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01 - January 12, 2021 County Council Agenda Package 000* llgin n Table of Contents I. Orders — January 12, 2021 ....................................................................... 2 II. Elgin County Council Minutes — December 8 and 10, 2020............................. 3 III. Delegation — Development Charges Workshop............................................ 26 IV. Reports Index — January 12, 2021 ............................................................. 48 V. Report —Warden's Activity Report (December) and COVID-19 Update ............ 49 VI. Report — 2021 Committee and Local Board Appointments............................. 53 VI I. Report — County of Elgin Official Plan Review............................................. 56 Vill. Report — Provincial Offences (POA) Video Court Proceedings........................ 62 IX. Report — 2021 Budget Presentation........................................................... 66 X. Report — Contract Award — Corporate Facility Cleaning Services..................... 79 XI. Report — Contract Award — John Wise Line Reconstruction Project.................. 82 XII. Report — Contract Award — Village of Rodney Reconstruction........................ 88 XIII. Report — Elgin/Central Elgin/Dropbike Inc. Reinstatement of Suspended Short- Term Bicycle Rental Pilot Project.............................................................. 95 XIV. Report — County Policy Revisions.............................................................. 100 XV. Report — COVID-19 Emergency Team Planning.................................................. 106 XVI. Correspondence — Items for Consideration Index......................................... 124 XVI I. Letter from Debbie France....................................................................... 125 XVIII. Letter from the Municipality of Dutton Dunwich............................................ 129 XIX. Correspondence — Items for Information Index............................................ 131 XX. Policy Update from the Association of Municipalities Ontario.......................... 132 XXI. Policy Update from the Association of Municipalities Ontario.......................... 134 XXII. Memo from Southwestern Public Health..................................................... 137 XXIII. Letter from the Ministry of Municipal Affairs and Housing............................... 139 XXIV. Letter from the Ministry of Municipal Affairs and Housing............................... 141 XXV. Letter from the Ministry of Agriculture, Food and Rural Affairs........................ 144 XXVI. Letter from the Ministry of Agriculture, Food and Rural Affairs........................ 146 XXVII. Letter from the Ministry of Transportation................................................... 148 XXVI11. MPAC Assessment Change Summary...................................................... 152 XXIX. SWIFT December Newsletter......1........................................................... 153 111i 46w, 1 e00000 /Fig ORDERS OF THE DAY FOR Tuesday, January 12, 2021 - 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. — Development Charges Workshop, Stefan Krzeczunowicz, Hemson 5th Motion to Move Into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items 10th Recess 11 th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-laws 14th ADJOURNMENT Video Conference Meeting — IN-PERSON PARTICIPATION RESTRICTED NOTE FOR MEMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: htt�s://www.facebook.com/Elc�inCount�Admin/ Accessible formats available upon request. 2 rwa � Page 1 December 8 & 10, 2020 Pragres fve by Nature ELGIN COUNTY COUNCIL MINUTES December 8, 2020 Council Present: Deputy Warden Dave Mennill (in-person) Councillor 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) Stephen Gibson, County Solicitor(in-person) Katherine Thompson, Supervisor of Legislative Services (in-person) Carolyn Krahn, Legislative Services Coordinator(in-person) Megan Shannon, Legislative Services Coordinator(in-person) 1. CALL TO ORDER Elgin County Council met this 8th day of December, 2020 in the Council Chambers, at the County Administration Building, St. Thomas at 7:00 p.m.The Chief Administrative Officer presided as Chair of the meeting. Some Councillors and staff participated electronically by video conference. 2. ELECTION OF WARDEN The Chief Administrative Officer asked members of Council wishing to run for the Office of the Warden to stand. Councillors Marks and Martyn offered their candidacy for the position of Elgin County Warden for 2021. Each candidate was given the opportunity to address Council. Voting was done electronically and votes were counted by the Chief Administrative Officer in the presence of Carolyn Krahn, Legislative Services Coordinator, who had been appointed as a scrutineer. The Chief Administrative Officer announced that Councillor Marks was elected Warden of Elgin County for 2021. Moved by: Councillor Mennill Seconded by: Councillor McPhail Resolved that Councillor Marks be elected to the position of 2021 Warden. 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 Dave Mennill Yes 9 0 0 - Motion Carried. 3. ADMINISTERING AND SIGNING OF DECLARATION OF OFFICE Warden Marks took the Declaration of Office administered by the Chief Administrative Officer. 3 Page 2 December 10,2020 4. GOWNING The Warden was gowned, and the Chief Administrative Officer presented the 2021 Warden to Council. 5. PRESENTATION BY PAST WARDEN DAVE MENNILL The Warden was officially presented with the Chain of Office,the Lord Elgin Watch, and the Gavel of Office by Past Warden Dave Mennill. 6. WARDEN'S ADDRESS Warden Marks delivered an Inaugural Address to Council, thanked his family and friends for their support, and outlined the several items of interest and importance for consideration in 2021. 7. RESOLUTION TO DISCARD ALL RECORDS OF THE ONLINE POLL Moved by: Councillor Jones Seconded by: Councillor Ketchabaw RESOLVED THAT the poll used for the election of the 2021 Warden be deleted. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 8. RECESS Moved by: Councillor Mennill Seconded by: Councillor Giguere RESOLVED THAT we do now recess at 7:55 p.m. until Thursday, December 10,2020 at 9:00 a.m. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 4 Page 3 December 10,2020 ELGIN COUNTY COUNCIL MINUTES December 10, 2020 Council Present: Warden Tom Marks (in-person) Deputy Warden Dave Mennill (in-person) Councillor Duncan McPhail (in-person) Councillor Bob Purcell (electronic) Councillor Sally Martyn (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) Brian Lima, Director of Engineering Services (electronic) Brian Masschaele, Director of Community and Cultural Services (electronic) Michele Harris, Director of Homes and Seniors Services (electronic) Jim Bundschuh, Director of Financial Services (electronic) Amy Thomson, Director of Human Resources (electronic) Tanya Tilton-Reid, Manager of Human Resources (electronic) Nancy Pasato, Manager of Planning (electronic) Mike Baker, Manager of Museum and Archives (in-person, report only) Eugenio DiMeo, Manager of Corporate Facilities (electronic) Mike Hoogstra, Purchasing Coordinator (electronic) Sam McFarlane,Accessibility Coordinator(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 10th day of December, 2020 in the Council Chambers, at the County Administration Building, St. Thomas at 9:00 a.m.with Warden Marks in the chair. Some Councillors and staff participated electronically by video conference. 2. ADOPTION OF MINUTES Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED THAT the minutes of the meeting held on November 24, 2020 be adopted as amended. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 5 Page 4 December 10,2020 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 WOWC Economic Development Annual Report — Kate Burns Gallagher, Executive Director, Economic Development,Western Ontario Warden's Caucus The Executive Director of Economic Development for the Western Ontario Warden's Caucus presented an annual update on the Economic Development work completed in the past year and the Economic Development work plan for 2021. Moved by: Councillor Martyn Seconded by: Councillor French RESOLVED THAT the report from the Executive Director of Economic Development for the Western Ontario Warden's Caucus be received and filed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Mennill Seconded by: Councillor McPhail RESOLVED THAT we do now move into Committee of the Whole Council. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF The Chief Administrative Officer requested that the following changes be made to the Council Agenda: 6 Page 5 December 10,2020 That the Southwestern Integrated Fibre Technology Guarantee be added to the Closed Meeting Agenda in accordance with the 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. That the OCIF Notification be moved to the Closed Session Agenda as it was added to the Open Session Agenda in error. That an additional correspondence item from a resident regarding Halton's masking by-law be added to the agenda for Council's consideration. That Council consider an amended by-law to authorize the extension of an agreement with Medavie EMS for the Provision of Land Ambulance Services. That the report from the County Engineer regarding the Port Bruce Temporary Boat launch be deferred until the first meeting in January. That the verbal report from the Chief Administrative Officer regarding Council policy changes be deferred until the first meeting in January. RESOLVED THAT the above changes be made to the December 10, 2020 Council Agenda. Moved by: Councillor Jones Seconded by: Councillor Giguere Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.1 Warden's Activity Report(November)and COVID-19 Update Deputy Warden Mennill provided a summary of the County's response to the pandemic as well as a list of events he attended on behalf of County Council in his last full month as Warden. Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the December 3rd,2020, report titled,Warden's Activity Report (November) and COVID-19 Update submitted by the Deputy Warden, be received and filed for information. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Page 6 December 10,2020 Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.2 Elgin County Museum 2020 Annual Report Councillor Martyn and the Manager of Museum and Archives provided Council with an annual update on the activities of the Elgin County Museum Advisory Committee and the Elgin County Museum. Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED 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. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.3 Annual Council Committee Update: County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC)—Warden Marks Warden Marks and the Accessibility Coordinator provided Council with an annual update on the activities of the County of Elgin/Central Elgin Joint Accessibility Advisory Committee. Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw RESOLVED THAT November 26th report titled, Annual Council Committee Update: County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC), submitted by Warden Marks, be received and filed for information. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 8 Page 7 December 10,2020 6.4 2021 Community Grant Program Allocations—Councillor Ketchabaw Councillor Ketchabaw reviewed the 2021 Community Grant Program (CGP) allocations as recommended by the Rural Initiatives and Planning Advisory Committee. Moved by: Councillor Ketchabaw Seconded by: Councillor McPhail RESOLVED 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. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.5 Incontinence Products for Elgin County Homes—Contract Award—Director of Homes and Seniors Services The Director of Homes and Seniors Services provided details on the Request for Proposal for Incontinence Products for the County's three (3) Long-Term Care Homes. Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED 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. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes 9 Page 8 December 10,2020 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.6 Final Plan of Condominium Approval, Lighthouse Vacant Land Condominium —Manager of Planning The Manager of Planning presented a report advising Council that final approval was given for a plan of condominium in the Municipality of West Elgin on November 12, 2020. Moved by: Councillor McPhail Seconded by: Councillor Purcell RESOLVED 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. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.7 Request for Settlement Area Expansions — County of Elgin — Manager of Planning The Manager of Planning provided information regarding the process with respect to requests for settlement area expansions. Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED 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. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 10 Page 9 December 10,2020 - Motion Carried. 6.8 Elgin County Land Division Activities for 2020—Manager of Planning The Manager of Planning provided Council with an annual update on the activities of the Land Division Committee. Moved by: Councillor Ketchabaw Seconded by: Councillor Martyn RESOLVED 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. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.9 General Insurance and Risk Management Services Program for 2021 — Purchasing Coordinator The Purchasing Coordinator provided 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. Due to the market being unpredictable and rapidly changing,the increases for 2021 were greater than initially predicted. Moved by: Councillor Mennill Seconded by: Councillor McPhail RESOLVED 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 Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes 11 Page 10 December 10,2020 Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.10 Affordable Housinq Protects — Tax Reduction for Walter Ostojic and Sons Protect—Director of Financial Services The Director of Financial Services presented a report regarding a tax reduction for the Walter Ostojic&Sons affordable housing project on Brown Street in Aylmer. Moved by: Councillor Martyn Seconded by: Councillor French RESOLVED 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. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. RECESS—COUNCIL RECESSED AT 10:17 A.M. AND RECONVENED AT 10:27 A.M. 6.11 Elgincentives: Program Analysis — General Manager of Economic Development The General Manager of Economic Development provided an analysis of the Elgincentives program to assist Council in determining their future commitment of supporting the Elgincentives Community Improvement Plans within each Local Municipal Partner's jurisdiction. Moved by: Councillor Ketchabaw Seconded by: Councillor Mennill RESOLVED THAT the November 20,2020, report titled, Elgincentives: Program Analysis, submitted by the General Manager of Economic Development, be received and filed for information. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes 12 Page 11 December 10,2020 West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.12 Legislative Amendments to the Highway Traffic Act—Off Road Vehicle Use on Public Roads—Follow Up Report—Director of Engineering Services The Director of Engineering Services provided feedback from Elgin's local municipalities, the Elgin Group Police Services Board and the Ontario Federation of Agriculture regarding Off-Road Vehicles on County roads in a follow up report to Council. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED 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. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail No Dutton Dunwich Bob Purcell No Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 7 2 0 - Motion Carried. 6.13 Traffic Calminq Measures on County Roads within Built-Up Areas—Director of Engineering Services The Director of Engineering Services presented a report on the current practices and options for traffic calming measures on County roads within built up areas. Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED 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. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes 13 Page 12 December 10,2020 Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.14 Building Condition Assessment of Corporate Facilities—Manager of Corporate Facilities The Manager of Corporate Facilities presented a summary of the findings following the recent completion of building condition assessments of all corporate facilities. The summary detailed the inspection assessment findings and included a forecast of expected facility expenditures. Moved by: Councillor Ketchabaw Seconded by: Councillor Mennill RESOLVED THAT the report entitled "Building Condition Assessments of Corporate Facilities"from the Manager of Corporate Facilities, dated November 30, 2020 be received and filed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.15 Investing in Canada Infrastructure Program (ICIP) — COVID-19 Resilience Infrastructure Stream—Director of Engineering Services The Director of Engineering Services informed Council of the recent Investing in Canada Infrastructure Program (ICIP)—COVID-19 Resilience Infrastructure Stream funding announcement by the Province of Ontario and sought Council's endorsement for two recommended proposed projects for which applications will be submitted to use the County's available COVID stream funding. Moved by: Councillor Martyn Seconded by: Councillor Jones RESOLVED 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. 14 Page 13 December 10,2020 Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.16 Zero-Emission Vehicle Infrastructure Program — Phase 2 Fundinq Award — Director of Engineering Services The Director of Engineering Services provided details about the Zero-Emission Vehicle Infrastructure Program and the County's recent successful joint public- private partnership project funding application. Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED 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 preapproved in the 2021 capital budget. THAT staff be directed to provide a report detailing the costs associated with electric charging stations and metering options for Council's consideration. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.17 Council and Committee— Draft Meeting Schedule 2021 —Chief Administrative Officer The Chief Administrative Officer presented for approval the 2021 Council Meeting Schedule with changes as suggested by Council Members. Moved by: Councillor Jones Seconded by: Councillor Giguere 15 Page 14 December 10,2020 RESOLVED 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. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 6.17 COVID-19 Emergency Team Planning — November Update — Chief Administrative Officer The Chief Administrative Officer provided Council with an update on the County's COVID-19 response. Moved by: Councillor Mennill Seconded by: Councillor Giguere RESOLVED THAT the December 4th,2020, report titled, COVID-19 Emergency Team Planning—November Update, submitted by the Chief Administrative Officer, be received and filed for information. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 The Port Bruce Ratepayers Association with a proposal for a non-motorized water craft launch. 7.1.2 Catfish Creek Conservation Authority with a letter regarding Schedule 6 of Bill 229 Protect, Support and Recover from COVID-19 Act. 7.1.3 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. 16 Page 15 December 10,2020 7.1.4 Andre Verhaeghe with a letter regarding the use of ATVs on John Wise Line 7.1.5 Jeremy Heatley with an email regarding the wearing of masks in Elgin County Item#1 Moved by: Councillor Mennill Seconded by: Councillor Ketchabaw WHEREAS Malahide Council has directed staff to explore the proposals in the correspondence and provide options to Malahide Council, THEREFORE, BE IT RESOLVED THAT Council direct staff to provide information to Malahide staff with respect to any agreements that are in place and any timelines that are associated with those agreements with the expectation that the County work with Township staff to provide options to the respective Councils associated with this proposal, and THAT the Warden be directed to follow up with a letter to the Port Bruce Ratepayers Association providing an update with Council's direction from the December 10th meeting. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. Item#3 Moved by: Councillor Purcell Seconded by: Councillor Jones RESOLVED THAT the Warden be directed to send a letter to the Municipality of Dutton Dunwich with respect to Bradt Road, requesting that the Municipality determine if Bradt Road is or is not a road definitively and that if it is not a road, then remove all signage and markers related to it being a road and provide a new municipal address to the property in question. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 17 Page 16 December 10,2020 Item#4 Staff were directed to respond to the request from Andre Verhaeghe with Council's decision regarding off-road vehicles on County Roads. Item#5 Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT the request from Jeremy Heatley be referred to the chief medical officer of health. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 7.2 Items for Information (Consent Agenda) 7.2.1 The County of Frontenac with a letter regarding AODA Website Compliance Extension and Funding/Resource Support. 7.2.2 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. 7.2.3 The Ministry of Municipal Affairs and Housing with a letter regarding the Ontario Rebuilding and Recovery Act:Accelerating Infrastructure Initiatives Municipal Engagement. 7.2.4 The County of Elgin Homes with its December newsletter. 7.2.5 Western Ontario Wardens Caucus with its November newsletter. 7.2.6 Western Ontario Wardens Caucus with a media release regarding Rural Economic Development(RED) Funding Moved by: Councillor Mennill Seconded by: Councillor McPhail RESOLVED THAT Correspondence Items#1-6 be received and filed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes 18 Page 17 December 10,2020 Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Councillor Martyn requested that Council consider providing a letter of support to the Catfish Creek Conservation Authority for a grant application for a Yoga in the Forest event. Moved by: Councillor Martyn Seconded by: Councillor Mennill RESOLVED THAT the Warden be directed to send a letter in support of the Catfish Creek Conservation Authority's grant application for the Yoga in the Forest event. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere No Ba ham Ed Ketchabaw No Central Elgin Warden Marks Yes 7 2 0 - Motion Carried. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 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 (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#2 (b)personal matters about an identifiable individual, including municipal or local board employees, (d)labour relations or employee negotiations —Organizational Review (verbal). 19 Page 18 December 10,2020 In-Camera Item#3 (k) a position,plan, procedure, criteria, or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board— Southwestern Integrated Fibre Technology Loan Agreement In-Camera Item#4 (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them-OCIF Notification Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 10. MOTION TO RISE AND REPORT Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED THAT we do now rise and report. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. In-Camera Item#1 —Medavie EMS Elgin Ontario (MEMSEO)Contract Renewal (verbal) Moved by: Councillor French Seconded by: Councillor Jones RESOLVED THAT the Warden and Chief Administrative Officer be directed and authorized to sign the Extension and Amending Agreement to the Land Ambulance Services Agreement; and THAT By-Law 20-61, being a by-law to authorize the extension of an agreement with Medavie EMS for the provision of land ambulance services in Elgin County, be adopted. 20 Page 19 December 10,2020 Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. In-Camera Item#2—Organizational Review(verbal) Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw RESOLVED THAT the verbal report from the Chief Administrative Officer be received; and that staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. In-Camera Item#3—Southwestern Integrated Fibre Technology Loan Agreement Moved by: Councillor Mennill Seconded by: Councillor Jones WHEREAS Elgin County is a member of Southwestern Integrated Fibre Technology, Inc. (SWIFT)and Council invested in SWIFT to leverage Federal, Provincial and Private Sector Funding for fibre projects located in municipalities in Southwestern Ontario; and WHEREAS SWIFT has requested that Elgin County provide cash flow assistance on the upcoming anticipated $6M investment of fibre-optic internet infrastructure construction projects within Elgin County; and WHEREAS Council previously agreed in principle to guarantee the amount of$2.1 million in support of a credit facility to provide SWIFT with short-term bridge financing and following review by the County Solicitor,the Council Resolution, on its terms,does not expressly authorize signature of any specific Guarantee document and given that the Guarantee is fundamentally inconsistent with the original Council Resolution; THEREFORE, BE IT RESOLVED THAT Council agree to provide The Toronto-Dominion Bank with a guarantee of the Obligations of Southwestern Integrated Fibre Technology Inc in the amount of$1,119,000-1 and 21 Page 20 December 10,2020 THAT the Warden and Chief Administrative Officer be authorized to execute the attached Guarantee; THAT a copy of the Council resolution authorizing execution and delivery of the Guarantee be sent to SWIFT along with two (2)executed copies of the Guarantee; and THAT an opinion signed by the County Solicitor confirming that the Guarantee has been duly authorized, executed and delivered and that it constitutes a good, valid and binding and enforceable obligation be sent to SWIFT. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. In-Camera Item#4—OCIF Notification Moved by: Councillor Jones Seconded by: Councillor Giguere RESOLVED THAT the correspondence from the Province of Ontario be received. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor Mennill RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes 22 Page 21 December 10,2020 Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By-law 20-61 —Authorizing the Extension of a Contract with Medavie EMS Being a By- Law to Authorize the Extension of a Contract with Medavie EMS for the Provision of Land Ambulance Services in Elgin County. Moved by: Councillor McPhail Seconded by: Councillor Mennill RESOLVED THAT By-Law No. 20-61 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 12.2 By-Law 20-62—Authorizing an Agreement between the Corporation of the County of Elgin And Northern911 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. Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT By-Law No. 20-62 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 23 Page 22 December 10,2020 - Motion Carried. 12.3 By-Law 20-63—Prohibiting and/or Otherwise Regulation of Off-Road Vehicles on County Roads Being a By-Law to prohibit and/or otherwise regulation of Off-Road Vehicles (ORVs)on County Roads. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT By-Law No. 20-63 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell No Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 1 0 - Motion Carried. 12.4 By-Law 20-64—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 December 10, 2020 Meeting. Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED THAT By-Law No. 20-64 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 13. ADJOURNMENT Moved by: Councillor Mennill Seconded by: Councillor Ketchabaw RESOLVED THAT we do now adjourn at 12:59 p.m. to meet again on January 12,2020 at 9:00 a.m. Recorded Vote 24 Page 23 December 10,2020 Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 25 z co IVA LULJ rm CIA" vim pa J 1`44 I , ...................I"I......... CD Al CD Al 'I IS Lu LL. o CU cu U) LA LLJ 4I U co Q .O 1� N T co 7D T 7D E O C co O co __ C) co 07 O C) O .co O Q > >, _,_, 0 O Q O O 4 ' U 1-- co J 0 n LA i LLJ co Co O co F- >, O co 4i C) ^ 4� O a� C 0 � O O . 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CCS (n O oCL c) O co O �_ O m U (D r U) O N I �_ O N N N cn U CD CD O (D ccn E c- (D N N C� -� a) � U � �� , Ow co Q co REPORTS OF COUNCIL AND STAFF January 12, 2021 Council Reports —ATTACHED Warden Marks —Warden's Activity Report (December) and COVID-19 Update Warden Marks — 2021 Committee and Local Board Appointments Staff Reports —ATTACHED Manager of Planning — County of Elgin Official Plan Review Acting Provincial Offences Court Supervisor— Provincial Offences Act (POA) Video Court Proceedings Director of Financial Services — 2021 Budget Presentation Director of Engineering Services — Contract Award — Corporate Facility Cleaning Services Director of Engineering Services — Contract Award — John Wise Line Reconstruction Project Tender No. 2020-T40 Director of Engineering Services — Contract Award —Village of Rodney Reconstruction Tender No. 2020-T42 County Solicitor— Proposed Replacement Agreement— Elgin / Central Elgin / Dropbike Inc. — Reinstatement of Suspended Short-Term Bicycle Rental Pilot Project Chief Administrative Officer— Council Policy Revisions Chief Administrative Officer— COVID-19 Emergency Team Planning — December Update 48 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Tom Marks, Warden 1011111111 DATE: January 4, 2021 E1p. .. C e.i '- , , I ty SUBJECT: Warden's Activity Report (December) and Progressive by Nature COVID-19 Update RECOMMENDATION: THAT the January 4, 2021, report titled, Warden's Activity Report (December) 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 and meetings I attended and organized on behalf of County Council. DISCUSSION: I began my term as Warden on December 8, 2020. Over the course of the month cases of COVID-19 across the Province and in our region began to rapidly increase. By mid-month we were seeing on average over 2,000 new daily cases province-wide. Cases in our area had remained low throughout the summer and fall but this is no longer the situation. New daily cases in the SWPH Region are now regularly in the double digits and the Provincial daily average has increased to over 3,000 new cases. This rapid increase is alarming and hospitals are feeling the strain. As of December 26, 2020, all of Ontario was placed in Iockdown and southwestern Ontario is scheduled to remain in Iockdown until January 23, 2021. On a positive note, Health Canada has approved both the Pfizer and Moderna vaccines which began roll out across the Province in December. Despite the hard work and unyielding dedication of County Long-Term Care Staff to implement all infection prevention and control measures, Elgin County has seen several positive cases at Terrace Lodge and Elgin Manor. To-date, four (4) staff at Terrace Lodge in Malahide and two (2) residents at Elgin Manor in Southwold, have tested positive for COVID-19. Elgin Manor and Terrace Lodge Long-Term Care Homes (LTCH) have declared outbreaks. To help control the spread of COVID-19, the Province has directed all LTCHs declare an outbreak or suspected outbreak if a resident or staff member tests positive. All 49 IIII,��I�1011l�alulur«uf,,. 2 staff working in Elgin's LTCHs are tested every 7 days, pursuant to the Ministry of Health directive. Any resident or employee that shows even the slightest evidence of a health change are immediately screened for COVID-19. Residents in all three (3) of Elgin County's Long-Term Care Homes are being closely monitored by our medical team. County staff continue to work closely with Southwestern Public Health on outbreak management. County Operations: The County of Elgin has adjusted its operations to ensure compliance with Iockdown protocols and ensure the safety of staff. The Elgin County Administration Building is serving the public by telephone, email or by appointment only between the hours of 8.30 a.m. and 4.30 p.m. Visitors are limited and anyone entering the building is screened for COVID-19. As a result of the Province-Wide Iockdown we have closed our Museum and Archives to the public. Staff are serving the public utilizing virtual platforms at this time. All ten Elgin County Library branches continue to offer curbside pick-up services only. All Administration staff who are able, are being encouraged to work from home as much as possible to reduce contact with coworkers. Ticket payment is to be done virtually and all POA trials are currently suspended. Only essential caregivers are permitted at Long-Term Care Homes and they must receive a negative COVID-19 test, at minimum, every 7 days. No general visitors are permitted in the Homes at this time and absences are not permitted during this time. Warden's Election I was elected Warden at a meeting held on December 8, 2020. It was the first time in Elgin County's history that ballots were cast electronically. I am humbled and honoured to have been chosen to serve as Elgin County Warden for 2021 and although we have considerable challenges ahead of us, I am optimistic that we will also be able to accomplish a great deal while working with our municipal partners to keep our communities safe. Port Bruce Bridge Reopening On December 18, 2020, nearly three (3) years after its unexpected collapse on February 23, 2018, the Imperial Road Bridge in Port Bruce reopened to the public. Elgin County Councillors and representatives from the Federal and Provincial governments were on hand to mark the significant occasion. The County of Elgin received funding in the amount of $2.5M from the Federal government and $1.67M from the Provincial government as part of the Investing in Canada Infrastructure Program (ICIP). The total cost of the project was $5.1 M. The temporary bridge installed in August of 2018 is now closed to the public and will be repurposed for the replacement of Meeks Bridge in Southwold Township. 50 IIII,��I�1011l�alulur«uf,,. 3 Events/Meetings Attended by Warden: • Special County-wide Emergency Control Group Meeting called by the Warden with local Mayors, Community Emergency Management Coordinators, Chief Administrative Officers, police services and partner agencies (December 22) • Southwestern Public Health Municipal Partner Calls (December 15, 22, and 29) • Warden's Election (December 8) • Elgin County Council (December 10) • Budget Committee Meeting (December 10) • Presentation to the St. Thomas Public Library Board (December 16) • Connectivity Committee Meetings (December 17) • Port Bruce Bridge Reopening (December 18) FINANCIAL IMPLICATIONS: The financial impact of COVID-19 and the County's response efforts are reported to Council on a monthly basis. There are no other financial implications to report at this time. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ® Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ® Exploring different ® Fostering a healthy now and in the future. ways of addressing environment. community need. ® Delivering mandated ® Enhancing quality of programs and services ® Engaging with our place. efficiently and effectively. community and other stakeholders. Additional Comments: Elgin County Council's response efforts and the continuity of essential projects and services align with Elgin County Council's Strategic Plan 2020-2022. 51 IIII,��I�1011l�alulur«uf,,. 