrance developments would not have been done in the near future. 8 Unable to fund the entire amount on my own 10/13/2020 10:27 AM 9 We were never able to apply for a loan or line of credit at the bank. Banks don't consider art as 10/5/2020 10:49 AM an asset. Even though I had thousands of dollars worth of limited edition prints and paintings that isn't a bankable asset. When I applied for the first grant and had the contract from Elgincentives I also had a list of income coming in from commissions and what I would receive from Elgincentives. We were able to secure a line of credit to cover the entire amount of the project. We applied the grant on our line of credit and paid the balance off over the year. We used this method to build our credit and have successfully funded four major projects. Because of our success we were able to purchase a newer vehicle when our old van died. We recommend Elgincentives to local businesses and as a result the pharmacy has a new accessable power door. I know there are other local projects as well. 10 Not interested in expanding without financial assistance 9/30/2020 9:24 PM 11 Did not understand everything 9/29/2020 3:23 PM 12 Wasn't a priority 9/29/2020 10:15 AM 13 1 wouldn't have been able to afford the upgrade without the grant 9/29/2020 12:24 AM 14 Not enough funds 9/28/2020 7:18 PM 15 We would not have had the funds available in our budget to undertake the project without the 9/28/2020 4:46 PM help of Elgincentives. 16 Because it's way to expensive to do the renovations on an older building. It's a great financial 9/28/2020 4:23 PM support for the Elgin county. Couldn't do so much without the programme. 17 Not affordable 9/28/2020 3:22 PM 18 The landlord would not install a new floor. because of the program she agreed to pay half. 9/28/2020 3:17 PM 178 Q17 Did you utilize local contractors to complete the work? Yes N. 1 Elgincentives (CIP) Survey SurveyMonkey Q18 What was the total value of the project(s)/investment made for your project(s)? Airs eired: 84 SIkiipped: 0 180 Elgincentives (CIP) Survey SurveyMonkey # RESPONSES DATE 1 40,000 11/10/2020 9:43 AM 2 $6000.00 11/2/2020 1:35 PM 3 $5,000 11/2/2020 1:31 PM 4 30 000 10/30/2020 10:13 AM 5 $15000 10/30/2020 7:42 AM 6 $25,000 10/29/2020 2:36 PM 7 $8000 10/29/2020 1:46 PM 8 When complete, the total value of the project will be approximately$700,000 10/29/2020 11:12 AM 9 $15,000 10/29/2020 9:53 AM 10 $37510 10/29/2020 9:52 AM 11 20-25 K 10/29/2020 8:32 AM 12 $45,000 10/29/2020 8:09 AM 13 75,000 10/28/2020 11:01 PM 14 Can't recall exactly ... approx $25K for both projects maybe 10/28/2020 8:40 PM 15 $400k 10/28/2020 7:25 PM 16 $2000 10/28/2020 6:49 PM 17 60,000 10/28/2020 6:04 PM 18 25000 10/28/2020 5:13 PM 19 30,000.00 approximately 10/28/2020 5:13 PM 20 $100000 10/28/2020 4:38 PM 21 300 10/28/2020 4:16 PM 22 15000 10/28/2020 4:11 PM 23 It was 2 big projects, I think estimating the total of the combined projects $40,000 10/28/2020 4:03 PM 24 10000 10/28/2020 2:59 PM 25 $12000 10/18/2020 3:34 PM 26 Continueing to tweek on-line sales site, and have not recieved invoice for payment 10/16/2020 4:40 PM 27 7728.21 10/16/2020 10:02 AM 28 3000.00 10/15/2020 4:13 PM 29 56,103 10/15/2020 12:46 PM 30 $200K 10/15/2020 12:27 PM 31 $3000 10/15/2020 9:30 AM 32 40,000 to 50,000 10/15/2020 9:16 AM 33 With the current and the past developments the total expenditure will exceed 30 thousand 10/14/2020 8:48 PM dollars 34 2000 10/14/2020 8:04 PM 35 $20,000 10/14/2020 6:12 PM 36 20000 10/14/2020 2:27 PM 37 7500 10/13/2020 5:02 PM 181 Elgincentives (CIP) Survey SurveyMonkey 38 26,000 10/13/2020 2:43 PM 39 45000.00 10/13/2020 2:15 PM 40 under$500 10/13/2020 2:06 PM 41 $60,000.00 10/13/2020 1:03 PM 42 40,000 10/13/2020 11:59 AM 43 Not yet complete. Having difficulty finding affordable contractors. 10/13/202011:39 AM 44 14000 10/13/2020 11:20 AM 45 $18000 10/13/2020 10:55 AM 46 $20,000 10/13/2020 10:40 AM 47 $4000 10/13/2020 10:38 AM 48 15500 10/13/2020 10:34 AM 49 sorry, don't remember 10/13/2020 10:27 AM 50 We accessed about $47,000 from Elgincentives for four projects and we spent an additional 10/5/2020 10:49 AM $15,000 for incidentals and additional materials not counting my husband and family's sweat equity. 51 2500.00 10/4/2020 6:49 AM 52 1 fortunately have been the receiver of several of the grants, so it would take some digging to 10/3/2020 12:20 PM give that figure. If necessary I will do that for you. 53 15,000 9/30/2020 9:24 PM 54 10,000 9/30/2020 11:24 AM 55 4500 9/29/2020 5:37 PM 56 $50,000.00 9/29/2020 3:41 PM 57 $30,000.00 9/29/2020 3:23 PM 58 $40,000 9/29/2020 10:31 AM 59 $250,000 9/29/2020 10:22 AM 60 $100,000 9/29/2020 10:15 AM 61 $40,000 9/29/2020 9:47 AM 62 5000 9/29/2020 9:14 AM 63 $3000 9/29/2020 12:24 AM 64 $100000 9/28/2020 8:29 PM 65 20000 9/28/2020 7:18 PM 66 12,000 9/28/2020 6:35 PM 67 $5000 9/28/2020 6:23 PM 68 2000 9/28/2020 5:06 PM 69 50000 9/28/2020 4:59 PM 70 18000 9/28/2020 4:54 PM 71 $22,000 9/28/2020 4:46 PM 72 $50,000+ For all the years we did the renovation. 9/28/2020 4:23 PM 73 3500.00 9/28/2020 3:51 PM 182 Elgincentives (CIP) Survey SurveyMonkey 74 $50,000 9/2812020 3:48 PM 75 $25,000 9/2812020 3:44 PM 76 17000.00 roughly 9/2812020 3:38 PM 77 20000 9/28/2020 3:37 PM 78 $32,000 9/28/2020 3:35 PM 79 do not understand the question 9/28/2020 3:31 PM 80 Unsure at the moment 9/2812020 3:22 PM 81 $5500.00 9/28/2020 3:17 PM 82 $2800. 9/2812020 3:15 PM 83 $2800. 9/2812020 3:11 PM 84 $600,000 9/2812020 3:01 PM 183 Elgincentives (CIP) Survey SurveyMonkey Q19 Has your property assessment increased as a result of your project(s)? Answered: 84 Skipped: 0 No 'I Mlnkk 1k1k\11 Yes and pleas indicate how..EM 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES No 71.43% 60 Yes and please indicate how much your assessment increased. 28.57% 24 TOTAL 84 184 Elgincentives (CIP) Survey SurveyMonkey # YES AND PLEASE INDICATE HOW MUCH YOUR ASSESSMENT INCREASED. DATE 1 100,000 11/10/2020 9:43 AM 2 ? 10/29/2020 2:36 PM 3 unknown 10/28/2020 11:01 PM 4 Not sure I just know it would have with the renovations we did... $50K anyway ...? 10/28/2020 8:40 PM 5 Honestly- not sure how much of an increase 10/28/2020 6:49 PM 6 Sorry I don't know the exact numbet. 10/28/2020 6:04 PM 7 Probably, but work has not been completed 10/28/2020 5:13 PM 8 We haven't had an official assedsment but it definately would be increased 10/28/2020 4:03 PM 9 Roof Repair and new windows helped the look of the store front. 10/18/2020 3:34 PM 10 We do not yet have an assessment of the increase as it is too early to have any confirmed 10/15/2020 12:46 PM numbers 11 ??We actually do not have the new assessments yet 10/15/2020 9:16 AM 12 1000 10/14/2020 2:27 PM 13 Taxes go up every year and are proportionately higher than other adjacent rural municipalities. 1 10/13/2020 2:15 PM am sure MPAC with increase it again 14 100,000 10/13/2020 11:59 AM 15 It will, the siding will increase the property. I am not the owner. 10/13/2020 11:39 AM 16 Dont know 10/13/2020 10:40 AM 17 1 clicked on yes because there was no option that would allow me to give you a an answer. 1 10/5/2020 10:49 AM didn't notice any change in the assessment but certainly our property has increased in value. We have an upscale look and that is important when my paintings begin at several hundred dollars and some as high as a couple thousand. You can't effectively market art to upscale clients when your building is in disrepair. We redid the interior to reflect who I am as an artist. 18 we have noway of knowing until the property is assessed. 9/29/2020 3:41 PM 19 $100,000.00 9/29/2020 3:23 PM 20 unknown on assessment value but presume it has increased 9/29/202010:22 AM 21 Don't know yet 9/28/2020 8:29 PM 22 It should have increased for sure. 9/28/2020 4:23 PM 23 $25,000 9/28/2020 3:48 PM 24 Not sure 9/28/20203:22 PM 185 Elgincentives (CIP) Survey SurveyMonkey Q20 If we continued the program, are there any changes that you'd like to see? 186 Elgincentives (CIP) Survey SurveyMonkey # RESPONSES DATE 1 No changes. The appliacation process was very straightforward and the response time was 11/10/2020 9:43 AM very quick 2 As opposed to applying for many different categories wonder if simplifying to two major 10/30/2020 10:13 AM categories would be easier. le Facade and upgrade to building. More general as in any projects some areas can increase in cost, others go down. Sometimes decisions would be made to adapt or change based on budget. 3 No, the program has been very helpful 10/30/2020 7:42 AM 4 send us an updated Elgincentive program. i.e. starting date, ending date for applications. 10/29/2020 9:53 AM 5 No 10/29/2020 9:52 AM 6 We would like to see more money allocated 10/29/2020 8:09 AM 7 no 10/28/2020 11:01 PM 8 It's a great program. It would have helped me to apply for one before another was completed. 10/28/2020 8:40 PM We didn't utilize for our roadside signage but could have if the timing and season worked out better. We ended up needing to get it done. More flexibility there would have been helpful. 9 Perhaps allowing new construction 10/28/2020 7:25 PM 10 At the time when we applied, we weren't able to use it for business growth such as e- 10/28/2020 6:49 PM commerce, marketing, event weekends etc. This might help out small businesses especially during COVID and bridge closure in Port Stanley. I know quotes are needed but maybe change or implement a new program with small grants to help with these costs (for existing businesses-not startups). At the time-it was mainly for repairs and aesthetics. 11 No 10/28/2020 6:04 PM 12 Continued Ag Focus-With more promotions for AG. 10/28/2020 4:16 PM 13 i would like to take further advantage if its available 10/28/2020 4:11 PM 14 No 10/28/2020 4:03 PM 15 Yes 10/18/2020 3:34 PM 16 not at this time 10/16/2020 4:40 PM 17 I was fortunate to have heard about the project word of mouth. I would like the project better 10/16/2020 10:02 AM advertised and local businesses informed either by flyer or email so as not to miss out on the opportunity to apply. 18 I was the first applicant and I'm not sure how the program has evolved since then 10/15/2020 12:27 PM 19 NO unless you can allow even more funding. 10/15/2020 9:16 AM 20 1. Allow just one estimate for certain projects. For example, my awning project required two 10/14/2020 8:48 PM estimates and there is only one company in the vicinity who makes awnings. I had to contact a London company for the second quote. I prefer to deal locally when possible so I would choose the St Thomas company anyway. 21 Everything went well thru the process. No change is necessary 10/14/2020 6:12 PM m................ ......................................................... 22 Higher% help when lots of people apply 10/14/2020 2:27 PM 23 The program was satisfactor 10/13/2020 2:15 PM 24 I think the program is very straight forward. 10/13/2020 1:03 PM 25 I don't think so. Jessica was very helpful with the application and with any follow up questions. 10/13/2020 11:39 AM 26 More accurate way of determining the Elgincentives financial contribution. Will allow better 10/13/202010:55 AM budget allocation 27 Cant think of anything it's great the funding is there, I wouldn't change anything 10/13/202010:40 AM 28 Yes 10/13/2020 10:38 AM 187 Elgincentives (CIP) Survey SurveyMonkey 29 Be able to apply and be approved more frequently. 10/13/2020 10:27 AM 30 1 think the Al Smith and his Economic Development staff have done an excellent job. 10/5/2020 10:49 AM 31 If businesses are only able to find one quote would it be possible for your office to review the 10/4/2020 6:49 AM quote with a qualified individual to see if it is reasonable. I realize this would be difficult for large jobs, but it is the small jobs that are hard to find quotes for, either the individuals are not qualified or not interested because the jobs are small and won't bring in much money. 32 1 think the program is effective as it is. As our property is older we are constantly having to 10/3/2020 12:20 PM invest substantial amounts of money to maintain high standards. 33 Include air filtration/purification Provide a larger reimbursement for upgrading energy efficiency 9/30/2020 9:24 PM improvements 34 Perhaps broading the categories a bit. There were numerous projects that we considered 9/30/2020 11:24 AM applying to the program for, but didn't find that they fit into any of the categories. 35 none that I can think of. 9/29/2020 3:41 PM 36 no 9/29/2020 3:23 PM 37 For more funding to be made available. 9/29/2020 10:22 AM 38 Allowing new structures as an expansion feature to an existing business. Our business is 9/29/2020 9:14 AM agriculture and we require new additional structures(greenhouses, root crop storage facilities, a shop with a commercial kitchen) 39 Not that I came across e 9/29/2020 12:24 AM 40 No 9/28/2020 7:18 PM 41 NO 9/28/2020 6:23 PM 42 Sometimes hard to get 2 quotes 9/28/2020 4:59 PM 43 1 was hoping to apply again in 2021 for another project. Allow for new build(greenhouse for 9/28/2020 4:54 PM production season extension) 44 1 think it's an amazing program. 9/28/2020 4:46 PM 45 Only change was a flexibility for the having 2 quotes. It's very hard for someone to come out 9/28/2020 4:23 PM and give prices. No contractor has time as they say very busy other than that It's worked great for us. 46 No 9/28/2020 3:51 PM 47 The fact that work could not be started prior to receiving the funds was a hinderence 9/28/2020 3:48 PM 48 Of course, more funding but otherwise no. 9/28/2020 3:44 PM 49 everything was excellent with the program. I hope it returns 9/28/2020 3:38 PM 50 The program is amazing! Perhaps offering some incentive to local workers to provide quotes? 9/28/2020 3:35 PM 51 Shorter length of time to award or deny applications. 9/28/2020 3:31 PM 52 They displacement of percentages. It is difficult to predict how much assistance you will 9/28/2020 3:22 PM receive. We received less that originally stated. 53 not sure 9/28/2020 3:17 PM 188 Elgincentives (CIP) Survey SurveyMonkey Q21 Please provide a testimonial on your overall experience with the program. Answered: 74 SIkiipped: 1.0 189 Elgincentives (CIP) Survey SurveyMonkey # RESPONSES DATE 1 Our experience with the Elgincentive grant was extremely positive. We were approved for a 11/10/2020 9:43 AM grant in our first year in business and were able to quickly expand production to keep up with demand of our product.We were able to employ local contractors to complete the project and hire additional local staff once the project was completed. Without Elgincentives this project may have never been able to be completed 2 Great Program- gave me the opportunity to update the facade of my building, to tie in with 11/2/2020 1:35 PM existing streetscape and gave everything afresh new look! 3 Terrific program, really helps small businesses tackle capital projects! 11/2/2020 1:31 PM 4 The staff have been wonderful and having the program available has made this project a 10/30/202010:13 AM reality.The ease of which the application can be completed and the end follow up decrease the stress often related to renovation projects. 5 Without elgin incentives it would be likely that the projects we had completed would have taken 10/30/2020 7:42 AM much longer. Now with Covid this program will be needed more than ever as Small business disposable income for much needed Maintenance improvements just isn't available. The main focus is to have the ability to open for the upcoming season. 6 Unfortunately we found out about Elgin Incentives after our new space was created. We were 10/29/2020 2:36 PM able to get a grant toward a new$25,000 pylon sign in front of out building,. 7 The program allowed to us to move forward more quickly than we would have normally done. 10/29/2020 1:46 PM 8 While our project is still underway, we appreciated that the Elgincentives program will have an 10/29/2020 11:12 AM impact over the next years by reducing the impact of the increase in property taxes over the next 5 years. 9 1 think it was great to reach out and give helping hands for the program like this. It was no 10/29/2020 9:53 AM issues to fill in the applications. This is an excellent program. I give you five stars. 10 Realitively simple to apply and had great support from administers of program 10/29/2020 9:52 AM 11 We appreciate the help in expediting the project to enhance our curb appeal. 10/29/2020 8:32 AM 12 Our overall experience has been very positive with Elgin County's Elgincentives program and 10/29/2020 8:09 AM the staff have been amazing to work with. They have been there to guide us through the whole process from start to finish. With this program in place we have been able to improve the look and functionality of our Bed & Breakfast and Outdoor Wedding Venue. We are happy with the services that have been provided to help improve our business!! We hope to see future Elgincentives programs!! 13 It is great to have this support from Elgin. The process was straightforward and the people 10/28/2020 11:01 PM helpful and knowledgable. I hope the program is able to continue. 14 This is a great program that supports small business owners to thrive in our community. It's a 10/28/2020 8:40 PM mutually beneficial project for both community and business when it can help a business owner with exterior improvements for enhanced curbside appeal. That is an important aspect for the look and feel of the downtown in a small community. 15 Hugely beneficial for our business. Being able to tap into this yearly allowed our business 10/28/2020 7:25 PM continue to grow.Without elgincentives, we would not be in the position we are in now 16 1 think it's great Elgincentives was even an option! I know we have looked into doing it again in 10/28/2020 6:49 PM the future if the program continues. 17 The application procedure was straight forward and the staff that assisted during the process 10/28/2020 6:04 PM were knowledgeable and very helpful. 18 Elgincentives is a great program for the County of Elgin. It benefits the Community as a whole 10/28/2020 5:13 PM -helping to create stronger local businesses that we all love and enjoy in our neighbourhood. 19 We were able to open the workspace to a chiropractic company as well as move a home 10/28/2020 4:38 PM business into the office space upstairs.We were able to continue to grow and now we occupy both the upper and lower level of the building. This space has allowed our business to grow in number of employees as the space now allows for physical distancing and office area 190 Elgincentives (CIP) Survey SurveyMonkey 20 The program was an amazing incentive for us. It was such a boost in getting our business 10/28/2020 4:03 PM going and off the ground. It then helped us in further expanding to help us grow and create more revenue. We also appreciated all the supports that came with it, the team is extremely helpful, accessible, and really promotes and encourages growth and success. 21 The staff of Elgincentives program were very respectful and helpful to help business owners 10/18/2020 3:34 PM through the process of application and delivery process. 22 All involved have been very helpful especially in this time of uncertainty 10/16/2020 4:40 PM 23 The Elgincentives program was fairly easy to navigate and Jessica Silcox was extremely 10/16/2020 10:02 AM pleasant and helpful throughout the process.We are very appreciative for the financial assistance and couldn t be happier with what we've been able to accomplish because of it! 24 We had someone write the grant for us. We are very pleased to have support for our important 10/15/2020 12:46 PM expansion. We believe this is beneficial to our community and very grateful for the grant from Elgincentives. 25 The program gave me a boost when I was worried about what I had gotten into, since there 10/15/2020 12:27 PM were so many renovations needed as a result of years of neglect. One of the results is that received an award from the Architectural Conservancy of Ontario for the restoration of a general store. 26 With the help of Elgincentives, we were able to begin addressing the aesthetic needs of our 10/15/2020 9:30 AM barn,which serves as a focal point to our agribusiness.With the work completed,we felt confident expanding into a flower farming endeavor, knowing the barn will be functional to serve future needs of customers. 27 It ran very well. Very pleased with the assistance we needed.Kate Burns , then later Jessica 10/15/2020 9:16 AM did a great job guiding us along. A very seem less program 28 This program was quite incredible. It's rare to find such governmental assistance these days. 1 10/14/2020 8:48 PM think it's wonderful. Small businesses are hard enough to start and maintain, especially in Small communities like ours, so this assistance is extremely beneficial. Perhaps in the future, loans at reasonable interest rates, instead of grants, can be offered new business start ups. When I started my business, Brodericks ice cream parlor, in 1985, 1 had two loans to get me started.When I bought this current building, the Harbour house,where this funding is going towards, I had many many loans and very high interest. This program been available when bought this 1995 1 could've advanced the business development so much bigger and so much faster. My funds were extremely limited beginning. 29 A very positive experience for funding with signage 10/14/2020 8:04 PM 30 Thanks Elgin County. Keep up the great work 10/14/2020 6:12 PM 31 Great program for small business, and the money goes right back into the community 10/14/2020 2:27 PM contractors 32 We received many allocades from the project, requests from others hoping to do something 10/13/2020 5:02 PM similar in their communities, and an award from the Municipality. 33 Program was clear and easy to utilize, staff were great. 10/13/2020 2:43 PM 34 The Elgin incentives program allowed us to enhance and maintain the quaintness of our 10/13/2020 2:15 PM commercial building in Port Stanley. It would have been more challenging to have these upgrades completed without the assistance of this program. 35 We are extremely grateful to the Elgincentives program for assisting with the changes we were 10/13/20201:03 PM able to accomplish at our Dairy Bar.The positive adjustments that were made to our retail operation in the form of take out windows and social distancing measures was beneficial to keep our operations running smoothly this summer all while keeping our staff and customers safe. 36 The program was a big help with completing the project. 10/13/2020 11:59 AM 37 Overall, it is a good opportunity and I am grateful for the assistance. Do to some of the 10/13/202011:39 AM unforeseeable circumstances we have had set backs. 38 Very beneficial program to improve the curb appeal to the neighborhood. Allowed the property 10/13/2020 11:20 AM to be a viable option for a small business to move in. 191 Elgincentives (CIP) Survey SurveyMonkey 39 The program is definitely beneficial in helping businesses make capital improvements, create 10/13/2020 10:55 AM better energy efficiency and help to beautify our community. 