02 - January 26, 2021 County Council Agenda Package 000*
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Table of Contents
I. Orders — January 26, 2021 ....................................................................... 2
II. Elgin County Council Minutes — January 12, 2021 ......................................... 3
III. Delegation — Future of Shortline Rail in the South Central Ontario Region......... 17
IV. Reports Index — January 26, 2021 ............................................................. 37
V. Report —Xplornet Request for Letter of Support............................................... 38
VI. Report — Tree Commissioner/Weed Inspector Quarterly Report October—
December2020.................................................................................... 41
VI I. Report — Tree Commissioner/Weed Inspector Year End Report 2020.............. 45
Vill. Report — Clearing Exemption Application.................................................... 48
IX. Report — Port Bruce Temporary Panel Bridge & Boat Launch Removal
Engineering Services Award.................................................................... 53
X. Report —Administration Building — Council Chambers and Entrance Lobby
Reception Renovation, and Elevator Decommissioning................................. 59
XI. Report — Council and Warden Policy Revisions............................................ 63
XII. Report —Aylmer-Elgin-St. Thomas Community Safety and Well-Being Plan
Update................................................................................................ 75
XI I I. Report — Elgin County Council Strategic Plan — 2021 Council Work Plan.......... 83
XIV. Correspondence — Items for Information Index............................................ 88
XV. SWIFT— Monthly Project Update — December 2020........................................ 89
XVI. Oxford County— Letter— Zorra School Retention Plan................................. 95
XVII. Closed Meeting Agenda......................................................................... 100
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ORDERS OF THE DAY
FOR Tuesday, January 26, 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. — Future of Shortline Rail in the South Central Ontario Region, SCOR
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.
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Page 1
January 12, 2021
Pragres fve by Nature
ELGIN COUNTY COUNCIL
MINUTES
January 12, 2021
Council Present: Warden Tom Marks (in-person)
Deputy Warden Dave Mennill (electronic)
Councillor Duncan McPhail (electronic)
Councillor Bob Purcell (electronic)
Councillor Sally Martyn (electronic)
Councillor Grant Jones (electronic)
Councillor Mary French (electronic)
Councillor Dominique Giguere (electronic)
Councillor Ed Ketchabaw(electronic)
Staff Present: Julie Gonyou, Chief Administrative Officer(in-person)
Brian Lima, Director of Engineering Services (electronic)
Stephen Gibson, County Solicitor(electronic)
Jim Bundschuh, Director of Financial Services (electronic)
Amy Thomson, Director of Human Resources (electronic)
Nancy Pasato, Manager of Planning (electronic)
Deanna Laemers,Acting POA Supervisor(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 12th day of January, 2021 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 Mennill
Seconded by: Councillor Purcell
RESOLVED THAT the minutes of the meeting held on December 8 & 10, 2020 be
adopted.
Recorded Vote
Yes No Abstain
Malahide Dave Mennill Yes
West Elgin Duncan McPhail No
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
8 1 0
- Motion Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
Councillor Martyn identified a conflict of interest regarding the second in-camera item,
Whites Station Operations Centre Building Condition Assessment Findings.
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Page 2
January 12, 2021
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
4.1 Development Charges Workshop— Stefan Krzeczunowicz, Hemson
Stefan Krzeczunowicz, Associate Partner — Hemson, presented information on
development charges including legislative background, development study
requirements, proposed work plan, and rate comparisons and rate impacts.
Moved by: Councillor Mennill
Seconded by: Councillor Jones
RESOLVED THAT the presentation from Stefan Krzeczunowicz, Associate Partner—
Hemson, 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 Giguere
Seconded by: Councillor Jones
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
6.1 Warden's Activity Report(December)and COVID-19 Update—Warden Marks
Warden Marks 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.
Moved by: Councillor Ketchabaw
Seconded by: Councillor McPhail
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January 12, 2021
RESOLVED 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.
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.
6.2 2021 Committee and Local Board Appointments—Warden Marks
Warden Marks presented the 2021 recommendations for Committee and Local
Board Appointments. In addition to the Council Committee and Local Board
Appointments recommended in the appendix to the report, the Warden
recommended that Councillor Martyn be appointed to the Rural Education Task
Force with Councillor Giguere as alternate and that Councillor Giguere be
appointed to the Terrace Lodge Redevelopment Fundraising Committee.
Moved by: Councillor Purcell
Seconded by: Councillor Mennill
RESOLVED THAT County Council approve the Council Committee and Local
Board Appointments for 2021, as attached "Appendix I," as recommended by
Warden Marks, and 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.
6.3 County of Elgin Official Plan Review—Manager of Planning
The Manager of Planning provided an overview of the Official Plan Review
process, public consultation strategy, and associated timelines.
Moved by: Councillor Martyn
Seconded by: Councillor French
RESOLVED THAT Council direct staff to proceed with a Five-Year Review process
for the County of Elgin's Official Plan in 2021; and
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January 12, 2021
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.
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.
6.4 Provincial Offences Act (POA) Video Court Proceedings — Acting Provincial
Offences Court Supervisor
The Acting Provincial Offences Court Supervisor provided an update on Provincial
Offences Court proceedings. In-person court proceedings have been suspended
since March 16, 2020.The Ministry of the Attorney General has provided direction
on their approved technical solution for virtual trials and the requirements for
remote proceedings, and Elgin Court staff have begun preparations for the first
video session in the coming weeks.
Moved by: Councillor Mennill
Seconded by: Councillor Jones
RESOLVED THAT the January 12, 2021, report titled, Provincial Offences Act
(POA)Video Court Proceedings, submitted by the Acting Provincial Offences Court
Supervisor, 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.
RECESS—COUNCIL RECESSED AT 10:11 A.M. AND RECONVENED AT 10:18 A.M.
6.5 2021 Budget Presentation—Director of Financial Services
The Director of Financial Services provided an overview of the 2021 Budget process
including cost reductions, cost increases/service enhancements, taxes, debt
financing, use of surplus, reserves, and tax recommendations.
Moved by: Councillor Mennill
Seconded by: Councillor French
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January 12, 2021
RESOLVED THAT approximately$9 million increase in total debt for the facility
asset management plan be included in the preliminary budget plan; and
THAT tax ratios for farm and small commercial be left unchanged.
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.
6.6 Contract Award — Corporate Facility Cleaninq Services — Director of
Engineering Services
The Director of Engineering Services provided details on the tender for Contract
Cleaning Services at the Administration Building, Elgin County Heritage Centre and
POA Courthouse.
Moved by: Councillor Martyn
Seconded by: Councillor Jones
RESOLVED 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$265,148-1 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$31,200-1 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.
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.
Page 6
January 12, 2021
6.7 Contact Award—John Wise Line Reconstruction Protect Tender No. 2020-T40
—Director of Engineering Services
The Director of Engineering Services provided details on the tender for the John
Wise Line Reconstruction Project, which was advertised and issued, in advance of
the approved 2021 Capital Budget, as per the County's Procurement Policy.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Giguere
RESOLVED 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.
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.
6.8 Contract Award—Village of Rodney Reconstruction Tender No. 2020-T42
The Director of Engineering Services provided details on the tender for the Village
of Rodney Reconstruction project,which was advertised and issued, in advance of
the approved 2021 Capital Budget, as per the County's Procurement Policy.
Moved by: Councillor Purcell
Seconded by: Councillor McPhail
RESOLVED 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.
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
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January 12, 2021
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 Proposed Replacement Agreement — Elgin/Central Elgin/Dropbike Inc. —
Reinstatement of Suspended Short-Term Bicycle Rental Pilot Project—County
Solicitor
The County Solicitor presented a report regarding the reinstatement of the
suspended short-term bicycle rental pilot project in Port Stanley.
Moved by: Councillor Martyn
Seconded by: Councillor Mennill
RESOLVED THAT 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; and
THAT 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.
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.
6.10 Council Policy Revisions—Chief Administrative Officer
The Chief Administrative Officer presented amendments to the Elgin County Council
Policies Manual with respect to virtual meeting and conference attendance as well
as additional amendments arising from Council feedback over the past two(2)years.
Moved by: Councillor Jones
Seconded by: Councillor Martyn
RESOLVED 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.
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January 12, 2021
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.
6.11 COVID-19 Emergency Team Planninq — December 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 Purcell
RESOLVED THAT the January 6, 2021, report titled, COVID-19 Emergency Team
Planning—December 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 Debbie France with a letter requesting support for communications regarding
cannabis legislation.
7.1.2 The Municipality of Dutton Dunwich with a letter regarding the Western Elgin
Homeless Coalition.
Item#1
Moved by: Councillor Mennill
Seconded by: Councillor Jones
RESOLVED THAT the correspondence from Debbie France be received and filed.
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January 12, 2021
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#2
Moved by: Councillor Purcell
Seconded by: Councillor Ketchabaw
RESOLVED THAT the correspondence from the Municipality of Dutton Dunwich 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.
7.2 Items for Information (Consent Agenda)
7.2.1 The Association of Municipalities Ontario with a policy update regarding
additional COVID-19 Vaccine Sites, ESA Termination and Severance
Provisions Extension.
7.2.2 The Association of Municipalities Ontario with a policy update regarding
Lockdown 2.0.
7.2.3 Southwestern Public Health with a memo regarding the provincial shutdown.
7.2.4 The Ministry of Municipal Affairs and Housing with a letter regarding
Enforcement of Orders under the Reopening Ontario Act,2020.
7.2.5 The Ministry of Municipal Affairs and Housing with a letter confirming the
County's 2021 allocation under the Safe Restart Agreement.
7.2.6 The Ministry of Agriculture, Food and Rural Affairs with a letter regarding
updates to the Ontario Wildlife Damage Compensation Program (OWDCP).
7.2.7 The Ministry of Agriculture, Food and Rural Affairs with a letter regarding
recent amendments to the Drainage Act.
7.2.8 The Ministry of Transportation with a letter regarding off-road vehicles on
municipal highways.
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January 12, 2021
7.2.9 The Municipal Property Assessment Corporation with the Assessment
Change Summary for Elgin County.
7.2.10SWIFT with their December Newsletter.
Moved by: Councillor Mennill
Seconded by: Councillor Martyn
RESOLVED THAT Correspondence Items#1-10 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.
8. OTHER BUSINESS
8.1 Statements/Inquiries by Members
The Warden announced that the County of Elgin will be flying the Alzheimer's Society
Flag at the Elgin Heritage Centre for the month of January to mark Alzheimer's
awareness month.
8.2 Notice of Motion
None.