4 LOCAL MUNICIPAL PARTNER IMPACT: Elgin County continues to work with and find ways to collaborate with Elgin's municipal partners. COMMUNICATION REQUIREMENTS: A brief synopsis will be included in the Council Highlights document that is posted to the website and distributed to local Councils. CONCLUSION: 2020 was a difficult year for everyone and we still have challenges to face in 2021. With COVID-19 cases rapidly on the rise in our region and across the Province it is essential that we all remain committed to preventing the spread of COVID-19. I urge everyone to continue to follow the public health recommendations of physical distancing, wearing a face covering in all indoor enclosed spaces and when physical distancing is not possible, frequent hand washing, and keeping gatherings to only those within your immediate household. Together we can protect Elgin County communities. All of which is Respectfully Submitted Warden Tom Marks 52 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL 41 It FROM: Warden Tom Marks `, lfi DATE: January 5, 2021 i Progressive Ly Nature SUBJECT: 2021 Committee and Local Board Appointments RECOMMENDATION: THAT County Council approve the Council Committee and Local Board Appointments for 2021, as attached "Appendix I" and as recommended by Warden Marks. INTRODUCTION: Pursuant to Council's By-Law 19-41, the Warden shall recommend and Council shall approve Committee and Local Board appointments on an annual basis. Recommended Council Committee and Local Board Appointments are included as "Appendix I" for Council's review and approval. Attachment: Appendix I — Council Committee and Local Board Appointments All of which is Respectfully Submitted Warden Tom Marks 53 Appendix I - Council Committee and Local Board Appointments 2021 County Council Representatives Appointed to Boards, Committees, and Associations Committee Committee Appointed Members Date of Type Appointment A-1 — Standing Terrace Lodge . Warden Marks January 12, 2021 Committee Redevelopment • Councillor French Committee • Councillor Purcell (Chair) • Deputy Warden Mennill A-2 — Standing Provincial Offences . Mandate Achieved n/a Committee Administration Building Committee A-3— Standing Policy Review . Completion of Tasks (Nov n/a Committee Committee 30, 2019) A-4 — Standing Human Resources • Warden Marks (Chair) January 12, 2021 Committee Committee • Councillor McPhail • Councillor Ketchabaw A-5— Standing Council Budget Warden Marks (Chair) January 12, 2021 Committee Committee Councillor Giguere • Councillor French • Councillor Ketchabaw B-1 —Advisory Community Safety Councillor French January 12, 2021 Committee and Well-Being Councillor Martyn Coordinating Committee B-2 —Advisory Elgin County Councillor Martyn January 12, 2021 Committee Museum Advisory Committee C-1 — Rural Warden Marks January 12, 2021 Legislated Initiatives/Planning • Councillor Ketchabaw (Chair) Committees Advisory Committee . Councillor Martyn • Councillor Gi uere D-1 —Agencies Southwestern Public • Councillor Jones January 12, 2021 and Boards with Health — Board of • Warden Marks Council Health Appointees D-1 —Agencies City-County Liaison • Warden Marks January 12, 2021 and Boards with Committee • Councillor McPhail Council • Councillor Ketchabaw Appointees D-1 —Agencies Health Recruitment • Councillor Jones January 12, 2021 and Boards with Partnership Council Appointees D-1 —Agencies Joint Elgin-Central • Warden Marks January 12, 2021 and Boards with Elgin Accessibility Council Advisory Committee Appointees D-1 —Agencies SWIFT Network • Warden Marks Council and Boards with Board of Directors recommended 54 Appendix I - Council Committee and Local Board Appointments 2021 County Council Representatives Appointed to Boards, Committees, and Associations Committee Committee Appointed Members Date of Type Appointment Council reappointment Appointees November 24, 2020 (March 2021) D-1 —Agencies St. Thomas Elgin . Councillor Giguere January 12, 2021 and Boards with Public Art Centre Council Appointees D-1 —Agencies Water Advisory . Councillor French January 12, 2021 and Boards with Committee Council Appointees D-1 —Agencies Community Leaders . Warden Marks Not active at this and Boards with Cabinet time. Council Appointees D-1 —Agencies Connectivity . Warden Marks (Chair) January 12, 2021 and Boards with Committee . Councillor Giguere Council . Councillor McPhail Appointees D-1 —Agencies Environmental January 12, 2021 and Boards with Committee . Warden Marks Council . Councillor Martyn Appointees . Councillor Jones Chair D-1 —Agencies Green Lane . Deputy Warden Mennill and Boards with Community Trust . Alternate with City of St. January 12, 2021 Council Committee Thomas —appointment Appointees required in 2021 D-1 —Agencies Waste Management . Committee of the January 12, 2021 and Boards with Committee Whole/Elgin County Council Council Appointees D-1 —Agencies Western Ontario . Warden Marks No appointment and Boards with Wardens Caucus required Council Appointees 55 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL All FROM: Nancy Pasato, Manager of Planning DATE: January 12, 2021 El 9 o ' 1 �` SUBJECT: County of Elgin Official Plan Review Progressive by Nature RECOMMENDATION: THAT Council direct staff to proceed with a Five Year Review process for the County of Elgin's Official Plan in 2021; AND FURTHER THAT Council hold a Special Public Meeting in February, 2021, in accordance with Section 26 (3) of the Planning Act to discuss the Official Plan review process and hear comments from the public. INTRODUCTION: The County of Elgin adopted the current Official Plan (OP) in 2013. The Planning Act (Section 26) requires every municipality to update its Official Plan every five years. Plans must have regard for matters of provincial interest and ensure consistency with the Provincial Policy Statement (PPS). DISCUSSION: What is an Official Plan? An Official Plan is a legal statutory planning document required by the province that describes the County's land-use strategy. The County of Elgin's Official Plan includes the vision, goals and policy directions of the County, as established by the community, and provides guidance for land use planning decisions in the County; including: • locations for settlement areas, agricultural lands, and natural heritage; • when and in what order parts of our communities will grow; and • protection for agricultural, mineral and environmental resources. 56 IIII,��I�1011l�alulur«uf,,. 2 Why do we need to review? The purpose of an Official Plan 5-Year Review update is to ensure that the community vision/values, directions, policies and actions in the Plan reflect changes and meet the needs of the community for the future, and to review for consistency with the Provincial Policy Statement. Possible revisions to the OP as part of the 5-Year Review may include the following: • Adoption of Elgin Natural Heritage Study; • Policies to address Climate Change in accordance with Bill 139; • Housing policies (including attainable/affordable housing) in accordance with Bill 139; • Inclusion of Drinking Water Source Protection policies; • Population projection and land needs assessments, as per recent changes to the PPS 2020; • Policy additions, as needed to be consistent with the Provincial Policy Statement changes from 2020, and will be further informed by a community, agency, stakeholder and Council consultation process. Process and Public Consultation Strategy Consultation and public engagement in the time of COVID makes it very difficult to engage the community. Staff have developed a preliminary public consultation and engagement program, which ensures public and stakeholder engagement at regular intervals. The approach focuses on meeting residents in their communities and ensuring underrepresented voices have a meaningful opportunity to participate in the process. 1. Statutory Public Meetings, Virtual Meetings and One-on-one Meetings When amending an Official Plan, the Planning Act requires Special Meetings of Council or Committees that are open to the public at certain points in the process. This is intended to provide an opportunity for the public to make comments and suggestions to the Official Plan. Pursuant to Section 26(3)(b) of the Planning Act, before making revisions to the County Official Plan, the County is required to hold a Special Meeting of Council, open to the public, to discuss potential revisions to the Official Plan. The County will need to conduct a statutory public meeting to start the Official Plan review process. The purpose of this Special Meeting of Council is to discuss potential revisions that may be required to the County Official Plan and provide an opportunity for 57 IIII,��I�1011l�alulur«uf,,. 3 the public to offer comments to Council regarding any issues or matters that should be considered in the 5-year review. It is anticipated this meeting will occur in February, 2021, which will give ample opportunity to advertise through local newspapers, on the County and local municipalities webpages, and through social media channels. Given the current situation in Ontario, it is unlikely this meeting will be in person, but will need to pivot to an online format. Over the course of OP review process, regular meetings and virtual meetings will be conducted to hear feedback on the various components of the OP review, including population projections, Natural Heritage Study, etc. Public consultation aims to ensure transparency, discuss the goals and aspirations for the community, contribute opinions, ideas and recommendations on growth and development, and provide an opportunity to participate in the planning process. External and Internal Consultation will include engaging with internal County staff and departments, consulting with external agencies and targeted stakeholder groups through one on one meetings, consulting with local municipalities, and ensuring the County engages with our Indigenous Communities. 2. Online Engagement through Webpage and Virtual Open House(s) The County will be creating an Official Plan review webpage which will be the portal to all things OP review. The webpage will list status of the project, timing and timelines, contacts, reports, and provide the ability for stakeholders and residents to provide feedback. We will also be hosting a virtual open house available on our webpage — this will be a produced video that goes through the various components of the current OP and gives an overview of what the OP means to residents, as well an opportunity for residents to review documents and provide feedback. 3. Engagement in the Community at the Local Municipalities It is important to ensure local voices are heard through the OP review process. Staff would like to conduct meetings at each of the local municipalities/Councils to ensure local issues are heard. It is anticipated that we will be meeting with each of the Councils in February-April, 2021. We will work with the local municipalities to ensure appropriate notice is given, and in a format that is appropriate given the current climate in Ontario. 58 IIII,��I�1011l�alulur«uf,,. 4 A local Planners Committee will also be initiated with staff from each of the local municipalities and the County of Elgin, to meet semi-regularly to discuss local and county wide planning issues. Its another opportunity to engage local municipalities in the broader process. 4. One on one meetings with local Stakeholders Staff will be collaborating with local stakeholders from across the County to gather input on key issues facing Elgin today, and getting feedback on how we want to see our County evolve in the future. These will take the form of one on one meetings during the public consultation component of the OP Review. Timeline The work plan is broken down into four (4) phases, each with significant milestones throughout the process. Staff anticipate that the review will take approximately one year to complete, with a final version of the Official Plan to be submitted for consideration by Council by end of year 2021/early 2022. The adopted Official Plan will be then submitted to the Province for approval. Phase 1 — Engagement Winter 2021 to Spring (April/May) 2021 After the initial kick off public meeting in February, and through meetings conducted at the lower tier municipalities, the engagement component will focus on engaging local residents and stakeholders to help inform the scope of the OP review. A follow up report on the scope of the OP review will be brought to County Council in the spring 2021. Phase 2 —Analysis and Specialized Meetings Spring 2021 — September 2021 During this timeframe the County will retain a consultant to conduct the population projections, employment projections and land needs assessment. Several specialized meetings may also occur during this time, including the Natural Heritage Study, and others that were identified through engagement. Phase 3 — Findings and draft policy changes October 2021-December 2021 This report to Council will provide the findings from the population projections and land needs assessments, and any proposed draft changes to the OP. A statutory public meeting will be held at this time to solicit final comments from the public on the draft changes. 59 IIII,��I�1011l�alulur«uf,,. 5 These draft changes will also be circulated to the local municipalities for their review and feedback. Phase 4 —Adoption Winter 2022 It is anticipated that the final OP and associated amendments would be brought for consideration to Council in the winter of 2022. The Ministry of Municipal Affairs and Housing (MMAH) is the Approval Authority for the Official Plan for the County of Elgin. The timeline for MMAH review is unknown, and there may be refinements or changes required to the OP as a result of the MMAH review. FINANCIAL IMPLICATIONS: The OP Review process will be undertaken primarily by County staff, with some portions completed by external consultants including population projections and land needs assessments. Additional funds have been included in the 2021 budget for the OP review process. 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. 60 IIII,��I�1011l�alulur«uf,,. 6 LOCAL MUNICIPAL PARTNER IMPACT: The OP review will be promoted to all Local Municipal Partner Councils. Staff will set up dates to attend local Council meetings to engage local residents and stakeholders. All local municipal Official Plans are required to conform with the County Official Plan, once updated. COMMUNICATION REQUIREMENTS: Communication will include the following: - Statutory public meetings with Council. - A webpage will be created and maintained as part of the communication strategy. - Staff will set up dates to attend local Council meetings to engage residents. - Regular meetings with local planners. - Staff will set up one on one meetings with local stakeholders as needed. - Virtual meetings for components of the OP review. - Promotional video on the OP. CONCLUSION: Initiating the OP review process for the County of Elgin will ensure the OP responds to changing provincial priorities, and confirms the community vision/values, directions, policies and actions to meet the needs of the community for the future. This process is expected to take approximately one year to complete, with ample opportunity for community and local engagement. It is recommended that a copy of this report will also be forwarded to the County of Elgin's local municipalities, conservation authorities and the Ministry of Municipal Affairs and Housing for their information. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Nancy Pasato Chief Administrative Officer Manager of Planning 61 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Deanna Laemers Acting Provincial 1011111111 Offences Court Supervisor �, e.r DATE: January 12, 2021 Progressive by Nature SUBJECT: Provincial Offences Act (POA) Video Court Proceedings RECOMMENDATION: THAT the report, entitled Provincial Offences Act (POA) Video Court Proceedings from the Acting Provincial Offences Court Supervisor, dated January 12, 2021, be received and filed for information. INTRODUCTION: In-person Provincial Offences Court proceedings have been suspended since March 16, 2020, as a result of the Covid-19 pandemic. Via audio conferencing, Judicial Pre- trials began June 22, 2020, Part I Early Resolution guilty plea hearings followed on July 8, 2020, and Part III resolutions commenced on October 8, 2020 — at present, however the commencement of trials are still pending. The Ministry of the Attorney General (MAG) has now provided direction on their approved technical solution for virtual trials and the requirements for remote proceedings until it is safe to resume in-person proceedings. Elgin Court staff have begun preparations for the first video session in the coming weeks. DISCUSSION: On Friday December 18, 2020, MAG advised that video proceedings for POA courts can commence on or after January 25, 2021. This includes trials, early resolution meetings and all other POA proceedings. In-person court appearances can also be scheduled after this date provided the appropriate health and safety measures have been implemented and the MAG remote proceeding checklist has been addressed by the court. The completed checklist and measures will be reviewed by the Regional Senior Justice of the Peace (RSJP) for approval to commence in-person proceedings. 62 IIII,��I�1011l�alulur«uf,,. 2 The Provincial Offences Prosecution office and the Elgin IT department have been involved in discussions regarding what equipment is required for video court sessions. In total, 8 cameras and 8 monitors are needed for all users to have video capability if those users are physically in the Provincial Offences Court building. The specific users are as follows: • Justice of the Peace — camera (monitor already provided) • Clerk — camera and monitor • Moderator— 2 monitors (1 laptop already provided) • Prosecutor— camera and monitor • Defence table — camera and monitor • Witness — camera and monitor • Prisoner box — camera and monitor • 2 meetings rooms for persons attending the court — camera and monitor in each room The meeting rooms are for defendants, enforcement officers and/or witnesses who do not have the equipment or proper internet connection to conduct a video proceeding. The monitors and cameras will be installed in the two meeting rooms outside the Provincial Offences Courtroom. This will allow the defendants/officers/witnesses to attend the Provincial Offences Court building while complying with social distancing protocols. The required equipment has been ordered and delivery is anticipated by the beginning of January 2021. Upon delivery, equipment installation should take one week - staff thereafter anticipates initial testing of the equipment by mid-January 2021 . Once the equipment is operational and tested, mock trials will be conducted to ensure a smooth transition to virtual live POA court proceedings. Subject to adherence to the above timeline, commencement of approved video appearances are scheduled to commence by end of February or the beginning of March of this year. FINANCIAL IMPLICATIONS: The cost estimate for video equipment is $9,000 to be drawn from Safe Restart Funding (SRF). 