40 As I said in question 20 1 own 2 historically listed building and the funding helps to keep them 10/13/2020 10:40 AM in good state„ as I have said before once your history has gone it's gone forever 41 It was a good experience. Jessica Debackre was easy to work with. 10/13/2020 10:38 AM 42 Fairly easy to submit application. 10/13/2020 10:34 AM 43 This program has been a lifesaver for us. Elgincentives has allowed us to complete necessary 10/5/2020 10:49 AM repairs and projects that we otherwise could not have afforded. I am so proud of how well our building looks and functions. We receive compliments from our clients and visitors.We have a few more things todo. I encourage the various council and Elgin county to support this initiative. It can change your community for the better. I believe it is imperative now because of the COVI D pandemic has drastically affected small businesses here. Now is the time to have work done using local labour and supplies. The money spent will filter down through the trades and stimulate our local economy as well as retaining or improving the tax base. All our improvements have given us confidence, a sense of pride, and it has an echo affect. Look at the photo of our shop before and after. notice the cafe on our south side. Improvements were made there. look at the shop on the north. They are renovating too.A few other shops have cleaned up and painted etc.. If we want people to shop here in their own community we need to instill a feeling of pride. No one is proud of their downtown if the buildings are shabby and falling apart.We can get through this pandemic if we all work together, the county, the province, our country and each and every business. 44 1 was very happy with the Elgincentives program. Everyone was helpful and a pleasure to work 10/4/2020 6:49 AM with.Without the help of the program I wouldn't have been able to complete the work. My customers are very grateful for the improvements. 45 The grant process of Elgincentives has permitted the Kettle Creek Inn to continue to be one of 10/3/2020 12:20 PM the center pieces of Elgin County. It is so important to support the Tourism sector as it is one of the key generators of employment for the county. The tendency is to save money by cutting back in that area but there are other ways to save money. Eglin County needs a strong Tourism sector&Elgincentives is a vital part of that process. 46 Overall the team at Elgincentives was more than helpful in every aspect of the application and 9/30/2020 9:24 PM required steps to complete the project for prompt reimbursement 47 This has been SUCH a positive experience. Because of the projects we have completed with 9/30/2020 11:24 AM the help of Elgincentives, we have been able to establish ourselves as a recgonized business that people seek out. 48 very happy to receive help to promote our business 9/29/2020 5:37 PM 49 We are very appreciative of the Elgincentive program and how our business has benefitted 9/29/2020 3:41 PM from it. 50 People I dealt with were very helpful and knowledgeable, the program makes a lot of sense to 9/29/2020 3:23 PM keep going to help local businesses 51 Process was efficient, user friendly, and fairly painless, and the program allowed us to 9/29/2020 10:31 AM complete a project that would have been delayed otherwise. 52 It has been a great experience and has helped us greatly with being able to achieve our goals 9/29/2020 10:22 AM for the business.Without some of funding assistance or project would be further delayed due to budget constraints. Being young entrepreneurs and using only our own personal funds for the business has been difficult and Elgincentives has provided us with more flexibility when selecting what aspects of work will be completed first. 53 The program was great, it helped us financially with our project.The entire process was very 9/29/2020 9:47 AM easy, we received our money rather quickly after final submission of pictures and receipts of payment. 54 55 The process was very easy to maneuver through and the communication was above and 9/29/2020 12:24 AM beyond with Jessica. I am so grateful for the opportunity to improve my business and it could 192 Elgincentives (CIP) Survey SurveyMonkey be the difference of being noticed and adding business or failing from lack of curb appeal. 56 Great job 9/28/2020 7:18 PM 57 Elgincentives was a good opportunity to help us renovate our facilities where budget 9/28/2020 6:35 PM constraints might have caused us to hold back on some of the things we wanted to make happen. 58 This funding program was amazing! It helped me get my business on its feet, as I wouldn't 9/28/2020 6:23 PM have had a proper driveway to access the property without this funding.To also be able to access funding for signage was a bonus. I have told other TimberNooks about this funding and they were shocked as they had nothing like this available to them in the US.We are so very fortunate to have it. I had hoped to erect a building with the funding programs help which will allow me to expand my services even further but I likely won't do it if the funding program is not available. 59 We really need this as the house is a heritage space and still requires investment to keep it 9/28/2020 5:06 PM safe. 60 Elgin incentives help us fast track some projects giving our brides a better experience for their 9/28/2020 4:59 PM most important day of their lives. 61 We are grateful for the workspace we built with the help of the program. I only wish the 9/28/2020 4:54 PM workspace was bigger as our business has expanded. 62 We are so grateful to Elgin County for offering this amazing program, it has allowed us to 9/28/2020 4:46 PM pursue programming that we otherwise wouldn't have been able to offer. Our visitor numbers have increased, we have been able to increase our value in the local community, expand our reach and offer a safe space for local organizations like Community Living, 4 H and countless school groups including special needs classes. Jessica was incredibly helpful and made the process so straightforward and easy for us. We were also so happy to provide contracting work to many local businesses. Although we didn't directly hire staff as a result of the grant, we were able to offer significantly more hours to our existing staff due to increased programming and events at the site. We wouldn't be where we are right now without Elgincentives, and we can't thank you enough for all of your support and for this amazing program. 63 Perfect for a small business to improve and still be in business. It's a great programme and 9/28/2020 4:23 PM financial support for small independent businesses in these difficult times. Please don't shut down. 64 The program worked well for us and was implemented with out any problem 9/28/2020 3:51 PM 65 The liaison at the time we participated was very helpful and knowledgeable. Overall it was a 9/28/2020 3:48 PM very satisfying experience 66 The process was very quick and easy. The funds really helped offset the high cost of our new 9/28/2020 3:44 PM sign! 67 Very helpfully for small business owners to make the town more attractive when shopping, or 9/28/2020 3:38 PM driving through. our town has many people just window shopping, and when you can display items in the window they will come in and shop, and then word of mouth goes a long way. 68 great eye appeal and improvement to the town scape 9/28/2020 3:37 PM 69 Our building requires lots of work. With the program providing some finanial assistance, we are 9/28/2020 3:35 PM able to do additional work on our building! It is a wonderful program. I am sure it has many in our community! 70 Overall a good experience. 9/28/2020 3:31 PM 71 excellent service and staff, extremely helpful. 9/28/2020 3:22 PM 72 "Now I'm one step closer to my dreams!" 9/28/2020 3:17 PM 73 excellent program good way for the county to help small and big business do projects that 9/28/2020 3:15 PM might have been delayed due to budget restraints 74 This program is an excellent way for the county to help small and big business do 9/28/2020 3:11 PM improvements that might not have gotten done due to budget restraints 193 �ow', Hill iiiiiiiiiiiiiiiiiiiiiiii i,JJ L III llllllllj� ..................... ��IIIIIIIIIIIIIII I�((ffllllllllllllllll IIII. IIIIIIIIIIIIIIIIII � V rn r�mmm�rmmmii a /A U m t� m U ■� C ■� LU Q U Q� }0 U C C 0O W 0 U cn 00 ) tll L O w O TS L - C Q N a N cU Q N �--� LU4-0 N Q E w U = O -1-, -0 U C a i, Q Q U 0 CD O E O t ■ j W (6 (a c°n. 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Peter Dutchak, Deputy Director of Engineering Progressive by Natur Services DATE: December 3, 2020 SUBJECT: Legislative Amendments to the Highway Traffic Act - Off Road Vehicle Use on Public Roads — Follow Up Report RECOMMENDATION: THAT the draft by-law be considered to prohibit the use of "Off Road Vehicles" as defined by the Highway Traffic Act on Elgin County roads, and; THAT a copy of the report be provided to Elgin's local municipal partners and the Elgin Group Police Services Board. INTRODUCTION: Effective January 1, 2021, for municipalities listed in Regulation 8/03, all ORV types, will automatically be permitted to use municipal roads unless a municipality passes a by-law restricting or prohibiting their use. The list of municipalities provided in Regulation 8/03 includes all of Elgin's local municipal partners with the exception of the Town of Aylmer and does not include the County of Elgin. Staff reported to County Council at their September 22"d, 2020 meeting (report attached) and the following resolution was passed: RESOLVED THAT the matter be deferred until the director of Engineering Services has solicited feedback from the local municipalities, the Elgin Group Police Services Board, and the Ontario Federation of Agriculture regarding the use of Off-Road Vehicles on Elgin County roads, and, THAT the Director of Engineering Services report back to Council with an overview of alternative options and a draft by-law, which incorporates stakeholder feedback. Staff has solicited feedback from Elgin's local municipalities, the Elgin Group Police Services Board and the Ontario Federation of Agriculture regarding use of Off-Road 210 IIII,��I�1011l�alulur«uf,,. 2 Vehicles on County roads as directed by Council and their respective responses are summarized in this report. DISCUSSION: Proposed for January 1, 2021, in local municipalities listed in Regulation 8/03, all types of ORVs will automatically be permitted to use municipal roads. Municipalities must create a by-law to restrict or prohibit their use. Regulation 8/03 lists all of Elgin's local municipal partners with the exception of the Town of Aylmer and does not include the County of Elgin. As directed by County Council at their September 22"d, 2020 meeting, staff has solicited feedback from Elgin's local municipalities, the Elgin Group Police Services Board and the Ontario Federation of Agriculture regarding use of Off-Road Vehicles on County roads. A summary of these responses is provided below: Ontario Federation of Agriculture "At OFA, our focus on on-road use of off-road vehicles has been to ensure that farmers can continue to use their off-road vehicle for farming purposes as set out in the Off- Road Vehicles Act. The recreational use of off-road vehicles has not been our concern. The new amendment does not apply to agriculture because farm off-road vehicles are already permitted to operate on most roads under Section 2(2)b." Elgin Group Police Services Board As detailed in a letter from the Elgin Group Police Services Board dated December 2, 2020, the Board met on October 21, 2020 and received the correspondence from the County of Elgin and discussed the following: Acting Inspector Butler indicated that any additional vehicles on the road pose a risk and that allowing Off-Road Vehicles on County Roads is not a move toward safety. The Inspector suggested that there can be points at which ORVs can safely cross the road, but they should not follow the road. Although enforcement is a challenge, Inspector Butler argued that allowing ORVs on the road is the greater risk, and he confirmed that he has shared these concerns with Engineering staff in an email. Municipality of West Elgin "That West Elgin Council direct staff to provide Elgin County the answer that West Elgin does not have the ability to enforce such a by-law and has no intention of passing a by- law prohibiting ORVs on Municipal roads and; West Elgin Council is comfortable with the regulations under the Highway Traffic Act and that enforcement continues to be with the OPP; and 211 IIII,��I�1011l�alulur«uf,,. 3 That Elgin County Police Services Board consider providing an ORV unit in future." Municipality of Dutton Dunwich The municipality has established agreements with local off-road groups using specific routes and distinct governing rules in Dutton Dunwich. Council of the Municipality of Dutton Dunwich requests that if the County of Elgin passes a motion restricting use of County Roads, for any off-road vehicles, that it be subject to member Municipal road use Agreements. Township of Southwold Council has instructed staff to prepare a by-law which would prohibit ATV use on all township roads with the exception of the short portion of Bush Road where we currently allow an ATV club to use it to go from trail to trail. Municipality of Central Elgin Council gave direction to have a by-law prepared to restrict off road vehicles except where Council has permitted them by specific by-law. Central Elgin has a by-law and agreement with the Talbot Trail ATV club permitting to use short stretches of several rural roads where the club's trail network crosses municipal roads. Council also wants to make sure that the by-law permits municipal off-road vehicles used by recreation staff and Fire Rescue. Township of Malahide THAT the Clerk be directed to prepare the necessary amendment to change the Off-Road Vehicle definition to include Extreme Terrain Vehicle and Off-Road Motorcycle as defined in O. Reg. 316/03; AND THAT the Clerk be directed to prepare the necessary amendment to allow year- round use of the Municipal road allowance segments identified in Schedule `A' of By-law No. 17-51, as amended on November 7, 2019; AND THAT the effective term of By-law No. 17-51 remain as a period of two (2) years or shorter for the purpose of evaluating the effects of and determining whether it is advisable to continue the operation of Off-road Vehicles, as amended, on specified highways within the Township." Town of Aylmer The Town of Aylmer is not included within Regulation 8/03 however they did reach out to their insurer and provided the following comments: 212 IIII,��I�1011l�alulur«uf,,. 4 "It does appear that commentary has already been provided insofar as liability exposure as it pertains to insurance and risk management considerations. I concur with the commentary provided in the document that Elgin should restrict or prohibit altogether, the use of ATVs on public roadways. Where exceptions are to be made (ie. a crossing for a snowmobile trail), there ought to be clear signage to warn the vehicle users. Though the legislative amendment does require certain stipulations to permitting ATVs on roadways, and prohibits their use on highways, we agree with the OPP's assertions that it will be very difficult to police these vehicles and their drivers. We can only further support the assertions that have been made in the report from Elgin County. However, if the county requires any further support or information, we can assist further." Municipality of Bayham "The Municipality of Bayham will continue to prohibit all forms of Off-Road Vehicles on Municipality of Bayham roads via by-law". Summary of Stakeholder Feedback In summary, the Ontario Federation of Agriculture had no concerns with restricting recreational ORV use on roads since the Off-Road Vehicles Act, Section 2(2)(b)(i), exempts farmer's use of ORVs for farming purposes. The response from the Elgin Group Police Services Board reiterates consultation feedback already received by staff from the OPP. Five (5) of the seven (7) County LMPs have or will be permitting use of all or some of their local roads and mostly under formal written agreements with local ORV agencies. Only one LMP (Dutton Dunwich) has adopted a by-law to permit recreational ORV use of county road segments. Specifically, two (2) sections of Currie Road (CR8) and one (1) section of Shakleton Line (CR13). Staff had previously consulted with the OPP, the County Solicitor and the County's Insurer and their comments are provided within the September 15t", 2020 report to County Council. These stakeholders have concerns with respect to permitting recreational ORV use on County roads and recommend prohibiting their use. Options for Council's Consideration Five (5) of the County's seven (7) LMPs have or intend to permit some form of use of their roads by recreational ORVs. However, only one municipality has permitted use of portions of County roads by by-law. County Council could provide a limited exemption to a restricted by-law to be consistent with Dutton Dunwich's by-law. This option is not 213 IIII,��I�1011l�alulur«uf,,. 5 recommended by staff since any exception would provide a perceived mechanism to endorse future requests for additional exemptions. County Council has previously supported the prohibition of ORV use on all County roads by resolution in 2004 and once again in 2015. This continued restriction is supported by the OPP, the County's Solicitor, the County's insurer and staff. Furthermore, the OFA has no concerns restricting recreational ORV use on roadways since this does not impact ORV use by farmers. It should be noted that the perpendicular crossing of roadways is permitted as per Section 2(2)(a) of the Off-Road Vehicle Act. In this regard, the County could support LMPs who request ORV crossing locations across County roads similar to snowmobile crossings. These locations would require county staff approval and the costs of ORV crossing warning signage would be the local municipality's responsibility. Therefore, after receiving stakeholder feedback, staff's recommendation remains consistent with its previous report to County Council. As recommended by the County Solicitor, a by-law should be enacted prohibiting ORV use on County Roads out of an abundance of caution. 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. 214 IIII,��I�1011l�alulur«uf,,. 6 LOCAL MUNICIPAL PARTNER IMPACT: Proposed legislation amendments to the Highway Traffic Act will automatically permit ORV use on local municipal roads throughout Elgin County (with the exception of the City of St. Thomas and the Town of Aylmer which are not included in Regulation 03/08) beginning January 1, 2021. Depending on the action of Elgin's local municipal partners, signage may be necessary to inform road users as to which roads ORVs are permitted to use. COMMUNICATION REQUIREMENTS: It is recommended that a copy of this report be circulated to the Elgin Group Police Services Board. It is also recommended that the notice of ORV prohibition on Elgin County Roads be posted on the County of Elgin's website to increase public awareness. CONCLUSION: Effective January 1, 2021, for municipalities listed in Regulation 8/03, all ORV types, will automatically be permitted to use municipal roads unless a municipality passes a by-law restricting or prohibiting their use. The list of municipalities provided in Regulation 8/03 includes all of Elgin's local municipal partners with the exception of the Town of Aylmer and does not include the County of Elgin. As directed by Council, staff has solicited feedback from Elgin's local municipalities, the Elgin Group Police Services Board and the Ontario Federation of Agriculture regarding use of Off-Road Vehicles on County roads. Most municipalities across Elgin County have or will be permitting limited use of portions of their roads to recreational ORV use under formal agreements with the exception of the Municipality of West Elgin who will not limit ORV use on their roads. In addition, the Municipality of Dutton Dunwich has also permitted use of portions of County roads by by-law. The Municipality of Bayham will prohibit recreational ORV use on all of their roads and the Town of Aylmer is not included in the regulation, similar to Elgin County. Staff reported to County Council at their September 22"d, 2020 meeting and had previously solicited comments from the OPP, County Solicitor and the County's Insurer with respect to ORV use on Elgin County Roads. All parties endorsed the prohibition of ORV use on County roads based upon their experience and professional fields of expertise. Therefore, after receiving additional stakeholder feedback, staff's recommendation remains consistent with its previous report to County Council. As recommended by the County Solicitor, a draft by-law has been prepared and is presented to County Council for consideration prohibiting ORV use on County Roads out of an abundance of caution. 215 IIII,��I�1011l�alulur«uf,,. 7 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 216 REPORT TO COUNTY COUNCIL FROM: Brian Lima, Director of Engineering Services Peter Dutchak, Deputy Director of Engineering Progressive 4y Nature Services DATE: September 15, 2020 SUBJECT: Legislative Amendments to the Highway Traffic Act - Off Road Vehicle Use on Public Roads RECOMMENDATION: THAT the appropriate by-law be prepared to prohibit the use of "Off Road Vehicles" as defined by the Highway Traffic Act on Elgin County roads, and; THAT a copy of the report be provided to Elgin's local municipal partners and the Elgin Group Police Services Board. INTRODUCTION: Effective July 1, 2020 the Ministry of Transportation has made legislative amendments to the Highway Traffic Act (HTA) to add additional types of off-road vehicles (ORVs) to the existing list of ORVs permitted on public roads. Municipalities must create new permissive by-laws to enable their use on public roads under the municipality's jurisdiction if so desired. Effective January 1, 2021, for municipalities listed in Regulation 8/03, all ORV types, including the new vehicle types, will automatically be permitted to use municipal roads unless a municipality passes a by-law restricting or prohibiting their use. The list of municipalities provided in Regulation 8/03 includes all of Elgin's local municipal partners with the exception of the Town of Aylmer and does not include the County of Elgin. Staff reports regarding the use of ORVs on County roads have been tabled before County Council on two previous occasions; in March 2004 and September 2015 respectively (reports attached). In both instances County Council supported the following resolution; "THAT the County of Elgin does not agree to allow use of County Roads by "Off Road Vehicles" as defined under the Highway Traffic Act, Section 191.8." 