8.3 Matters of UrgencV
8.3.1 The Chief Administrative Officer provided a verbal update on the status of
Elgin County's temporary face covering by-law. The temporary face covering by-
law was enacted at the direction of the Medical Officer of Health on August 6, 2020
to remain in effect until the earlier of December 31, 2020,or until such time as
O.Reg 364/20, as amended, is revoked.
Moved by: Councillor French
Seconded by: Councillor Jones
RESOLVED THAT staff seek direction and input from the Medical Officer of Health
before re-enactment of the By-law, specifically whether the Medical Officer of
Health recommends re-enactment; and
THAT staff follow up with the Town of Aylmer and the Municipality of Dutton
Dunwich with respect to their position regarding the face covering requirements.
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
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January 12, 2021
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.
9. CLOSED MEETING ITEMS
Moved by: Councillor Giguere
Seconded by: Councillor French
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
(d)labourrelations oremployee negotiations—CUPE Bargaining Mandate.
In-Camera Item#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.
In-Camera Item#3
(e)litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board;(0 advice that is subject to solicitor-client
privilege, including communications necessary for that purpose—Phillmore Bridge.
In-Camera Item#4
(e)litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board;(0 advice that is subject to solicitor-client
privilege, including communications necessary for that purpose—Port Bruce Temporary
Bridge and Boat Launch.
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 French
Seconded by: Councillor Ketchabaw
RESOLVED THAT we do now rise and report.
Recorded Vote
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January 12, 2021
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 —CUPE Bargaining Mandate
Moved by: Councillor Jones
Seconded by: Councillor Purcell
RESOLVED 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.
Councillor Martyn declared a conflict of interest regarding In-Camera Item#2. She was
removed from the virtual meeting during discussion and abstained from voting on the
matter.
In-Camera Item#2—Whites Station Operations Centre Building Condition Assessment
Findings
Moved by: Councillor Mennill
Seconded by: Councillor Jones
RESOLVED THAT the report from the Director of Engineering Services 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 Abstain
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Central Elgin Warden Marks Yes
8 0 1
- Motion Carried.
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January 12, 2021
In-Camera Item#3—Phillmore Bridge
Moved by: Councillor Giguere
Seconded by: Councillor Ketchabaw
RESOLVED THAT the report from the Director of Engineering Services 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#4—Port Bruce Temporary Bridge and Boat Launch
Moved by: Councillor Mennill
Seconded by: Councillor Jones
RESOLVED THAT the correspondence from Mr. Campbell and Baroudi Law on behalf of
North Erie Marina 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.
11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE
Moved by: Councillor Martyn
Seconded by: Councillor French
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
Southwold Grant Jones Yes
Aylmer Mary French Yes
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January 12, 2021
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 21-01 —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 January 12, 2021 Meeting.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Purcell
RESOLVED THAT By-Law No. 21-01 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 Purcell
Seconded by: Councillor Jones
RESOLVED THAT we do now adjourn at 12:58 p.m. to meet again on January 26,2021 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.
Julie Gonyou, Tom Marks,
Chief Administrative Officer. Warden.
16
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REPORTS OF COUNCIL AND STAFF
January 26, 2021
Council Reports — ATTACHED
Warden Marks — Xplornet Request for Letter of Support
Councillor Purcell — Terrace Lodge Redevelopment Project Budget (Walk-on)
Staff Reports —ATTACHED
Tree Commissioner/Weed Inspector— Quarterly Report, October— December 2020
Tree Commissioner/Weed Inspector— Year End Report 2020
Tree Commissioner/Weed Inspector— Clearing Exemption Application for Part Lots 7 & B,
Range 1, North of Lake Road, Township of Southwold
Director of Engineering Services — Port Bruce Bridge & Boat Launch Removal Engineering
Services Award
Director of Engineering Services —Administration Building — Council Chambers and Entrance
Lobby Reception Renovation, and Elevator Decommissioning
Chief Administrative Officer— Council and Warden Policy Revisions
Chief Administrative Officer—Aylmer-Elgin-St. Thomas Community Safety and Well-Being
Plan Update
Chief Administrative Officer— Elgin County Council Strategic Plan 2020-2022 — 2021 Council
Work Plan
Chief Administrative Officer— Environmental Committee Mandate (Walk-on)
Chief Administrative Officer— Service Delivery Review— Recommendations and Priorities
(Walk-on)
37
IIII,���I�1011l�alulur«uf,,. 1
REPORT TO COUNTY COUNCIL
�Yrt
FROM: Tom Marks, Warden/Chair of Connectivity
1011111111
Committee
�� DATE: January 19, 2021
�. .,r ;„ r �u ,z
Progressive by Nature SUBJECT: Xplornet Request for Letter of Support
RECOMMENDATION:
THAT Elgin County Council consider the request from Xplornet for a letter of support for
their application to the Universal Broadband Fund, as recommended by the Connectivity
Committee.
INTRODUCTION:
Xplornet requested a letter of support from Elgin County Council for the organization's
application to the Universal Broadband Fund. The Connectivity Committee received a
representative of Xplornet as a delegation at its meeting held on January 14, 2021. The
Committee recommended referring the request to County Council for consideration as
the Xplornet application is not due until early February.
DISCUSSION:
If approved, the Xplornet project will build hundreds of kilometres of new fibre,
establishing a robust backbone for Xplornet's 5G wireless broadband network, with
existing sites in Elgin County connected to fibre. Once completed, this project will
enable rural households in communities such as North Hall, Corinth, New Sarum, Iona
Station and Crinan access to 1 Gbps fibre services, while those beyond the fibre path
will be able to connect to 5G wireless broadband services up to 100 Mbps.
Additionally, on Friday January 15, I received a request from North Frontenac Telecom
Company to provide a letter of support for the company's application to the Universal
Broadband Fund Rapid Response stream. Because the application for this stream of
funding was due at the end of the day on January 15, 2021, I consented to providing a
38
IIII,���I�1011l�alulur«uf,,. 2
letter of support for the project in the spirit of facilitating access to high speed
broadband internet for the residents of our County.
Access to fast, reliable broadband internet in Rural Elgin County has been a challenge
we have been facing for over a decade. Finding a solution that will meet the needs of
our residents is critical and is reflected both in the Council and Staff Action plans
associated with Council's Strategic Plan. Since its first meeting in September of 2020,
the Connectivity Committee has been aggressively pursuing action through data
collection, public engagement and industry feedback. The Committee has committed
itself to working as quickly as possible to develop a `Made in Elgin' solution to the
challenges faced by our residents and exacerbated by the COVID-19 pandemic. New
fibre installations in rural Elgin County take us one step closer to servicing all Elgin
County residents and providing letters of support is one way that the Connectivity
Committee and Elgin County Council can play a role in getting everyone in underserved
areas connected.
FINANCIAL IMPLICATIONS:
There are no financial implications involved in providing a letter of support.
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: Establishing a Connectivity Committee to develop a solution to
rural connectivity challenges in Elgin was identified as a Council action item under Growing
Elgin - Enhancing Quality of Place strategic priority.
39
IIII,���I�1011l�alulur«uf,,. 3
LOCAL MUNICIPAL PARTNER IMPACT:
None.
COMMUNICATION REQUIREMENTS:
Should Council wish, a letter will be sent to Xplornet supporting the company's application
to the Universal Broadband Fund.
CONCLUSION:
Xplornet has asked that County Council provide a letter of support for their application to the
Universal Broadband Fund. Should Xplornet be successful they will be installing a fibre
backbone network that will enable rural households in communities such as North Hall,
Corinth, New Sarum, Iona Station and Crinan access to 1 Gbps fibre services and will boost
wireless signals beyond the fibre path. The Connectivity Committee has referred this matter
to Council for their consideration given the timing of the application.
All of which is Respectfully Submitted
Warden Tom Marks
40
IIII,���I�1011l�alulur«uf,,. 1
REPORT TO COUNTY COUNCIL
All FROM: Jeff Lawrence Tree Commissioner/Weed
Inspector
n' r % 1 DATE: January 14, 2021
�. i
Progressive by Nature
SUBJECT: Tree Commissioner/Weed Inspector
Quarterly Report October— December 2020
RECOMMENDATION:
THAT the report titled "Tree Commissioner/Weed Inspector Quarterly Report October—
December 2020" from the Tree Commissioner/Weed Inspector, dated January 14, 2021
be received and filed for information.
INTRODUCTION:
The following is a summary of activity related to the Elgin Woodlands Conservation By-
Law for the period of October 1, 2020 to December 31, 2020 and weed inspection
activity for the same period.
DISCUSSION:
Logging Activity/Applications to Harvest:
A total of 18 applications to harvest were submitted from October 1, 2020 to December
31, 2020. Applications were filed by municipality as follows: West Elgin-4,
Dutton/Dunwich-4, Southwold-2, Central Elgin-0, Malahide-3, and Bayham-5. The total
volume for harvest was approximately 480 thousand board feet. The total forested area
involved in these harvests was approximately 655 acres.
Applications for Woodland Clearings:
Four (4) Council Exemption for Woodland Clearing applications were received between
October 1, 2020 and December 31, 2020 for the clearing of approximately 3.89
hectares. Three of the applications are still in the public consultation phase of the
review process. The remaining application to clear approximately 0.75 hectares in the
41
IIII,���I�1011l�alulur«uf,,. 2
Municipality of West Elgin was approved conditional upon adherence to the County No-
Net Loss Policy.
Weed Complaints, Orders and Updates:
No weed complaints were received between October 1, 2020 and December 31, 2020.
Meetings/Workshops
The Annual Meeting of the Tree By-law Enforcement Officers in Ontario was conducted
virtually on November 18, 2020. Presentations included investigative data collection for
filing charges with respect to tree cutting by-law infractions.
Industry News:
Forest Invasives — Trees and Shrubs
European Buckthorn (Rhamnus cathartics)
European Buckthorn is also known as common buckthorn and is very common in
Ontario and throughout Elgin County. This small tree/large shrub thrives in disturbed
soils, along forest edges and the understory of woodlots. Its black berries have a
laxative effect on wildlife that aids in its dispersal. It can be identified by a thorn at the
tip of most branches, and it tends to hold on to its leaves in the Fall much later than
native trees and shrubs. European Buckthorn is listed as a noxious weed under the
Weed Control Act in Ontario as it is identified as an alternate host for oat crown rust and
for soybean aphids. Controlling this invasive is challenging as simply cutting it causes it
to re-grow aggressively.