63 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. Additional Comments: LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: Once the equipment has been fully tested and RSJP approval has been obtained, court date notifications for video proceedings will be mailed to Defendants and the County website updated appropriately. CONCLUSION: Elgin's first video appearances will likely occur by end of February or the beginning of March, 2021 . 64 IIII,��I�1011l�alulur«uf,,. 4 All of which is Respectfully Submitted Approved for Submission Deanna Laemers Julie Gonyou Chief Administrative Officer Acting Provincial Offences Court Supervisor Jim Bundschuh Director of Financial Services 65 c o _ +� z a ..................... - a� N V L a an � an m w �ow', LO aE � mo o co o Cl) �7C3 y 09. d � N o E O v a 0 o w CN � 16o u �� m `o_ � ouN 0iit Q' �E Aw ¢ E � 3 � o E v `o v' E > o � s -6-0 o 0 co E10 a a ° L � o Lf E o n m CD E m co 0 > E = v a .` W �i v = o W c v L' ° E > 0 E v Cn c� E x� o ina) a ow', v - 3 n Z a o ^ - o = Z E � L � w Q o� E `n o - U Eav v v� _ � tea := ' - ) m inn' w6 m `� = LL w` 0 0 <> A A P- 42 E A C) LU c� W � O cn c — cn 0) W E co - O O O Uv 64 C/) o N O p 0 M Z _ co Tu- O E O T< }' � O N cn 1 N 091 a`ni cpi Z O u' O N p cu Q C�j E) U N W O 70c L L N L L cu Q70 W Q � 0 a ^� Q U W Q �/ L �� U N 0 m 0 0 a75 (D � � 0 •E O cu CD � N O Q 0 c N O O }' O W � N _ (n O 0 N o v) � CD c6 ~ E -0 Q d�} O i O CO d9 b o) 00 E O U N �, co c O O O — c Q � p � — � O O B O V^ Nc) Q E E � N c U i cnW � U O oo cn Qv^ O OO cu p W Q 0 ) � O c� � E X N -0 cu O o - U � N N cu (u cn � � 0 O (O� p Q Z c � N L U L U c (D cn } y V m (n -0 Q O N N (B LL O Q (6 Q Q� � E O U1 0) M A A A A A v�i � > OU CO � Z Q ca cB O 0- Q A A A A A U 4- 0 a� O � }' N � N �U mO . co W U N cn �+ (U (� co L cn C: A-- CD O Q cn a) O N C/) cn O a U U — O O 2 cOn N � N w cn �^ L � v, E L a) a) U _Q E —O _� C Z3 W co O N m � C N O O 7 NOM Co O U � � � L C/) (� N O U •070 SQ" � � � o m �� 5 c N � N O 7.0 z v cam)) Qm 2) 2 No vC �� L 04 0 cn E Cl)0 E0 Q O M N � z N Q � � C) N N QN Cl) � � o C/) 00 N 0 cn co O O 11 Lo � fn /) LOt L 04 cn cn ♦�1 /O�� \U fU L O DER a/A" O N U N Ov co a) 7FD(� (n �' O > N z }' � a) co N Q p N^ 7 Q (U M 0) 70 N O O U 0 040 ) NA-Z < rO- C: '— a)(� E O4 O O J a O a) �2 0)0- o) O C: 01 m m O m CO m (n � O W - m H�Q W A A A A A A �ow', CL m ra a ra W z na 0 E L �ow', L N cr O N 0 L (`) N 0 N 4- 0 � N N � 0 O _0 N = o o (6 ti o -0 d9 N cf) _0 O L co co co _0 o -0 -0N �• (� M E E E cn 0 0 0 cn N LO cn p (6 cn cn L 0 E 0 c O O O _0 - O (B M U E Ln N n (fl (0 v (h Co Ef} Ef} Ef} oov zcn Q N N =3 _0 O O C) 0 E O N O s p 0 E zQ fA N N z L - O �j N (6 E N CD (f} 1 1 (B N N � N , N M LL — � � 0 0 �= I , — 0 0 0 Q (6 Z N N N H Ef} Lj > 0 Q 0 A A A A A m O N o Q ca N W z 0 A A DO C4 "M too d o CD �Ow', 4-0 CL Ln CD m .2,0- E � r LU O ° ad r m E 9 - _ E u �ow" 0 co Cie N r. 00 N , to Cn J ° m m S (D c ca z E E 0 , , �a K v O L 0 W �u Z ♦^ rl : en � I°�U ,, I'�U I�°II I�°II L s',, cB i U N O I — N � N LA aj N iai Q iai aj to wN iai 4-0 Uai L ai Ln iai L - O > N iai war 13J aj N ai Qai L aj LA LA N to aj aiaj v O LA OJ c " m O 4-0 ai Eai N > aTa _ ai 0 • N •— �` }' > 66 awj ?— Iuj E WCo ^` i •— „II r I W Z W L L ow', cn (6 co O (n (6 �_ 0 5 Q > �: U) =3 U OL 0 N N (6 0 X — U 0 U •� w Ocn N N c X V Q 0) �--� (D Q Q CU o c N O X 0 N N U cn (D w N NO N fn O L Q 0 � U L -- Q Q U U cn o -0 (D "'' (6 cn (j OU � p N to N O O O (6 L L ca >, _0O a) _ .� cn (a (n E � — cn, (DN aO 1-1 �p N p En -0 — U -0 cnQ> � — = cn (B C: -0 (D NUN OO OO E cn0 O L O Q (0 (n C: N (n E 0 - 04 O 'C c6 O -t o)-O �. (6 N N N C: N (6 O O E >% o (n E T i Q O >+ O 0 O CION O U) (np Q O Q � O (6 O -0 (n � N W Q O (n N L > o N (6 "n c N (n — (6 Lo 1 >+ U NU v � � O oc (6 � ^Q Q O E (6 to N �_ c) O N 4-0(B O c O (D .U c 0 � (n j O N cn 0 0 Q O � z A A �ow', vi Q � U L •U N � N (B � `~ N 01 X � -0 � m N O _0 N O Q N � O 0 Co N Q co M (B Co(B U 0 U '^ O m4 (B vJ O N � U Z L m O U — O > QL N Co N - O Oin O 0 — _0 0) O) O _� � U U co N N O 0 c E N N Q z N 0 2 2 Co QL w � U c� m co G X w C •X 0 O a aa) —co O O C c E x � cn cn o . U o N c U rn � N U = � _ Eco I..L z A A A IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL rr% FROM: Brian Lima, Director of Engineering 00� Services /� l Mike Hoogstra, Purchasing Coordinator i Progressive by Nature DATE: December 17, 2020 SUBJECT: Contract Award - Corporate Facility Cleaning Services RECOMMENDATIONS: THAT the Contract Cleaning Services Tender for the Administration Building, Heritage Centre and POA Courthouse be awarded to Serv-U-Clean Inc. for a two-year term at a total price of $265,148; and, THAT the enhanced cleaning services, consisting of a day porter focussing on COVID related cleaning across the three facilities, be accepted for an initial one (1) year term for a total price of $31,200; and, THAT staff be authorized to extend the cleaning 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 tender for Contract Cleaning Services at the Administration Building, Elgin County Heritage Centre and POA Courthouse and seeks Council's approval to award the contract. DISCUSSION: The current contract for cleaning services at the three facilities is expiring and a new tender was recently issued. Bidders for this tender were pre-qualified in advance of the tender process to ensure that all Bidders met the requirements prior to bidding. During the pre-qualification process, ten (10) cleaning companies submitted a pre-qualification package and five (5) companies were invited to submit a tender. 79 IIII,��I�1011l�alulur«uf,,. 2 The tender was issued on November 18 and a site visit was conducted on December 3. The tender closed on December 9. Bids were received as follows: Serv-U-Clean Inc. $265,148 Cheema Cleaning Services Ltd. $363,816 A Plus Building Maintenance & Supply $371,984 123 Supplies $635,531 GDI Services (Canada) LP No Bid Serv-U-Clean Inc. submitted the lowest compliant bid for contract cleaning services at a total price of $265,148, exclusive of HST for the two (2) year term. In addition to the standard after hours cleaning specified, Bidders were asked to submit a separate price for day porter services which would include the cleaning of all common areas, washrooms and hallways including frequent touch point cleaning. The day porter would be on-site Monday to Friday from 10:00 am to 4:00 pm. Staff is recommending that the day porter services be added to the cleaning contract initially for a period of one (1) year. FINANCIAL IMPLICATIONS: The lowest submitted bid is within budget estimates and can be accommodated for in yearly operating budgets. The enhanced cleaning services consisting of a day porter will result in an additional cost of $31,200 for 2021. 80 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: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: As detailed above, staff recommends award of the contract to the low bidder. The current contract cleaning company at the three facilities is Serv-U-Clean, therefore there is no transition to a new provider. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Brian Lima Chief Administrative Officer Director of Engineering Services Mike Hoogstra Purchasing Coordinator 81 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 26, 2020 SUBJECT: Contract Award — John Wise Line Reconstruction Project Tender No. 2020-T40 RECOMMENDATION: THAT ASG Excavating Inc. be awarded the John Wise Line Reconstruction Project, Tender No. 2020-T40 at a total price of $1,211,058.65 exclusive of HST; THAT project funds in the amount of $1,215,000 be preapproved for inclusion in the 2021 Capital Budget to fund the expected project construction cost; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. INTRODUCTION: In advance of the approved 2021 Capital Budget, a tender was advertised and issued as per the County's Procurement Policy for the John Wise Line Reconstruction Project. DISCUSSION: A total of twenty-one contractors downloaded tender documents for this project. Twelve (12) contractors submitted electronic bids for this tender which closed on December 7. Bids were received as follows: Company Bid Price (excluding HST ASG Excavating Inc. $172117058.65 Van Bree Drainage and Bulldozing Limited $172857035.61 Cassidy Construction London Ltd. $173507531.70 Aar-Con Excavating $173647760.50 Armstrong Paving and Materials Group Ltd. $173697354.56 Birnam Excavating Ltd. $173777009.15 Bre-Ex Construction Inc. $174087355.54 L82 Construction Ltd. $174267031.91 GW-EX Inc. $174357129.24 82 IIII,��I�1011l�alulur«uf,,. 2 J-AAR Excavating Limited $1,575,067.04 MurrayMills Excavating & Trucking Sarnia Ltd. $1,590,272.67 Gedco Excavating Ltd. $1,618,822.15 ASG Excavating Inc. submitted the lowest compliant bid for the project at a total price of $1,211,058.65 inclusive of a $90,000 contingency allowance and exclusive of HST. The submitted bid is below the proposed 2021 Capital Budget project cost estimate of $1,313,000, established by the County consultant's pretender construction cost estimate. This construction project along a short section of John Wise Line (CR45) within the Township of Southwold as detailed in Appendix `A', includes the replacement of storm sewer infrastructure, guiderail, and road reconstruction. Construction Detour A construction detour as detailed in Appendix `B' will be in place throughout the duration of construction for motorists and cyclists to follow. FINANCIAL IMPLICATIONS: The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: Engineering' $ 29,845.00 Construction $ 1,211,058.65 Net HST (1.76%) $ 21,839.90 Total Projected Costs $ 1,262,743.55 Combined 2020/2021 Capital Budget $ 1,363,000.00 Forecast Budget Surplus/(Deficit) $ 100,256.45 'Provision of engineering services by Spriet Associates 'Includes a $90,000 contingency allowance. While the lowest submitted bid is below Spriet Associates' pretender budget construction cost estimate, the County's proposed 2021 project budget can be decreased to $1,215,000 based on the lowest submitted bid received. 83 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: None. COMMUNICATION REQUIREMENTS: The importance of communication in advance of and during construction cannot be overstated. Effective communication is vital to the successful completion of any construction project. Recognizing this, County staff will be sending out a Notice of Project letter directly to all affected property owners, stakeholders, and agencies in advance of the reconstruction project advising them of the contractor's firm schedule, providing key Project Team contacts, etc. CONCLUSION: Staff are pleased with the results of the tender and recommend award of the project to the successful Contractor. A decrease of the County's proposed project specific 2021 Capital Budget necessary to fund the construction cost in the amount of $1,215,000 can be realized. Work on this project is anticipated to commence on May 3, 2021 with substantial completion anticipated to be achieved by June 30, 2021. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10%, and the 84 IIII,��I�1011l�alulur«uf,,. 4 amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10%, the Director will prepare a further report to Council outlining the expenditures. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer Mike Hoogstra Purchasing Coordinator 85 MIIIIIIIIIIIIIIIIIIIIIIIII Appendix `A' J w � r � puu��mi ,i Ilia, ii w yll a I"JJ 1 f � r � r I 1 � i f� t I i i ti �fu John Wise Reconstruction Project John Wise Line from Rieger Road to 375m East of Rieger Road. o Map Produced by: Elgin County GIs Department Projection: NAD8 3 UTM Zone 17 N Date:2021-01-04 This drawing is neither a legally rL`A� Project Area I..... recorded map nor a survey and is not intended to be used as one. i Appendix `B' IF- Al III u 1 rr, �i/�/i/:� ��r/%% /ii.,� r,,,,, ��' • �,� /Sri /,,',i r � "`. / / �i r, /� � %,,, / � <�� ,,,,,✓ � ! rcr"rrr///// , Detour Route Yl 'Ilrl John Wise Line j Reconstruction Area Detour Route � ' i rr roar�rr r /r al f 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 26, 2020 SUBJECT: Contract Award —Village of Rodney Reconstruction Tender No. 2020-T42 RECOMMENDATION: THAT Van Bree Drainage and Bulldozing Limited be awarded the Village of Rodney Reconstruction Project, Tender No. 2020-T42 at a total price of $4,741,050.11 exclusive of HST, and subject to the Municipality of West Elgin's commitment to fund its proportionate share. THAT project funds in the amount of $3,750,000 be preapproved for inclusion in the 2021 Capital Budget to fund the County's proportionate project construction cost in partnership with the Municipality of West Elgin; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. INTRODUCTION: In advance of the approved 2021 Capital Budget, a tender was advertised and issued as per the County's Procurement Policy for the Village of Rodney Reconstruction project in the Municipality of West Elgin. DISCUSSION: A total of twenty-four (24) contractors downloaded tender documents for this project. Seven (7) contractors submitted electronic bids for this tender which closed on December 11. Bids were received as follows: Company Bid Price (excluding HST) Van Bree Drainage and Bulldozing Limited $477417050.11 Bre-Ex Construction Inc. $478937075.19 Cassidy Construction London Ltd. $570617705.25 Birnam Excavating Ltd. $573807647.68 J-AAR Excavating Limited $574907979.62 88 IIII,��I�1011l�alulur«uf,,. 2 2044970 Ontario Inc. $5,633,040.10 CH Excavating 2013 $5,757,148.79 Van Bree Drainage and Bulldozing Limited submitted the lowest compliant bid for the project at a total price of $4,741,050.11 inclusive of a $370,000 contingency allowance and exclusive of HST. The submitted bid is well below the County's proposed 2021 Capital Budget project specific proportionate construction cost share of $4,400,000 as established by the County consultant's pretender construction cost estimate municipality allocation. This reconstruction project along both Furnival Road (CR103) and Queen Line (CR104) within the Village of Rodney settlement limits as detailed in Appendix `A', includes the replacement of storm sewer infrastructure and the installation of storm sewer private drain connections to each property, road reconstruction, streetscape improvements, and installation of street lighting, the costs of which will be proportionately funded by the Municipality of West Elgin in the expected amount of $1,030,420.70 (excluding HST). Construction Detour A construction detour as detailed in Appendix `B' will be in place throughout the duration of construction for motorists, cyclists, and pedestrians to follow. Local, business and tourist traffic only access will be provided within close proximity to the construction zone so as to mitigate business loss impacts. FINANCIAL IMPLICATIONS: The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: Engineering' $ 305,747.00 Construction2 $ 4,741,050.11 County's Proportionate Cost Share $ 3,710,629.41 Net HST (1.76%) $ 70,688.22 County's Total Projected Costs $ 4,087,064.63 Combined 2020/2021 Capital Budget $ 4,750,000.00 Forecast Budget Surplus/(Deficit) $ 662,935.37 'Provision of engineering services by GM BluePlan Engineering Limited awarded by County Council at its January 28, 2020 meeting. 2Includes a $370,000 contingency allowance. While the lowest submitted bid is well below GM BluePlan Engineering Limited's pretender budget construction cost estimate of $5,600,000, the County's expected 89 IIII,��I�1011l�alulur«uf,,. 3 proposed 2021 project budget in the amount of $4,400,000 can be decreased to $3,750,000 to fund its proportionate share of the project construction costs. 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 reconstruction project includes the replacement of storm sewer infrastructure and the installation of storm sewer private drain connections to each property, road reconstruction, streetscape improvements, and installation of street lighting, the costs of construction which will be proportionately funded by the Municipality of West Elgin in the expected amount of $1,030,420.70 (excluding HST) plus associated engineering fees. COMMUNICATION REQUIREMENTS: Public Information Centre Two (2) drop-in format Public Information Centre (PIC) sessions were recently held on Thursday, December 3, 2020 from 2-30-4.30 pm and 5-00-7.00 pm at the Rodney Community Centre to provide the public and all interested stakeholders an opportunity to review the proposed reconstruction scope of work, ask questions, and provide their input. Following the PIC, all display boards which were showcased at the PIC were posted to the Count 's project website Il ii. ^Il .liu �.,uu i :: ^u .liu ^ ^u liu eirvii(,.es. 90 IIII,��I�1011l�alulur«uf,,. 4 Project Communication & Public Consultation The importance of communication in advance of and during construction cannot be overstated. Effective communication is vital to the successful completion of any construction project. Recognizing this, to date County staff in partnership with the Municipality of West Elgin have continued to engage and solicit feedback from all village property owners, stakeholders, and businesses expected to be affected by the planned reconstruction scope of work, and will continue to provide routine project progress communications, and will deploy enhanced detour and custom "businesses open during construction" signage. CONCLUSION: Staff, in partnership with the Municipality of West Elgin, are pleased with the results of the tender and recommend award of the project to the successful Contractor. A decrease of the County's 2021 Capital Budget to fund its proportionate share of the project construction cost in the amount of $3,750,000 can be realized. Work on this project is anticipated to commence in April 2021 with substantial completion anticipated to be achieved in November 2021. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10%, and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10%, the Director will prepare a further report to Council outlining the expenditures. All of which is Respectfully Submitted Approved for Submission Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer Mike Hoogstra Purchasing Coordinator 91 Mill iiiiiii�illillillillillillilliillillillillillillilliillilI Appendix A' 1. r; 1 I l t li w ,, � '�" i IIIIIIIII r l The Village of Rodney Reconstruction Project Furnival Road from the northerly village limits to Elgin the former railway corridor, and Queens Line from f the westerly village limits to Furnival Road. Map Produced by: Elgin County GIs Department Projection: NAD8 3 UTM Zone 17 N Date:2021-01-04 n ''''''''''''''''''''' This drawing is neither a legally rL`A� Project Area I..... recorded map nor a survey and is not intended to be used as one. Appendix `B' � liiliyl}�It��u Detour Route r Rodney Reconstruction Area % � /, riiriilll�V��a f�rlll �r��ill 'j Jjl / Appe ix `B' o �{�fl ullull i I �'� I ��Y '1{II uuuu I m Viii V ♦ 'w 1ii�I °i I,I r�uuuuuuuuu, I I°. {illllll� Detour Route �� I 1 I 4 I I. I e i 'illidillll IIIII;;;IIIII � �, �1"� � �ji Illlllll�ll�ll�ll�ll�ll�ll�ll�ll�ll�ll�llu�uuou iil�iiUl)'r ��G'��I' � � � IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL �Yrt FROM: Stephen Gibson County Solicitor 1011111111 DATE: December 30, 2020 E1p. .. � .' , 1Ly SUBJECT: Proposed Replacement Agreement — Progressive by Nature Elgin / Central Elgin / Dropbike Inc. — Reinstatement of Suspended Short- Term Bicycle Rental Pilot Project RECOMMENDATION(S): It is recommended that: 1. Subject to prior approval by Council for the Corporation of the Municipality of Central Elgin, Elgin County Council approve a proposed replacement Services Agreement with Central Elgin and Dropbike Inc. for reinstatement of the pilot project for Short-Term Rental of Bicycles in the Community of Port Stanley for at least the second year of the original Term contemplated by the existing Services Agreement. 2. Upon approval of the said proposed replacement Services Agreement, the Warden and Chief Administrative Officer be authorized to execute such Agreement on behalf of the Corporation of the County of Elgin. INTRODUCTION: By written Agreement made effective January 15, 2019, the Corporation of the County of Elgin ("Elgin"), the Municipality of Central Elgin ("Central Elgin"), and Dropbike Inc. ("Dropbike") agreed to participate a pilot project for short-term, recreational bicycle rentals within the Community of Port Stanley. Critical to the matter reported herein, the said original Agreement included, amongst other provisions, the following terms: 1. a Term of up to two (2) years commencing December 31, 2018 and ending December 31, 2020, the first calendar year to constitute a "Pilot Term" and, 95 IIII,��I�1011l�alulur«uf,,. 2 subject to a right of cancellation upon sixty (60) days prior written notice, the second calendar year to constitute an "Initial Term". 2. automatic annual renewal of the Term of the Agreement unless cancelled by written notice delivered at least sixty (60) days prior to the end of the then current Term. 3. pre-payment of combined fees of $73,000.00 to Dropbike, representing the total annual fees for the first two (2) years of the Agreement and project. The Pilot Term of the Agreement and project was completed without prior cancellation of the Initial Term as commencing on December 31, 2019 and ending on December 31, 2020. The Initial Term of the Agreement and project was suspended prior to commencement of active operations due to the COVID-19 pandemic and associated restrictions. Prior to its hypothetical expiry, it was proposed that the Initial Term be reinstated for the period commencing on December 31, 2020 and ending on December 31, 2021. At the demand of the County Treasurer, the fees prepaid for the original Initial Term were to be repaid prior to December 31, 2020, to be subsequently paid to Dropbike on or before March 31, 2021, as the fees payable for the replacement Initial Term. At the recommendation of the County Solicitor, a draft replacement Services Agreement was prepared to implement the aforenoted arrangements, under which Agreement: 1. a replacement Initial Term was created, commencing on the effective date of the Agreement (now January 15, 2021) and ending December 31, 2021. 2. automatic annual renewal for successive one (1) year terms was continued, subject to cancellation on written notice delivered at least sixty (60) days prior to the end of the then current Term. 3. reimbursement to Elgin of the previously prepaid fees of $36,500.00 prior to December 31, 2020, is required, although subject to the understanding that such monies would be paid to Dropbike on or before March 31, 2021, as fees for the new Initial Term under the proposed replacement Agreement. 96 IIII,��I�1011l�alulur«uf,,. 3 4. minor revisions to insurance provisions were made to ensure coverage of Central Elgin, in addition to Elgin, under Dropbike policies. 5. original Agreement dated and effective January 15, 2019, to be terminated and cancelled upon execution of the replacement Agreement. 6. balance of terms of original Agreement repeated. The draft replacement Services Agreement has been approved by Dropbike. Council for Central Elgin will consider approval of and authorization to execute replacement Agreement on January 11, 2021. Dropbike confirmed reimbursement of the sum of $36,500.00 to Elgin on December 28, 2020. DISCUSSION: The original short-term bicycle rental Services Agreement and project contemplated operations for up to two (2) years in Port Stanley. The first year of the project was completed without cancellation of the second year of the original Term. The second year was not completed due to interference associated with the COVID-19 pandemic and regulated restrictions. At the recommendation of the now former Director of Economic Development, it was proposed that the suspended Term under the original Services Agreement be reinstated during calendar year 2021. If the parties agree to such arrangements, the County Solicitor recommended preparation and execution of a replacement Services Agreement, providing for a guarantee Term of only one (1) additional year, as the most appropriate process. A draft replacement Services Agreement has been prepared by the County Solicitor. To date of this Report, Dropbike has agreed to the form and content of the draft replacement Agreement while Councils for both Elgin and Central Elgin will consider a recommendation for approval and authorization for execution of such Agreement during meetings scheduled for the week of January 11, 2021. In keeping with the demand of the County Treasurer, Dropbike has reimbursed prepaid fees of $36,500.00, although it is understood that such monies will be paid to Dropbike 97 IIII,��I�1011l�alulur«uf,,. 4 as fees for operations during calendar year 2021 should the aforenoted arrangements be approved. FINANCIAL IMPLICATIONS: As indicated above, prepaid fees of $36,500.00 have been repaid to Elgin on the understanding that those funds will be subsequently paid by Elgin to Dropbike as fees due for services during calendar year 2021. In this regard, however, it should be noted that there are no new financial commitments associated with the proposed reinstatement of project and/or replacement Services Agreement. 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: Satisfaction of existing contractual commitments/obligations. LOCAL MUNICIPAL PARTNER IMPACT Completion of joint project with Central Elgin. 98 IIII,��I�1011l�alulur«uf,,. 5 COMMUNICATION REQUIREMENTS: Communication of decision of Council to both Central Elgin and Dropbike is required and, if proposed arrangements are to be implemented, replacement Services Agreement to be executed. CONCLUSION: With no new financial consequences, it is proposed that Council implement arrangements to reinstate and complete the original two (2) year commitment to the bicycle rental project in Port Stanley, albeit through a replacement Services Agreement with Central Elgin and Dropbike. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Stephen Gibson County Solicitor Chief Administrative Officer 99 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL i% FROM: Julie Gonyou, CAO ' gulDATE: January 5, 2021 Progfressive,byNatull; SUBJECT: Council Policy Revisions RECOMMENDATION: THAT Elgin County Council consent to the suggested amendments to Elgin County Council Policies Manual as presented in the report titled "Council Policy Revisions", dated January 5, 2021; and THAT staff be directed to present a final draft of Elgin County Council Policies Manual which incorporates Council's approved changes at an upcoming meeting of County Council for final review and approval. INTRODUCTION: The Elgin County Council Policies Manual, which includes a section for Warden and one for Council, has not been updated in several years. Recently, Council directed that staff prepare amendments for Council's review that provides the option for compensation related to virtual meeting and conference attendance. As part of this review, it is recommended that Council consider additional amendments arising from Council feedback over the past two (2) years. DISCUSSION: Suggested Amendments to Warden Policy (changes noted in iiredI CONVENTION/WORKSHOP/SEMINAR ATTENDANCE AND HOSPITALITY ROOMS 1. The Warden may attend any number of conventions/workshops/seminars or conferences, provided the said convention/conference/workshop/seminar is relevant to the business of the County and does not exceed budget allocations. by CG innil nnt later than in OGtA-hor of+ho PronodiRg door. 100 2 2 G) A Me-al al'A_�.AGRGe of $75.00 per day, adjusted fre.m. time te tome, Will be paid, if RGt PFGVidP_d A-F i..Pr__1 ude d OP the Peg istratiGR, -A.Ad limited te the a r__tua 1. R---.m..-h er ef days that thP- h-AS 6;Pr,6,iA_.A6; 1i6tP_C_j �.Mhirh the delegate aftPAdr' 2 c) Imea l allowaince of up to 11.�7 Iper (Jay will Ibe Ipa id 5/birea lk fast; 1 20/luin6h; 11.40/di1nineir), lIf Imea l lIs not oUheirwise provided or lincluded lin Uhe registratioin, aind Illilmlil~ed to Uhe actual inuimbeir of (Jays Uhat Uhe coinveinfloin Iha s sessioins Illisl~ed wIhic h the delegate atteinds, 2 e) Claim for reimbursement of expenses shall be made on approved claim form. 'Phe Wardein will Ibe required to declaire all Imea ls that were provided or lincluded lin Uhe registratioin, Reimbursement shall be made as soon as possible after receipt of claim but will coincide with the next scheduled cheque run. 2 f) IIf atteindiing a virtual coinfereince usiing Ihis or Iheit persoinal linterinet, Uhe Wardein may subimit foir ,1;5Phir for coinfereince ImeeI~lilr gs atteinded virtually to offset linterinet costs, REMUNERATION 1. The following remuneration shall be paid to the Warden for attending meetings of the Council, committees/boards, and performing all other duties applicable to the Office: a) The Warden shall be paid an annual remuneration of $69,918 (2944 , revise to 2021 to be .... b) In addition to the above remuneration, the Warden shall be paid for each kilometre necessarily travelled in attending meetings as established for the use of personal vehicles for County business and shall submit a monthly account to Administrative Services on the form provided and would receive payment on the next scheduled pay date. IIIf atteindiing a virtual Couincil or oUheir virtual meefling lin Ihis or Iheit capacity as Wardein, the Wardein Imay subimit foir ,1;5Phir for ImeeI~lilr gs atteinded virtually to offset linterinet costs, c) The Warden shall be provided with a credit card upon which expenditures can be made applicable to the Office. All receipts must be signed by the Warden and submitted to staff to attach to the monthly billing. If receipts are not submitted, the Warden shall be responsible to reimburse the County for any unsupported costs. 101 3 CAO Coinamein't' t'he past 4 Wardeins III have worked wiUh have not utilized Uhe Corporate Credit Card, Couincil's directioin as to WheUheir to Ileave Uhis sectioin lin or reimove It Its requested, Suggested Amendments to Council Policy (changes noted in ilmedI 2. Members of County Council shall be paid the following rates for attending conventions/conferences/workshops/sem inars. a) The per them rate, (currently $150) registration fee, approved expenses and standard travel from St. Thomas to the convention site and return, paid at the same rate established for the use of personal vehicles for County business. IPA atteindiing a virtual coinfereince usiling Ihis or lheir persoinal linterinet, Couincillors Im< y subimit foir ,1;5/lhir for coinfereince ImeeI~lilr gs atteinded virtually to offset linterinet Costs, b) The per them rate of $150.000 (adjusted from time to time) shall be paid and limited to the actual number of days that the convention/conference/workshop/seminar has sessions listed which the delegate attends. c) Accommodation, at the approved hotel rate, shall be reimbursed from receipts and limited to the actual number of days that the event has sessions listed which the delegate attends. d) A moot a A-�.A GRGe of $75.00 per day will be paid, of RGt PFGVidP-d A-F the Peg stratinn, and limited te- the anti iol P-H.m.-her of days that the h-;;6' ceccinnc 10.6tP-C-i �Nhir--h the delegate aftp-Rc-ils Thp mp;;' WIAWaAr-P. 0 applied W .6 heR stayiRg-at IP—ASt G)RP- Right, etheP.A4iq-P- meals are rp-im-h-Ursp-c-i thre-i-igh receipt and -AGWIal A meal allowaince of up to 11,E Iper (Jay will Ibe paid /bIY°ea< k fast; 1�20/luin6h; 11.E40/diinineir), lIf < Imeal lIs not oUhei�wise provided or lilycluded llin Uhe registratioin, aind IIIiImIiI~ed to Uhe actual inuimbeir of (Jays Uhat Uhe coinveinfloin Ihas sessioins IllisI~ed Whic h Uhe delegate atteinds, The meal allowance is applied when staying at least one night, otherwise meals are reimbursed through receipt and actual cost. ionnc QR-QT4E-R ELECTRONIC DEVICES 1. An Pad and keybeard er n+her electronic device (Le, II< ptop or tablet) as approved by Council shall be supplied for conducting County business such as receiving and reading County Council agendas, as determined by Infermatiep TeGhRG'Ggy Uhe CAO aind Wardein and based on approved budgets. 102 IIII,��I�1011l�alulur«uf,,. 4 3. Retiring Councillors will return said equipment to the County as soon as possible after completion/termination of their term for distribution to the new Councillors, or at the discretion of the Qirentnr of Finonniol Sewinec C O, may be retained due to the age or condition of the equipment. POCKET (_DGGTGDC f /� lW 0 !l('LI A PGGket type greeter inaimetag with the County Logo and the person's name and title will be supplied to the Warden, Council and Senior Staff. 2. The following remuneration shall be paid to each Member of County Council, for attending meetings of the Council and Committees thereof: a) County Councillor shall be paid an annual remuneration of $25 an7 (29494 ...*Ir°evise to 2021. b) In addition to the above remuneration, each Member shall be paid the same rate for each kilometre necessarily travelled in attending meetings as established for the use of personal vehicles for County business. IIIf < I~I~eIndilng virtual Coulr°cill or. oI~heir virtual ImeeI~lilr°ug llin this or. lheir capacity as Coulr t Coulr°ciIIIlor°, the II eImbeir may subImIit foir ,1; /lhlr..for. ImeeI~lilr gs < I~I~eIr°uded virtually to offset linterinet costs, c) Members of Council will submit their kilometres travelled or. virtual ImeeI~lilng e peInses for attending Council and other approved meetings to the Administrative Services at the final Council meeting of each month, thereby being paid once a month on the next scheduled pay date. d) rni RGillnrs attending o fi inntinn as "Deputy ity Ward °shall he pair! Lilnm��? tr;;Pelled of the come rote ectohliched fnr the use of nersonR-al Pehi�Te rni inty business (CAO note: this is generally understood and otherwise provided for). FINANCIAL IMPLICATIONS: It is understood that expenses associated with reimbursement for the use of personal internet for conferences, County Council meetings or other official County business will be offset by the fact that mileage expenses for conferences, County Council meetings or other official County business will not be submitted. There are no other financial implications associated with the proposed amendments as presented. 103 IIII,��I�1011l�alulur«uf,,. 5 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: There is no direct impact to Local Municipal Partners as a result of the proposed amendments to Elgin County Council Policies Manual. COMMUNICATION REQUIREMENTS: To ensure transparency and accountability, any changes to Council and Warden policies will be reviewed, debated, and approved by Council in open session. CONCLUSION: As directed by Council, the aforementioned amendments to Council and Warden policies are presented for Council's review and approval. 104 6 All of which is Respectfully Submitted µ Julie Gonyou Chief Administrative Officer 105 IIII,��I�1011l�alulur«uf,,. 1 REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer ' r',` % „ � DATE: January 6, 2021 Progressive by Nature SUBJECT: COVID-19 Emergency Team Planning — December Update RECOMMENDATION: THAT the January 6t", 2021, report titled, COVID-19 Emergency Team Planning — December 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: On December 21, 2020, the Premier announced plans of a Provincewide Shutdown to Stop Spread of COVID-19 and Save Lives. The provincewide shutdown restrictions began on Saturday, December 26t" at 12.01 a.m. and will continue in our regional until at least Saturday, January 23, 2021. Under the provincial restrictions, government buildings can remain open for essential business. Elgin County is committed to reducing and eliminating the transmission of COVID-19 in the community to protect the healthcare system and save lives. As of December 26, 2020, Elgin County Administration staff will be required to work remotely where possible. Remote work is not possible for all services, and staff who must attend the workplace will continue to follow all public health and safety measures. The Administration Building will continue to be open by appointment for essential services only. While working remotely, staff continue to support all County operations. 