217 DISCUSSION: Recent legislative amendments have increased the ORV types permitted on municipal roads and allow municipalities to create new by-laws prohibiting their use. Proposed for January 1, 2021, in local municipalities listed in Regulation 8/03, all types of ORVs will automatically be permitted to use municipal roads. Municipalities must create a by-law to restrict or prohibit their use. Regulation 8/03 lists all of Elgin's local municipal partners with the exception of the Town of Aylmer and does not include the County of Elgin. Staff consulted the OPP, the County Solicitor and the County's Insurer for their comments as it relates to ORV use on County roads. Received comments are summarized below. OPP — Does not support ORV use on County roads for numerous reasons. Speed variation between cars and trucks with ORVs could be catastrophic. Size and speed variation of vehicles is a great causal factor in motor vehicles collisions. Enforcement related to ORVs has proven to be difficult as there seems to be a large number of riders who fail to stop for police which can prove to be dangerous to the operator and public. There are certainly responsible riders and owners who comply with the laws and regulation laid out for ORVs. However, the added complexity of slower moving vehicles on County Roads may have dire consequences. County Solicitor— The expansion and permission of use of ORVs on County highways will attract a significant risk of liability for personal injury/death and property claims to Elgin County as owner/municipal authority with applicable jurisdiction over such highways in respect of inevitable accident/collision incidents thereon. In my opinion, it is both short-sighted and naive to simply take the position that extended permission for ORV on County highways is acceptable simply because the Province of Ontario has moved to allow such use. In a province as vast as Ontario, there are practical realities, including but not limited to the nature and volume, which should be accounted for in determining whether such extended permission should be granted. The result of such differing realities is that the extension for use of ORVs in southwestern Ontario will and should be different from that in, for example, remote areas in northwestern Ontario. strongly recommend that use of ORV on Elgin County highways be prohibited, and out of an abundance of caution, Elgin County enact a by-law prohibiting such use on Elgin County highways. County Insurer and Consultant - I don't believe ORVs have a place on public roads. Bodily injury is greater and essentially, I see more liability policy claims from accident victims. It would be prudent for the County of Elgin to continue in 218 the same direction as they have in the past...with continued restriction for ORV use on County Roads by by-law. Furthermore, many ORVs are generally not recommended for use on paved surfaces by ORV manufacturers. Municipalities already have numerous areas of potential risk exposure. As such, it would make sense to not introduce another risk exposure, especially one from an inherently high-risk activity. County staff share similar opinions to the comments received from the OPP, County Solicitor and County Insurer. Staff are also cognizant of roadway design fundamentals that have not explicitly incorporated ORVs as vehicle types using County roads into road design. In addition, staff would anticipate an increased road maintenance demand on road shoulder sections that experience high ORV usage. Acknowledging County Council's previous position regarding ORV use on County roads, and considering comments received from the OPP, the County Solicitor and the County's Insurer, staff continues to recommend the prohibition of ORV use on County roads. Anticipated legislation amendments on January 1, 2021 will automatically permit ORV use upon the municipal roads under the jurisdiction of local municipalities listed in Regulation 8/03. Although the County of Elgin is not listed within Regulation 8/03, it is prudent for the purposes of public clarity to pass a by-law prohibiting such use. The County Solicitor has also recommended to enact a by-law prohibiting the use of ORVs on County roads. FINANCIAL IMPLICATIONS: None. 219 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ❑ Fostering a healthy now and in the future. ways of addressing environment. community need. ❑ Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and community and other effectively. stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: Proposed legislation amendments to the Highway Traffic Act will automatically permit ORV use on local municipal roads throughout Elgin County (with the exception of the City of St. Thomas and the Town of Aylmer which are not included in Regulation 03/08) beginning January 1, 2021. Depending on the action of Elgin's local municipal partners, signage may be necessary to inform road users as to which roads ORVs are permitted to use. COMMUNICATION REQUIREMENTS: It is recommended that a copy of this report be circulated to the Elgin Group Police Services Board. It is also recommended that the notice of ORV prohibition on Elgin County Roads be posted on the County of Elgin's website to increase public awareness. CONCLUSION: Effective January 1, 2021, for municipalities listed in Regulation 8/03, all ORV types, will automatically be permitted to use municipal roads unless a municipality passes a by-law restricting or prohibiting their use. The list of municipalities provided in Regulation 8/03 includes all of Elgin's local municipal partners with the exception of the Town of Aylmer and does not include the County of Elgin. Staff solicited comments from the OPP, County Solicitor and the County's Insurer with respect to ORV use on Elgin County Roads. All parties endorsed the prohibition of 220 ORV use on County roads based upon their experience and professional fields of expertise. County Council has previously supported the prohibition of ORV use on County roads by resolution in 2004 and in 2015. As recommended by the County Solicitor, a by-law should be enacted prohibiting ORV use on County Roads out of an abundance of caution. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer Peter Dutchak Deputy Director of Engineering Services 221 Ministry of Transportation Ministere des Transports Safety Program Development Branch Direction de I'elaboration des Ontario 87 Sir William Hearst Avenue, Room 212 programmes de securite Toronto, Ontario M3M 0134 87,avenue Sir William Hearst,bureau 212 Toronto, Ontario M3M 0134 July 10, 2020 Dear Municipal Stakeholder, I am pleased to announce that as of July 1, 2020 the province expanded the types of off-road vehicles permitted on-road to two new additional types: off-road motorcycles commonly known as dirt bikes; and, extreme terrain vehicles, which are semi-amphibious vehicles with six or more wheels. This updated regulation can be found at hftps://www.ontario.ca/laws/regulation/030316. It is important to note that the same on-road access rules for existing off-road vehicles continue to apply for these new vehicles on provincial roadways (Please see Schedule B of Ontario Regulation 316103: Operation of Off-Road Vehicles on Highways). Similarly to the previously permitted vehicle types, municipalities may permit the use of off-road motorcycles and extreme terrain vehicles in their local jurisdiction through by-law. However, municipalities with existing by-laws permitting off-road vehicles will need to amend their by-law after July 1, 2020 if they want to allow these the new types of vehicles on their local roads. By-laws created before July 1, 2020 apply only to those classes of off-road vehicle which were permitted to operate on-road at the time: all-terrain vehicles, two-up all-terrain vehicles, and side by sides (utility terrain- vehicles, recreational off highway vehicles). To support municipalities with these changes, the ministry has developed guidance documents to help municipalities decide whether to permit these new vehicles on their local roadways. These documents also provide guidance for proposed, yet to be proclaimed, changes for municipalities listed in Ontario Regulation 8/03 which will amend the way off-road vehicles are permitted on-road access to municipal roads. In municipalities listed in Ontario Regulation 8/03, off-road vehicles will automatically be allowed on municipal roads unless the municipality creates a by-law to prohibit or restrict their use. These new provisions have a target implementation date of January 1, 2021 and will replace the current requirement that those municipalities listed in Ontario Regulation 8/03 must enact a by-law to permit off-road vehicles to operate on identified municipal roads. If you have any questions regarding these future changes, please contact the general inquiry line for the Safety and Information Management office of the Operations Division at 905-704-2960. For reference, the guidance documents are attached. I would ask that you please forward this notice and enclosed guidance material to the attention of municipal staff in charge of traffic safety and those responsible for enforcing off-road vehicle laws in your area. If there are any questions regarding these amendments, please do not hesitate to contact the Acting Manager at the Safety Program Development Office Erik Thomsen at (647)-638-5210 or erik.thomsen@ontario.ca. /2 222 -2- Thank you for your assistance in communicating this change. Sincerely, Angela Litrenta A/Director Safety Program Development Branch Ministry of Transportation Attachment— Municipal Guidance Materials 223 0% o ELGIN GROUP POLICE SERVICES BOARD Chair Sally Martyn Tel. 519-631-1460 450 Sunset Drive St. Thomas, ON N5R 5V1 Municipality of Bayham I Municipality of Central Elgin I Municipality of Dutton Dunwich Municipality of West Elgin I Township of Malahide I Township of Southwold Warden Dave Mennill County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 December 2, 2020 Dear Mr. Warden, At its meeting held on September 22, 2020, Elgin County Council considered the passing of a by-law to prohibit Off-Road Vehicles on Elgin County Roads. After considerable discussion, the matter was referred to the Elgin Group Police Services Board for additional feedback, specifically regarding the enforcement of any such by-law. On October 21, 2020, the Police Services Board received the correspondence from the County of Elgin and discussed the following: Acting Inspector Butler indicated that any additional vehicles on the road pose a risk and that allowing Off-Road Vehicles on County Roads is not a move toward safety. The Inspector suggested that there can be points at which ORVs can safely cross the road, but they should not follow the road. Although enforcement is a challenge, Inspector Butler argued that allowing ORVs on the road is the greater risk, and he confirmed that he has shared these concerns with Engineering staff in an email. Sincerely, Sally Martyn Mayor, Municipality of Central Elgin Chair, Elgin Group Police Services Board 224 IIIII,��II�1011lual�lur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Brian Lima Director of Engineering 1011111111 Services .y. Peter Dutchak, Deputy Director of Engineering Progressive by Natur Services DATE: December 2, 2020 SUBJECT: Traffic Calming Measures on County Roads within Built-Up Areas RECOMMENDATION: THAT the report titled "Traffic Calming Measures on County Roads within Built-Up Areas" from the Director of Engineering Services, dated December 2, 2020 be received and filed. INTRODUCTION: At their meeting on November 24t", 2020, County Council passed the following resolution: RESOLVED THAT the Correspondence from the Environmental Advisory Committee be received and filed, and, THAT staff explore alternative speed calming measures for built-up areas such as the increased use of mobile speed counters, signage installed on existing infrastructure and increased policing. This report will discuss current practices and options for traffic calming measures on County roads within built up areas. DISCUSSION: The County of Elgin currently has thirty-five (35) "built-up areas" as defined by the Highway Traffic Act along County roads. Each of these built-up areas has a reduced speed zone of either 50km/h or 60km/h. In some instances, a 40km/h reduced school speed zone and community safety zone has been established within the build-up area. The County roads within these built-up areas have a functional classification definition of being either an arterial or collector road. As such, these roads typically have a minimum daily volume of 2,000 vehicles, connect major and minor urban centres and 225 IIII,��I�1011l�alulur«uf,,. 2 provide major transportation linkages for commuters, commercial vehicles and agricultural equipment. Speed management on sections of arterial and collector County roads through built-up settlement areas can be challenging. Most often the main road through a settlement area is a County road that serves a dual purpose. Outside of the village or hamlet, the County road provides high-speed travel over long distances in open roadside environments. When the road enters into built-up areas its function adds additional purposes such as to accommodate local access, pedestrians, sometimes on-street parking, and the posted speed limit reduces accordingly. It can be difficult to alter driver behaviour, in these shorter "multi-function" sections of County roads. Traffic calming is broadly defined as introducing mainly physical measures to restore the road to its intended use. On local roads whose primary purpose is to provide access to adjacent properties, traffic calming measures are intended to increase the motorist's awareness of the street's function, discourage "shortcutting" and minimize conflict with other road users. On collector and arterial County roads through built-up areas, the primary role of the road is to move higher volumes of traffic often travelling to further destinations. Therefore, a balance must be struck so that the road's function is not compromised while maintaining road safety through towns, villages and hamlets. In this regard, many traditional traffic calming tools are not appropriate for County roads. Most municipalities in Ontario including the County of Elgin reference the Transportation Association of Canada's — Canadian Guide to Traffic Calming to formulate their policies and govern their actions with respect to implementing traffic calming measures on roads under their jurisdiction. This manual provides examples of forty-six measures used in Canadian municipalities to either calm traffic or manage speeds, and identifies where they are appropriate, their benefits, implications and potential effectiveness. As previously mentioned, many identified traffic calming measures are not appropriate on County roads due to interference with the road's primary purpose. Examples of inappropriate measures include: vertical deflections (i.e. speed hump), horizontal deflections (i.e. chicane), roadway narrowing (i.e. curb extensions), or access restrictions (i.e. lane diverters or closures). All of these treatment types would potentially congest traffic, provide obstacles to commercial and agricultural vehicles and promote local roads to be used as by-pass routes. Remaining treatments identified by the manual that may be appropriate on County roads include: pavement markings (i.e. on-road "sign"), enforcement (i.e. mobile radar photography speed enforcement) and education (i.e. speed display devices). 226 IIII,��I�1011l�alulur«uf,,. 3 PAVEMENT MARKINGS The manual provides five (5) pavement marking treatment measures as follows: converging chevrons, dragon teeth, full-lane transverse bars, on-road sign pavement markings and peripheral transverse bars. Of this list, only on-road "sign" pavement markings are identified as being suitable for urban arterial road sections. On-road "sign" pavement markings provide information that would typically be shown to drivers through signage but are painted on the roadway to provide a larger image, and one that is directly in the driver's line of sight. For example, "Max 50 km/h" can be painted in the centre of the driving lane at the beginning of a reduced speed zone. The advantages of this treatment are that it has no adverse effects to emergency vehicles, snow plowing, commercial vehicles, agricultural equipment, or vehicle operation. The pavement markings could be easily installed at the approach of any built-up area. However, they would not be effective during winter weather conditions and require re- painting every 1 to 2 years. The estimated cost to install on-road "sign" pavement markings at all of Elgin's thirty-five built up areas is $50,000 annually (assuming $500 per pavement marking treatment and three approaching County roads into the built-up area on average). ENFORCEMENT County staff has a current practice of addressing speeding concerns received by residents. This practice is triggered by resident concerns, confirmed by county staff with the use of traffic radar counters and communicated to the OPP for their enforcement action. When a speeding complaint on a County road is received, staff deploys its radar traffic counters to the location and obtains detailed traffic data including volume, speeds and histograms. If the recorded data is found to be in excess of expected ranges, the traffic reports are sent to the OPP so that they may deploy targeted enforcement at these locations as they deem suitable and as resources permit. Residents who raised the original concern are notified of the findings and actions, specifically notice to the OPP. This current practice could be referred to as a "speed watch and targeted enforcement program" measure currently employed by the County informally and collaboratively with residents and the OPP. Other enforcement measures could include fixed or mobile speed enforcement which entails the use of radar photography in place of human law enforcement. EDUCATION Suitable education traffic calming treatment measures identified in the manual include targeted education campaigns and speed display devices. The OPP currently have an ongoing annual public education and awareness program strategically deployed during times of the year and targeted to specific driver behaviours. 227 IIII,��I�1011l�alulur«uf,,. 4 A speed display device is an interactive sign that displays vehicle speeds as oncoming vehicles approach. Vehicle speed is captured using radar and can trigger the display board to show when vehicles approach at predetermined unsafe speeds. Two such display boards currently exist on Belmont Road (CR74) although these were purchased by community groups and are not owned by the County. Most importantly, temporary or permanent speed display device installations are limited in their effectiveness in the absence of enforcement. Drivers will quickly become immune to the device displays if there is no further perception of OPP enforcement and consequences. Costs per unit is approximately $5,000 and requires ongoing maintenance and management costs. FINANCIAL IMPLICATIONS: Dependent upon direction from Council. 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. 228 IIII,��I�1011l�alulur«uf,,. 5 CONCLUSION: As directed by County Council, staff has explored alternative speed calming measures for built-up areas along County roads. The County has thirty-five (35) "built-up areas" as defined by the Highway Traffic Act along County roads. Each of these built-up areas has a reduced speed zone of either 50km/h or 60km/h. In some instances, a 40km/h reduced school speed zone and community safety zone has been established. County staff has a current practice of addressing speeding concerns received by residents that could be referred to as a "speed watch and targeted enforcement program" that informally and collaboratively works with residents and the OPP to identify and provide targeted enforcement in high speed prone areas. The Transportation Association of Canada's, Canadian Guide to Traffic Calming provides various measures referred to by Canadian municipalities to either calm traffic or manage speeds and identifies where they are appropriate, their benefits, implications, and potential effectiveness. A limited number of measures are appropriate and recommended for use on County roads within built up areas without negatively altering the road's intended function and triggering negative implications. Pavement markings, enforcement and education are three categories of speed reduction measures appropriate for deployment on County roads within built-up areas. Specifically, on-road "sign" pavement markings and speed display devices are two measures that may be appropriate to use on County roads within built-up areas as detailed in this report. 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 229 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Brian Lima Director of Engineering 1011111111 Services r 1 1 Mike Hoogstra, Purchasing Coordinator �� Progressive by Nature DATE: December 3, 2020 SUBJECT: Port Bruce Temporary Panel Bridge & Boat Launch Removal Engineering Service Award RECOMMENDATION: THAT the report titled "Port Bruce Temporary Panel Bridge & Boat Launch Removal Engineering Service Award" from the Director of Engineering Services, dated December 3, 2020 be received and filed; and, THAT the sole source provision of detailed design and contract administration engineering services associated with the Port Bruce Temporary Panel Bridge & Boat Launch Removal in the amount of $29,380.00 (excluding HST), be included as part of CIMA Canada Inc.'s ongoing Meeks Bridge Replacement engineering assignment previously awarded by Council on December 12, 2019. INTRODUCTION: Following the Port Bruce, Imperial Road bridge collapse and structure removal, a temporary bridge and boat launch were installed in 2018 to restore vehicular and active transportation movement across Catfish Creek. Impacts associated with the temporary bridge's location and footprint also prompted the need to install a temporary boat launch on Rush Creek Line. In advance of these temporary measures being installed, the County acquired the required agency approvals from and the provincial Ministry of Natural Resources and Forestry and Catfish Creek Conservation Authority. Through respective agreement and permit approval, the temporary measures are required to be removed by November 30, 2021, and the area disturbed to be restored. In support of this binding requirement, this report serves to detail the required additional engineering services and seek Council's sole source award to include the required additional detailed design and contract administration engineering services scope of 230 IIII,��I�1011l�alulur«uf,,. 