Autumn Olive (Elaeagnus umbellate)
Autumn Olive is very common in many areas of Ontario, including Elgin County.
Although this shrub is only moderately shade tolerant, it is capable of surviving in a
variety of soil conditions including acidic soils, can form very dense thickets that prevent
native plants from growing and can increase the nitrogen content of soil. It is a prolific
producer of edible red seeds and it can be readily identified by its silvery green leaves
and thorns. Autumn Olive is also very challenging to control due to its aggressive re-
growth after it has been cut.
Tartarian Honeysuckle: (Lonicera tatarica)
Tartarian Honeysuckle is another very common invasive shrub in Ontario and Elgin
County and introduced to this area as a garden/landscape plant. It is capable of very
rapid growth, high reproduction and an ability to outcompete native vegetation and take
over the understory of woodlots. It is a deciduous, multi-stemmed shrub and at different
stages in its growth cycle, it exhibits many similarities to native honeysuckles and other
42
IIII,���I�1011l�alulur«uf�,,. 3
native shrubs. It can be identified by its hollow stems, and green leaves and red berries
that hang on into the winter. Similar to other invasive shrubs, Tartarian Honeysuckle
can grow back aggressively after it has been cut.
Norway Maple: (Acer platanoides)
Norway maple is a medium-large tree commonly planted for landscape purposes in
Ontario and Elgin County due to its tolerance to pollution and a variety of soil conditions.
Although the leaf of Norway maple is similar to native sugar maple, it can be relatively
easily identified by its milky sap. Many cultivars of Norway maple have been planted
locally, including the Crimson King cultivar that maintain attractive burgundy leaves
throughout the growing season. Norway maple is fast growing (for a tree) and is a
prolific produce of seed. Many forested areas invaded by Norway maple have little
understory or undergrowth as it forms a very dense canopy that inhibits growth of native
trees and plants by completely blocking sunlight.
Interested councillors can obtain additional information and find images of these forest
invasives at the following websites:
j p //www.cu [ a liclia live II a [ . / ✓ ...
I"11122 1/ ✓ ✓ ✓.cu [ u licliu li Il n,[ ca/ .. cu a /�.
L.......................................................................................................................................11.............................................................11.................................... ......................11...................................................................................................................................................................
j p //www.cu [ a liclia live II a [ . / ✓ ...
20120 1. 1 1. I.I............................ .............................. .....L..............
p jjggl yii.11.le most.wanted/
FINANCIAL IMPLICATIONS:
None.
43
IIII,���I�1011l�alulur«uf,,. 4
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
❑ Exploring different ® Fostering a healthy now and in the future.
ways of addressing environment.
community need. ® Delivering mandated
® Enhancing quality of programs and services
❑ Engaging with our place. efficiently and
community and other effectively.
stakeholders.
LOCAL MUNICIPAL PARTNER IMPACT:
None.
COMMUNICATION REQUIREMENTS:
None.
CONCLUSION:
The above report details the activities of the Tree Commissioner/Weed Inspector for the
period of October— December 2020.
All of which is Respectfully Submitted Approved for Submission
Jeff Lawrence Julie Gonyou
Chief Administrative Officer
Tree Commissioner/Weed Inspector
44
IIII,���I�1011l�alulur«uf,,. 1
REPORT TO COUNTY COUNCIL
All FROM: Jeff Lawrence Tree Commissioner/Weed
Inspector
n' r % 1 DATE: January 14, 2021
�. i
Progressive by Nature
SUBJECT: Tree Commissioner/Weed Inspector Year
End Report 2020
RECOMMENDATION:
THAT the report titled "Tree Commissioner/Weed Inspector Year End Report 2020"
from the Tree Commissioner/Weed Inspector, dated January 14, 2021 be received and
filed.
INTRODUCTION:
The following is a summary of activity related to the Elgin Woodlands Conservation By-
law and weed inspection activity for 2020.
DISCUSSION:
Logging Activity/Applications to Harvest:
A total of 68 applications to harvest were submitted from January 1, 2020 to December
31, 2020. Applications were filed by municipality as follows: West Elgin 21,
Dutton/Dunwich 9, Southwold 18, Central Elgin 5, Malahide 13, and Bayham 12. The
total volume harvested was approximately 1.95 million board feet. The total forested
area involved in these harvests was approximately 1500 acres.
Applications for Woodland Clearings:
There were 7 applications received to clear portions of woodlands within the county in
2020, for a total area to be cleared of approximately 6.39 hectares (-15.7 acres). Five
(5) of these applications were approved conditional upon conformity with Elgin County's
"No Net Loss" policy. Two clearings in West Elgin were approved for clearing
approximately 1.9 hectare. One application was approved in Malahide for clearing
45
IIII,���I�1011l�alulur«uf,,. 2
approximately 0.65 hectare and one application to clear approximately 0.75 hectare was
approved in Dutton Dunwich. Three applications are still in the public consultation
phase of the review process.
Violations:
Discussion with the landowner regarding non-compliance with court ordered
reforestation following violations of the Elgin Woodlands Conservation By-law in 2015
resulted in updated court ordered reforestation orders.
Weed Complaints and Orders:
A total of 12 complaints were received over the 2020 season. This number is consistent
with those received in 2019. No Weed Destruction Orders were issued in 2020.
Meetings and Workshops:
Due to COVID-19 restrictions, the annual Weed Inspectors Conference normally held in
April was cancelled for 2020. The annual meeting of the Tree By-law Enforcement
Officers was held virtually on November 18, 2020.
FINANCIAL IMPLICATIONS:
None.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
❑ Exploring different ® Fostering a healthy now and in the future.
ways of addressing environment.
community need. ® Delivering mandated
® Enhancing quality of programs and services
❑ Engaging with our place. efficiently and
community and other effectively.
stakeholders.
46
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LOCAL MUNICIPAL PARTNER IMPACT:
None.
COMMUNICATION REQUIREMENTS:
None.
CONCLUSION:
The above report details the activities of the Tree Commissioner/Weed Inspector for the
2020 calendar year.
All of which is Respectfully Submitted Approved for Submission
Jeff Lawrence Julie Gonyou
Chief Administrative Officer
Tree Commissioner/Weed Inspector
Quarterly Report July— September 2020
47
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REPORT TO COUNTY COUNCIL
Fa FROM: Jeff Lawrence, Tree Commissioner/Weed
11%#
Inspector
E m' ,° ;, 1 r 11 y DATE: January 19, 2021
Progressive by Nature SUBJECT: Clearing Exemption Application for Part Lots
7 & B, Range 1, North of Lake Road,
Township of Southwold
RECOMMENDATION:
THAT the Council Exemption for Woodlands Clearing conditional on the applicant planting
420 trees as per the "No Net Loss" policy be approved.
INTRODUCTION:
The Tree Commissioner received a Council Exemption for Woodlands Clearing Application
from Ryan and Lane Walker requesting permission to clear 0.24 hectare (-0.59 acres) of
woodland for the purpose of constructing a residence and accessory structure(s) on
property located on Lake Line, on Part Lots 7 & B, Range 1, North of Lake Road in the
Township of Southwold.
DISCUSSION:
The entire subject property is vegetated with a variety of vegetation types and includes a
ravine with Significant Woodland along the south part of the property which extends onto
adjacent properties. The proposed development envelope includes an area of mixed
meadow and shrubs not regulated by Elgin County Woodlands Conservation By-law 05-
03, but does include approximately 0.24 hectare of mixed shrubs and trees subject to this
application. The area proposed for clearing is outside of the identified Significant
Woodland. The dominant tree species within the proposed clearing area is seedling White
Ash and does include some smaller diameter Black Walnut.
Current zoning for the property permits residential construction.
Environmental Impact Screening (EIS) for Species at Rick (SAR) identified the proposed
clearing area as Gray Dogwood Deciduous Shrub Thicket. The EIS further indicated four
SAR bird species that could be associated with the wooded ravine to the south but do not
typically use the Gray Dogwood Thicket Habitat. The EIS identified several large dead
48
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cottonwood trees located approximately 27 metres south of the proposed clearing area
that could be used by Red-headed woodpecker and/or as SAR bat habitat. These trees
would be retained and the EIS recommends any tree removal be conducted outside of bat
maternity roost season.
As per the protocol in Woodlands Conservation Bylaw 05-03, letters were sent to all
adjacent landowners and the property was posted 21 days in advance of the application
being considered by Council. Comments were received from the Kettle Creek
Conservation Authority and one abutting landowner.
Kettle Creek Conservation Authority indicated that the area of proposed clearing is outside
of the area regulated by the Authority through their hazard lands regulations.
Comments received from an abutting landowner outlined a number of items that they
would like considered during review of this application. A copy of their comments has
been attached to this report.
The applicant is willing to plant trees to compensate for those removed in order to meet
Elgin County's "No Net Loss" Policy. Replant location has not been predetermined,
however if acceptable to County Council the applicant is willing to plant trees within
vegetation "holes" on their property near or on the wooded ravine in an effort to reduce
concerns associated with erosion. This planting could also extend onto neighbouring
properties, pending permission from those neighbours.
FINANCIAL IMPLICATIONS:
None.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
❑ Exploring different ® Fostering a healthy now and in the future.
ways of addressing environment.
community need. ® Delivering mandated
® Enhancing quality of programs and services
❑ Engaging with our place. efficiently and
community and other effectively.
stakeholders.
49
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LOCAL MUNICIPAL PARTNER IMPACT:
None.
COMMUNICATION REQUIREMENTS:
None.
CONCLUSION:
Replanting according to the Elgin County's "No Net Loss" Policy on the same property will
ultimately:
1) Improve tree species diversity within the wooded area on the property;
2) Assist with slope stability.
All of which is Respectfully Submitted Approved for Submission
Jeff Lawrence Julie Gonyou
Chief Administrative Officer
Tree Commissioner/Weed Inspector
50
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51
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REPORT TO COUNTY COUNCIL
�Yrt
FROM: Brian Lima Director of Engineering
1011111111
Services
1 1 1 Stephen Gibson, County Solicitor
��
Progressive by Nature DATE: January 14, 2021
SUBJECT: Port Bruce Temporary Panel Bridge &
Boat Launch Removal Engineering
Services Award
RECOMMENDATION:
THAT the report titled "Port Bruce Temporary Panel Bridge & Boat Launch Removal
Engineering Service Award" from the Director of Engineering Services, dated December
3, 2020 be received and filed; and,
THAT the sole source provision of detailed design and contract administration
engineering services associated with the Port Bruce Temporary Panel Bridge & Boat
Launch Removal in the amount of$29,380.00 (excluding HST), be included as part of
CIMA Canada Inc.'s ongoing Meeks Bridge Replacement engineering assignment
previously awarded by Council on December 12, 2019.