106 IIII,��I�1011l�alulur«uf,,. 2 The Provincial Offences offices will be closed to the public from January 4, 2021 at 8:30 am through January 25, 2021 at 8:30 am. During this time payments can be made online, phone, or mail. All ten Elgin County Library branches continue to offer curbside pick- up services while the Museum and Archives will be closed to the public for the duration of the provincewide shutdown. 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. 107 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 108 Q 3: 3 8 ul o 6s o J Q C C U) O ,i d O �O N C: >' •+ U 6s 3f 3cE� Ec mE3� 0(L N > rn�s 6s rn'c o> C p 0) E O > > c j a. 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Debbie France with a letter requesting support for communications regarding cannabis legislation. 2. The Municipality of Dutton Dunwich with a letter regarding the Western Elgin Homeless Coalition. 124 From: Debbie France To: Julie Gonyou; Dave Mennill;Carolyn Krahn Subject: Provincial Ministers Communication&Federal Petition Deadline Reminder Date: December 31,2020 3:12:54 PM Hello Mayors and Clerks of Ontario Upper, Lower and Single Tier Municipalities. Kindly share the communication beneath with your councillors and planning staff that was forwarded to Provincial Ministers and the Premier of Ontario in December 2020. Mayors and councillors... Requesting your urgent attention on 2 matters. 1. The current cannabis regime is in need of urgent and significant change. We are asking for you to support and endorse the communication to our Ministers. Please ask our Ministers and Premier to act immediately on this communication. The health and safety of our residents and communities depend on it. 2. I also ask that as the Federal Cannabis Petition Deadline approaches January 20, 2021, you urge your residents to participate and that you all participate personally. In order for Federal MP Diane Finley to help us, we need to help her by growing the numbers on her Nation Wide Online Federal Cannabis Petition. The goal of the petition is to bring attention to the Federal Government on the Loopholes in this Industry that are adversely affecting the health and safety of residents of our provincial municipalities. The petition will remain open until January 20, 2021. Those wishing to participate in the petition can visit https://petitions.ourcommons.calen/Petition/Details?Petition=e-2920, to add their name in support. Please support this effort. Your participation is confidential. The communication to Provincial Ministers is copied here for you to read. Dear Honourable Provincial Ministers and Premier of Ontario, Caroline Mulroney, Minister of Transportation Doug Downey, Attorney General of Ontario Steve Clark, Minister of Municipal Affairs and Housing Jeff Yurek, Minister of the Environment Christine Elliott, Minister of Health Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs Doug Ford, Premier of Ontario Urgent...Please rescue Ontario from the jaws of illicit cannabis grow ops! 125 ✓ Illicit cannabis grow ops = gangs, guns, methamphetamine and organized crime ✓ Illicit cannabis grow ops are in control of Municipalities ✓ Municipalities not in control = Ontario not in control The Reality l. Illicit cannabis grow ops are surging across Ontario's Municipalities. 2. Significant loopholes in the current cannabis regime are allowing criminal organizations to profit tremendously all while placing the health and safety of Ontario's residents at significant risk every day. 3. Sadly, our Province has become a massive breeding ground for illicit cannabis and associated dangerous criminal activity. 4. Police forces are raiding these grow ops, yet the current cannabis regime is enabling the very activity that police forces are battling to eliminate. OPP sU police have dismantled 52 illegal cannabis production sites since July - Kingston I Globalnews.ca York police seize roughly S 150 million worth of illegal pot, firearms and exotic animals in drug bust I CP24.com Simcoe County asking feds for help to deal with cannabis issues - OrilliaMatters.com Important messages in the media Auditor General Illegal sale of recreational cannabis accounted for about 80% of cannabis sales in the Province. OPP It's a profit-rich environment for organized crime to generate money and a revenue stream. From concerns regarding public safety and environmental contamination, to human trafficking, the impacts that these large scale criminal cannabis production sites have on our communities cannot be understated. YRP Organized crime groups have comfortably embedded themselves in this business. The proceeds from illegal cannabis often fund other activities of these crime groups such as the distribution of firearms, cocaine and methamphetamine. The Ask Health Canada alone cannot solve this. The solution to eliminate illicit cannabis grow ops from our family orientated communities must include the co-ordinated efforts and actions of several Provincial Ministers. Please start rescuing Ontario now... set a day and time to get together and solve this growing pandemic 126 (A copy of this email is also being sent to Ontario's Municipalities) Minister of Municipal Affairs and Housing • The Provincial Policy Statement does not provide the necessary clarity/support for Municipalities to defend their cannabis bylaws in LPAT and Normal Farm Practice Protection Board hearings. This same lack of clarity/support is in effect aiding and abetting very dangerous criminal activity. • To protect residents from odour, crime and significant risks to personal health and safety, Municipalities need to be able to control where cannabis can be grown with full independent authority. They also need to have their cannabis bylaws supported by the Provincial Policy Statement. • How could growing a drug that attracts and supports dangerous criminal activity ever be considered a "normal farm practice"? Norfolk seeks grow-op compliance I Simcoe Reformer Minister of Agriculture, Food and Rural Affairs • Is cannabis a crop? You don't need a licence from Health Canada to grow tomatoes and cucumbers. You don't need a prescription to buy tomatoes and cucumbers. Cannabis is a regulated drug. • How could growing a drug that attracts and supports dangerous criminal activity ever be considered a "normal farm practice"? • Organized crime is using the Farming and Food Production Protection Act to legitimize their cannabis cultivation which is used to fund, strengthen and grow their criminal enterprise. Minister of Health • Innocent residents across Ontario are suffering from obnoxious skunk odour, high stress and they fear for their personal health and safety. • I have seen my daughter-in-law suffer massive migraines and tremors. I have seen my grandchildren coughing and gagging. I have seen them all sleep deprived. As a parent and grandparent, it is such a helpless feeling when you feel that no one really cares about your health and safety. Over S2 million in cannabis and cash seized in raids in Mississauga and Bowmanville � CP24.com Attorney General • It pays to break the law and grow illicit cannabis. Not only do organized crime groups make huge profits before they are caught, lengthy court dates and drawn out proceedings allow them the time to reap ever larger profits. If you wish to have an impact on organized crime, you prevent organized crime from making money. • Criminal activity flourishes without a strong court system. Shutting down illicit 127 cannabis grow ops will have a major impact on guns, gangs, violent crimes and lethal drugs across Ontario. Cannabis producer pleads guilty to violating bylaw Simcoe Reformer Minister of Transportation • Organized crime groups are using Ontario's vast road system to deliver illicit cannabis across the U.S. border. (One of the largest and highly profitable markets) • The proceeds from the U.S. sales return in the form of firearms, other drugs and cash. Black market cannabis linked to organized crime being exported to U.S. from Canada: OPP I Globalnews.ca Minister of the Environment • The purpose of the Environmental Protection Act is to provide for the protection and conservation of the natural environment. • There are numerous examples to demonstrate how the unregulated cannabis industry as it currently stands results in damages to property, material discomfort to residents, impairment of the safety of residents, adverse effects on residents health and loss of enjoyment of normal use of property. • Example: OPP sampling of seized illicit cannabis has revealed the existence of banned substances and chemicals exceeding allowable limits. These same harmful chemicals are leaching into the soil and water tables across Ontario. Ministers, the future of Ontario and its residents are in your hands. You have the power to do this....Please have the will! Thanks kindly, Debbie France A resident of Norfolk County Sent from my iPad 128 ............... Municipality of Dutton Dunwich Corporation of thi IN&,�iriicipality of IlDtitton Dijrnid'i December 18, 2020 Julie Gonyou CAO, Elgin County 450 Sunset Drive St. Thomas ON N5R 5V1 Dear Ms. Gonyou, RE: Western Elgin Homeless Coalition — Protecting the Vulnerable On December 15, 2020 the Ontario government allocated an addition $120 million to help municipalities and Indigenous community partners protect the health and safety of vulnerable people during COVID-19. Through this funding $3,391,031 has been allocated to the City of St. Thomas. Please see the attached resolution passed at Council's December 16, 2020 meeting. We kindly request that the vulnerable population in rural Elgin County not be overlooked and that the Western Elgin Homeless Coalition be considered. Sincerely Bob Purcell Mayor CC: Jeff Yurek, MPP Karen Vecchio, MPP 199 Currie Road, Dutton, Ontario NOL UO P 519.762.2204 f 519.762.2278 www.duttondunwich.on.ca @DuttonDunwich 129 uu�umu�ouuu�u COUNCIL RESOLUTION Res: 2020.26. 37 Wednesday, December 16, 2020 Moved by: _Loveland_ Seconded by: _Rentz WHEREAS the West Elgin Community Health Centre is currently assisting eight people, ranging in age from 20 to 90, who are either homeless, or in danger of becoming homeless; and WHEREAS there is a need in the community for a longer term solution to provide more subsidized housing for people in need; and THAT the Council of the Municipality of Dutton Dunwich appoints Councillor Drouillard and Councillor Corneil as Council representatives to support the Homeless Coalition; and THAT Council directs staff to supply the West Elgin Community Health Centre with all known related Federal, Provincial, Municipal and NGO contact information or funding opportunities available. Recorded Vote Yeas Nays CARRIED: / P. Corneil x_ r r A. Drouillard x r Mayor K. Loveland x DEFEATED: M. Hentz x_ B. Purcell - Mayor x_ Mayor 130 CORRESPONDENCE — January 12, 2021 Items for Information — (Attached) 1. The Association of Municipalities Ontario with a policy update regarding additional COVID-19 Vaccine Sites, ESA Termination and Severance Provisions Extension 2. The Association of Municipalities Ontario with a policy update regarding Lockdown 2.0. 3. Southwestern Public Health with a memo regarding the provincial shutdown. 4. The Ministry of Municipal Affairs and Housing with a letter regarding Enforcement of Orders under the Reopening Ontario Act, 2020. 5. The Ministry of Municipal Affairs and Housing with a letter confirming the County's 2021 allocation under the Safe Restart Agreement. 6. The Ministry of Agriculture, Food and Rural Affairs with a letter regarding updates to the Ontario Wildlife Damage Compensation Program (OWDCP). 7. The Ministry of Agriculture, Food and Rural Affairs with a letter regarding recent amendments to the Drainage Act. 8. The Ministry of Transportation with a letter regarding off-road vehicles on municipal highways. 9. The Municipal Property Assessment Corporation with the Assessment Change Summary for Elgin County. 10.SWIFT with their December Newsletter. 131 Carolyn Krahn From: AMC) Communications <Communicate@amo.on.ca> Sent: December 18, 2020 2:47 PM To: Julie Gonyou Subject: AMC) Policy Update—Additional COVID-19 Vaccine Sites, ESA Termination and Severance Provisions Extension AMO Update not displaying correctly?Viewthe online version Add Communicate@amo.on.ca to your safe list A&114410,Am�ida�§oii�)f COI �U i l Ill i t, liD December 18,2020 AMO Policy Update — Additional COVID-19 Vaccine Sites, ESA Termination and Severance Provisions Extension Additional COVID-19 Vaccine Rolling Out Ontario will be distributingaddiiffiionall doses of the If1fiiz.eir vaccine to 1. more Ihos iitall ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,. iiff throughout the province over the next two weeks, including regions with the highest rates of COVID-19 infection. This is part of the initial phase of the government's ffl .r ....�plh . .....r« i.............::........i.n...... Il inr i ff ff... 0........l .Ig.! that began on December 14t" ' ire i.... in Toronto and Ottawa. Ontario is expecting to receive up to 90,000 Pfizer-BioNTech doses from the federal government before the end of the year to continue vaccinating health care workers and essential caregivers who work in hospitals, long-term care homes, retirement homes, and other congregate settings caring for seniors. During this initial phase, Ontario is expecting to receive doses of the Moderna vaccine — once approved by Health Canada —which will allow vaccines to be provided at long- term care homes in lockdown areas, followed by retirement homes, other congregate care settings for seniors, and remote Indigenous communities. In early 2021 additional hospital sites across the province will be administering additional Pfizer vaccines to health care workers, as well as essential caregivers, and long-term care home and retirement home residents. i 132 Extension of Temporary Relief from ESA Termination and Severance Provisions The Ontario government has extended the temporary relief measures from the termination and severance provisions of the Employment Standards Act, 2000 (ESA) as of December 17, 2020 until July 3, 2021. The temporary measures are found in Ir tar.iiq If 9..u1«!ii_gi. / Q�, Infectious Disease Emergency Leave (IDEL Regulation) and had been set to expire January 2, 2021 . The IDEL Regulation Ihhas Ibgon ainr]o in. ded.. to define the "COVID-19 period" as that period beginning on March 1, 2020 and ending on July 3, 2021. Additional Hicks Morley information can be found Ihir . AMO's ,II„If ,1, ,,ll , sou�u,mgq . page is being updated continually so you can find critical information in one place. Please send any of your municipally related pandemic questions to vii, „l,,, ,,, .airno.on.ca. Season's G ireetiiin s firom A11M0 II[ es,f iiislhes -for a safe and heaIII,fI 2021 .. 'Disclaimer:The Association of Municipalities of Ontario(AMO)is unable to provide any warranty regarding the accuracy or completeness of third-party submissions. Distribution of these items does not imply an endorsement of the views,information or services mentioned. Association of Municipalities of Ontario Please consider the environment 200 University Ave.Suite 801,Toronto ON Canada M5H 3C6 before printing this. Wish to Adjust your AMO Communication Preferences?Click Here IIIII' Iwo IIIIU z 133 Carolyn Krahn From: AMO Communications <Communicate@amo.on.ca> Sent: December 21, 2020 3:21 PM To: Julie Gonyou Subject: AMO Policy Update - Lockdown 2.0: Province-Wide Lockdown Starts December 26, Communities Strategy and Enforcement, New School Protocols, Child Care, Small Business Grant AMO Update not displaying correctly?Viewthe online version Add Communicate@amo.on.ca to your safe list December 21,2020 AMO Policy Update — Lockdown 2.0: Province-Wide Lockdown Starts December 26, Communities Strategy and Enforcement, New School Protocols, Child Care, and Small Business Grant Province-Wide Lockdown Starts December 26 Today, the Province .a.J.2in.ou.,Jraqe d.. an Ontario-wide lockdown starting at 12:01 am as of Saturday, December 26, 2020. The current CO II11).:::.1..