2 work as part of CIMA Canada Inc.'s ongoing Meeks Bridge Replacement engineering assignment. DISCUSSION: Following collapse of the Imperial Road (CR73) bridge over Catfish Creek on February 23, 2018, the County of Elgin with the support of the Township of Malahide installed a temporary modular panel bridge over Catfish Creek using the Bank Street / Dexter Line alignment, and a temporary boat launch into Catfish Creek off of Rush Creek Line. In accordance with the `Permission to Construct and Occupy' agreement entered into between Elgin County and the provincial Ministry of Natural Resources and Forestry (MNRF) and Catfish Creek Conservation Authority's (CCCA) "Permit to Fill, Construct or Alter", the temporary panel bridge and boat launch were permitted to be constructed for a term period expiring November 30, 2021. The agreement with MNRF requires the temporary panel bridge and boat launch to be removed once a permanent replacement bridge structure is re-installed on Imperial Road, and the area disturbed to be restored to a neat and tidy condition to the satisfaction of the MNRF and CCCA prior to expiry of the term. Immediately following contract award by Council of the Imperial Road Port Bruce Bridge Replacement Project to Hayman Construction Inc. (HCI) on January 31, 2020, HCI commenced construction of a new steel girder bridge structure on February 18, 2020, and are tentatively expected to achieve substantial completion and the new bridge structure reopened to the public on December 18, 2020. As recommended in the Port Bruce Bridge Replacement Schedule `B' Municipal Class Environmental Assessment (EA) prepared by K. Smart Associates Limited, and endorsed by Council on August 12, 2019, the temporary panel bridge will be relocated and repurposed in 2021 to replace the County's existing Meeks Bridge structure constructed in 1900, located within the Township of Southwold and which crosses Kettle Creek. Such decision by Council also supports Meeks Bridge replacement schedule as detailed in the County of Elgin Bridge and Culvert 2019 Inspection and Assessment Report, prepared by Spriet Associates. At its meeting on December 12, 2019, County Council retained CIMA Canada Inc. (CIMA) to undertake a Schedule `B' Municipal Class Environmental Assessment, preliminary engineering, detailed design, contract administration and inspection for the replacement of Meeks Bridge. Once the municipal class environmental assessment Project File was endorsed by Council on October 13, 2020, the Project File was placed on public record for the mandatory 30-day public review period, and the detailed design and tender document have achieved 90% completion to date. Given the required temporary bridge relocation and removal effort synergies, staff is recommending that 231 IIII,��I�1011l�alulur«uf,,. 3 CIMA's engineering scope of services be expanded to include the required detailed design, agency approvals, and contract administration necessary to realize the County's MNRF temporary panel bridge and boat launch removal deadline requirement. FINANCIAL IMPLICATIONS: In the absence of a final detailed design associated with the the Port Bruce temporary panel bridge remnant supporting features and boat launch removal, staff is recommending the required additional detailed design and contract administration engineering services, in the amount of $29,380.00 (excluding HST), be included with CIMA's Meeks Bridge Replacement engineering assignment, previously awarded by Council on December 12, 2019. Within the 2021 capital budget currently being considered by the Budget Committee, staff have allocated $250,000 to completed the required removals and restore site conditions to the satisfaction of MNRF and CCCA. If approved, the total value of CIMA's combined detailed design and contract administration engineering assignments will be $248,157.50 (excluding HST), for an anticipated combined project construction estimate of $2,750,000 (inclusive of engineering). 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. 232 IIII,��I�1011l�alulur«uf,,. 4 COMMUNICATION REQUIREMENTS: As part of ongoing Imperial Road Port Bruce Bridge Construction Project communications, village residents, businesses, and directly impacted property owners will continue to be notified of the removal works in advance of work commencing. CONCLUSION: Following collapse of the Imperial Road (CR73) bridge over Catfish Creek a temporary modular panel bridge and boat launch was permitted for installation through an agreement with the provincial Ministry of Natural Resources and Forestry (MNRF) and permit approval from the Catfish Creek Conservation Authority (CCCA). The MNRF's agreement which expires on November 30, 2021, requires the temporary bridge and boat launch to be removed immediately following construction of the new Imperial Road bridge replacement. In support of this binding requirement, staff is recommending that Council award the required additional temporary bridge and boat launch removal detailed design and contract administration engineering services to CIMA Canada Inc. in the amount of $29,380.00 (excluding HST), for inclusion as part of their ongoing Meeks Bridge Replacement engineering assignment. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer Mike Hoogstra Purchasing Coordinator 233 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Brian Lima Director of Engineering 1011111111 Services 1 Eugenio DiMeo, Manager of Corporate Facilities Progressive by Nature DATE: November 30, 2020 SUBJECT: Building Condition Assessment of Corporate Facilities RECOMMENDATION: THAT the report entitled "Building Condition Assessments of Corporate Facilities" from the Manager of Corporate Facilities, dated November 30, 2020 be received and filed. INTRODUCTION: The purpose of this report is to present to Council a summary of the findings following recent completion of building condition assessments of all corporate facilities. NA Engineering Associates Inc. was retained by the County to complete condition assessments of 10 buildings owned by the County. The purpose of this review was to get an understanding of the current condition of each building and prepare a report that details the inspection assessment finding and includes a forecast of expected facility expenditures. These forecasts are instrumental in the development of the departments 10-year capital budget, and contains the core facility asset inventory necessary for staff to now prepare the County's Facility Asset Management Plan by July 2021, in accordance with the Municipal Asset Management Planning Regulation (0.Reg. 588/17). DISCUSSION: NA Engineering Associates Inc. (NAE) were retained by the County to complete a visual assessment of 10 corporate facilities maintained and operated by the Facilities division of the Engineering Services Department. The following facilities were included in the assessment: 1. County Administration Building - 450 Sunset Drive (CR4), St. Thomas Constructed in 1939 and consisting of 87,000 sq.ft. of floor space. 234 IIII,��I�1011l�alulur«uf,,. 2 2. Whites Station Operations Centre - 42343 Fruit Ridge Line (CR51), Central Elgin Constructed in 1972 and consisting of 18,800 sq.ft. (main building) of floor space. 3. Terrace Lodge Long Term Care Home - 49462 Talbot St E., Aylmer Constructed in 1977 and consisting of 57,600 sq.ft. of floor space. 4. Bobier Villa Long Term Care Home - 1 Bobier Lane, Dutton Constructed in 1997 and consisting of 47,900 sq.ft. of floors space. 5. Elgin Manor Long Term Care Home - 39262 Fingal Line (CR16), St Thomas Constructed in 2003 and consisting of 83,200 sq.ft. of floor space. 6. Edward Street Ambulance Station - 125 Edward St., St. Thomas Constructed in 2005 and consisting of 8,770 sq.ft. of floor space. 7. Shaw Valley Ambulance Station - 31 Shaw Valley Drive, St. Thomas Constructed in 2005 and consisting of 2,960 sq.ft. of floor space. 8. Aylmer Ambulance Base - 49452 Talbot Road, Aylmer Constructed in 2008 and consisting of 3,300 sq.ft. of floor space. 9. Dutton Ambulance Base - 29493 Pioneer Line (CR2), Dutton Constructed in 2012 and consisting of 3,383 sq.ft. of floor space. 10. Heritage Centre, 460 Sunset Drive (CR4), St. Thomas Constructed in 2018 and consisting of 2,950 sq.ft. of floor space. The scope of the work was to inspect and provide condition reports on the major building systems and components. These included the following: • Site; stormwater management/water supply/sanitary and storm sewers/parking/walkways/landscaping • Structural systems and components; foundation, supporting structure, floor slabs, etc. • Building envelope; roof, walls, windows, and doors • Mechanical systems — Heating, Ventilation, Air Conditioning • Mechanical systems — Plumbing • Electrical systems • Vertical Transportation (elevators) • Fire Alarm / Fire Protection NA Engineering (NAE) has provided the appended executive summary of their Building Condition Assessments which provides a broad overview of their inspection findings. In addition, NAE has prepared separate detailed condition assessment reports for each facility. The information contained in these reports includes a summary of NAE's invasive inspection findings, spreadsheets detailing anticipated 50-year forecasted 235 IIII,��I�1011l�alulur«uf,,. 3 expenditures, core asset inventory photographs, and a detailed inventory of all mechanical and electrical systems and devices. Overall, NAE deemed the County's facilities to be in "good" condition. Sites were noted to be neat and tidy, parking areas, access roads, etc., were all in good condition. NAE did not see any issues with the building envelope at any of the locations. Roofs, walls, and windows were in good condition. They noted that where required, replacement work had been completed recently or was scheduled to be undertaken, that the County was efficient in addressing repairs when identified. They noted that as an example of the diversity of the County's portfolio, that the mechanical and electrical systems vary significantly depending on the buildings. The four ambulance stations and the Heritage Centre are small in comparison to the County Administration Building and the three long term care facilities. Replacing, maintaining, and upgrading mechanical and electrical systems, including fire alarm and protection equipment appears to have been undertaken on an ongoing basis. This is normal practice and to be expected and these types of expenditures should be considered as ongoing with respect to future budgets. This example is reflective of all major building components and systems throughout the County's facilities portfolio. NAE did note that with respect to the buildings all being in good condition, the only exception was the County's Whites Station Operations Centre currently leased to the Municipality of Central Elgin. Constructed almost 50 years ago, design standards/functionality, etc., for a facility to support this purposed use have changed considerably. Based on their review, they noted, it would appear that repairs required to the various standalone buildings have been completed when absolutely required and equipment is maintained to achieve its anticipated life expectancy. Today's standard for the amenities and working conditions at a works garage have changed considerably and this facility has been stretched beyond its intended limits in order to meet the demands placed on it. This is not a sustainable situation and will need to be addressed in the near future. FINANCIAL IMPLICATIONS: The recommended 10-year corporate facility investment detailed in the respective County building condition assessment reports, have been included in the draft 2021 budget being considered by the County's Budget Committee, and are summarized below: Administration Building - $6.9M (- $2.1M recommended increased investment plan) LTCHs - $16AM (- $7.4M recommended increased investment plan) 236 IIII,��I�1011l�alulur«uf,,. 4 EMS Stations - $889,000 (new investment not previously planned) Whites Station - $3.36M (- $2.9M recommended increased investment plan) NAE's aforementioned recommended facility investments also form part of the County's 10-year corporate facility capital plan, and will support the County's Facility Asset Management Plan to be prepared by staff requiring Council's endorsement by July 2021, in accordance with the Municipal Asset Management Planning Regulation (O.Reg. 588/17). 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: NA Engineering Associates Inc. (NAE) have determined that the overall condition of the County's facilities to be in good condition. The facilities receive substantial investments when repairs and upgrades are required. The County of Elgin has kept the buildings and their systems in good condition. NAE is recommending a 10-year corporate facility investment of approximately $27.6 million dollars necessary to maintain the current 237 IIII,��I�1011l�alulur«uf,,. 5 facility condition. It is also noted that the financial requirements to keep the buildings and the sites that they occupy in good condition is expected to increase in the future. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer Eugenio DiMeo Manager of Corporate Facilities 238 � ma) C) Uo 0 U) E N 0) � N -t N fl- N Q a) N 0) O � C � _ LLB 0 �U U � rn c a> c a m an m Q- ow', U to N •� N N N O O 70 co ±' O _ E c N Q O m L� U N L E — 4-0 O L OL (B O O 0 " N N L 'O O O L U N -0 •O CD- }' W O O O N co Q Lj E -CO: •L) .- - : .� � N — W c O LL O � (B n - a) LLJ a) O � O ccn a) a) CL _O O o Q cn � : � O N � � to co to O to O O C O O O Q cnQU > EUW � 0 U l I I y f � � c �� l uuuuuui R r v i p. 06 cn In cl CO L Q U Q cn (B (B cn m N 0 Q E E E � N Q N 0) O 06 a) 0 U E cc +� +� ^ p (B U oo W W O (� cm A Q 5 E U M O S U N C 0 -2N U (1) t t m t W t N UcnU A A A A ° Ip p i t 1 E o x o co o 42 � o LO L3rno � C/) � � . 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O U � O O U cn cn _ O i _ NCZ O M O c •m N O 'o O U N �' � C)E _ L J N O U � N OOU 0 � -0 (Ba) O — i E U N J L.L cn � O N -- (B N � � L p N O to �, to 4-0N OU � CO0 0 N O S O U U � N ol E W2 � 00 U N L O -0 ................... 1 e '1 I o,rqn,IIII✓!/!///%%//i/0%%////%l//%%�%%/1��i4 1'1 ii �I a l� i I� iiaa a 1 u Cn Co cn Co aNco 0 Co o LU- = o � o E � E cn � WU � � � � � � wEad � -0 cn E d_oz _E Sv zE _ �-� cn T_ Co Co _ � ono E o Co 4 = d cn E 4-0 - h- oo a� �a o LO o o cn 4-0 M O Q N CT > �Oj Q N O cn m � a) — � COL L O N L CDL m M ' N Co O N O N O X cm W W Ecn N •— co 06 o N -0 OcnN N O Co c U Q J U E U L Ocn L E N to N L N N O c OU (1) Ef} 0 0 N U U 0 ter' 1 ✓ j � i L � > cn �_ � C14 4-0 (o i E to � N cn � U o cn }, U cn > O, U U N L o cn i � a) Co � � U Ex � � o a� co cn o - co cr E � N cn _0 N _c N � o C: U _ LO cn v a) E N E o cn co o co Co > ai L .� co N 2UN L U x (D o C O 5 v (n O Cl) O p O Cl) O O m � ,` p N "- • J W • Cl) Q.� � � V) N N > c w "- O U � O U N co � 4- Co co L p L L p y-► 4-0 < U co ,` v O (D N O U) � �� m Cl) C 0 0 N Co U o ' co co o 5 a) O l/ V vI pry�w Tt co Co U co Co O T N Z � � �� co U � Cl)W — co N l y f � � c �� r uuuuuui R r d 4 h�%J// NOVEMBER 30T", 2020 NA NAE PROJECT NO. 20-1041 ENGINEERING ASSOCIATES IN C COUNTY OF ELGIN — BUILDING CONDITION ASSESSMENT— EXECUTIVE cun,adKSn$ En$inee„ SUMMARY. NA Engineering Associates Inc. (NAE) were retained by the County of Elgin to complete a visual assessment of 10 facilities maintained and operated by the Corporate Facilities Management Division of the Engineering Services Department. The following facilities were included in the assessment: - County Administration Building, 450 Sunset Drive (CR 4), St. Thomas Constructed 1939/ 87,000 sq. ft. - Whites Station Operations Centre, 42343 Fruitridge Line, Central Elgin Constructed 1972/ 18,800 sq. ft. (main building) - Terrace Lodge Long Term Care Home, 49462 Talbot St E., Aylmer Constructed 1977/ 57,600 sq. ft. (commencing large expansion / renovation program in 2020 and expected to be completed in 2022) - Bobier Villa Long Term Care Home, 1 Bobier Lane, Dutton Constructed 1997/47,900 sq. ft. - Elgin Manor Long Term Care Home, 39262 Fingal Line, St Thomas Constructed 2003/ 83,200 sq. ft. - Edward Street Ambulance Station, 125 Edward St., St. Thomas Constructed 2005/ 8,770 sq. ft. - Shaw Valley Ambulance Station, 31 Shaw Valley Drive, St. Thomas Constructed 2005/2,960 sq. ft. - Aylmer Ambulance Base, 49452 Talbot Road, Aylmer Constructed 2008/ 3,300 sq. ft. - Dutton Ambulance Base, 29493 Pioneer Line (CR 2), Dutton Constructed 2012/ 3,383 sq. ft. - Heritage Centre, 460 Sunset Drive (CR 4), St. Thomas Constructed 2018/2,950 sq. ft. The purpose of conducting the building condition assessment was to document the current condition of the various building systems and components; - Highlight existing component issues and recommend corrective actions. 107 ERIE STREET,SUITE 2 - Provide current year cost estimates for the scope of work outlined; existing STRATFORD ONTARIO and anticipated, including labour and materials. N5A 21M5 PHONE 512 273 3205 FAX 51�7 273 7133 - Forecast the current life / expected life of systems, components, and FAX5192737133 equipment om - Assist County staff in generating a future 10-year capital expenditures plan. 257 COUNTY OF ELGIN G , T BUILDING CONDITION ASSESSMENT PROJECT Page 2 of 7 Rev. 0#20-1041 " NA EXECUTIVE SUMMARY ENGINEERING A fi 5Q V1:I,ATE S. I WC. - Document the complete inventory of the facility mechanical/electrical equipment assets. - Prepare a plan for the mechanical and electrical equipment that shows future repair/replacement requirements as well as recommendations for energy efficient options. The review of each facility included the following building systems and components; - Site; stormwater management/water supply/sanitary and storm sewers/parking/walkways/landscaping - Structural systems and components; foundation, supporting structure, floor slabs, etc. - Building envelope; roof, walls, windows, and doors - Mechanical systems — Heating, Ventilation, Air Conditioning - Mechanical systems — Plumbing - Electrical systems - Vertical Transportation (elevators) - Fire Alarm / Fire Protection Energy usage data was provided for a number of facilities and preliminary calculations were completed on potential electricity savings for these facilities. NAE were requested to comment on general compliance with accessibility requirements at each facility. The review did not include interior finishes or furnishings, nor did it comment on potential improvements or changes in use. The work completed for each facility included the following; - A review of drawings/previous reports for each site. Drawings were provided to NAE by County of Elgin staff. - Completing a site visit/field review at each facility. For each visit, NAE staff were accompanied by County of Elgin Facilities staff as well as the buildings operations superintendent. - Preparation of reports for each facility. The information prepared for each facility included a report outlining the findings, a spreadsheet showing County of Elgin, Building Condition Survey, Executive Summary NAE Project No.20-1041 258 COUNTY OF ELGIN G , T BUILDING CONDITION ASSESSMENT PROJECT Page 3 of 7 Rev. 0#20-1041 " NA EXECUTIVE SUMMARY ENGINEERING A fi 5Q V1:I,ATE S. I NC. anticipated upcoming expenditures, and a detailed mechanical and electrical spreadsheet of equipment at each location. The report for each facility included photographs of typical conditions as well as a photograph of each piece of mechanical and electrical equipment. The final package for each building included; Building Condition Report, Anticipated Expenditures Spreadsheet, and detailed mechanical and electrical equipment spreadsheets. For convenience, we have provided a very broad, general overview of the results of the study. Overall, the facilities that were reviewed by NAE were noted to be in very good condition. Sites were neat and tidy, parking areas, access roads, etc., were all in good condition. We did not see any issues with the building envelope at any of the locations. Roofs, walls, and windows were in good condition and where required, replacementwork had been completed recently orwas scheduled to be undertaken. The mechanical and electrical systems vary significantly depending on the buildings. The four ambulance stations and the Heritage Centre are small in comparison to the County Administration Building and the three long term care facilities. Replacing, maintaining, and upgrading mechanical and electrical systems, including fire alarm and protection equipment appears to have been undertaken on an ongoing basis. Bobier Villa and Elgin Manor are reaching an age where much of their mechanical equipment will reach its anticipated life expectance and should be budgeted for replacement. This is normal and to be expected and included for in future budgets. With respect to the buildings all being in good condition, the only exception would be the Whites Operation Stations. Constructed almost 50 years ago, design standards/functionality, etc., for a facility of this nature have changed considerably. Based on our review, it would appear that repairs required to facilities have been completed when required and equipment is maintained to achieve or exceed its anticipated life expectancy. Today's standard for the amenities and working conditions at a works garage have changed considerably. Buildings and their systems do not last forever and at some point, in time, all of a systems component need to be replaced or upgrade. The most robust/stable system in the building would be the structure. A buildings structure is expected to have a life expectancy of 100 years. The County Administration building is now 81 years old, approaching 100 years old, but given its current condition, the structure should far exceed a life expectancy of 100 years and there should be no hesitation to invest in improvements to this building. Very few systems and components will need to be upgrade in the first 10 years of usage, but life expectancies for different pieces of equipment/components of 15, 20, 25 years means that as a building ages, the need to replace/upgrade equipment becomes greater. County of Elgin, Building Condition Survey, Executive Summary NAE Project No.20-1041 259 COUNTY OF ELGIN G , T BUILDING CONDITION ASSESSMENT PROJECT Page 4 of 7 Rev. 0#20-1041 " NA EXECUTIVE SUMMARY ENGINEERING A fi 5Q V1:I,ATE S. I NC. With the exception of the County Administration Building, all of the facilities were designed for their current use. The County Administration Building was designed and constructed in 1939 as a nurse's residence, connected by tunnel to the hospital complex across Sunset Drive. An extensive renovation completed in 1985 converted the nurse's residence to the Administration Building. At that time, many of the buildings services and major components were upgraded. Since the conversion 35 years ago, many, major additional renovations have been undertaken, on an ongoing basis, the most recent in 2020 to upgrade the mechanical equipment and roof on the south wing. There will be an ongoing need to continue to upgrade mechanical and electrical systems that have reached or exceeded their life expectancy. A large project being completed in 2020 will upgrade several large pieces of mechanical equipment, but similar ongoing projects will need to be completed regularly. In addition to ongoing upgrades to the mechanical and electrical systems, at present, there are two major items to be considered for