INTRODUCTION:
Following the Port Bruce, Imperial Road bridge collapse and structure removal, a
temporary bridge and boat launch were installed in 2018 to restore vehicular and active
transportation movement across Catfish Creek. Impacts associated with the temporary
bridge's location and footprint prompted the need to install a temporary boat launch on
Rush Creek Line. In advance of these temporary measures being installed, the County
both obtained the required agency approvals from the provincial Ministry of Natural
Resources and Forestry and Catfish Creek Conservation Authority and, where needed,
acquired short-term jurisdiction over affected or required road allowances from Malahide
(Township). In accordance with these approvals and acquisitions, the temporary
facilities are required to be removed and the areas disturbed to be restored to pre-
existing conditions after construction and opening of the replacement bridge on Imperial
Road.
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This Report serves to detail the required additional engineering services and seek
Council's sole source award to include the required additional detailed design and
contract administration engineering services scope of work as part of CIMA Canada
Inc.'s ongoing Meeks Bridge Replacement engineering assignment.
DISCUSSION:
Following collapse of the Imperial Road (CR73) bridge over Catfish Creek on February
23, 2018, the County of Elgin with the support of the Township of Malahide installed a
temporary modular panel bridge over Catfish Creek using the Bank Street/ Dexter Line
alignment, and a temporary boat launch into Catfish Creek off of Rush Creek Line.
In accordance with the `Permission to Construct and Occupy' Letter of Approval issued
to the County from the provincial Ministry of Natural Resources and Forestry (MNRF), it
is specifically noted that the temporary boat launch was permitted to occupy the bed of
Catfish Creek for a period expiring June 28, 2021 or 30 days from the date the Imperial
Road bridge was opened for public use, whichever date occurs first. The Ministry's
approval also requires the area disturbed to be restored to a neat and tidy condition to
the satisfaction of the MNRF and CCCA prior to expiry of the term.
Immediately following contract award by Council of the Imperial Road Port Bruce Bridge
Replacement Project to Hayman Construction Inc. (HCI) on January 31, 2020, HCI
commenced construction of a new steel girder bridge structure on February 18, 2020,
and achieved substantial completion when the bridge was reopened to the public on
December 18, 2020.
As recommended in the Port Bruce Bridge Replacement Schedule `B' Municipal Class
Environmental Assessment (EA) prepared by K. Smart Associates Limited, and
endorsed by Council on August 12, 2019, the temporary panel bridge will be relocated
and repurposed later this year to replace the County's existing Meeks Bridge structure
constructed in 1900, located within the Township of Southwold and which crosses Kettle
Creek. Such decision by Council also supports Meeks Bridge replacement schedule as
detailed in the County of Elgin Bridge and Culvert 2019 Inspection and Assessment
Report, prepared by Spriet Associates.
At its meeting on December 12, 2019, County Council retained CIMA Canada Inc.
(CIMA) to undertake a Schedule `B' Municipal Class Environmental Assessment,
preliminary engineering, detailed design, contract administration and inspection for the
replacement of Meeks Bridge. Once the municipal class environmental assessment
Project File was endorsed by Council on October 13, 2020, the Project File was placed
on public record for the mandatory 30-day public review period, and the detailed design
and tender document have achieved 90% completion to date. Given the required
54
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temporary bridge relocation and removal effort synergies, staff is recommending that
CIMA's engineering scope of services be expanded to include the required detailed
design, agency approvals, and contract administration necessary to realize the County's
MNRF temporary panel bridge and boat launch removal and restoration requirements.
In separate recent consultation meetings with both MNRF and CCCA agencies, staff
were advised that removal of the temporary panel bridge and boat launch is still
expected. Staff have requested an extension of the MNRF's Letter of Approval
necessary to accommodate the aforementioned coordinated efforts for removal of the
temporary facilities and remediation of affected lands, in respect of which request both
agencies appear supportive. Deviation from the requirement to remove the temporary
panel bridge and boat launch, including for purposes of creation of a passive launch for
public use, is understood to require further agency consultation.
LEGAL COMMENT— REQUEST FOR NON-REMOVAL OF TEMPORARY LAUNCH
TO FACILITATE PUBLIC USE AS A PUBLIC BOAT LAUNCH
The County Solicitor provides the following comments and recommendation against the
request of the Port Bruce Ratepayers Association that Elgin County not remove the
temporary launch and otherwise facilitate its conversion to public use as a passive boat
launch:
As Council is aware and as reflected above, Elgin County applied for and received
permission from various regulatory agencies, principally the Ministry of Natural
Resources and Forestry (MNRF), for construction and licensed use of a temporary
launch by North Erie Marina to offset the requirement for restricted use of its private
launch and as resulting from redirection of traffic to and over the temporary bridge. This
arrangement was necessary since the installation and use of the temporary bridge was
a municipal project in relation to which Elgin was and is required to mitigate against
adverse effects. As noted above, a term of the permission to construct and use the
temporary launch was the removal of the launch and remediation of regulated lands
following construction of the replacement bridge on Imperial Road.
After receiving requisite regulatory permissions, Elgin finalized arrangements with
Malahide (Township) for assumption of road allowances and highways affected by the
replacement bridge project, including but not limited to highways leading to and from the
temporary bridge and, more relevant to the current issue, specifically including the road
allowance upon which the temporary launch was eventually constructed. A critical term
of the temporary jurisdiction arrangements was the commitment to return road
allowances and/or highways to the local municipality in at least the same condition
which existed on the date of assumption of jurisdiction — in respect of the road
allowance upon which the temporary launch was constructed, this commitment
55
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necessitates removal of the temporary launch and remediation of the affected lands to
the previous condition.
It is therefore noted that the obligation for removal of the temporary boat launch is
expressly provided for or otherwise implicit in the following permits/agreements:
1. Permission to Construct and Occupy— MNRF;
2. Terms of Transfer of Road Allowance Jurisdiction — Malahide (Township);
3. Temporary Launch Licence Agreement — North Erie Marina.
In addition to the formal arrangements/obligations identified above, it is noteworthy that
Elgin County officials, including the County Solicitor, have repeatedly made verbal and
written representations as to the temporary nature of and obligation/intention to remove
the temporary launch following construction/opening of the replacement Imperial Road
Bridge. The recipients of these representations include but are not limited to
landowners neighbouring the temporary launch facility, owners/operators of marinas in
Port Bruce, and attendees at the information session(s) conducted by Elgin in respect of
the Bridge Replacement Project.
Against the above legal comments, it is suggested that any Elgin decision not to remove
the temporary launch and/or remediate affected lands will represent potential
contraventions and/or violations of those commitments, representations, and
agreements, attracting potential liability for any losses arising therefrom. In this regard, it
is noted that Elgin has already received notices of potential claims from two
individuals/entities in the event that the temporary launch was not removed and
otherwise converted to the proposed passive launch for public use. It is further
understood that, based upon staff inquiries, MNRF expects removal of the temporary
launch in accordance with the terms of the original permission. A formal position in
respect of the proposed conversion of the launch facility to public use has not been
received from the local municipality but, as of the date of this Report, the obligation to
remove the launch and remediate the affected lands prior to return transfer of
jurisdiction to Malahide (Township) remains in effect.
From a legal perspective, therefore, it is recommended that Elgin County Council
respectfully decline the request of the Port Bruce Ratepayers Association for non-
removal of the temporary launch facility and otherwise proceed with such removal and
remediation of affected lands prior to return of road allowance jurisdiction to Malahide
(Township) in satisfaction of existing commitments, obligations, and agreements. In
making that recommendation, potential merit of the proposed public use of such a
facility is not ignored — unfortunately, in unique circumstances of the matter at hand, the
legal requirement for County compliance with the existing commitments, obligations,
and agreements should and must prevail, particularly in the face of potential litigation
and risk of liability.
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FINANCIAL IMPLICATIONS:
In the absence of a final detailed design associated with the Port Bruce temporary panel
bridge and boat launch removal, staff is recommending the required additional detailed
design and contract administration engineering services, in the amount of $29,380.00
(excluding HST), be included with CIMA's Meeks Bridge Replacement engineering
assignment, previously awarded by Council on December 12, 2019.
Within the 2021 capital budget currently being considered by the Budget Committee,
staff have allocated $250,000 to complete the required removals and restore site
conditions to the satisfaction of MNRF and CCCA.
If approved, the total value of CIMA's combined detailed design and contract
administration engineering assignments will be $248,157.50 (excluding HST), for an
anticipated combined project construction estimate of$2,750,000 (inclusive of
engineering).
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
® Ensuring alignment of ❑ Planning for and ® Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
❑ Exploring different ❑ Fostering a healthy now and in the future.
ways of addressing environment.
community need. ® Delivering mandated
❑ Enhancing quality of programs and services
® Engaging with our place. efficiently and
community and other effectively.
stakeholders.
LOCAL MUNICIPAL PARTNER IMPACT:
None.
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COMMUNICATION REQUIREMENTS:
As part of ongoing Imperial Road Port Bruce Bridge Construction Project
communications, village residents, businesses, and directly impacted property owners
will continue to be notified of the removal works in advance of work commencing.
CONCLUSION:
Following collapse of the Imperial Road (CR73) bridge over Catfish Creek a temporary
modular panel bridge and boat launch was permitted for installation through an
agreement with the provincial Ministry of Natural Resources and Forestry (MNRF) and
permit approval from the Catfish Creek Conservation Authority (CCCA). The MNRF
issued its Letter of Approval which permitted installation of the temporary boat launch,
and requires its imminent removal.
Combined with the temporary panel bridge planned to be relocated and repurposed in
later this year to replace the County's existing Meeks Bridge structure, staff is
recommending that Council award the required additional temporary bridge and boat
launch removal detailed design and contract administration engineering services to
CIMA Canada Inc. in the amount of$29,380.00 (excluding HST), for inclusion as part of
their ongoing Meeks Bridge Replacement engineering assignment.