�9....II �ponse 11=ir�airnewoir�k will be paused when the Province-Wide Shutdown comes into effect. Lockdown measures include, but are not limited to: • Restricting indoor organized public events and social gatherings, except with members of the same household (the people you live with). Individuals who live alone may consider having exclusive close contact with one other household. • Prohibiting in-person shopping in most retail settings. Curbside pickup and delivery can continue. Discount and big box retailers selling groceries will be limited to 25 per cent capacity for in-store shopping. Supermarkets, grocery stores and similar stores that primarily sell food, as well as pharmacies, will continue to operate at 50 per cent capacity for in-store shopping. • Restricting indoor access to shopping malls. Patrons may only go to a designated indoor pickup area (by appointment only), essential retail stores that are permitted to be open (e.g. pharmacy, grocery store), or, subject to physical distancing and face covering requirements, to the food court for takeout 1 134 purchases. Shopping malls may also establish outdoor designated pickup areas. • Prohibiting indoor and outdoor dining. Restaurants, bars, and other food or drink establishments will be permitted to operate by take out, drive-through, and delivery only. The impacts of these time-limited measures will be evaluated throughout the 14 days in Northern Ontario and 28 days in Southern Ontario to determine if it is safe to lift any restrictions or if they need to be extended. Note that the essential business definition has changed based on learning from earlier experience (i.e. regulated health professionals, construction etc.). For more information, call the " q tlhe S head°° Iusiiness iinfoirinnaffiion Iliine. High Priority Communities Strategy and Enforcement As part of this announcement, the government is providing $12.5 million to implement a Il l„ii I If,,,,,,,iri.o iiff,,,,,,,,,,, ,q,ir „inr„u niiff,iies Stir�at gy to take a tailored community-based approach to fund community agencies in 15 priority neighbourhoods in Durham, Peel, Toronto York, and Ottawa. Additional funding of $42 million will also be available to establish isolation centres. The Province will work with local municipal partners to establish new isolation centres to help those who may need to isolate following testing. The Ministry of Labour, Training and Skills Development is leading a multi-ministry COVID-19 Safety Team. The team will partner with local authorities to carry out additional enforcement blitzes in sectors where they are needed most. New School Protocols and Child Care All publicly funded and private elementary and secondary schools will move to teacher-led remote learning when students return from the winter break on January 4 2021. , , ve"i'n1¢,li, «1,"t,Ih ,,i,�U,,,,,in"! will resume in-person instruction on January 11, 2021 , for both elementary and secondary students. For schools in all other Public Health Unit regions, elementary school students can return to in-person on January 11, 2021, and secondary school students will continue learning remotely until January 25, 2021, at which point they may resume in-person learning. During this period child care centres, authorized recreational and skill building programs, and home-based child care services will remain open. From January 4-8 2021, before and after school programs will be closed and emergency child care for health care and frontline workers will be provided. School boards will be required to make provisions to continued in-person support for students with special education z 135 needs who cannot be accommodated through remote learning from whom remote learning is challenging. New Ontario Small Business Support Grant Today the government also .ginin.ou uir�q , a new Ontario Small Business Support Grant which will provide a minimum of $10,000 and up to $20,000 for eligible businesses. Further details, including how to apply will be announced in January 2021. The other supports for businesses during COVID-19, including property tax and energy rebate programs for eligible businesses in Control or Lockdown regions (or previously in modified stage 2 regions), will continue. AMO's ,II„If ,1, ,,lIResou�u,mgq . page is being updated continually so you can find critical information in one place. Please send any of your municipally related pandemic questions to � i1 .grqq!�.q .. . . r. .:. ! . 'Disclaimer:The Association of Municipalities of Ontario(AMO)is unable to provide any warranty regarding the accuracy or completeness of third-party submissions. Distribution of these items does not imply an endorsement of the views,information or services mentioned. Association of Municipalities of Ontario hAPlease consider the environment 200 University Ave.Suite 801,Toronto ON Canada M5H 3C6 before printing this. Wish to Adjust your AMO Communication Preferences?Click Here IIII higher loqC Iwo l 3 136 I' &A�SOUTHWIES T �, T rnas Site WoodstockSite Hcalth 1Axdrr�iirr �r it St Crfliz'r Wo Bdsto `ire a Public 1230"G"aflH��ri'��.r�-�;�i Woodstock, ��fl~� St. 'hornas, ON MS'02 Oxford, Elgin . St.Thomas N`=P 1 G9 Date: December21, 2020 To: Municipal Partners in Oxford County, Elgin County, and the City of St. Thomas Re: Ontario announces Iproviinciiall shutdown effective 12:01am on Saturday IDecemlbeir 26, 2020 The Government of Ontario has announced it is shutting down Ontario in response to the rapid rise in COVID-19 cases. Ontario's Chief Medical Officer of Health based this decision on data that includes record numbers of Ontarians in hospital and in the ICU. The Shutdown will come into effect at 12:01 am on December 26, 2020, and will remain in effect for 14 days in Northern Ontario and 28 days in Southern Ontario. Cases and outbreaks are surging across our province and in our region. Local hospitals are at- risk of being overwhelmed, we have capacity concerns at public health for case and contact management, and we are seeing an increase in COVID-related deaths. This virus spreads quickly from close interactions with people. Until the COVID-19 vaccine is widely available and we have had sufficient uptake of the vaccine, limiting interactions is the only way to stop the spread so that we can focus our energy on recovery. Restrictions during the shutdown include: • No indoor social gatherings or organized public events are permitted, except with people you live with; o Limit of 10 people outdoors for organized social events o People who live alone— including seniors —can have exclusive close contact with one other household to reduce the negative impacts of social isolation • Limit of 10 people indoors and 10 people outdoors for religious services or ceremonies; virtual and drive-in encouraged • Work remotely, where possible • Trips outside the home for essential reasons, such as work, school, grocery/pharmacy, health care, assisting vulnerable individuals, or physical activity • Retail generally to be open for curbside pick-up or delivery only; 50% capacity limits where in-person shopping is permitted • Bars, restaurants and food establishments to be open for take out, drive through, and delivery only 137 • Elementary schools closed until January 11. Secondary schools open for online learning on January 11 and in person learning on January 25. Additional restrictions apply for select businesses. A full list of restrictions is on the Ontario.ca website Ontario's move to a shutdown was communicated by the province. We will also share this news across our region via social media, news media, targeted letters to Chambers of Commerce, and on our website. We would appreciate you sharing through your communication networks as well. Let's work together to get through this pandemic quickly so that we can start the recovery process that our community needs. Thank you for your flexibility to adapt to these changes. Please continue to do your part to protect the community you love. Sincerely, a.� Dr. Joyce Lock Medical Officer of Health Southwestern Public Health Copy: Cynthia St. John, CEO, Southwestern Public Health 138 Ontario Q Ministry of Municipal Ministere des Affaires Affairs and Housing Municipales et du Logement Office of the Deputy Minister Bureau du ministre 777 Bay Street, 17th Floor 777, rue Bay, 17e etage Toronto ON M7A 2J3 Toronto ON M7A 2J3 Tel.:416 585-7100 Te1. :416 585-7100 December 24, 2020 MEMORANDUM TO: Municipal Chief Administrative Officers and Clerks SUBJECT: Enforcement of Orders under the Reopening Ontario Act, 2020 1 want to thank you again for your sustained efforts in limiting the spread of infection and managing the impact of the pandemic on your communities. Public Health Measures As COVID-19 cases continue to rise at an alarming rate, the Ontario government, in consultation with the Chief Medical Officer of Health and other health experts, announced a Provincewide Shutdown effective December 26, 2020 at 12.01 a.m. These additional restrictions reinforce that Ontarians should stay at home as much as possible to minimize transmission of the virus and prevent hospitals from becoming overwhelmed. Municipalities, residents and businesses can find out which regional public measures are in place for their area at https://www.ontario.ca/page/covid-19- response-framework-keeping-ontario-safe-and-open. Municipalities and local public health units may have additional restrictions or targeted requirements, on top of any applicable provincial public health measures. The Ontario government, in consultation with the Chief Medical Officer of Health, has also extended all orders currently in force under the Reopening Ontario (A Flexible Response to COVID-19) Act, 2020 (ROA) until January 20, 2021. These can be found online on the Government of Ontario's website at https://www.ontario.ca/laws/statute/20rl 7. Enforcement As you are aware, municipal by-law officers are designated to enforce provincial orders under the ROA. To help support municipal enforcement activities, I am attaching information the Ministry of the Solicitor General has shared with Chiefs of Police regarding additional amendments to orders made under the ROA. Page 1 of 2 139 Ontario's municipalities have shown leadership and actively engaged in enforcement and compliance, including enforcement of any local by-laws they may have enacted. To ensure we continue to maximize the impact of enforcement efforts on the ground, and as I mentioned in my previous correspondence to you, I strongly encourage our municipal partners to work closely with provincial enforcement officers and public health officers to coordinate enforcement activities in your communities. To identify opportunities for and to plan coordinated compliance activities in your community, please email Natasha Bartlett at natasha.bartlett(a)ontario.ca. To help support enforcement personnel, staff at the Ministry of the Solicitor General continue to respond to inquiries via EssentialWorkplacesSupport.SolGen(a)-ontario.ca. Through this confidential channel, assistance is available to enforcement personnel seven days a week. In addition, a confidential Enforcement Support Phone Line (1-866- 389-7638) is operational and available to assist enforcement personnel Monday to Friday (8.30 a.m. — 5.30 p.m.). Reporting I would also encourage you again to support the Ministry of the Solicitor General's efforts to collect enforcement data to help monitor and measure the impact of accelerated enforcement and compliance activities province wide. You can find out more on how you may contribute to the Ministry of the Solicitor General's weekly data collection efforts by contacting Jeanette Gorzkowski or Agata Falkowski at Jeanette.Gorzkowski(a)ontario.ca or Agata.Falkowski(a)-ontario.ca, respectively. Thank you, once again, for your continued efforts to help keep our communities safe and healthy. Sincerely, Kate Manson-Smith Deputy Minister, Ministry of Municipal Affairs and Housing Enclosure: Correspondence from the Ministry of the Solicitor General to all Chiefs of Police — English version. If a French version is required, please contact Richard.Stubbings(a)ontario.ca. Page 2of2 140 Ministry of Ministere des Municipal Affairs Affaires municipales and Housing et du Logement Office of the Minister Bureau du ministre IFS 777 Bay Street, 171h Floor 777, rue Bay, 17e etage Ontario Toronto ON M7A 2J3 Toronto ON M7A 2J3 Tel.:416 585-7000 Te1. :416 585-7000 MIN-234-2020-5724 December 16, 2020 Warden Dave Mennill County of Elgin dmennill@elgin.ca Dear Warden Mennill: From the outset of COVID-19, our government knew that the pandemic was going to put a significant strain on Ontario's municipalities. That is why we are committed to working with all levels of government to ensure municipalities can continue to deliver the critical services Ontarians rely on. In our negotiations with the federal government, what started as a $14 billion national proposal was negotiated into the $19 billion Safe Restart Agreement — securing up to $4 billion for Ontario's municipalities and transit systems. In August, our government committed $695 million in an initial round of allocations under the $1.39 billion municipal operating stream. Earlier today, I announced that the Ontario government is investing an additional $695 million under the historic Safe Restart Agreement's municipal operating stream to help our municipal partners manage the financial impacts of COVID-19 and start 2021 in a more secure financial position. am pleased to advise that your municipality's allocation is $256,000. This amount is being provided to help your municipality with 2021 COVID-related operating pressures. Allocations for 2021 funding for all 444 municipalities are based on the number of households in the municipality and the proportion of COVID-19 cases occurring in the municipality's public health unit. Funding under the municipal operating stream is in addition to funding being provided under the Safe Restart Agreement for municipal transit systems, Social Services Relief Fund and public health. We know municipalities will continue to feel the impacts of COVID-19 into 2021. Our government is providing this additional support as you develop your 2021 budgets. With this funding, your municipality can continue to deliver the high-quality local services your /2 141 - 2- residents and business rely on every day and have the confidence you need to proceed with budgeting for planned capital projects in 2021. We have heard that you require flexible funding and we are delivering. Funding under the municipal operating stream of the Safe Restart Agreement can be used to support your municipality's highest priority COVID-related operating needs. The province expects that any amount of funding not required by your municipality in 2020 will be used to address 2021 pandemic-related operating needs. As previously communicated, your municipality will be expected to report back to the province in March 2021 with information about your COVID-related operating pressures and use of both funding allocations. This report template will be available via the Transfer Payment Ontario system by late January 2021. Municipalities will also be expected to report back on 2021 operating pressures due to the pandemic at a later date. I am requesting that your municipal treasurer sign the acknowledgement below and return the signed copy to the ministry by December 24, 2020 by email to Municipal.Programs(a)-ontario.ca. Please note that we must receive this acknowledgement before making a payment to your municipality. We expect to begin making payments to municipalities in December 2020 and complete all payments by the end of January 2021. Municipalities are welcome to contact their municipal advisor or e-mail Municipal.Programs(a)-ontario.ca with any questions. Thank you once again for your commitment to serving your residents during these challenging times. Our government will continue to stand with our municipal partners because we know that strong communities are the foundation of a strong Ontario — your success is Ontario's success. Sincerely, C:7�0" Steve Clark Minister of Municipal Affairs and Housing c. Municipal Treasurer and Chief Administrative Officer .../3 142 - 3- By signing below, I acknowledge that the allocation of $256,000 is provided to County of Elgin for the purpose of assisting with COVID-19 operating costs and pressures and that the province expects that any funds not required for this purpose in 2020 will be used to support COVID-19 operating costs and pressures in 2021. I further acknowledge that County of Elgin is expected to report back to the province on 2020 and 2021 COVID-19 operating costs and pressures and the use of this funding. Name: Title: Signature: Date: 143 Ministry of Agriculture, Ministere de I'Agriculture,de Food and Rural Affairs I'Alimentation et des Affaires rurales Office of the Minister Bureau du ministre 77 Grenville Street, 11 th Floor 77, rue Grenville, 11 a etage Toronto,Ontario M7A 1 B3 Toronto(Ontario)M7A 1 B3 Tel:416-326-3074 Tel. :416 326-3074 www.ontario.ca/OMAFRA www.ontario.ca/MAAARO Ontario December 21, 2020 Julie Gonyou CAO County of Elgin CAO@elgin.ca Dear Ms. Gonyou, I am writing today to let you know about upcoming updates to the Ontario Wildlife Damage Compensation Program (OWDCP). The OWDCP provides financial assistance to owners whose livestock, poultry and honeybees have been damaged or killed by wildlife. These updates are the result of concerns raised by farmers, their organizations and other stakeholders regarding the timeliness of payments for approved claims. We are also providing administrative flexibility if program timelines cannot be met in exceptional and extenuating circumstances such as COVID-19. Key program changes will include: • Notifying municipalities of an applicant's fully approved claim and initiating the payment process when the approval decision is made rather than after the appeal period ends; and, • providing to the Administrator authority to waive deadlines if there are unforeseen issues or extenuating circumstances affecting program timelines. OWDCP program updates will take effect for any applications with a kill (or injury) date on or after January 1st, 2021. /2 I��fl Good things grow in Ontario Ministry Headquarters: 1 Stone Road West,Guelph,Ontario N1 G 4Y2 A bonne terre,bons produits Bureau principal du ministere: 1 Stone Road West, Guelph(Ontario) N1 G 4Y2 U IN"I ds R,f 0 Terre9'"�I��tp,.�..ik,,Jere 144 - 2 - By notifying municipalities and initiating the payment process for fully approved claims upon approval rather than at the end of the appeal period, it is estimated that over 80% of successful claims will be paid out up to 20 business days earlier. In the event an issue with the claim approval is discovered, all applicants retain the ability to appeal within 20 business days of the date indicated on their decision letter. These payment process changes will only apply to claims with an injury or kill date on or after January 1, 2021. In addition, allowing the Administrator to waive certain deadlines in extenuating circumstances is another way the government is providing flexibility in these uncertain times. This change will help ensure that applicants' claims will be considered if deadlines are missed for exceptional reasons outside their control. Please visit the OWDCP website for details of the program updates at: www.ontairio,ca/iDredati in For further information, please contact my ministry'sgiriiculluirall Ilnfoirirnaiion Conac Centre at 1-877-424-1300. Sincerel Ernie Hardeman Minister of Agriculture, Food and Rural Affairs COVID-19 Reminders • Practise physical distancing — stay 2 metres away from others in public • Wash your hands —with soap and water thoroughly and often • Get the facts - .www.oin'tariio.ca/iioaL-je/coviid.-19.