the Administration Building; the elevators and the building envelope. The original nurse's residence was built with two elevators. These have been maintained, upgraded, and repaired and continue to operate at present. A significant expenditure is required to bring these in line with current codes and standards for elevating devices. Even if the existing elevators were upgraded, their functionality will not improve. Proceeding with a renovation that would include installation of two new elevators would improve accessibility and, incorporating a design similar to the loading dock addition at the back of the building would deal with some of the ongoing deterioration of the exterior brick masonry. The exterior masonry walls are now 80 years old. The original design did not include any thermal insulation. Over the years there have been several, large restoration projects to repair ongoing damage to the brick masonry. In spite of several restorations, at present, there is significant masonry deterioration. Deterioration of the brick masonry at the perimeter of the windows is causing leaks. The windows, replaced when the building was converted to the County Administration offices are now 35 years old and while still functional, are approaching their anticipated life expectancy. Repairing the existing masonry will `fix' the current damage but does not improve the performance of the wall system. Installing a new cladding system that includes thermal insulation would reduce energy use and eliminate the need for ongoing masonry repairs. Given the age of the existing windows, consideration should be given to upgrading these as part of an exterior wall system upgrade. Given its age, there will be significant, ongoing requirements for upcoming renovations/upgrades at the County Administration Building. Constructed in 1972 and expanded in 1995 with the addition of a vehicle wash bay the Whites Station Operations Centre was constructed as a very simple building; `a works yard'. Design requirements for a building of this type at that time were very County of Elgin, Building Condition Survey, Executive Summary NAE Project No.20-1041 260 COUNTY OF ELGIN G , CT BUILDING CONDITION ASSESSMENT PROJE ROJE41 Page 5 of 7 Rev. 0#20-10 " NA EXECUTIVE SUMMARY ENGINEERING A fi 5Q V1:I,ATE S. I NC. different from current requirements, as well as codes and standards. The building was designed without a female washroom or changeroom. Since then a male washroom on the main floor has been converted to a combination male/female washroom. There was no consideration given to accessibility. Over the years, equipment that has failed and achieved its anticipated life expectancy has been replaced. At present, the current building systems and components are operating in a satisfactory manner. Today significantly stricter codes and standards as well as the needs for a facility such as this mean that consideration might be given to a significant upgrade of the existing facility or construction of a new building. The building is located on a very large site that should be able to provide the space required for a new building. One item that should be reviewed is the current condition and capacity of the septic system to ensure that it can accommodate current needs and is operating in a satisfactory manner. There are another 5 buildings located at the Whites Station Operations Centre. One of the buildings is a very old, concrete storage building. The remainder are either wood or steel framed, metal clad, sloping metal roof storage style buildings. Four of the buildings were noted to be in good condition and performing as intended. Significant deterioration of the metal siding at the base of the wall was noted on the largest building and this should be repaired to avoid damage to the underlying metal structure. Terrace Lodge has provided accommodation for seniors for almost 50 years. Major renovations/repairs, etc., have been completed as required and at present the facility was noted to be in good condition. A substantial expansion that will create additional rooms and a complete renovation of the existing occupant living space will install all new mechanical and electrical equipment and wall system for this section of the building. It is our understanding that these renovations do not include anything substantial for the front / common area of the building. In this section of the building equipment/building systems and components, etc. has been replaced as required over the past 47 years, but ongoing upgrades will be required. Several pieces of mechanical equipment are reaching their anticipated life expectancy and other components, i.e. windows, doors, and the parking area/drive lanes will need upgrades in the coming 5— 10 years and should not be overlooked. Now 23 years old, while relatively `new', Bobier Villa has reached an age where several of its major components and systems have reached or are approaching their anticipated life expectancy. Some have been upgraded. A new roof installed in 2020, upgrades to the parking area, and new concrete walkways are good examples of the type of ongoing projects that area required to keep the building in good condition. The mechanical equipment at Bobier is reaching an age where it will need to be replaced. Mechanical HVAC equipment does not normally fail completely, rather maintenance requirements and repairs start to increase making it better from a convenience and financial point of view to replace the equipment. Installing new equipment provides the County with an opportunity to incorporate new technology which in many cases can improve performance while reducing County of Elgin, Building Condition Survey, Executive Summary NAE Project No.20-1041 261 COUNTY OF ELGIN G , T BUILDING CONDITION ASSESSMENT PROJECT Page 6 of 7 Rev. 0#20-1041 " NA EXECUTIVE SUMMARY ENGINEERING A fi 5Q V1:I,ATE S. I NC. operating costs. Upcoming mechanical renovations can be scheduled to be completed over several years. One concern at Bobier is the sprinkler system in the attic space. Pinhole leaks are reported and appear to be occurring with increasing frequency. Staff felt that repairing leaks as reported should be a satisfactory manner to deal with this issue, avoiding the requirement for an expensive, full scale replacement of the sprinkler system. The largest long-term care home owned and operated by the County is Elgin Manor. Now 17 years old, much of the equipment as well as many of the building systems and components are original but approaching their anticipated life expectancy. That said, ongoing maintenance and timely repairs have kept system operating well. At this time, the equipment/systems was in good condition and operating in a satisfactory manner. In the coming years, there is a need to start to budget for equipment replacements. This can be staggered to meet budgeting requirements. Well-constructed buildings that are between 15 and 25 years have not normally required significant capital expenditures because they are relatively `new'. The study identified that there will be replacements and upgrades required in the next 10 years. The County operated and maintains four ambulance stations; Edwards, Aylmer, Shaw Valley Drive, and Dutton.All of these buildings are much smaller/significantly less complicated/relatively new and were noted to be in good condition. Edwards is larger than the other three and the only one with two stories. The other three are essentially the same design, with some improvements made to later versions of the building. All four of these buildings use mechanical and electrical systems similar to a well built, house; furnace, condenser for cooling, washrooms, and radiant heating in the ambulance bays. These components will wear out on an ongoing basis but in relative terms are less costly and easier to replace. For the ambulance stations, the two major components to be considered at the drive lanes/parking areas and roof. These will be the costliest items but can be scheduled for replacement over the coming years. The staggered years of construction for the ambulance stations, makes scheduling for required maintenance/repairs easier. Given their age, they follow the requirements for accessibility relatively well. Edwards Ambulance does not have elevator access to the upper level. This does not appear to be a requirement to accommodate staff with accessibility issues. The relatively straight forward nature of the mechanical equipment presents only small opportunities for potential energy savings at these buildings. The Heritage Centre is brand new and significant expenditures for repairs / replacements / upgrades for the various building systems and components should not be anticipated for the next 10 years. In the subsequent 10 years, the building becomes 12 — 22 years old and financial investment will be necessary. The Heritage Centre is small, similar in size and complexity as the ambulance stations, County of Elgin, Building Condition Survey, Executive Summary NAE Project No.20-1041 262 COUNTY OF ELGIN G , T BUILDING CONDITION ASSESSMENT PROJECT Page 7 of 7 Rev. 0#20-1041 " NA EXECUTIVE SUMMARY ENGINEERING A fi 5Q V1:I,ATE S. I NC. but much `simpler' than the long-term care homes or the County Administration Building. The Heritage Centre appears to be a well like facility and one comment is that there may be pressure to expand it in the coming years. The assessment completed provided NAE with an opportunity to review 10 of the facilities owned, operated, and maintained by the County of Elgin. Four; the County Administration Building, Terrace Lodge, Bobier Villa, and Elgin Manor are large, quite complex, very well used facilities that need to be maintained at a high standard to stay current with ongoing upgrades to building codes and standards and to meet the requirements of users. Excluding the Administration Building, the newest facility is Elgin Manor, 17 years old, while the oldest is Terrace Lodge. All of these buildings, including the County Administration Building have reached an age where there will be significant and ongoing financial requirements to keep them in good condition. Base on our review, County staff and administration responsible for operating and maintaining these building have provided adequate funding and to allow them to be kept in good condition. The County has been using a proactive approach to building repairs and upgrades. We would recommend that this approach continue but anticipate that ongoing financial requirements will increase in the coming years. The four ambulance stations and Heritage Centre are all considerably smaller and much less complicated. At present, all were noted to be in good condition and operating in a satisfactory manner. The Heritage Centre appears to be well used. The ambulance stations, in comparison to the long-term care facilities do not experience very heavy `use'. The four ambulance stations are all in the 15 — 25- year age and will require repairs and upgrades but these will be less costly and should be able to be spread out to fit budgeting requirements. Whites Station Operations Centre is almost 50 years old and while most systems and components were noted to be in good/adequate condition, functionally it is lacking in several areas. Rather than continuing to spend capital dollars to repair/replace/upgrade equipment in an outdated facility, consideration might be given to either a substantial renovation or constructing a new building. Overall, the portfolio appears to receive substantial investments when repairs and upgrades are required. Following this approach has kept the buildings and their systems in good condition. We would encourage that the County continue with this approach, but, given the current age of the buildings, the financial requirements to keep the buildings and the sites that they occupy in good condition will most likely increase from current levels. County of Elgin, Building Condition Survey, Executive Summary NAE Project No.20-1041 263 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Brian Lima Director of Engineering 1011111111 Services r ty Michele Harris Director of Homes and Seniors Progressive by Nature Services Eugenio DiMeo, Manager of Corporate Facilities DATE: December 1, 2020 SUBJECT: Investing in Canada Infrastructure Program (ICIP) — COVID-19 Resilience Infrastructure Stream RECOMMENDATION: THAT the report titled "Investing in Canada Infrastructure Program (ICIP) — COVID-19 Resilience Infrastructure Stream" from the Director of Engineering Services, dated December 1, 2020, be received and filed; and, THAT Council endorse application of the County's Investing in Canada Infrastructure Program (ICIP) — COVID-19 Resilience Infrastructure Stream funding towards the County LTCH HVAC Rooftop Replacements and County Administration Building Council Chambers Renovation projects; and, THAT staff be directed to submit the corresponding project applications to the Province for review and nomination to the federal government for approval. INTRODUCTION: The purpose of this report is to inform Council of the recent Investing in Canada Infrastructure Program (ICIP) — COVID-19 Resilience Infrastructure Stream funding announcement by the Province of Ontario, and seeks Council's endorsement for two recommended proposed projects for which applications will be submitted to utilize the County's available COVID stream funding. DISCUSSION: On October 28, 2020, Ontario announced the COVID-19 Resilience Infrastructure Stream ("COVID stream") under the Investing in Canada Infrastructure Program (ICIP) in Ontario. 264 IIII,��I�1011l�alulur«uf,,. 2 Under the new COVID stream, $250 million in combined federal-provincial funding will be dedicated to local governments across the province. The federal government has indicated that investments under this stream are to support public infrastructure, defined as tangible capital assets, including temporary infrastructure related to pandemic response, primarily for public use and/or benefit. According to federal parameters, eligible projects include: • Retrofits, Repairs and Upgrades for municipal, provincial, territorial and indigenous buildings, health infrastructure and educational infrastructure; • COVID-19 Response Infrastructure, including measures to support physical distancing; • Active Transportation Infrastructure, including parks, trails, foot bridges, bike lanes and multi-use paths; and, • Disaster Mitigation and Adaptation, including natural infrastructure, flood and fire mitigation, tree planting and related infrastructure. Municipalities will not be required to cost-share under this stream. The federal government will cover 80% of the total eligible costs associated with any approved project and Ontario will cover 20%, however, total eligible costs for all submitted projects cannot exceed the municipal allocation. A project cap based on the municipal allocation permits only two (2) project submissions. Upon a review of program criteria and eligible proposed 2021 capital projects, staff recommends that the County's funding allocation in the amount of $336,466 be applied to the following two projects as follows: 1. County LTCH HVAC Rooftop Replacements* - $236,466 2. County Administration Building Council Chambers Renovation - $100,000 *Grouped Project focus at Bobier Villa and Elgin Manor The federal timelines of this program require municipalities to work quickly to implement funding. Project submission applications will be reviewed and prioritized by the province based on a rolling intake. The County's application must be submitted to the province through the Transfer Payment Ontario (TPON) system by January 7, 2021 . Only projects that meet the above criteria, as well as those that will follow in the provincial program guidelines will be considered for nomination by the Province to the federal government. Municipalities which fail to submit applications on time, or municipal project which have not started construction by September 30, 2021 and/or completed construction by December 31, 2021, will lose any opportunity to access the funding allocation. 265 IIII,��I�1011l�alulur«uf,,. 3 FINANCIAL IMPLICATIONS: If approved, both proposed projects would be entirely funded by both senior levels of government through the Investing in Canada Infrastructure Program (ICIP) — COVID-19 Resilience Infrastructure Stream. Such funding would further offer the Budget Committee and Council an opportunity to consider reallocating budgeted 2021 capital funds to other priorities. 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: County Homes staff, residents, families and visitors, and Administration Building staff and tenants will be advised of the proposed projects once approved, and will be provided advance notice of any temporary service disruptions. CONCLUSION: Recently, the Province of Ontario announced the COVID-19 Resilience Infrastructure Stream ("COVID stream") under the Investing in Canada Infrastructure Program (ICIP) in Ontario. This funding investment is made available to support public infrastructure, 266 IIII,��I�1011l�alulur«uf,,. 4 defined as tangible capital assets, including temporary infrastructure related to pandemic response, primarily for public use and/or benefit. Upon a review of program criteria and eligible proposed 2021 capital projects, staff recommends that the County's funding allocation be applied towards replacement of HVAC rooftop units at both Bobier Villa and Elgin Manor, completing renovations to Council Chambers. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer Michele Harris Director of Homes and Seniors Services Eugenio DiMeo Manager of Corporate Facilities 267 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Brian Lima Director of Engineering 1011111111 Services �u ,z DATE: December 1, 2020 Progressive by Nature SUBJECT: Zero-Emission Vehicle Infrastructure Program — Phase 2 Funding Award RECOMMENDATION: THAT the report titled "Zero-Emission Vehicle Infrastructure Program — Phase 2 Funding Award" from the Director of Engineering Services, dated December 1, 2020, be received and filed; THAT the Warden and Chief Administrative Officer be authorized to sign the Contribution Agreement; and, THAT the County's funding project contribution in the amount of $52,218 be pre- approved in the 2021 capital budget. INTRODUCTION: This past summer, Natural Resources Canada's (NRCan) Electric Vehicle and Alternative Fuel Infrastructure Deployment Initiative deployed its second round of funding under its Zero-Emission Vehicle Infrastructure Program (ZEVIP), a key component of the federal government's efforts to increase the availability of electric vehicle chargers across Canada. The report provides further program details, and details the County of Elgin's recent successful joint public-private partnership project funding application. DISCUSSION: The Government of Canada has set federal targets for zero-emission vehicles (ZEV) reaching 10% of light duty (LDV) sale per year by 20257 30% by 2030 and 100% by 2040. Access to localized and visible charging infrastructure is key to alleviate consumer concerns about where to charge their vehicle. To that end, the Government of Canada announced $130 million over five years (2019-2024) to deploy a network of zero-emission vehicle charging (level 2 and higher) and refuelling stations in more localized areas where Canadians live, work and play. 268 IIII,��I�1011l�alulur«uf,,. 2 This past summer, Natural Resources Canada (NRCan) sought applications from eligible organizations to distribute funding through its Zero-Emissions Vehicle Infrastructure Program (ZEVIP) to install a minimum of 20 electric vehicle charging stations as part of an infrastructure project in public places, on-street, in multi-unit residential buildings, at workplaces or for light-duty vehicle fleets. Successful proposals would receive funding up to 50% of total project costs, to a maximum of $5,000 per connector. In response, the County of Elgin submitted a successful joint public-private partnership funding project proposal with the Municipality of Central Elgin and ERTH Corporation (refer to NRCan award letter below for reference). The joint project involves the installation of 20 electric vehicle connectors at the following locations and as shown on the location map: Location Organization Quantity of Level 2 Connectors Administration Building County 4 Provincial Offences Act County 2 Building Terrace Lode County 1 Elgin Manor County 1 Bobier Villa County 1 Whites Station County 4 Port Stanley Firehall Central Elgin 2 Port Stanley Arena Central Elgin 2 280 Elm Street - Aylmer ERTH Corporation 1 180 Whiting Street - Ingersoll ERTH Corporation 2 The ZEVIP requires applicant projects to be completed with 18 months following execution of a written Contribution Agreement. FINANCIAL IMPLICATIONS: The County of Elgin's successful joint public-private partnership funding project proposal involves the installation of 20 electric vehicle charging station at an estimated cost of$216,040, and sought the maximum ZEVIP funding contribution made available from NRCan in the amount of $100,000. The project costs will be funded as follows: County of Elgin $52,218 Municipality of Central Elgin $46,416 ERTH Corporation $17,406 NRCan ZEVIP Funding $100,000 PROJECT TOTAL: $216,040 269 IIII,��I�1011l�alulur«uf,,. 3 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ® Exploring different ® Fostering a healthy now and in the future. ways of addressing environment. community need. ❑ Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and community and other effectively. stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: The ZEVIP funding will allow the Municipality of Central Elgin to install electric vehicle charging station connectors at select municipal facilities, and made available for both workplace and public use. COMMUNICATION REQUIREMENTS: It is recommended that a copy of this report be circulated to the Municipality of Central Elgin and ERTH Corporation. CONCLUSION: Early this year, Natural Resources Canada opened its second request for proposals for its Zero-Emission Vehicle Infrastructure Program (ZEVIP), designed to bring EV charging to "where Canadians live, work and play" — that is, primarily urban and suburban areas, and a key component of the federal government's efforts to increase the availability of electric vehicle chargers across Canada. In response, The County of Elgin submitted a successful joint public-private partnership funding project proposal with the Municipality of Central Elgin and ERTH Corporation that will involve the installation of 20 electric vehicle charging station connectors predominantly at key municipal facility throughout the County. 270 IIII,��I�1011l�alulur«uf,,. 4 The maximum ZEVIP funding contribution made available from NRCan in the amount of $100,000 was received, and staff recommend that the County of Elgin's anticipated project cost in the amount of $52,218 be pre-approved in the 2021 capital budget. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer 271 Natural Resources Ressources naturelles Canada Canada Ottawa(Canada) K1A OE4 Brian Lima November 24, 2020 Director of Engineering Services Corporation of the County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Subject: Elgin County Community EV Network—Application to the Zero Emission Vehicle Infrastructure Program File Number: ZA-227, Corporation of the County of Elgin Dear Brian Lima, I am pleased to advise you that your application dated June 11, 2020, for the above mentioned project, has been conditionally approved for funding consideration by Natural Resources Canada (NRCan), subject to the successful negotiation and execution of a written Contribution Agreement. Until a written agreement is signed by both parties, no commitment or obligation exists on the part of NRCan to make any financial contribution to your organization's proposed project. Please note that expenditures incurred between the date of this Letter of Conditional Approval and the date on which a Contribution Agreement is signed by Canada fall outside the Eligible Expenditure Period and, although they may count towards Total Project Costs, they are not eligible for reimbursement by NRCan. It is important to consult with an NRCan representative during this period prior to incurring expenditures as they can advise you on the terms and conditions for reimbursement. In the coming weeks, we will prepare a draft Contribution Agreement for your review. Please note that in accordance with the directives you will have six months to negotiate and sign a Contribution Agreement. NRCan will not accept any changes to the provisions of our standard template agreement unless your legal counsel provides a legal rationale for the changes. We will only consider changes in cases where the existing provisions create a legal impediment to you entering into the agreement. Minor changes can be made to the details of the schedules in the agreement, namely the Description of the Project, Eligible Expenditures, Budget and Reports, in order to ensure they properly reflect your project proposal. k-/anaaa 272 2 1 trust this letter clarifies the status of your organization's funding request under the Zero Emission Vehicle Infrastructure Program and NRCan's requirements for the expenditure of funds under this Program. Should you have any questions or concerns with respect to the Program, please contact Louise Tanguay at louise.tanguay@canada.ca. Yours sincerely, Debbie Scharf Director General, Clean Fuels Branch Low Carbon Energy Sector k-,/anaaa 273 1 l t' r I, r 8i E o a E E E E 17 p, cAT E o O u m m ar v a ? c o m � a..ry o 0 0 m oa ea io v o (m U O > W c m • w ao u o o ° ;o r o w' o v c, w L wa a ; o`v °' o o x C mo . . 0 > < = in . . mmXo bna aco , ... w O • �. N O r w a.. i Y oa M u a� o to CD N U p O 1 � W w �eww e, r I I W '� IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL 41 It FROM: Julie Gonyou, Chief Administrative Officer / Elgi nr uvfi.J j, DATE: December 3, 2020 Progressive Ly Nature SUBJECT: Council and Committee —Meeting Schedule 2021 RECOMMENDATION: THAT the report from the Chief Administrative Officer titled "Council and Committee — Meeting Schedule 2021" be received and filed; and THAT Council approve the 2021 Elgin County Council Meeting Schedule. INTRODUCTION: At its meeting on November 24, 2020, County Council provided feedback regarding its 2021 Meeting Schedule. The attached Meeting Schedule incorporates changes suggested by Council Members and is presented for approval. CONCLUSION: Once approved, the final 2021 Council Meeting Schedule will be distributed to Members, Local Municipal Partners and posted on the website. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 275 0 0 O O O O O O O 000 O 00 00 O O O O 0 0 O 0 0 0 0 0 0 0 0 0 O 0 0 0 0 0 0 0 0 N H rn rn rn rn rn rn rn rn rn rn rn rn rn rn rn rn rn rn rn � rn N O N cA W M F F co N O N f— 6) Z C CO M N04 O co -0 -0 N N N N N W N i i O N O to N E E N N L L L L w m m > > LL coN N oN m m -0 -0 E E E E >' M- C C >' Q Q > > 0 0 LU 0 � � LL LPL CO co OO ZZ ❑ ❑ w O U 0 Z Q J U Z 0 0 O U 0 Z 0 O ma U LL 0 O cn 0) t 0) 0) 0) 0) 0) 0) 0) 0) 0) 0) LU 0c .c c c c c c c c c c c 0 uJ _ N LU W d 'L) 0 L L L L L L L L L L L) = CLc m e c c c c c c c c c c > > U H 0 a 0 0 0 0 0 0 0 0 0 0 0 cA J U U_ U U U U U U U U U U U H U c LL 0 N 0 (L 0 0 0 0 0 0 0 0 0 0 0 0 U U in cU cU cU cU cU cU cU cU cU cU cU IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer J DATE: December 4, 2020 Progressive by Nature SUBJECT: COVID-19 Emergency Team Planning — November Update RECOMMENDATION: THAT the December 4t", 2020, report titled, COVID-19 Emergency Team Planning — November 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: As of Monday, November 23, 2020, the County of Elgin, along with the entire Southwestern Public Health region, moved into the Orange-Restrict tier of the Keeping Ontario Safe and Open Frameworkfor COVID-19. As the number of new cases increases across the province, County Council and the Emergency Management Team continue to work with local community partners to encourage residents to follow all health precautions to help prevent the spread of COVID-19 in our community. Staff also continue to follow all health precautions, and staff working at the Administration Building, POA Building, Heritage Centre, and the Library Branches, complete a COVID- 19 screening tool each time they attend the workplace. The County Administration Building is open by appointment only. Front desk reception screens visitors upon arrival. The County has hired a Front Desk Reception Administrative Assistant for a 24-month contract to support the screening function at the Administration Building. The Provincial 277 IIII,��I�1011l�alulur«uf,,. 2 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. 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. 278 IIII,��I�1011l�alulur«uf,,. 3 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. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 279 u, _ Q U C O E FD p) N U L^ 0 a3 N a) � m N C w Ul 0m U)ia°i o� � Ernmo °) of aoi ° °� Q9 c N o a� m o m 3 0 3 c c o N 2 o N 0.9 3 °sue m asm- ul a� of - Ed �- as 0 0 0 a) o c� T > a).52 3 —U)O wn o o U U a� U m o 0 o rn a� ��.— o m o 2U � c E>. 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CL 0, ��a rn�gym "�w �m E m o Q a) a) o — c E :p • • a) ° O U asp as �'Q C '.; E o W J O aNi�Uo�oininU 3(7 0 0 V J 4 u u c b.0 .0 c u C E bz aj =, W 0 0 aj E u E —u w o o 2 ,A E m u OJ aj w 0 aj aj 0 m m .2 aj u w - m 3:3: > > 0 u o u 0 1 co z Ln co co -.:5 L,n ........................................................................................................................................................................................................................................................................ bz bn z c - c 3: r-o o r Z, E o aj wu E m,-•> 2 u o aj o N > o E bn .E o o aj to E 2 u .................................................................................................................................................................................................................................................................................................................................................................................................................................... u aj aj D- o =� u v) b.o 4L aj aj 'o c bo =� aj -c bo aj c u m :9 aj -6-j u bz -Fa , . — = >� aj E bz Z u cL o I c _a Z7i aj :9 -2 m o c I aj o =� m c u 2 _a u o c .2 .2 u m c I c aj r o aj uo u bz > aj E o x m u -c 1�, >� aj u " c c aj — u aj > .5 j aj I E 5 OJ 'o E c aj o —o r u bn o o Ij c aj 3: o m m o E E aj c aj o. c 'o to o o is 3 u u E m S� - aj >� c -2 .2 '.j 'o o o 2 > r —u o 3�. o c c -a �c aj > o- c ou t�: aj Ij o IJ aj u E u u u a bz u j > V Ij o m o aj —aj E aj o = aj v u E U, S� E: 0 u u Ln Z�; cmL m v ¢ u. w o E O u aj o o w w w aj o z, :t bz o v) E —'j c aj > aj aj u u -i-- u u u u c o a o aj t w o 0 , aj u t aj aj f —u 'o u c F E o -Z7i o = vOi — _a o u ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 2 \ / \\ \ \ } a ± / LO § 42 / m § \ \ }� § \ } 2 ƒ \ ƒ ( \ \ \ /\ \ sae ; & CORRESPONDENCE — December 10, 2020 Items for Consideration — (Attached) 1. The Port Bruce Ratepayers Association with a proposal for a non-motorized water craft launch 2. Catfish Creek Conservation Authority with a letter regarding Schedule 6 of Bill 229 Protect, Support and Recover from COVID-19 Act 3. The Elgin County Land Division Committee with a memo requesting that the County of Elgin Council send a letter to the Municipality of Dutton Dunwich with respect to Bradt Road 4. Andre Verhaeghe with a letter regarding the use of ATVs on John Wise Line 5. Jeremy Heatley with an email regarding the wearing of masks in Elgin County 296 Topic: Port Bruce- Proposal for a launch for non-motorized water craft The Port Bruce Ratepayers Association wish to submit a proposal to convert a temporary boat ramp for use as a public launch site for canoes, kayaks, paddleboards and other such water conveyances. A temporary boat ramp was installed and financially supported by The County of Elgin and the Township of Malahide on the north side of Catfish Creek on Bank Street.This was put in place to supply a boat launch for North Erie Marina during the construction of the new bridge in Port Bruce. When the bridge construction is completed,this launch is scheduled to be removed. The use of this site would provide a safe location for the use of such craft. In past years, a site located at the south bridge abutment has been used by the public to launch small water vessels, such as canoes etc., at no expense to the users. This site has been used historically since the original bridge has been in place. If consideration would be given to convert a temporary boat launch to a permanent launch, for small non-motorized water vehicles, we feel that this could be accomplished at minimal expense. With the placement of a line of concrete blocks and necessary signage to prevent access of motor vehicles and boat trailers to this site, a safe location to launch small water vessels at a very low cost could be provided. Parking for vehicles could be located at the Welcome Sign grassed lot. Our reason for this endeavour is to encourage more forms of outdoor exercising. Non-motorized water crafts not only promote healthy lifestyles but are environmentally friendly. Elgin County in recent years has been adding bike lanes to roads, encouraging fitness and promoting ecotourism. This project would dovetail nicely with that effort. Another bonus in converting this temporary launch to a permeant launch is that fish habitant would not be disturbed again during the removal process that would need to take place if the launch was removed. Thank you in advance for considering our request. We know that with your help, Port Bruce can continue to be a beautiful, clean, green environment for our community and visitors to treasure. The Port Bruce Ratepayers Association Regards Linda Newman/ PBRA Chairperson Jerry Lee/PBRA Past Chair 297 mo CATFISH CREEK CONSERVATION AUTHORITY 8079 Springwater Road, RR# 5,Aylmer,Ontario N5H 2114 PHONE: (519) 773-9037 • FAX: 519-765-1489 e-mail: admin@catfishcreek.ca • www.catlishcreek.ca November 26, 2020 Julie Gonyou Chief Administrative Officer Elgin County 450 Sunset Drive, St. Thomas, ON N511 5V1 Dear Julie, I am writing to advise you of a motion passed by the Catfish Creek Conservation Authority Board of Directors regarding Schedule 6 of Bill 229 Protect, Support and Recover from COVID-19 Act (Budget Measures). At a special meeting of the Catfish Creek Conservation Authority Board of Directors on November 26, 2020, the Full Authority considered the proposed changes to the Conservation Authorities Act and the Planning Act included in Bill 229 and passed the following motion: Motion #SM 05 / 2020 Moved By: Sally Martyn Seconded: Mark Tinlin THAT, the Full Authority request that the Government of Ontario remove the proposed amendments to the Conservation Authorities Act and Planning Act as contained in Bill 229 Schedule 6 and continue the process already underway with Bill 108. Carried 1 298 We are not opposed to change or improving the process, transparency and accountability of the CCCA, however the Board is concerned about several elements of the proposed legislation. Member municipalities will want to closely review the amendments that if passed would: 1. Require Board Members to act on behalf of their respective municipalities contradicting the fiduciary duty of a Board Member to represent the best interests of the CCCA. 2. Remove CAs as a public body under the Planning Act for appeals, in particular to ensure that conservation authorities will retain the ability to appeal a decision that adversely affects land that it owns. 3. Allow the Minister to make decisions on permit appeals and issue permits without considering the watershed management approach (upstream and downstream impacts). 4. Edit or remove the ability for the Minister to prescribe standards and requirements for non-mandatory, municipal and local programs & services. The CCCA is requesting the Province of Ontario remove Schedule 6 from Bill 229 and continue the process already underway with Bill 108. The CCCA encourages our member municipalities to do the same. Sincerely, ley Rick Cerna Chairperson Catfish Creek Conservation Authority Cc: Conservation Ontario Mission Statement: "To communicate and deliver resource management services and programs In order to achieve social and ecological harmony for the watershed" Conservation 2 ONTARIO 299 "Ej C it 9 f„�, i Progressive, by Nature Memo: Bradt Road, Municipality of Dutton Dunwich Date: December 3, 2020 From: Land Division Committee, County of Elgin To: Council, County of Elgin Elgin County Land Division Committee is requesting the County of Elgin Council send a letter to the Municipality of Dutton Dunwich with respect to Bradt Road. Historically, this road has been assumed to be a municipal road, complete with signage, and municipal services (snow plowing, garbage pick-up). However, through recent building permit applications to the Municipality, and title searches conducted at the expense of the land owner, it was determined that this road was never properly created through by-law. Therefore Bradt Road is not a municipal road. The Municipality has not followed up on determining what occurred and how this road was not properly created. The belief of Dutton Dunwich citizens is that the road is a municipal road and can be used to access lots in the area. The Municipality has issued building permits and addressing off Bradt Road, which cannot be possible if the road is not a municipal road. As a condition of a building permit already issued by the Municipality, it now requires the applicant to obtain an easement over what was believed to be Bradt Road, when the Municipality has never confirmed for themselves that the road is not a legal road. Land Division Committee does not feel it is fair for the applicant to have to undertake the cost of title search, and obtain an easement for access on property that may be a municipal road. Land Division is therefore asking County Council to intervene and a) require the Municipality to determine if it is or is not a road definitively, b) if it is not a road, then remove all signage and markers related to it being a road, and c) provide a new municipal address to the property in question (not from Bradt Road), as this will cause future issues with appropriate 911 municipal addressing. 300 i ago November 17, 2020 Mrs. Katherine Thompson Can you please add the enclosed letter to the next meeting's agenda of Elgin County Council o December 10, 2020 for their consideration? Thank you, U, zte�;& Andre G. Verhaeghe Let me know if you received this request. .lop, .L r � w November 17, 2020 The County of Elgin County Council Members I, Andre Verhaeghe, am a member of the Talbot Trail ATV Club. The club started in 2005 and we have trails in Elgin County. For the last 20 years, I worked as an Insurance Agent for West Elgin Mutual from the Aylmer office. 1 also teach the ATV rider safety course for the Canada Safety Council for 20 years now. 1 am asking permission for my wife Mary and I to ride on country road 45 John Wise Line from # 50304 where we live, to # 50418 which is J. Pake's property, which borders on the club trail. He gave us permission to use his property. This is daytime riding only. At the present time, we have to load our two ATVs on a trailer to the parking area, which is 3.5 km from our home, and then unload the ATVs. The distance that we would be riding on John Wise Line would be 1/10`h of a kilometer from # 50304 to # 50418. Both properties are on the north side of John Wise Line. Awaiting your reply. Sincerely, r Andre G. Ver aeg e Cell phone: 519-636-1997 Email: atvsafety@hotmail.com 1 Message for Warden Mennill: Wearing masks in Elgin has been an extremely sensitive issue with no defining regulation to enforce mask wearing in stores. Aylmer businesses have been badly hit because of this with a comment saying No Frills business is down about 50% because shoppers will not go in stores where people do not wear masks. According Southwestern Public Health there is currently no legal way to enforce mask wearing in stores. The Regional of Halton has an effective by-Law that MANDATES face covering in store, by-Law 47-20 Why will Elgin County not pass a similar by-Law to mandate face covering in stores. Stores in Halton Region have posted notices in their windows that mandates masks are worn and if for medical reasons a person cannot the MUST wear a face shield. This would help local Elgin County businesses and eliminate any ambiguity about what can and can't be done and store all the verbal, and sometimes physical confrontations in and around stores. It will also help protect the population and help minimize the spread of Covid. My cell number and would be open to discussing this at any time convenient with Warden Mennill or at the December 10th Council meeting. Regards Jeremy Heatley PS: I have photos of the store notices in Halton if required. 303 CORRESPONDENCE — December 10, 2020 Items for Information — (Attached) 1. The County of Frontenac with a letter regarding AODA Website Compliance Extension and Funding/Resource Support 2. Ontario's Long-Term Care COVID-19 Commission with a letter regarding a survey for long-term care homes with respect to the spread of COVID-19 in long-term care homes 3. The Ministry of Municipal Affairs and Housing with a letter regarding the Ontario Rebuilding and Recovery Act: Accelerating Infrastructure Initiatives Municipal Engagement 4. The County of Elgin Homes with its December newsletter 5. Western Ontario Wardens Caucus with its November newsletter 6. Western Ontario Wardens Caucus with a media release regarding Rural Economic Development (RED) Funding 304 County of Frontenac FRONTENAC 2069 Battersea Rd. Glenburnie, ON KOH 1 SO T: 613.548.9400 F: 613.548.8460 25 November, 2020 Honourable Doug Ford Premier of Ontario Minister of Intergovernmental Affairs Premier's Office Room 281 Legislative Building, Queen's Park Toronto, ON M7A 1A1 Via email: ,q,! „g;gir ,gqIqq,lq,!q, Dear Premier Ford: Re: Frontenac County Council Meeting — November 18, 2020 — Recommend Reports from the Chief Administrative Officer— AODA Website Compliance Extension and Funding/Resource Support Please be advised that the Council of the County of Frontenac, at its regular meeting held November 18, 2020, passed the following resolution, being Recommend Reports from the Chief Administrative Officer, clause d): Recommend Reports from the Chief Administrative Officer d) 2020-101 Corporate Services AODA Website Compliance Extension and Funding/Resource Support Motion #: 160-20 Moved By: Councillor Doyle Seconded By: Councillor Higgins Whereas Section 14(4) of Ontario Regulation 191/11 under the Accessibility for Ontarians with Disabilities Act requires designated public sector organizations to conform to WCAG 2.0 Level AA by January 1, 2021; and, Whereas the County remains committed to the provision of accessible goods and services; and, 305 61 Whereas the County provides accommodations to meet any stated accessibility need, where possible; and, Whereas the declared pandemic, COVID-19, has impacted the finances and other resources of the County; and, Whereas the Accessibility for Ontarians with Disabilities Act contemplates the need to consider technical or economic considerations in the implementation of Accessibility Standards; Therefore Be It Resolved That the Corporation of the County of Frontenac request that the Province of Ontario extend the compliance deadline stated in Section 14(4) of Ontario Regulation 191/11 to require designated public sector organizations to meet the compliance standards, by a minimum of one (1) year to at least January 1, 2022; And Further That the Corporation of the County of Frontenac requests that the Province of Ontario consider providing funding support and training resources to municipalities to meet these compliance standards; And Further That a copy of this resolution be forwarded to the Honourable Doug Ford, Premier of Ontario, Ian Arthur, M.P.P. Kingston and the Islands, M.P.P. Randy Hillier Lanark— Frontenac—Kingston, the Association of Municipalities of Ontario (AMO), the Association of Municipal Managers, Clerk's and Treasurers of Ontario (AMCTO) and all Ontario municipalities. Carried trust you will find this in order; however should you have any questions or concerns, please do not hesitate to contact me at 613-548-9400, ext. 302 or via email at amini frontenaccount .ca. Yours Truly, tannette Amini, Dipl.M.M., M.A. CMO Manager of Legislative Services/Clerk cc. All Ontario Municipalities Copy: File 2069 Battersea Road, Glenburnie, ON KOH 1 SO T: 613.548.9400 1 F: 613.548.8460 1 frontenaccounty.ca 306 li4t Ontario's Long-Term Care Commission ontarienne d'enquete sur la COVID-19 C VIIIIIf) 19 Corniirrmiiissiiioin darns Ines -fo eiirs de soiiiins de Illoingue duiir e The Honourable Frank N. Marrocco, Chair L'honorable Frank N. Marrocco, president Angela Coke, Commissioner Angela Coke, commissaire Dr. Jack Kitts, Commissioner Dr Jack Kitts, commissaire November 16, 2020 To: Heads of Ontario Long-Term Care Homes Ontario's Long-Term Care COVID-19 Commission (the "Commission") has a mandate to investigate how and why COVID-19 spread in long-term care homes, what was done to prevent the spread, and the impact of key elements of the existing system on the spread. Our report(s) will include recommendations to help prevent the future spread of disease in long-term care homes. Information about the Commission's mandate and its work to date is available on the Commission website at www.LTCcommission-commissionSLD.ca. As part of its investigation, the Commission will be sending a survey to all long-term care homes in Ontario and will require that each home complete the survey regarding its response to COVID-19, and the impacts of COVID-19 on staff, residents and others. This survey is