All of which is Respectfully Submitted Approved for Submission
Brian Lima Julie Gonyou
Director of Engineering Services Chief Administrative Officer
Stephen Gibson
County Solicitor
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REPORT TO COUNTY COUNCIL
FROM: Brian Lima, Director of Engineering
Services
0 Cow
I//11r�1001 0
f ; ; ( y Eugenio DiMeo, Manager of Corporate Facilities
Progressive by Nature DATE: January 19, 2021
SUBJECT: Administration Building — Council
Chambers and Entrance Lobby Reception
Renovation, and Elevator Decommissioning
RECOMMENDATION:
THAT the report titled "Administration Building — Council Chambers and Entrance Lobby
Reception Renovation, and Elevator Decommissioning" from the Director of Engineering
Services, dated January 19, 2021 be received and filed; and,
THAT the provision of detailed design and contract administration architectural services
for the proposed renovation of Council Chambers, the front lobby reception, and
decommissioning of the existing elevators in the amount of$64,490.00 (excluding HST),
be included as part of L360 Architecture's ongoing Administration Building Accessibility
Elevator Addition and Basement Public Accessibility Washroom Upgrades Project
assignment previously awarded by Council on September 8, 2020.
INTRODUCTION:
The purpose of this report is to obtain Council's approval to expand L360 Architecture
Inc.'s existing Administration Building Accessibility Elevator Addition and Basement
Public Accessibility Washroom Upgrades Project scope of architectural design and
contract administration services to include the renovations of Council Chambers, the
establishment of a designated front lobby reception service kiosk, and decommissioning
of the existing elevators.
DISCUSSION:
County of Elgin staff has identified the need to increase the scope of architectural
design and construction administration services currently being undertaken by L360
Architecture, to include additional renovations and enhancements at the County's
Administration Building. As proposed in the 2021 Capital Budget, technological
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hardware modernization and space remodeling is proposed to be undertaken within
Council Chambers. Further, in response to COVID-19 related building access and social
distancing improvements, and in an effort to continually improve the customer service
experience, staff has identified the opportunity to establish a designated front lobby
reception service kiosk, utilizing Suite 149 last occupied by the Justice of the Peace
presiding over Provincial Offences Court.
In addition, decommissioning of the existing elevators following completion of the
Administration Building Accessibility Elevator Addition and Basement Public
Accessibility Washroom Upgrades Project is also required.
In response to the aforementioned works to be staged and expected to commence in
2021, staff believes it would be both efficient and more cost effective to integrate these
works as part of the Administration Building Accessibility Elevator Addition and
Basement Public Accessibility Washroom Upgrades Project. Accordingly, staff
recommends that L360 Architecture's ongoing architectural design and contract
administration project assignment expanded to include the additional works. In doing so,
a more consistent, collaborative design and construction level of service will be realized
throughout all distinct components of the project.
FINANCIAL IMPLICATIONS:
In 2020, County Council approved capital budget funds in the amount $2,580,000.00 for
the Administration Building Accessibility Elevator Addition Project, and also successfully
received grant application ICIP COVID-19 Resilience Infrastructure Stream funding in
the amount of$100,000.00 to complete Basement Public Accessibility Washroom
Upgrades.
The proposed 2021 capital budget allocates a total of$650,000.00 to modernize
Council Chambers, establish a designated front lobby reception service kiosk, and
decommission the existing elevators. All design and construction management fees will
be paid from these identified funds.
The following summary of projected estimated costs is provided for review and will be
confirmed throughout the project:
Engineering' $ 203,765.00
Construction $ 3,000,000.00
Net HST (1.76%) $ 56,261 .70
County's Total Projected Costs $ 3,260,026.70
Combined 2020/2021 Capital Budget $ 3,330,000.00
'Administration Building Accessibility Elevator Addition and Basement Public
Accessibility Washroom Upgrades Project architectural design and contract
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administration engineering service fees in the amount of$139,275 (excluding HST)
were previously awarded to L360 Architecture by County Council at its September 8,
2020 meeting
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 new elevators, basement public accessible washroom upgrades, and a designated
front lobby reception service kiosk will address significant challenges associated with
the original Administration Building design, and provide an enhanced barrier-free
customer service experience. Compliance with all applicable provincial codes,
legislation and standards, will achieve the Accessibility for Ontarians with Disabilities
Act's mandate for an accessible Ontario by 2025. As the County's Administration
Building services all local municipal partners, building tenants, residents, tourists and
visitors, the building upgrades will achieve the Act's mandate.
COMMUNICATION REQUIREMENTS:
All Council, Staff and Administrative Building tenants will be advised of the Project and
be provided construction progress updates throughout the duration of construction,
including advance notice of any facility access or temporary service disruptions.
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CONCLUSION:
As identified in the proposed 2021 Capital Budget, staff is recommending that additional
architectural design and construction administration scope of services associated with
the renovation of Council Chambers, the establishment of a designated front lobby
reception service kiosk, and decommissioning of the existing elevators being included in
L360 Architecture's ongoing Administration Building Accessibility Elevator Addition and
Basement Public Accessibility Washroom Upgrades Project assignment. This combined
scope of work will result in a more efficient and consistent design, and contract
administration. Once completed, the project will comply with the Province's Accessibility
for Ontarians with Disabilities Act requirements for redeveloped public facilities.
All of which is Respectfully Submitted Approved for Submission
Brian Lima Julie Gonyou
Director of Engineering Services Chief Administrative Officer
Eugenio DiMeo
Manager of Corporate Facilities
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REPORT TO COUNTY COUNCIL
o� FROM: Julie Gonyou, CAO
r
' gulDATE: January 14, 2021
rogfessive,b"Natullp SUBJECT: Council and Warden Policy Revisions
RECOMMENDATION:
THAT the report titled "Council and Warden Policy Revisions" submitted by the Chief
Administrative Officer, dated January 14, 2021 be received and filed; and
THAT Elgin County Council approve the Council Policy and Warden Policy as
presented.
INTRODUCTION:
On January 12, 2021, Council consented to a number of amendments to the Council
Policy and Warden Policy. Staff direction to include recommended revisions and seek
Council approval for a final draft of the Council and Warden Policies was received.
DISCUSSION:
No additional updates, other than those presented to Council on January 12, 2021 have
been included. An updated "final draft" Council Policy and Warden Policy are attached
for Council's consideration.
FINANCIAL IMPLICATIONS:
There are no financial implications associated with the proposed amendments as
presented.
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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 are reviewed, debated, and approved by Council in open session.
CONCLUSION:
As directed by Council, the Council and Warden Policies are presented for Council's
review and approval.
All of which is Respectfully Submitted
Julie Gonyou
Chief Administrative Officer
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Subject: Warden and Council Policies
Policy Number: 1.00
Date Approved: May 25, 2010
Date Last Revision: January 26, 2021
WARDEN
CELLULAR TELEPHONE/ELECTRONIC COMMUNICATION DEVICE
The Warden shall be provided with a cellular telephone/Blackberry or other electronic devise
approved by Information Technology for business use. Personal use is subject to County Policy.
The device shall be returned to Information Technology at the end of the Warden's term.
CHAIN OF OFFICE/GOWN/LORD ELGIN WATCH
The Warden is authorized to use his/her own discretion as to whether the traditional Chain of
Office, Gown, or Lord Elgin Watch will be worn at meetings of Council, other than at the time of
election to Office, or other events or occasions as warranted.
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.
2. The Warden shall be paid the following rates for attending conventions/conferences/
workshops/seminars:
a) Registration fee,approved expenses and standard travel from St.Thomas to the convention
site and return (see Schedule "A"), shall be paid at the same rate established for the use of
personal vehicles for County business.
Whenever possible the Warden and delegates are encouraged to travel together in order to
reduce costs.
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b) Accommodation, at the approved hotel rate, shall be reimbursed from receipts and limited
to the actual number of days that the convention has sessions listed which the delegate
attends.
c) A meal allowance of$75.00 per day will be paid ($15/breakfast; $20/lunch; $40/dinner), if
meal is not otherwise provided or included in the registration, and limited to the actual
number of days that the convention has sessions listed which the delegate attends.
d) Parking shall be reimbursed from receipts and limited to the actual number of days that the
convention has sessions listed which the delegate attends.
e) Claim for reimbursement of expenses shall be made on approved claim form (see Schedule
"B"). The Warden will be required to declare all meals that were provided or included in
the registration. Reimbursement shall be made as soon as possible after receipt of claim
but will coincide with the next scheduled cheque run.
f) If attending a virtual conference using his or her personal internet,the Warden may submit
$5/hr for conference meetings attended virtually to offset internet costs.
ELECTION RECEPTION
The County will provide and pay half, and the Warden shall pay half, of the cost of a wine and
hors d'oeuvre reception after the Warden's Election each year. The County will also provide a
Guest Book and purchase the liquor license. The Administrative Services-Department will make
the necessary arrangements for a wine and hors d'oeuvre reception. Should a Warden wish
another type of reception, the arrangements would be made by and costs borne by the Warden.
OFFICIAL STATEMENTS
Statements concerning official policies of County Council shall be released by the Warden only or
a person named by the Warden (Chief Administrative Officer) to provide statements or
information to the media. Senior staff are encouraged to provide timely responses to media
inquiries by providing factual information, subject to freedom of information provisions, as
requested and subject to the Chief Administrative Officer's approval.
PHOTOGRAPH
After the Warden is elected, arrangements will be made for taking a photograph of the Warden
in official attire. Two copies of the photograph will be purchased, one to be displayed in the
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Council Chambers and one to be given to the Warden. Copies will be supplied to the County in
digital format for departmental use and for use by the media.
PROCLAMATIONS
Effective June 27, 1995, the practice of issuing proclamations is discontinued.
MEETING DEFINITION
A meeting is defined as a duly called Council meeting, Special Committee (including outside
committees) or Sub-Committee meeting established to carry out the business of the Council,
Committee or Sub-Committee. Occasionally, the Warden may designate a Councillor to meet
with staff or to attend meetings on behalf of County Council. These meetings are to be kept to a
minimum.
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, $71,246.40 (2020) to be paid
monthly, with said stipend to include all meeting and incidental claims (telephone, paper,
etc.) for all responsibilities including work associated with outside boards, meetings with
ratepayers, etc. The above remuneration shall be automatically adjusted annually by the
same percentage as is determined for non-union staff.
b) In addition to the above remuneration, the Warden 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 and shall submit a monthly account to Administrative Services
on the form provided (see Schedule"C") and would receive payment on the next scheduled
pay date. If attending a virtual Council or other virtual meeting in his or her capacity as
Warden, the Warden may submit $5/hr for meetings attended virtually to offset internet
costs.
c) Monthly accounts for kilometres travelled for other than Council meetings shall be
submitted to Administrative Services on the form provided (see Schedule "D") and receive
payment on the next scheduled pay date.