-s'tnir -s head 145 Ministry of Agriculture, Ministere de I'Agriculture,de Food and Rural Affairs I'Alimentation et des Affaires rurales Office of the Minister Bureau du ministre 77 Grenville Street, 11 th Floor 77, rue Grenville, 11 a etage Toronto,Ontario M7A 1 B3 Toronto(Ontario)M7A 1 B3 Tel:416-326-3074 Tel. :416 326-3074 www.ontario.ca/OMAFRA www.ontario.ca/MAAARO Ontario December 16, 2020 Julie Gonyou CAO County of Elgin CAO@elgin.ca Dear Julie Gonyou: In order to help farm businesses and municipalities save time and money, the Ontario government is posting a discussion paper on a new regulatory proposal to implement recent amendments to the Drainage Act, which received Royal Assent on July 21, 2020, as part of Bill 197, the COVID-19 Economic Recovery Act. The proposed regulation supports the government's commitment to reduce burden and promote economic development while maintaining effective environmental standards. A discussion paper will be posted on Ontario's Regulatory and Environmental Registry for a 60-day public comment period from December 9 2020 to February 7, 2021 and can be accessed on the Environmental Registry at this website address: www.ero.on tariio.ca/nofiice/019-2814. Drainage is critical for supporting agricultural productivity and the production of food. It enables sector growth by delivering economic benefits such as improved crop productivity and flood control, while supporting environmental benefits such as nutrient loss reduction, reduced soil erosion and habitat protection. That is why I encourage you to submit your comments on the proposed regulation and let your perspective on this important matter be known as we finalize this regulation. My ministry will be hosting webinars for key stakeholders who play an important role or who have an interest in the Drainage Act and the recent changes. The webinars are scheduled for: • January 7, 10:00-11:30 am: Municipalities/Drainage Industry • January 8, 10:00-11:30 am: Environmental Groups, Indigenous Communities, Conservation Authorities and the public • January 12, 2:00-3:30 pm: Municipalities/Drainage Industry • January 14, 2:00-3:30 pm: Municipalities/Drainage Industry • January 15, 2:00-3:30 pm: General Farm Organizations I��fl Good things grow in Ontario Ministry Headquarters: 1 Stone Road West,Guelph,Ontario N1 G 4Y2 A bonne terre,bons produits Bureau principal du ministere: 1 Stone Road West, Guelph(Ontario) N1 G 4Y2 To register, please complete the registration form at this website, s://suirve .clliiclkoolls.com/a /suirve / o. s ?iiv=1 o0wlk�olh3a0f or contact the Agricultural Information Contact Centre (AICC) by email to .iiir°nfo.oirnafira oiritairiio.ca or you can call 1-877-424-1300. Although the webinars are targeted to specific audiences, you are welcome to enroll at a time or date that better suits your schedule. Printed copies of the French Discussion Paper are also available from the AICC on request. I look forward to learning the results of the consultation and your contribution to it. Sincerely, Ernie Hardeman Minister of Agriculture, Food and Rural Affairs COVID-19 Reminders • Practise physical distancing — stay 2 metres away from others in public • Wash your hands —with soap and water thoroughly and often • Get the facts - .www.oin'tariio.ca/iioaL-je/coviid.-19.-s'tnir -s head 147 Ministry of Transportation ministere des Transports Office of the Director Bureau du directeur Ontario Highway Operations Management Branch Direction de la gestion des operations routieres 659 Exeter Road 659, rue Exeter London, Ontario N6E 1 L3 London(Ontario) N6E 1 L3 Telephone: 519-200-5219 Telephone: (519)200-5219 January 4, 2021 Dear Municipal Stakeholder, I am pleased to announce that effective January 1, 2021, the province has expanded the on-road opportunities for off-road vehicle riders in some parts of Ontario. Off-road vehicle riders are expected to experience enhanced trail access resulting from the increased on-road connections to Ontario's off-road vehicle trail network. The changes apply only to municipalities listed in Ontario Regulation 8/03 and amend the way permitted off-road vehicles are allowed on-road access to municipal highways. In municipalities listed in Ontario Regulation 8103, permitted off-road vehicles will be allowed by default on municipal highways unless the municipality has an existing by-law that restricts their use or creates a new by-law to prohibit or restrict the use of some or all off-road vehicles. These new provisions replace the previous requirement that municipalities had to enact a by-law to permit off-road vehicles to operate on municipal highways. The updated regulations can be found at Ontario Regulation 316103, and Ontario Regulation 863. It is important to note that the on-road access rules for off-road vehicles in municipalities that are not listed in Ontario Regulation 8/03 will continue to be subject to the existing regulatory framework under Ontario Regulation 316/03 and these municipalities are not affected by this change. The equipment configuration and performance requirements for off-road vehicles as set out in Section 10 of Ontario Regulation 316/03 also remain unchanged. The Highway Traffic Act prohibition of drivers of any motor vehicles causing the vehicle to make unnecessary noise, for example through modification, also applies and violations are subject to fines. In order to support municipalities with these changes, the ministry has provided a Municipal Guidance Document (attached) to help municipalities decide whether they need to take action to revoke, update or pass new by-laws related to on-road access by off-road vehicles on the highways under their jurisdiction. I ask you to kindly forward this notice and the attached Municipal Guidance Document to municipal staff responsible for traffic safety and those responsible for enforcing off- road vehicle laws in your area. Although changes have been previously announced on the Ontario Newsroom site and there will be a communication in the backgrounder issued by the Premier's Office, municipalities should ensure that the public and off-road vehicle riders are made aware of the rules in their area. /2 148 Municipal Stakeholder Page 2 If there are any questions regarding off-road vehicles licencing, operation or equipment requirements referenced in the attached guidance material, please contact Angela Litrenta, Manager, Road Safety Program Development Office at (416) 235-5130 or Angela.Litrentap_ontario.ca. If there are any questions regarding amendments to Ontario Regulation 316/03, and Ontario Regulation 863, please contact Ron Turcotte, Head, Safety Information Management Section, Provincial Traffic Office at (289)-407-9880 or Ron.Turcottep_ontario.ca. Thank you for your assistance in communicating this change. Sincerely, �� rr� Y �sdri Br��aar�ui Jasan Boparai Director Attachment — Municipal Guidance document 149 Municipal Guidance Document Operation of Off-road Vehicles on Municipal Roadways January 1, ZUZ1 Effective January 1,2021,the Ministry of Transportation(MTO)is changing the way the province manages how off- roadvemc|es<onvs>o,eonoweuon'mouinmmemunicinonues. The use ofonvson highways is controlled under Section 1x1.00fthe <xT«>' moue under the xnA, and municipal uv`|ows nooeu in accordance with the legislation and regulations. Currently,ORVs that meet the requirements in Ontario Regulation 316/03 are allowed on some provincial highways and municipal highways where a municipality has passed a by-law allowing the use of such ORVs on highways under their jurisdiction. WHAT'S NEW? Effective January 1,2021,all ORVs that meet the requirements in Ontario Regulation 316/03 for ORVs permitted on- road, will be allowed by default on municipal xinxwovs under the jurisdiction of municipalities listed in .0 o t..a r�u �,11u121�2�� un|eomemunicipality has o by-law nmximunno,,esmcunnme use ofmmeo,all mcxonvs. Municipalities that are not listed in Ontario Regulation 8/03wm continue to be subject tome existing regulatory framework and are not affected by this change.In these municipalities,ORVs will continue to be allowed only if the municipality has passed a by-law to allow permitted ORVs on municipal highways under their jurisdiction. K�unioipa Municipalities listed in Ontario Regulation 8/03 will continue to have the authority and make decisions about onvs through by-law to: [onsidera ions p Prohibit onvsnn some n,all highways �~��[�� ~� �� p Permit only specific onV*nn,nau Qp Prohibit onvsat specific hours nv the day - p Impose additional lower speed limits M ��m��~ mco| municipalities listed in Ontario Regulation 8/03 that wish to nmmmtonvs; o, restrict the permitted types oronvs; o,restrict the time of day o,the season when permitted types of ORVs are allowed on-road;or establish lower speed limitsforthese vehicles;may need u,pass o new uv`|ow. Where a local municipality affected by the change has an existing by-law providing a blanket permission for onvson on municipal highways,the by-law would not be in conflict with the new regulations. If an emu1nn by-low only nenniu some om* o, restricts ORVs to only some highways,the municipality may have to revoke the by-law � � ��» and pass o new by-law os outlined above ir the municipality wishes to continue such restrictions. There isno change to the enforcement of laws related to the use ofonvs.Any issues with the uovtouov operations of police services and the actions of police officers > e|ooeu u, om* should be raised with the mco| chief ofpolice o, their designated representatives.All set fines can ue found onthe This document is provided primarily as a guide.For additional information please refer to the Highway Traffic Act, 000umyu regulations and visit Omario.ca/ATV for information and tips related to the operation ofon\*inOntario. Ministry ofTransportation | Highway Operations Management Branch 1 <905>704'2960 1 Off-road Vehicles Allowed On-road Effective July 1,2020,MTO made changes to add off-road motorcycles(ORM)and extreme terrain vehicles(XTV)to the existing list of ORVs permitted on-road.These two new ORV types are in addition to the currently permitted 4- wheeled ORV types. MUNICIPAL BY-LAWS:Effective July 1,2020,the two new ORV types added to the list of ORVs permitted on-road can be allowed on municipal highways in accordance with the HTA and Ontario Regulation 316/03. ORV is a general term used to capture several different vehicles designed for off-road use, however,only certain off-road vehicles that meet the requirements in Ontario Regulation 316/03 are permitted on-road: NHI R'Il I4 j) "A "single-rider" all-terrain vehicle (ATV) is designed to travel on four VdNdes tires,having a seat designed to be straddled by the operator,handlebars for steering control and it must be designed bythe manufacturer to carry Qa driver only and no passengers. EA two-up ATV is designed and intended for use by an operator or an operator and a passenger.It is equipped with straddle-style seating and Ldesigned to carry only one passenger. ■ S Dy Sides A recreational off-highway vehicle(ROV)has two abreast seats,typically built with a hood, and uses a steering wheel instead of a motorcycle steering handlebar. Q A utility terrain vehicle (UTV) has similar characteristics to an ROV but typically also features a box bed.UTVs are generally designed for utility - rather than for recreational purposes. New off Extreme Terrain Vehicles(XTVs),commonly referred to as Argos are 6+ wheeled off-road vehicles capable of riding in multiple terrains,including � ''111Co, y hJo; .. through water. These vehicles sometimes come with tracks,however, *01 tracked versions are not being permitted on road and are restricted to ■ off-road use only. OOff-Road Motorcycles (ORMs) are 2 wheeled off-road vehicles that Lcome in varying configurations such as,but not limited to: Recreational ORMs,Trail ORMs or Competition ORM. 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SWIFT Makes First Connections in Norfolk County SWIFT is proud to announced that within the communities of Turkey Execulink Telecom is now offering Point and Normandale. high-speed internet services in the Turkey Point area. Execulink Telecom is now rolling out its high-speed services The$2.1 million fibre-to-the-home throughout the project area to project was awarded funding to offer residents internet speeds up expand fibre connectivity to more to 1 gigabit per second. than 905 homes and businesses 153 i pp L`J/tli of N n"" n 1 i 1 mm......................................................................................................................................... $4.3 Million SWIFT Project Now Underway in Grey County SWIFT is pleased to announce that construction is underway to expand broadband in the Township of Southgate and within the Municipality of West Grey. EH!tel Networks has now broken ground in Grey County to bring better connectivity to more than 1,000 household and businesses within the communities of Holstein,Varney, Orchardville,Yeovil, Dromore,Tartan and Thistle. The$4.3 million joint venture is expected to be completed with services fully available by mid-2021. SWIFT Projects Continue to Move Forward in Lambton county Execulink Telecom,which entered into a funding agreement with SWIFT, has now begun construction of a $2.2 million high-speed network to bring better connectivity by mid-2021 to 990 homes and businesses in the communities of Lambton Shores and Plympton-Wyoming. SWIFT Announces $41.1 Million in Broadband Upgrades for Simcoe County 154 "F I T, SIMCOE d, COUNTY 1�r $411�hA PROJECT 2„ NCNPREMISES PASSED 95.7FIBRE KMIS is j SWIFT has awarded over$18.6 million in federal and provincial funding to improve broadband infrastructure in more than 60 communities across Simcoe County. In total Simcoe County will receive $41.1 million in broadband upgrades, including more than $22.5 million in contributions from the internet service providers. V u'W mm......................................................................................................................................... SWIFT Awards Funding to Expand Broadband in Bruce County to 5,200 Households , 20 242.E SWIFT has awarded $9.1 million in federal and provincial funding to improve broadband connectivity in Chippewas of Nawash Unceded First Nation and throughout the municipalities of Arran-Elderslie, Brockton, Northern Bruce Peninsula, South Bruce and within the Township of Huron- Kinloss and the Town of South Bruce Peninsula. In total the region will receive$16.3 million in broadband upgrades, including more than $7.2 million in contributions from the internet service providers. V u'W mm......................................................................................................................................... 155 SWIFT Announces $16.9 Million in Broadband Upgrades for Grey County FT GREY COUNTY 1�.JbAPROJECT 3, BUPREMISES PASSED 23� FIBRE KMISJy J , SWIFT has awarded over$10.6 million in federal and provincial funding to improve high-speed internet in the municipalities of Meaford and West Grey and throughout the Townships of Chatsworth,Georgian Bluffs and Southgate. In total Grey County will receive$16.9 million in broadband upgrades, including more than $6.2 million in contributions from the internet service providers. V u.W mm......................................................................................................................................... SWIFT Announces $19 Million in Broadband Investments for Essex County f 17 28 SWIFT has awarded $8.5 million in federal and provincial funding to improve high-speed internet connectivity throughout the municipalities of Essex, Kingsville, Leamington and Lakeshore. In total Essex County will receive$19 million in broadband upgrades, including more than $10.5 million in contributions from the internet service providers,to support five fibre-to-the-home projects. 156 Vu u.W ......................................................................................................................................... SWIFT Announces Broadband Expansion Plans for Waterloo Region 1 1 SWIFT has awarded $7.8 million in federal and provincial funding to support five fibre-to-the-home projects that will collectively service130 kilometres of rural underserved roadway within the region. In total the Region of Waterloo will receive$11.6 million in broadband upgrades, including more than $3.8 million in contributions from the internet service providers. Vu u.W ......................................................................................................................................... SWIFT Announces Windsor Broadband Project A, lug i w V i n �r Yy i 1 II uu f W7, i 4� a a I „f i i SWIFT has awarded a contract to Cogeco Connexion to deploy fibre-optic cabling to address broadband servicg5gaps throughout the City of Windsor. In total the newly awarded project will expand fibre connectivity to more than 190 underserved househo��ppldlIlIs,II IbusilnelIslIlIslIlIes,, and institutions. VlIlIl u. W� mm......................................................................................................................................... P� �rfir Receive SWIFT Request for Approved News Alerts Proposals Projects Receive regular View SWIFT's full View SWIFT projects project updates procurement that have been directly to your inbox. schedule. announced to date: S U 11911,S C R 11"'�1., CL1CK 1 il1!:1RE:: CL1CK 1 il1!:1RE:: i,;,,�i/ (CliII Copyright C 2020 SWIFT All rights reserved. Our mailing address is: info@swiftruralbroadband.ca Want to change how you receive these emails? You can update your preferences or unsubscribe from this list. 158 CLOSED MEETING AGENDA January 12, 2021 Staff Reports: 1) Director of Human Resources — Municipal Act Section 239 (2) (d) labour relations or employee negotiations— CUPE Bargaining Mandate. 2) Director of Engineering Services — Municipal Act Section 239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board—Whites Station Operations Centre Building Condition Assessment Findings. 3) County Solicitor, Director of Engineering Services — Municipal Act Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board, (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose — PhiIImore Bridge. 4) County Solicitor— Municipal Act Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board, (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose— Port Bruce Temporary Bridge and Boat Launch. 159