designed to minimize disruption to long-term care homes and will serve as an important source of province-wide information for the Commission. The results of the survey will be presented to the Commission by the Canadian Institute for Health Information and will be posted publicly on the Commission's website. We will use the survey results in our investigation and in preparing our report(s) of findings and recommendations. Long-term care homes should expect to receive the survey by the last week of November 2020 and will be required to accurately complete the survey in full in early December 2020. Specific dates will be provided when the survey is sent to long-term care homes. The scope of the Commission's investigation is expansive, and the issues are critical to the health of your residents, staff, and their loved ones. It is imperative that the Commission receives accurate and fulsome responses to this survey expeditiously. If you do not return the survey, or provide incomplete, unclear or inaccurate responses, you may be summonsed pursuant to subsection 33(4) of the Public Inquires Act to give evidence to us under oath. We look forward to receiving your survey responses in the timeline required and thank you for your cooperation. Regards, The Hon. Frank N. Marrocco Angela Coke Dr. Jack Kitts Chair Commissioner Commissioner 24th Floor 700 Bay Street 700, rue Bay, 24e 6tage Toronto ON M5G 1 Z6 Toronto (Ontario) M5G 1 Z6 email InfoOL TCcommission-CommissionSLD.ca 3CPou rriel InfoOL TCcommission-CommissionSLD.ca I ��C("),rnrr7",,'; i("),i7•c(,.), r7ir7 i(,),i �d ca/ ca/fr/ii7dex 0rTfl Ministry of Municipal Ministere des Affaires Affairs and Housing Municipales et du Logement Office of the Deputy Minister Bureau du ministre 777 Bay Street, 171h Floor 777, rue Bay, 17'etage Ontario Toronto ON M7A 2J3 Toronto ON M7A 2J3 Tel.:416 585-7100 Te1. :416 585-7100 November 18, 2020 Office of the Chief Administrative Officer Office of the Commissioner of Planning/Commissioner of Public Works Director's Office — Planning/Public Works Department Re: Ontario Rebuilding and Recovery Act: Accelerating Infrastructure Initiatives Municipal Engagement Dear Municipal Partners, As you may be aware, on October 22, 2020, the Province introduced the Ontario Rebuilding and Recovery Act, 2020: Accelerating Infrastructure Projects — a package of legislative measures, policy changes, and communication opportunities that would accelerate the delivery of major public (infrastructure) projects. The details of the announcement can be found here. As part of the Ontario Rebuilding and Recovery initiative, the Ministry of Municipal Affairs and Housing is working together with the Ministry of Transportation, Ministry of Infrastructure and other partner ministries to consult with municipalities to better understand the challenges and barriers they are facing in delivering local linear infrastructure projects. We will also explore what new authorities municipalities may need to accelerate the delivery of these projects, considering the accelerating measures recently included in the Building Transit Faster Act, the COVID-19 Economic Recovery Act, 2020, the proposed Ontario Rebuilding and Recovery legislative package, and other potential authorities and tools. The anticipated outcomes of the proposed municipal consultation for accelerated delivery of municipal infrastructure projects include, but are not limited to: 1. Improving our understanding of the challenges and barriers to expediting municipal infrastructure delivery; 2. Determining whether the authorities in the Building Transit Faster Act, 2020 (BTFA) could offer potential solutions if made available to municipalities; 3. Exploring potential additional accelerating authorities that may be of benefit to municipalities; 4. Considering how municipal infrastructure projects could be designated by the province as priorities to support economic recovery. Additional background material on the overview of the BTFA authorities (see Appendix C) are attached for your reference. 308 115 As part of these municipal consultations, my ministry together with partner ministries, is requesting written input from our municipal partners across the province. For your reference, we have attached a copy of the discussion questions and parameters for discussion to guide your submission (see Appendix A and B). We are also reaching out through other municipal forums such as Association of Municipalities of Ontario (AMO- MOU), Toronto-Ontario Cooperation and Consultation Agreement (T-OCCA), the Provincial-Municipal Technical Working Group, Regional Planning Commissioners of Ontario (RPCO) Regional Public Works Commissioners of Ontario (RPWCO) and the Municipal Engineers Association (MEA). Your invaluable insight and perspectives will help inform any recommendations we will make going forward. We want to hear from you regarding on-the-ground challenges municipalities like yours may be experiencing, and any suggestions you may have that offer potential solutions to help expedite priority local infrastructure projects. Informed by these consultations, my ministry, working with partner ministries, plan to develop proposals to bring forward for Spring 2021. We have prepared an online survey, available here, with some discussion questions to gather your feedback and perspectives. If you prefer to provide us with a written submission, we encourage you to submit your input to PlanningConsultation&Ontario.ca by December 18, 2020. In the meantime, if you have any questions, please feel to contact Sean Fraser, Director or the Provincial Planning Policy Branch, at Sean.Fraser&Ontario.ca. Once again, please accept our sincere thanks for your support and we look forward to engaging with you on this important government initiative. Yours truly, � ' M10 Kate Manson-Smith Deputy Minister Ministry of Municipal Affairs and Housing Cc: Jonathan Lebi, ADM, Local Government and Planning Policy Sean Fraser, A/Director Provincial Planning Policy Branch 309 2/5 Appendix A: Questions for Discussion, Ontario Rebuilding and Recovery Act: Municipal Consultations Part 1. Problem Identification Q1: What are the challenges/barriers that your municipality is facing in moving funded and planned priority infrastructure forward? Q2: Which of these challenges/barriers are best addressed municipally through existing functions? Part 2. Building Transit Faster Act, 2020 Authorities Q3: Can or should the authorities included in the BTFA be made available to support municipal infrastructure? Q4: Which authorities should be scoped for municipal application? Are there any limitations to municipal application? Q5: Which authorities should/could be used in partnership with the Province? Part 3. How to Use/Apply Potential New Authorities Q6: What types or categories of infrastructure projects should we consider for any new authorities? QT What key considerations or criteria should be used to assess any proposed new municipal authorities? Q8: How might an infrastructure project be identified or designated as being eligible to benefit from the accelerating authorities? Q9: What obligations should run with any delegated/granted new authorities (e.g. public consultation)? Part 4. Other Considerations Q10: What other authorities beyond the BTFA would be helpful to meet municipal infrastructure challenges? Q11: Can you foresee any challenges or obstacles with potential new authorities for municipalities? Q12: With what other parties and/or stakeholders should the province engage on this topic? 310 4/5 Appendix B: Parameters for Discussion, Ontario Rebuilding and Recovery Act: Municipal Consultations The following describes what is in-scope and what is out-of-scope for consideration of accelerating authorities for the delivery of municipal infrastructure projects: In Scope • New municipal authorities like the authorities of the BTFA for municipal transportation infrastructure (regional roads, corridors) • New municipal authorities like the authorities of the BTFA applied to other infrastructure (water, sewer, other linear corridors) • New authorities that were not included in the BTFA Out of Scope • EA modernization is ongoing and is a separate initiative • Provincial approvals/fast-tracking the land use planning and development approvals (e.g., MZOs) and permitting process— ongoing and involves separate initiatives of a number of different ministries • Municipal buildings and vertical infrastructure • Funding, loans and other financial or tax support • Other aspects of the Ontario Rebuilding and Recovery initiative 311 515 Appendix C: Overview of the accelerating authorities provided under the Building Transit Faster Act, 2020 The Building Transit Faster Act, 2020 (BTFA or Bill 171) received Royal Assent on July 8, 2020, and includes several measures designed to address challenges, accelerate timelines, reduce project delivery risk, and enable stronger partnerships in respect of the delivery of four priority transit projects. Many of the Act's provisions are intended as a "back-stop" in their application, with the commitment that the Province would first use a collaborative approach to reach agreements with necessary parties. These new authorities for accelerating priority transit projects include: 1. Corridor Development Permits • Require development and construction activities in the transit corridor land to obtain a permit • Aids in coordinating activities in the corridor and managing timing of construction to reduce impacts to safety, schedule and budget • Intent is to collaborate with proponents throughout the permit process, allows for the Minister of Transportation to establish a process for proponents to seek a review of permit decisions. • Includes an escalating enforcement regime to support compliance 2. Ability to Enter Land • Ability to enter transit corridor lands to conduct preview inspection, obstruction removal and construction danger inspection and elimination work during planning and construction phases, without consent of the property owner • Limits and obligations include: notice, time of day restrictions, no entry to dwellings, restoration of property, compensation for damages or removals 3. Land Assembly • Exempt lands from Hearing of Necessity requirements under the Expropriations Act for land that is at least partially on the transit corridor land • Enables the Minister to establish an alternative process for considering comments from landowners about a proposed expropriation and for considering those comments, potentially saving five months from land assembly timelines • Every effort made to negotiate amicable land purchases before expropriation 4. Utility Company Coordination • Enhanced process to coordinate utility relocations to support better management of project schedule and costs • Provides clear process for dispute management, including mechanism to permit the seeking of compensation from utilities when work not completed on time or court order upon failure to comply 5. Municipal Service and Right-of-Way-Access • Ability of the Minister of Transportation to issue an order outlining conditions for the use or modification of municipal assets where negotiations are unsuccessful • Provides certainty that transit works can proceed where a negotiated agreement not reached • Intent to work collaboratively with municipalities and only used as a last measure 312 6/5 ■ ■ ■ ■ s yJG �� rrrrrrrrrr r��rrrrrrrrr Lei TFUP IF 77 rrr 4, • AA I", qst S '111,11E A S IIII e b ir a iiii iiiri g 1u I1 i e S III iiii iiir iiii° u °f C 1 i iiir iiii s° u rn a s a"t °1u I1 i eIIII iii r � r„ � r ' pr r Bobier Villa is looking as In celebration of a season of It's an old time Christmas at beautiful as ever with festive gratitude and inspiration Terrace Lodge as they decorations and Christmas Elgin Manor has many celebrate this festive cheer. The December Christmas treats in store as season. Featuring a Norman calendar features many they deck the halls. The Rockwell colouring contest, "New" traditions and old new "pickle day" is sure to ukulele jam sessions, old favorites including a please. Sparkle day, a door Christmas stories, seasonal Country Christmas, decorating contest, tastings with shortbread & Christmas around the world, gingerbread houses, and a hot chocolate and a virtual ghosts of Christmas past "red and green" festive New Years Bash with John and a Nativity Christmas. theme day to name a few! Milles. 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"/, ✓i �, S Owu IIIII t y a f IIE''''i III i in III°III c)ulm e s a uln d C I IIC° °.III sl x _ r a , ^ r , 4 / i Te+chnQ10 Phony "Uisr Eo', �N� dl ��ar I Ni , k.,C I,Y k r(y7)f4 k:,I P,.(...,.V / TeNrraIc,e Lodge j r 1 7719205 . ti , 3 , ty�GaM1l. high demand for familyand loved one¢ec#una ma hams aisitz.. feason we 33..that visits arjehookeld IA , I U . r. r T E R IN 0 �N .1.. A If UPDATE TV %J 'YV %0 WAR DENS CAUCUS IIII IIII IIII � IIIIIIIIII IIIII IIIII I„ IIII IIIII I�IIII�IIII IIII IIII�IIIIIIIIII IIIIIIIIIII III IIII Four announcements by SWIFT in November oa01W9�u�y6fpip • SWIFT Announces$19M In Broadband Improvements For Essex Ohl )PSW IF r County. The newly awarded projects will collectively service 207 kilometres of underserved roadway throughout Essex County to bring high-speed internet to SO LJthWr,,,fern hlegmted Fihrr Fechnolog;,. 3,687 homes and businesses within the municipalities of Essex, Kingsville and Leamington. • SWIFT Announce New Broadband Services in Norfolk County. Execulink Telecom has started to roll out fibre-to-the-home (FTTH) broadband service in the Turkey Point area. Construction of the newly established fibre network is expected to be completed by December 2020. • SWIFT Announces$16.9 Million in Broadband Upgrades for Grey County.The projects represent a collective total investment of$8.1 million and will deploy fibre cabling along 110 kilometres of underserved roadway to deliver improved high-speed services to 1,904 homes and business by mid-2021. • SWIFT to Bring High-Speed Broadband Service to 5,200 Households in Bruce County.The newly awarded projects will collectively service 69 kilometres of underserved roadway to bring high-speed internet to 3,247 homes and businesses within the municipality of Northern Bruce Peninsula and the Town of South Bruce Peninsula. The projects represent a collective total investment of approximately$6.4 million and will be completed with service available by mid- 2022. 315 IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIITIIIIrIII'IIIIIIIIIIIIII'Illllllllllulllllllllllllrllll G hlllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllS PllllllllllllllllllalllllllllillllFlllllll Illlllrlllllllllllrlll provides inf Illlllrllllllllllrllllhlllllllllallllltl'IIIIIIIIIIII Illllllllnlllllllllllllllalllllllllblllllllllllllll Illlllllulllllltllllllllllllllllrllllhlllllllllll Illlllrllllllelllllllllllltlllllllhlllllllllallllllllnlllllllllllllllll6lllllllllllllllllllll0lllllllllllll0llllllllllll0lllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllll manufacturers throughout Ontario TrilliumGIS provides TRILLIUM INETWORK information about more than 6,000 FOR ADVANCED MANUFACTURilli manufacturing establishments in the province, ranging from large motor vehicle and aircraft assemblers to craft breweries and wineries. The open-access platform is available to the general public, but is especially useful for specific audiences. These audiences include manufacturers themselves, as they seek to identify potential customers, suppliers and partners, as well as economic development officials at all levels of government, educational institutions looking for co-operative education and work-integrated learning partners, and site selectors looking for promising locations for new manufacturing investments. Vie w the fiiiuIIIIIL Purr uri III a r;IC New Webinar Series - Building Momentum Forum ,,„jj The Southwest Ontario Tourism Corporation (SWOTC) Ofl�hl+Q�&e and their Destination Management Organizations siout �L (DMOs)want to continue to support the tourism industry T+ in navigating through, and planning for, the future. d Iby nature Together they are launching the digital'Building Momentum Forum'. Upcoming Forum Sessions Include: How To Plan and Execute Great Video Content-Thursday Nov 26, 10am Winter Travel Preferences Research-Tuesday Dec 8, 10am Destination Repositioning, Best Practices-Tuesday Jan 12, 1 pm :.. r.a ji rui i roin! � ni � i !it Ontario Support for Businesses The month of November has seen a number of supports for businesses announced by the Ontario Government of Ontario. These include; • QiiniU iriuo Slit plp2w±liuiulr " unrr�IIIIII Il3III�Sliipiiu�ri r p...*lilllllh III piu uiu ui „Ill �i� ui m �Niiuirt Ill pN uiui ii liii ig The Ontario government is investing over$2.2 million through the Ontario Together Fund to provide small businesses with free, tailored financial advice and online training to help them make informed financial decisions and navigate the unprecedented economic circumstances brought on by the COVID-19 pandemic. 316 .. costs . This webpage is dedicated to helping find • IIIt!!I� uiuiu,�i.. �i. GetIll�iwrilll ,ui1t�, u�uw�wllllll� � w.. out if your business is eligible to recover costs for personal protective equipment(PPE) or for rebates to help with fixed costs, such as property tax and energy bills. • IIPrw) oiiii wri' Q„piut,w,cod w Il w,gt IllIira)diu t to SIILy„pr III w w wuiuis„wu dove Ill i'!,m a IY u[ Canadian Manufacturers &Exporters(CME), with the support of the Ontario government, is launching a new Ontario Made Consumer Directory. This guide will make it easier for shoppers to find made-in-Ontario products, while supporting local businesses and manufacturers. By promoting Ontario-made products,this initiative will support good-paying jobs and set the province down the path to further growth, renewal and long-term economic recovery. u° RURALONT RI Government rmmouu somom INSTITUTE of Canada P Ontario uuir ull Il a ua°ui�uuuY �;�,u,�a sh,ictoes Oii,d:,uiroa Qioeins 19 c)l �oaVII adaV uiry shs (Wa)ud ruir d Grey in Nouuutu":,)Ir II:s,,mx Urruuauuuau, aa�T I' Auiaued SIls'e nn Iarur Oar sw pouuo �,i,Ir°rw0;lh In order to accelerate a rural Ontario is now accepting With a diverse workforce and renaissance from Covid-19, ROI applications from municipalities strategic positioning at a major is collecting, curating and sharing for local infrastructure projects border crossing,Windsor-Essex stories featuring positive under the new Local Government is home to many manufacturers examples of innovations drawn sub-stream of the COVID-19 that are diversifying the regional from across rural Ontario. They Resilience Infrastructure stream economy—from traditional and have also selected several to allow local governments to innovative automotive parts, to initiatives for a deeper dive in the proceed with tendering and new drug therapies,to form of"case studies". procurement as soon as agricultural solutions and possible. beyond. Each of the featured case studies includes a link to watch Ontario announced up to$1.05 The Honourable Melanie Joly, the complete interview and a billion in federal-provincial Minister of Economic written summary of the interview. funding through the COVID-19 Development and Official ROI specifically probed to Resilience Infrastructure stream Languages and Minister highlight what might be under the Investing in Canada responsible for FedDev Ontario, transferrable for others looking to Infrastructure Program(ICIP)to along with Irek Kusmierczyk, do similar projects and adapt build or renovate health and Member of Parliament for them to their own context. safety-related projects in long- Windsor—Tecumseh, announced term care, education and a total FedDev Ontario Two of the WOWC region municipalities that will help investment of$6.3 million to member County's are featured; Ontario respond to the impacts of support the scale-up and growth Supporting Oxford:a project COVID-19. This includes up to of four leading manufacturers in created with collaboration and $250 million for the Local Windsor-Essex: Pancap Pharma love and The Future of Workers Government sub-stream that will Inc., Crop Defenders Ltd., Hawk in Rural Ontario featuring Grey help municipalities to address Plastics Ltd., and Whitfield County. critical local infrastructure needs. Group. Vew'the w :psi tuw hies 10ew the pu[2EE... Vew the pqp! uri Illezz&i:l,. 317 oil If you own a local business in rural western Ontario, Western Ontario you now have access to repayable loans up to 140,000 through the 21 Community Futures MR- ' Community Development Corporation offices in the region. The Government of Canada will provide an additional $600 million to support workers and businesses through RRRF. This additional investment brings the total RRRF support to over$1.5 billion, helping businesses and organizations weather the impact of COVID-19. The second round of the Regional Relief and Recovery Fund (RRRF)provides rural businesses and communities with access to capital and technical support. A total of$16,840,000 million of the overall $600 million fund has been allocated for the CFDCs across the western Ontario region to distribute to qualifying businesses. 