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COUNCIL
ASSET DISPOSAL
Periodically, equipment, furniture, supplies, materials and other County property (excluding
land) will be deemed to be surplus and of no potential use for County purposes. The Asset
Disposal Policy shall be followed in determining the disposition of property and is available upon
request.
BEREAVEMENT
Flowers or a donation up to an amount of $100, as adjusted from time to time, will be sent, in
the event of bereavement, for current Councillors, Department Heads, and their Spouses or
Children; Past Councillors who served during the previous term; all Past Wardens and Past
Department Heads; and Residents of County Homes. In addition, flowers or a donation may be
sent to other persons who have had considerable dealings with the County, at the discretion of
the Warden.
BUSINESS CARDS
Business Cards with the County Insignia/logo will be supplied to the Warden annually, denoting
his/her year(s) as Warden, and to Councillors as requested.
CODE OF CONDUCT
A Code of Conduct has been established forthe Warden, Council and Members of Outside Boards
to establish guidelines for ethical and interpersonal standards of conduct (see Schedule "E").
COFFEE/REFRESHMENT
The County will purchase coffee or tea or other non-alcoholic refreshments for Council meetings
and to be used by the staff in the Administration Building for business meetings.
COMMITTEE MEETINGS
All committee meetings shall be open to the public, except for Closed Meetings held in
accordance with the Municipal Act or any other relevant Act. (see Section 9 of Council's
Procedural By-Law).
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CONVENTION ATTENDANCE
1. County Councillors shall be permitted to attend any convention/conference/workshop/
seminar in accordance with the established convention policy, provided the said attendance is
relevant to the business of the County and is contained within approved budgetary limits.
2. Members of County Council shall be paid the following rates for attending
conventions/conferences/workshops/seminars.
a) The per diem rate, (currently$150) registration fee, approved expenses and standard travel
from St.Thomas to the convention site and return (see Schedule "A"), paid at the same rate
established for the use of personal vehicles for County business. If attending a virtual
conference using his or her personal internet, Councillors may submit for $5/hr for
conference meetings attended virtually to offset internet costs.
Whenever possible, Councillors are encouraged to travel together in order to reduce
costs.
b) The per diem rate of$150.00 (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 meal allowance of$75.00 per day will be paid ($15/breakfast; $20/lunch; $40/dinner), if
a meal is not otherwise provided or included in the registration, and limited to the actual
number of days that the convention has sessions listed which the delegate attends. The
meal allowance is applied when staying at least one night, otherwise meals are reimbursed
through receipt and actual cost.
e) Parking shall be reimbursed from receipts and limited to the actual number of days that the
convention has sessions listed which the delegate attends.
f) Claims for reimbursement of expenses and per diem shall be made on approved claim forms
(see Schedule"B"). Reimbursement shall be made as soon as possible after receipt of claim
but will coincide with the next scheduled cheque run.
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g) The above provisions shall be subject to the payment of a maximum of $4,000.00 per
member (excludes registration and travel), per calendar year, subject to adjustment from
time to time.
CORRESPONDENCE
1. The deadline for correspondence is eight (8) days prior to a regular Council meeting.
Correspondence received after the deadline may be forwarded to the Councillors by no later than
the Friday preceding a regular Council meeting. Notwithstanding the deadline limitation, if an
item must be dealt with due to an emergency situation or extreme time constraints, the item
may be dealt with as an Addendum to the Council Agenda (see Section 8.2 of Council's Procedural
By-Law).
2. No action will be taken on any unsigned and unsolicited correspondence received by County
staff with said correspondence being destroyed immediately upon receipt.
COUNCIL PHOTOGRAPH
Arrangements will be made for taking the annual photograph of the Council, Department Heads
and Seconds-In-Command. The photograph will be displayed in the hallway outside Council
Chambers and a copy supplied to the Council and appropriate staff at no charge.
COUNCILLOR ORIENTATION
Following the election of a new Council, a general Orientation Session for new Councillors will be
held. The orientation would cover Council procedures and departmental operations and include
topics such as departmental organization and functions, introduction of key personnel, tours of
facilities, etc.
COUNTY COUNCIL DRESS CODE
The following dress code for County Council Members and Officials was adopted on May 25,
2010 and became effective on December 1, 2010:
Council Members and Officials shall wear appropriate business attire for Council meetings
(defined as semi-formal and not business casual — specifically dress shirt/blouse, jacket, dress
pants or suit);
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Traditional attire shall be mandated at the Warden's Election,the Warden's Annual Banquet,the
annual photo, and any other function as determined by the Warden. Members and Officials are
also permitted to wear traditional attire at other functions, when not mandated by the Warden,
at their discretion;
An allowance of up to $200 will be provided (with receipts) once per term to each Council
Member and Official required to wear traditional attire at aforementioned times for the purchase
of said attire;
The Warden,who by by-law is responsible for Council decorum, shall also enforce the dress code.
COUNTY CRESTS AND TIES
County Crests and Ties, supplied to Councillors and Officials, are expected to last at least four(4)
years. Anyone requiring a replacement prior to the end of the term will be required to purchase
it at actual cost. Staff members shall not be provided with a tie or crest until their probationary
period has been fulfilled.
COUNTY RINGS
A gold County Wardens' Ring may be purchased by Wardens, past and present, and a standard
gold County Ring may be purchased by Wardens, County Councillors and staff, past and present,
at their cost, each available in men's and women's sizes.
DISTRIBUTION OF LITERATURE FROM OUTSIDE AGENCIES
No person shall cause any printed matter to be circulated or posted on corporate property
without obtaining the approval of the Department Head or the Chief Administrative Officer.
ELGIN MUNICIPAL ASSOCIATION
Past Wardens shall be recognized by the Elgin Municipal Association at the annual dinner
meeting, and County Council shall provide complimentary tickets for the current Warden, Past
Wardens and guest.
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ELECTRONIC DEVICES
1. An electronic device (i.e. laptop or tablet), as approved by Council, shall be supplied for
conducting County business as determined by Information Technology and based on approved
budgets.
2. Damaged and unrepairable equipment or lost electronic devices must be replaced — each
member of Council is permitted one replacement per term at the County's cost. Subsequent
losses or damage shall be replaced at the Councillor's or Warden's cost.
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 Chief Administrative Officer, may be retained due to the age or condition of the
equipment.
M EALS
Councillors and appointed officials shall be provided with a meal, when appropriate during
Council meetings.
NAM ETAGS
A nametag with the County Logo and the person's name and title will be supplied to the Warden,
Council & Senior Staff.
PURCHASING
The Procurement Policy was established to standardize procedures to ensure fair and equitable
practices for the procurement of all County goods and services and will be adhered to for all
purchases made on behalf of the County. The Procurement Policy is available upon request.
REMUNERATION
A meeting is defined as a duly called Council meeting, Special Committee (including outside
committees) or Sub-Committee meeting established to carry out the business of the Council,
Committee or Sub-Committee. Occasionally, a Member designated by the Warden may be
required to meet with staff or attend meetings on behalf of Council. These meetings are to be
kept to a minimum and must have prior approval of the Warden.
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1. The following remuneration shall be paid to each Member of County Council, for attending
meetings of the Council and committees thereof:
a) County Councillors shall be paid an annual honorarium of $26,093.52 (2020) to be paid
monthly, with said stipend to include all meeting and incidental claims (telephone, paper,
etc.) for all responsibilities including work associated with outside boards, meetings with
ratepayers, etc. The above remuneration shall be automatically adjusted annually by the
same percentage as is determined for non-union staff.
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. If attending a virtual Council or other virtual meeting in his or
her capacity as County Councillor, the Member may submit $5/hr for meetings attended
virtually to offset internet costs.
c) Members of Council will record their kilometres travelled or virtual meeting expenses for
attending Council and other approved meetings on the form provided (see Schedule "D")
and submit said record 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) Councillors attending a function as "Deputy Warden" shall be paid kilometres travelled at
the same rate established for the use of personal vehicles for County business.
e) Councillors are permitted to claim kilometres travelled for attendance at ceremonial
functions (i.e. official openings and sod turnings).
f) Separate per diems for attending outside board meetings (i.e. Board of Health) shall not be
permitted since the monthly honorarium is designed to cover these obligations.
REPORTS
All reports to Council will be presented by the author or alternate and shall include a
recommendation for Council's consideration.
RESOLUTIONS
1. Where a resolution is endorsed, a reply is sent to the originating body only, regardless of
the request for copies to be sent to others.
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2. Where a resolution is filed or not endorsed, no reply is sent, it being felt that no response
will indicate non-support.
3. In the event Council wishes copies of resolutions, etc., sent to other than the originating
body, direction to this effect is incorporated into the recommendation.
RETIREMENT GIFT
Every retiring County Councillor shall receive a desk pen set or other suitable commemorative
item with the County Crest affixed and a suitable plaque indicating the term held on Council.
WARDEN'S RECOGNITION
a) Council shall host an annual banquet or recognition evening at which the Warden and
spouse/guest shall be recognized for their achievements and contributions during the year.
b) The banquet shall be arranged and conducted by the members of the Social/Entertainment
Committee with participation in the programme by each County Councillor.
c) The timing of the banquet shall be near completion of the term as Warden (early
November).
d) The Warden may determine the location of the banquet if so desired; otherwise the
Social/Entertainment Committee shall decide in consultation with the Warden.
e) The Warden may invite up to 26 family members and guests as complimentary. Additional
invitations shall be at the cost of the Warden and paid at the per ticket cost as determined
by the Social/Entertainment Committee.
f) Past Wardens and Visiting Dignitaries shall be invited as complimentary guests. Other
guests may be invited as complimentary as determined by the Social/ Entertainment
Committee in consultation with the Warden.
g) A recognition gift at a cost of up to $500 shall be chosen by the Warden or a watch with
suitable engraving and a silver tray with suitable engraving and shall be purchased by the
Social/Entertainment Committee.
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REPORT TO COUNTY COUNCIL
OWN 11111/11 FROM: Julie Gonyou, Chief Administrative Officer
4bw, '' DATE: January 19, 2021
/OOV
SUBJECT: Aylmer-Elgin-St. Thomas Community
Progressive by Mgur
Safety and Well-Being Plan Update
RECOMMENDATION:
THAT the January 19, 2021, report titled, Aylmer-Elgin-St. Thomas Community Safety
and Well-Being Plan Update, submitted by Julie Gonyou, CAO, be received and filed for
information.
INTRODUCTION:
The Ontario government requires that all municipalities prepare and adopt a Community
Safety and Well-Being (CSWB) Plan as outlined in Bill 175 — The Safer Ontario Act'.
Legislative amendments related to Community Safety and Well-Being (CSWB) planning
came into force on January 1, 2019, as an amendment to the Police Services Act, 1990
(PSA). Due to the efforts required to respond to the COVID-19 pandemic, the Ontario
government has extended the deadline for municipalities to complete and adopt a
CSWB Plan to July 1, 20212.
Municipalities have a leadership role in identifying their local priority risks in the
community and addressing these risks through evidence-based programs and
strategies, focusing on social development, prevention and risk intervention. The Town
of Aylmer, County of Elgin and City of St. Thomas are taking a holistic approach to
CSWB planning, and planning for a joint Aylmer-Elgin-St. Thomas CSWB Plan is well
underway.
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2 Coronavirus (COVID-19) Support and Protection Act22020 amended the Police Services Act, S.O. 2019
to prescribe a new deadline for the completion and adoption of CSWB plans.
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DISCUSSION:
The Aylmer-Elgin-St. Thomas CSWB Plan will set out how partners across different
sectors can work together to make our community a safer, more inclusive community
where all residents thrive. CSWB planning recognizes that complex risks to safety and
well-being cannot be addressed in isolation by any one organization, agency or sector.
The goal of this process is to achieve greater coordination and collaboration on issues
and situations before they escalate.
CSWB Goals:
The Goals of the Aylmer-Elgin-St. Thomas Community Safety and Well-Being Plan are
to:
• Engage citizens, businesses, agencies and organizations in making Elgin,
Aylmer and St. Thomas healthier for all;
• Increase our understanding of local risk factors;
• Reduce demand for emergency response and acute care;
• Ensure individuals are receiving the right response at the right time by the right
service provider;
• Increase the reputation of Elgin, Aylmer and St. Thomas as a safe and healthy
community in which to live, work and play; and
• Increase the community's sense of pride.
Leadership:
The County of Elgin has been designated to lead this collaborative planning process
with a Coordinating Committee and Advisory Committee. Jennifer Kirkham
(Mischevious Cat Productions) has been hired to support the plan development in our
community.
Coordinating Committee Members
• Chief Administrative Officers from the County of Elgin and Town of Aylmer
• City Manager— City of St. Thomas
• Mayors from the Town of Aylmer and City of St. Thomas
• Councillor (Elgin County)
• Councillor (City of St. Thomas)
• Police Chiefs —Aylmer Police Service and St. Thomas Police Service
• Additional leadership and support: Elgin County Legislative Services Coordinator
(Carolyn Krahn)
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Advisory Committee Members
The Advisory Committee is comprised of over 20 organizations, representing various
sectors including community agencies, emergency and police services, social service
providers, and local government. Multi-sector collaboration is a key factor in our
community's CSWB planning process. Existing planning tables and groups with multi-
sectoral representation and mandates have been supportive of this process.
PLAN DEVELOPMENT:
The Community Safety and Well-Being Plan work is being guided by the Province's
Community Safety and Well-Being Framework3 ("Framework").
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Requirements:
A CSWB Plan must include the following core information-
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• Local priority risk factors that have been identified based on community
consultations and multiple sources of data, such as Statistics Canada and local
sector-specific data;
• Evidence-based programs and strategies to address those local priority risk
factors; and
• Measurable outcomes with associated performance measures to ensure that the
strategies are effective and outcomes are being achieved.
Four (4) Phases
Planning for a CSWB Plan has been ongoing since March 2020. The planning process
includes four (4) Phases:
Phase 1: Project Planning and Onboarding
• Kick off meeting with the Coordinating Committee
• Introductory email and video for the Advisory Committee
Phase 2: Research and Asset Mapping
• Data package
• Inventory of existing planning tables
Phase 3: Community Engagement (ongoing)
• Advisory Committee Online Discussion Forum
• Advisory Committee Survey
• Data walk session with the Advisory Committee
• General public survey (Open July 27 — December 4, 2020; 429 responses —
4.72 confidence interval)
• Interviews with the Ontario Health Team, Elgin Community Foundation
Phase 4: Plan Development (currently underway)
• Identify areas of focus for the Plan
• Review community assets
• Identify strategies
• Set measurable outcomes
• Performance measurement framework
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Community Safety and Well-Being Elements
The public and community partner surveys asked questions about the following
elements of Community Safety and Well-Being (*):
• Criminal Activity Mental Health Issues
• Discrimination, Marginalization Mobility Safety
and Racism Physical Health Issues
• Education and Skills Social Behaviours
Development Social Environment
• Employment Social Support
• Emotional Violence Street Violence and Gang Issues
• Family Support Substance Use and Addiction
• Financial Security Transportation
• Housing Security Victimization
• Internet Access and Digital
Literacy
(*) note: survey respondents were provided with a definition of each element
Preliminary Identification of Community Priorities4
Top Priorities for the Aylmer-Elgin-St. Thomas CSWB Plan identified through the public
survey are-
1. Mental Health Issues
2. Education and Skills Development
3. Substance Use and Addiction
4. Criminal Activity
5. Housing Security
6. Employment
Community Partners identified the following Top Priorities:
1. Housing Security
2. Mental Health Issues
3. Substance Use and Addiction
4. Poverty and Income Security
5. Regional Economy
4 Responses are available by community and survey response summary is available on the County's
an ding page . . .. ....
„ii„ II.:� A //„Il Meeting minutes, agendas and additional information
about the CSWB Plan can be accessed on the County's website as well.
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6. Primary Care/Physical Health
Next Steps in the CSWB Plan Development
The Advisory Committee and Coordinating Committee will conduct a comprehensive
review of the priorities identified by community partners and the general public, along
with the strategies/initiatives that are currently underway in our community. It is
anticipated that the insights and ideas shared by community partners and the general
public will inform the context of the plan and will identify any gaps in services or
resources available in our community. As well, this information will be used to help
build the strategies and actions for the plan.
FUNDING IMPLICATIONS:
The following list includes Provincial and Federal funding opportunities5 that could be
leveraged to support the implementation of the Aylmer-Elgin-St. Thomas CSWB Plan.
Provincial Funding Opportunities
• Safer and Vital Communities (SVC) Grant;
• Proceeds of Crime — Front Line Policing (POC-FLP) Grant;
• Community Safety and Policing (CSP) Grant
• Youth Collective Impact Program
• Youth Opportunities Fund
• Community Homelessness Prevention Initiative
• Civil Remedies Grant Program
• Seniors Community Grant Program
• Ontario Trillium Foundation
5 Note: Timing for call-for-applications and eligibility criteria has not yet been reviewed.
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ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
® Ensuring alignment of ® Planning for and ® Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
® Exploring different ® Fostering a healthy now and in the future.
ways of addressing environment.
community need. ® Delivering mandated
® Enhancing quality of programs and services
® Engaging with our place. efficiently and
community and other effectively.
stakeholders.
Additional Comments: The CSWB planning process aligns with Elgin County
Council's 2020-2022 Strategic Plan and associated Action Plan.
LOCAL MUNICIPAL PARTNER IMPACT:
As prescribed in legislation, every municipal Council shall prepare, and by resolution,
adopt a CSWB plan. The same process must be followed for a joint CSWB Plan (i.e.
every municipality involved must pass a resolution to adopt the joint plan). The
Coronavirus (COVID-19) Support and Protection Act, 2020 amended the Police
Services Act by prescribing a new deadline for the completion and adoption of CSWB
Plans. The new deadline for municipalities to prepare and adopt a CSWB Plan is July
1, 2021.
The PSA includes regulatory requirements for municipalities related to the publication of
their CSWB plans. These requirements include:
• Publishing a CSWB Plan publicly (website) within 30 days after adopting it;
• Making printed copies of the CSWB Plan available for review by anyone who
requests it;
• Publishing the plan in any other manner or form the municipality desires.
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New legislation identifies that a municipality is required to provide the Minister of
Community and Correctional Services with any prescribed information related to (upon
request):
• The Municipality's CSWB plan, including preparation, adoption or implementation
of the plan;
• Any outcomes from the municipality's CSWB plan; and
• Any other prescribed matter related to the CSWB plan6.
COMMUNICATION REQUIREMENTS:
A copy of this report will be provided to all Local Municipal Partner CAOs for distribution
to their Councils, as appropriate.
CONCLUSION:
The implementation of a CSWB Plan will mark a shift in focus from a reactive,
response-based approach to incidents to a more predictive, holistic approach to
community safety.
All of which is Respectfully Submitted
Julie Gonyou
Chief Administrative Officer
6 Note: Additional requirements related to monitoring CSWB plans may be outlined in regulation in the
future.
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REPORT TO COUNTY COUNCIL
o� FROM: Julie Gonyou, CAO
r
' gulDATE: January 20, 2021
rogfessive,b"Natullp SUBJECT: Elgin County Council Strategic Plan 2020-
2022 — 2021 Council Work Plan
RECOMMENDATION:
THAT the January 20, 2021 report titled, Elgin County Council Strategic Plan 2020-2022
— 2021 Council Work Plan, submitted by Julie Gonyou, CAO, be received and filed; and
THAT Council approve the 2021 Council Work Plan to support the Strategic Plan 2020-
2022.
INTRODUCTION:
Council continued its work on the 2020-2022 Strategic Plan at a planning session held
on January 20, 2021. At this meeting, Council developed a 2021 Council Work Plan with
associated timelines. The purpose of this report is to seek Council's approval of its
2021 Work Plan.
DISCUSSION:
Council's Strategic Plan is a roadmap that aligns efforts and resources in a way that
supports Elgin County to be the best County it can be. In 2020, Elgin County Council
endorsed its 2020-2022 Strategic Plan as well as a Work Plan developed by
Management Team in support of Council's priorities.
At its planning meeting on June 19, 2020, Council drafted a 2020 Council Work Plan to
support its strategic priorities. Council reviewed and approved this work plan at its
meeting held on July 14, 2020 and spent the remainder of the year working towards the
completion of the actions contained within.
Council held a planning meeting on January 20, 2021 to review progress related to the
actions contained within the 2020 plan and to identify actions for 2021.
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The attached 2021 Council Work Plan is the result of this planning meeting.
FINANCIAL IMPLICATIONS:
There are no direct financial implications associated with the approval of the 2021
Council Strategic Work Plan.
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.
COMMUNICATION REQUIREMENTS:
A copy of Council's 2021 Work Plan will be posted on the County of Elgin's website on
the strategic plan page.