111111111I1I1 Oil I Oil �I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I�I 318 W Iry S I E R N D N T A , 0 a a 0 1111A1111�`11"1111" 1 Ontario 'VVWVV %Mo FOR IMMEDIATE RELEASE - December 1, 2020 The Western Ontario Wardens' Caucus Receives Rural Economic Development (RED) Funding Southwestern, ON —The Western Ontario Wardens' Caucus has received a $14,374 grant from the Ontario Ministry of Agriculture, Food and Rural Affairs to share best practices throughout the region. The funding will be used to execute three components of the Regional Economic Development Strategy; • Updating% w�)w�;� ca including a logo refresh and creating an Economic Development Resources component for the WOWC Website; • In partnership with Workforce Planning West, aggregate fifteen local job hubs and provide monthly jgll ��g�and .gll L�� reports; and .,u��rr�f• The site will also house regional tonal data from l �; " ulo.lii, The funding is part of a larger regional strategy that supports economic development in Western Ontario. The plan emphasizes a regional and collaborative approach to dealing with the implications of a transforming economy and focuses on identifying cross-cutting regional economic development opportunities that have implications for all aspects of the Southwestern Ontario economy. Quotes "It's great to see that our investment through the Rural Economic Development program will help the Western Ontario Wardens' Caucus (WOWC) initiate measures to support economic development in Western Ontario," said Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs. "This funding will help the Caucus to provide essential local and regional job search information and job demand reports, as well as providing material on economic development resources to help stimulate local economic growth through the WOWC website." "The sharing of best practices in our region is pivotal to our success. We are able to learn and adapt programming from other counties to best serve the needs of our tax base. This 319 knowledge sharing will also increase efficiencies by improving delivery to customers and stimulating innovation and growth." - Jim Ginn, Chair of the Western Ontario Wardens' Caucus, Warden Huron County. "This project is integral to our success as a region, by being a repository for datasets, community profiles, regional news stories, business resources, and quality of place considerations for workforce attraction, wowc.ca will be a one stop shop for the fifteen Counties in Western Ontario." - George Bridge, Chair of the Western Ontario Wardens' Caucus Economic Development Committee, Mayor Town of Minto. About The Western Ontario Wardens'Caucus (WOWC) is a not-for-profit organization representing 15 upper and single tier municipalities in Southwestern Ontario, representing more than three million residents. The WOWC aims to enhance the prosperity and overall wellbeing of rural and small urban communities across the region. Caucus members work collectively to influence federal and provincial legislation and programs through advocacy, research and analysis and education. For more information, visit\ ,w�m:,,,ca. -30- Media Contact Kate Burns Gallagher, Executive Director Economic Development Western Ontario Wardens' Caucus T: 226-374-6654 E: Il J U rll s@@ llg°n c:a .................................................................................................................................................................................................................................................................................................................................................................................................................................................... www.wowc.ca 0 gria%////% 320 CLOSED MEETING AGENDA December 10, 2020 Staff Reports: 1) 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 (verbal). 2) 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— Organizational Review (verbal). 321 COUNTY OF ELGIN By-Law No. 20-61 "BEING A BY-LAW TO AUTHORIZE THE EXTENTION OF A CONTRACT WITH MEDAVIE EMS FOR THE PROVISION OF LAND AMBULANCE SERVICES IN ELGIN COUNTY AND TO REPEAL BY-LAW 17-15" WHEREAS Section 5(3) of the Municipal Act, S.O. 2001, Chapter 25 as amended grants municipal power to exercise its capacity, rights, powers and privileges by by-law; and, WHEREAS Section 8(1) of said Act confers broad authority to municipalities to govern its affairs as it considers appropriate; and, WHEREAS Section 9 of said Act confers upon a Municipality the rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; and, WHEREAS Section 6 (1) of the Ambulance Act, R.S.O. 1990, Chapter A. 19 as amended requires, unless otherwise provided by a regulation, an upper-tier municipality to be responsible for all costs associated with the provision of land ambulance services in the municipality, and be responsible for ensuring the proper provision of land ambulance services in the municipality in accordance with the needs of persons in the municipality; and, WHEREAS the Corporation of the County of Elgin has previously entered into a contract with Medavie EMS Elgin Ontario Incorporated, through By-Law 17-15, to provide land ambulance services and said contract will expire on December 31, 2020; and, WHEREAS the original contract provided for an extension under certain terms and conditions; and, WHEREAS both parties mutually agreed to said terms and conditions; and, WHEREAS the Council of the Corporation of the County of Elgin deems it expedient to extend the contract with Medavie EMS Elgin Ontario Incorporated. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT the extended contract between the Corporation of the County of Elgin and Medavie EMS Elgin Ontario Incorporated, attached hereto and forming part of this By-Law, be authorized; and, 2. THAT the Warden and Chief Administrative Officer be authorized and directed to sign a three-year(3) contract extension, effective January 1, 2021 through December 31, 2023, with Medavie EMS Elgin Ontario Incorporated to provide land ambulance services for the County of Elgin, which is hereby incorporated into and forming part of this By-Law; and, 3. THAT By-Law 17-15 be hereby repealed; and, 4. THAT this By-Law shall come into force and take effect on January 1, 2021 and remain in force until December 31, 2023. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 10T" DAY OF DECEMBER 2020. Julie Gonyou, Chief Administrative Officer. 322 Warden. COUNTY OF ELGIN By-Law No. 20-62 "BEING A BY-LAW TO AUTHORIZE AN AGREEMENT BETWEEN THE CORPORATION OF THE COUNTY OF ELGIN AND NORTHERN COMMUNICATION SERVICES INC. (NORTHERN911) FOR THE PROVISION OF PRIMARY SERVICE ANSWER POINT (PSAP)SERVICES" WHEREAS Section 5(3) of the Municipal Act, S.O. 2001, Chapter 25 as amended grants municipal power to exercise its capacity, rights, powers and privileges by by-law; and, WHEREAS Section 8(1) of said Act confers broad authority to municipalities to govern its affairs as it considers appropriate; and, WHEREAS Section 9 of said Act confers upon a Municipality the rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act: and, WHEREAS the Council of the Corporation of the County of Elgin did previously enter into an agreement with Northern Communication Services Inc. (Northern911)to provide and operate Primary Service Answer Point(PSAP) Services for the County of Elgin, ending December 31, 2020; and, WHEREAS the Council of the Corporation of the County of Elgin deems it expedient to extend this agreement with the Northern Communication Services Inc. (Northern911)for the above mentioned PSAP Services for a term beginning on January 1, 2021 and ending on December 31, 2021, NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT the Agreement between the Corporation of the County of Elgin and Northern Communication Services Inc. (Northern911)for the provision of Primary Service Answer Point(PSAP)Services, attached hereto and forming part of this By-Law, be authorized; and, 2. THAT the Warden and Chief Administrative Officer be authorized and directed to enter into and the Agreement, which is hereby incorporated into and forming part of this By-Law; and, 3. THAT this By-Law shall come into force and take effect on January 1, 2021 and remain in force until December 31, 2021. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 23rd DAY OF NOVEMBER 2020. Julie Gonyou, Chief Administrative Officer. Warden. 323 This Amending Agreement made effective this 1st day of January,2021. BETWEEN: CORPORATION OF THE COUNTY OF ELGIN (hereinafter'Elgin') Of the First Part AND: NORTHERN COMMUNICATION SERVICES INC., Operating as"Northern911". (hereinafter'Northern') Of the Second Part WHEREAS Elgin is a municipal corporation organized pursuant to the laws of the Province of Ontario; AND WHEREAS Northern is a body duly incorporated pursuant to the laws of the Province of Ontario with head office in the City of Sudbury therein and,furthermore,operates an emergency call communication centre for dispatch of fire,police,and ambulance services and personnel; AND WHEREAS,on January 14,2020,Elgin entered into an Agreement with Northern for provision of first point of reception service for emergency calls within the territorial limits of the County of Elgin for the effective Term commencing on January 1,2020,and ending on December 31,2020(hereinafter the "Agreement"); AND WHEREAS Elgin and Northern have agreed and therefore propose to amend the effective Term of the Agreement by extension to a period of two(2)calendar years,still commencing on January 1,2020 but to now end on December 31,2021; AND WHEREAS Elgin and Northern wish to reduce the terms of such amendment to writing. NOW,THEREFORE,in consideration of payment of the sum of ONE DOLLAR($1.00)by each Party to the other and the mutual covenants and promises contained herein,the receipt and sufficiency of which consideration is hereby irrevocably acknowledged,the Parties hereto agree as follows: Amendments to Agreement-Text 1.0 The Parties agree and acknowledge that the text of the Agreement as identified above shall be amended as follows: 1.1 Section 2.2 of the Agreement shall be deleted and the following substituted therefor: " 2.2 For each calendar year of the Term of the Agreement,the Organization shall pay Northern,for providing and operating the PSAP,in accordance with the Rates and Charges set out in Schedule"A".". 1.2 Section 9.0 of the Agreement shall be deleted and the following substituted therefor: "9.0 TERM 9.1 This Agreement shall be effective from the 1st day of January,2020 and shall run for a term of two(2)years ending the 31s`day of December,2021.". 324 Remainder of Agreement Otherwise In Effect 2.0 Save and except as set forth above,the other terms,conditions,and provisions of the Agreement shall remain in full force and effect as originally drafted and agreed. IN WITNESS WHEREOF the Parties hereto have affixed their hands and seals,under signatures of duly authorized representatives or officials,upon the dates and at the places as set forth below. Dated at St.Thomas,Ontario this day of 2020. Corporation of the County of Elgin Per: _ Name: Position: Per: Name: Position: We have authority to bind the Corporation Dated at Sudbury,Ontario this 1rst day of December,2020. Northern Communication Services Inc., (operating as"Northern911") Per: '— Name: Mike Shantz Position: President Per: _N/A Name: Position: We have authority to bind the Corporation 325 Corporation of the County of Elgin By-Law No. 20-63 Being a By-Law to prohibit and/or otherwise regulation of Off-Road Vehicles(ORVs) on County Roads WHEREAS the Municipal Act, 2001, S.O. 2001, c. 25, as amended, (hereinafter "Municipal Act, 2001"), and in particular section 8 thereof, provides that the powers of a municipality under that or any other Act shall be interpreted broadly so as to confirm broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate and to enhance the ability of the municipality to respond to municipal issues; AND WHEREAS, pursuant to the Municipal Act, 2001, and in particular Section 28 thereof, a municipality has jurisdiction over, inter alia, all highways over which it had jurisdiction or joint jurisdiction on December 31, 2002, all highways established by by- law of that municipality as enacted on or after January 1, 2003, and all highways otherwise transferred to that municipality pursuant to the Public Transportation and Highway Improvement Act or any other Act; AND WHEREAS, pursuant to the Highway Traffic Act, R.S.O. 1990, c. H. 8, as amended, and in particular Section 191.8 thereof, and Regulations enacted thereunder, including but not limited to O. Reg 316/03, as amended, as a Regulation relating to the operation of off-road vehicles on highways, a municipality is authorized to enact a by- law prohibiting the operation of off-road vehicles on any highway, or any part or parts thereof, within a municipality and under its jurisdiction and/or otherwise permitting and otherwise regulating operation of such off-road vehicles on such highways, or any part or parts thereof; AND WHEREAS the Corporation of the County of Elgin exercises jurisdiction over and in respect of highways within the territorial limits of the said County of Elgin, which highways are generally and collectively referred to as"County Roads"; AND WHEREAS the Council of the Corporation of the County of Elgin deems it expedient to prohibit operation of off-road vehicles on County Roads, subject to an exception which allows direct crossing of such County Roads by operators of off-road vehicles in accordance with the said Off Road Vehicles Act, R.S.O. 1990, c. O. 4, as amended; NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: Section 1 —Definitions 1. In this by-law: "all-terrain vehicle" means an off-road vehicle that, (a) has four wheels, the tires of which are all in contact with the ground, (b) has steering handlebars, (c) has a seat that is designed to be straddled by the driver, and (d) is designed to carry, (i) a driver only and no passengers, or (ii) a driver and only one passenger, if the vehicle, 326 (A) has one passenger seat that is designed to be straddled by the passenger while sitting facing forward behind the drive, and (B) is equipped with foot rests for the passenger that are separate from the foot rests for the driver; and in all respects meets the requirements of the Highway Traffic Act and the Off-Road Vehicles Act and any Regulations passed thereunder, as amended and as may be replaced from time to time, and, where thereby applicable, the expression "Off-Road Vehicle" shall have the corresponding meaning. "extreme terrain vehicle" means an off-road vehicle that: (a) has six or eight wheels, the tires of which are all in contact with the ground, (b) has no tracks that are in contact with the ground, (c) has seats that are not designed to be straddled, and (d) has a minimum cargo capacity of 159 kilograms; and in all respects meets the requirements of the Highway Traffic Act and the Off-Road Vehicles Act and any Regulations passed thereunder, as amended and as may be replaced from time to time, and, where thereby applicable, the expression "Off-Road Vehicle" shall have the corresponding meaning. "County" or "Elgin" means the municipal corporation of the County of Elgin or the geographic area of the County of Elgin, as the context requires; "highway" includes a common and public highway, street, avenue, parkway, driveway, square, place, drive, bridge, viaduct or trestle, any part of which is intended for or used by the general public for the passage of vehicles and includes the area between the lateral property lines thereof and which is under the jurisdiction of the County of Elgin pursuant to the Municipal Act, 2001; "Highway Traffic Act" means the Highway Traffic Act, R.S.O. 1990, c. H. 8, as amended; "Motor Vehicle" includes an automobile, a motorcycle, a motor-assisted bicycle unless otherwise indicated in the Highway Traffic Act, and any other vehicle propelled or driven otherwise than by muscular power, but does not include a street car or other motor vehicle running only upon rails, a power-assisted bicycle, a motorized snow vehicle, a traction engine, a farm tractor, a self-propelled implement of husbandry, or a road- building machine; "multi-purpose off-highway utility vehicle" means an off-road vehicle that, (a) has four or more wheels, the tires of which are all in contact with the ground, (b) has a steering wheel for steering control, (c) has seats that are not designed to be straddled, and (d) has a minimum cargo capacity of 159 kilograms; and in all respects meets the requirements of the Highway Traffic Act and the Off-Road Vehicles Act and any Regulations passed thereunder, as amended and as may be replaced from time to time, and, where thereby applicable, the expression "Off-Road Vehicle" shall have the corresponding meaning. 327 "municipal law enforcement officer" means a municipal law enforcement officer duly authorized by the Council of the County of Elgin to enforce this by-law; "off-road motorcycle" means an off-road vehicle, designed primarily for recreational use, that, (a) has steering handlebars, (b) has two wheels, the tires of which are all in contact with the ground, (c) has a minimum wheel rim diameter of 250 millimetres, (d) has a minimum wheelbase of 1,016 millimetres, (e) has a seat that is designed to be straddled by the driver, (f) is designed to carry a driver only and no passengers, and (g) does not have a sidecar; and in all respects meets the requirements of the Highway Traffic Act and the Off-Road Vehicles Act and any Regulations passed thereunder, as amended and as may be replaced from time to time, and, where thereby applicable, the expression "Off-Road Vehicle" shall have the corresponding meaning. "off-road vehicle" has the same meaning as in the Off-Road Vehicles Act and includes but is not limited to an all-terrain vehicle, extreme terrain vehicle, multi-purpose off- highway utility vehicle, off-road motorcycle, and recreational off-highway vehicle, "Off-Road Vehicle Act" means the Off-Road Vehicles Act, R.S.O. 1990, c. O. 4, as amended; "police officer" means an officer of the Ontario Provincial Police or other police service having jurisdiction in the County, who are duly appointed under the Police Services Act; "Provincial Offences Act" means the Provincial Offences Act, R.S.O. 1990, c. P. 33, as amended; "recreational off-highway vehicle" means an off-road vehicle that, (a) has four or more wheels, the tires of which are all in contact with the ground, (b) has a steering wheel for steering control, (c) has seats that are not designed to be straddled, and (d) has an engine displacement equal to or less than 1,000 cubic centimetres; and in all respects meets the requirements of the Highway Traffic Act and the Off-Road Vehicles Act and any Regulations passed thereunder, as amended and as may be replaced from time to time, and, where thereby applicable, the expression "Off-Road Vehicle" shall have the corresponding meaning. "seat belt assembly" means a device or assembly composed of a strap or straps, webbing or similar material that restrains the movement of a person in order to prevent or mitigate injury to the person; and "unopened road allowance" means a highway under the jurisdiction of the County that has neither been opened for public travel nor assumed for maintenance purposes by the County. 328 Section 2—Interpretation (1) This by-law includes the Schedule(s) attached to it, and the Schedule(s) are hereby declared to form part of the by-law. (2) The headings and subheadings used in this by-law are inserted for convenience of reference only, form no part of this by-law, and shall not affect in any way the meaning or interpretation of the provisions in this by-law. (3) Unless the context requires otherwise, references to items in the plural include the singular unless used with a number modifying the term, and words importing the masculine gender shall include the feminine. (4) If any section, subsection, paragraph or part thereof is declared by any Court to be illegal or ultra vires such section, subsection, paragraph, or part or parts shall be deemed to be severable and all other parts of this by-law are declared to be separate and independent, and enacted as such. Section 3—Prohibitions (1) Except as contemplated and provided for in section 2(2) of the Off-Road Vehicles Act, no person shall operate an off-road vehicle upon a highway, or part thereof, under the jurisdiction of the County, provided that, for purposes of crossing a highway pursuant to section 2(2)(a) of that Act, the off-road vehicle shall be operated at all times so as to travel perpendicular to the lateral property lines forming the limits of such highway. (2) No person shall operate an off-road vehicle on an unopened road allowance or part of an unopened road allowance under the jurisdiction of the County. (3) Following enactment of this by-law, the prohibitions and exception set forth in sections 3(1) and 3(2) above shall remain in effect for each and every calendar day commencing at 12:00:01 a.m. of each such day and ending at 12:00:00 on that same day. Section 4—Exemptions (1) The prohibitions set forth in sections 3(1) and 3(2) above do not apply to those exemptions provided for in section 27(1) and 28 of O. Reg. 316/03, as amended, relating to the operation of Off-Road Vehicles on Highways as enacted pursuant to the Off-Road Vehicles Act, as amended. Section 5—Permitted Crossing of a Highway (1) When crossing a highway as permitted, by exception, pursuant to section 3(1) above and unless inconsistent with any other provision of this by-law, the person so operating any off-road vehicle and any passenger thereon shall comply with all provisions of the Highway Traffic Act, the Off-Road Vehicles Act, and all other federal and provincial laws and municipal by-laws, as applicable, or any Regulations made thereunder, as amended or replaced from time to time, including but not limited to the provisions of Part III of O. Reg 316/03, as amended, relating to the Operation of Off-Road Vehicles on Highways as enacted pursuant to the Off-Road Vehicles Act, as amended, save and except that set forth in sections 22 and 24 of the said O. Reg 316/03.. (2) When crossing a highway as permitted, by exception, pursuant to section 3(1) above, the off-road vehicle shall not be operated at a rate of speed greater than 20 kilometers per hour. 329 Section 6—Limitations on Exception (1) When crossing a highway as permitted, by exception, pursuant to section 3(1) above, the person so operating any off-road vehicle and any passenger thereon shall do so at his, her, or their own risk. (2) When crossing a highway as permitted, by exception, pursuant to section 3(1) above, the person so operating any off-road vehicle and any passenger thereon shall, at all times, exercise due care and attention, and otherwise act with due regard to other users of the highway. (3) Permission, by exception, to cross a highway pursuant to section 3(1) above does not constitute permission to operate an off-road vehicle on any other public or private property without the consent of the owner thereof. Section 7—Enforcement (1) This by-law may be enforced by a police officer or a municipal law enforcement officer. Section 8—Offences, Fines and Penalties (1) No person shall hinder, obstruct, or interfere with a police officer or a municipal law enforcement officer in the lawful execution of his or her duties under this by-law. (2) No person operating an off-road vehicle as contemplated by this by-law shall fail to stop that off-road vehicle when directed to do so by a police officer or a municipal law enforcement officer while executing his or her duties under this by-law. (3) No person operating an off-road vehicle or any passenger thereon shall fail to identify himself or herself when demanded to do so by a police officer or a municipal law enforcement officer while executing his or her duties under this by- law. (4) Any person who contravenes any provision of this by-law is guilty of an offence and is subject to any penalty as provided for in the Provincial Offences Act. (5) Without limiting the generality of that set forth in subsection (4) immediately above, when a person has been convicted of an offence under this by-law, then the court entering that conviction or thereafter any court of competent jurisdiction may, in addition to any other penalty imposed upon such person convicted, make an order prohibiting the continuation or repetition of the said offence by the person so convicted. Section 9—Short Title This by-law may be referred to as the"Off-Road Vehicle By-Law". Section 10—Effective date and repeal This by-law shall come into force and effect upon enactment. READ A FIRST, SECOND, and THIRD TIME and FINALLY PASSED this day of December, 2020. Julie Gonyou Chief Administrative Officer Warden 330