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CONCLUSION:
Council remains committed to working towards the completion of the actions contained
within the 2021 Work Plan with the goal of achieving the objectives contained within the
Elgin County 2020-2022 Strategic Plan.
All of which is Respectfully Submitted
nVotA-
Julie Gonyou
Chief Administrative Officer
85
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CORRESPONDENCE — January 26, 2021
Items for Information — (Attached)
1. SWIFT with their Monthly Project Update for December 2020.
2. Oxford County with a Letter regarding the "Zorra School Retention Plan."
88
Sunday,January 17, 2021 at 09:49:04 Eastern Standard Time
Subject: SWIFT Monthly Project Update - December 2020
Date: Sunday,January 17, 2021 at 9:48:35 AM Eastern Standard Time
From: Barry Field
To: DG-SWIFT Board, DG-WOWC CAOs, DG Contributing CAOs
CC: Deb Fawcett, Melissa O'Brien
Attachments: 200.04.011.v1.0 Monthly Dashboard - December 2020.pdf, image001.png, image002.png,
image003.png, image004.png, image005.png, SWIFT Monthly Project Update- December
2020.pdf
SWIFT Board Members and CAOs,
Please see the attached monthly project update for December 2020. Any firrforirr"Irriioin in Hhr s: irr::.lpoii..i fs: ino<
deeirr"Ied coirnffdeir Haf� l and can be r:lhare.d vvfHh your ire.-.spec.Hve irr7uirnfcigpallflues as you see fR.
----------------
WIFF��wyoly�rUrT��rr
orth esle sv , hVegri�atect * fir f�srr or�arf Ltd
Monthly �Plroij�ect Update
All report data is as at December 31, 2020
• Procurement
o All contracts executed; implementation is underway.
• Implementation
o Implementation underway and progressing well with one major delay to report
■ NOR_EXE_06 (Long Point) is expected to be delayed by 11 months due to
environmental permitting issues. SWIFT and Norfolk County are working with Execulink
to help expedite the permitting process where possible. The ISP has redirected
resources to other SWIFT projects in order to bring them in ahead of scheduled and
89 Page 1 of 4
compensate for the delay in Long Point.
o Construction started/underway in 9 of 12 projects.
a 198 kilometres of fibre construction has been completed to date
0 3,761 premises passed to date
0 1,722 premises serviceable to date
o See attached Monthly Dashboard for details for each project.
• Procurement
Dufferin It It It It It It
CaledonIt
Oxford It It It It It It
Grey It It It It It It
Essex It It It It It It
Windsor It It It It It It
Bruce It It It It It It
Simcoe It It It It It It
Waterloo It It It It It It
Niagara It It It It It TBD
Brant It It It It It TBD
Middlesex It It 12-Jan-21 19-Jan-21 04-Feb-21 TBD
London It It 12-Jan-21 19-Jan-21 04-Feb-21 TBD
Chatham-
Kent 7 7 12-Jan-21 19-Jan-21 04-Feb-21 TBD
Perth 08-Jan-
21 29-Jan-21 18-Feb-21 11-Mar-21 TBD
Elgin 15-Jan-
21 05-Feb-21 18-Feb-21 11-Mar-21 TBD
Huron 22-Jan-
21 12-Feb-21 04-Mar-21 25-Mar-21 TBD
• Implementation
o Implementation underway and progressing well with no major delays to report
a Construction started/underway in 5 of 53 projects
a 17 kilometres of fibre construction has been completed to date
0 124 premises passed to date
0 0 premises serviceable to date
a See attached Monthly Dashboard for details for each project.
• Private Sector contributions have increased by $35.6 from budgeted amount (based on first 12
complete procurements announced to date).
• SWIFT+ contributions of$3.8M received (Lambton County and Dufferin County) in order to facilitate
the award of an additional projects in those counties.
• Total project funding increased from $209M to $248M as a result.
• Note: Federal and Provincial contribution are 'up to' amounts and will depend on the results of the
Phase 3 procurements.
90 Page 2 of 4
SWIFT4
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re
�guuuuuuuuuuuuuuuuuuuuuuuuuuuuuuyguuuuuuuuuuuuuuuuuuuuuuuuuuuuuudguuuuuuuu uuuuu uuu uu uuuuugN�guuoVB PROVINCIAL
vuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuulvuuuuuuu vuuuuu����������������������������
I!I!IIIIi6liY
�l^hrhoL need as
of: 31-Dec—, 0
• Municipal Loan Guarantee
o $27.5M short-term bridge financing required in order to fund gap between SWIFT's
requirement to pay ISPs per the Construction Act and anticipated reimbursement of claims.
o SWIFT's current Phase 2 financing agreement with TD Bank is being extended to cover Phase
3.
o Municipal guarantees are required to guarantee the overall loan and 100%participation is
required or else there will be a shortfall the overall loan available.
o TD Bank and SWIFT have executed the Demand Operating Facility Agreement.
o Municipal guarantee letters have been provided by TD Bank and are being sent to each
municipality (completion targeted for February 2021).
• COVID-19
o COVID-19 remains a risk for the SWIFT project
o Need to keep an eye on potential supply chain issues.
oin.ireIuIrIiic clIliior.Is UIwodclIIe
• To-date SWIFT has announced nearly $175M in projects, including 2,630 Fibre KMs and more than
44,140 premises passed.
• 8 project areas still to be announced, including:
o Brant County
o Niagara Region
o Chatham-Kent
o Middlesex County
o City of London
o Perth County
91 Page 3 of 4
o Elgin County
o Huron County
• All open RFPs (Elgin/Huron) will be closed by the end of January 2021 and we anticipate having all
contracts signed for the remaining project areas by mid to late March.
• Selected and approved projects for the remaining RFPs will be announced by the province on a
rolling basis once SWIFT has completed its evaluation assessment, negotiated contracts and
awarded funding to projects that scored the highest based on the evaluation process.
• Installations/connections have now been made in both Wellington County and Norfolk County_as a
result of SWIFT funding and we anticipate many more residents will be brought online throughout
the project region in the upcoming months as providers begin to turn up services as construction
progresses.
• Recent Announcements:
• SWIFT Announces Broadband Expansion Plans for Waterloo Region
• SWIFT Announces Windsor Broadband Project
• SWIFT Projects Continue to Move Forward in Lambton County_
• SWIFT Announces $41.1 Million in Broadband Upgrades for Simcoe County_
• $4.3 Million SWIFT Project Now Underway In Grey County_
Please let me know if you have any questions or concerns.
Regards,
Barry f':ilell
Executive Director
Southwestern Integrated Fibre Technology
C: 519.319.1 1 12
789 Broadway Street, Wyoming, ON NON 1 TO
www.svvif P rural broad band.ca
10 e<
92 Page 4 of 4
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((,,*Oxford ty
Growing stronger toge,ther
CHL0EJ. SENIOR, CLERK
21 Reeve Street, P[) Box 1014
Woodstock, ON N487Y3
519.539.98OO. ext. 3OO1 1 1.800755.0394
oxfondoounty.oa
January 15. 2O21
C|erk, Elgin County
C|erk, City ofLondon
Clerk, Middlesex County
Clerk, Township ofZorra
Thames Valley District School Board Rural Education Task Force
SENT VIA EMAIL
At its meeting of January 13. 2021. Oxford County Council adopted the following resolution in
response to the Zorra School Retention Plan:
Moved By: Marcus Ryan
Seconded By: Mark Peterson
Resolved that the correspondence from the Township ofZorra regarding the adoption ofa
"Zorra School Retention P|an" dated 2O2Obereoeived�.. .
And further, that Oxford County Council hereby supports the "Zorra School Retention Plan",
and inform the Township of Zorra, the Thames Valley District School Board's Rural
Education Task Foroe, Elgin County, Middlesex County and the City ofLondon accordingly.
Motion Carried
Attached is the Zorra School Retention Plan.
Sincerely,
\
Ch|o6J. Senior
Clerk
Attach.
�
93 v ��������������� ���^
100%RE ( Zero Waste A Jem Poweny
Zorra M;
OU PARr
Imow ivskial
op
At a regular meeting of Council on December 2, 2020, Township of Zorra Council adopted the
Township's School Retention Plan as suggested by the Zorra Local School Committee. The
resolution from Zorra Council is as follows:
Item 9(b)
Resolution No. 17-12-2020
Moved by: Katie Davies
Seconded by: Ron Forbes
"THAT the resolution from the Zorra Local School Committee be received and adopted
as the Zorra School Retention Plan."
Disposition: Carried
Whereby, the resolution from the Zorra Local School Committee was as follows:
"THAT the Zorra Local School Committee recommends to the Council of the Township
of Zorra:
1. To continue including a school retention plan as part of the Township's Strategic
Plan and advocate accordingly.
2. To maintain an ongoing membership in the Community Schools Alliance (CSA).
3. Supports, through resolution, the CSA's endorsement of the Rural and Northern
Education Fund (RNEF) as an appropriate differentiator and funding model for
rural and northern schools.
4. Request that the Thames Valley District School Board (TVDSB) and London
District Catholic School Board (LDCSB) suggest possible reallocation of Grants
for Student Needs (GSNs) to support a net funding neutral increase in the RNEF.
5. Recommend that the TVDSB review its policies for capacity planning and pupil
accommodation reviews to formally recognize the importance and value to the
community of rural and single school community schools.
6. Request communication and notification on an ongoing basis from all relevant
School Boards of any areas of study considering possible consolidation, closure,
additions, or new builds.
7. Request annual planning reports from all relevant School Boards for all Zorra
schools and possibly related/affected/affecting schools and compare municipal
growth forecasts and school board(s) growth forecasts identifying any
discrepancies; and
8. Forward this resolution to the Thames Valley District School Board's Rural
Education Task Force (RETF), and Oxford County for support."
Please see the following pages for background and comments regarding the School Retention
Plan formation.
96
>,�G Page 12 School Retention Plan
��I�G�t
The purpose of the Zorra Local School Committee (ZLSC) is to make recommendations to
Council regarding opportunities for the Township of Zorra to maximize long term economic
development by attracting and retaining students through the development of a "School
Retention Plan" in accordance with the Township of Zorra's Strategic Plan. The above
recommendations will serve as the Township of Zorra's school retention strategy.
One of the Township's Strategic Plan states: "Continue school retention strategy by advocating
with Oxford County Planning that schools are an integral part of the Planning Process and should
be reflected in the County Strategic Plan and Official Plan, and lobbying the Provincial
Government that there be greater integration of school locations with Municipalities." This item
has a target for completion of 2020 in the Strategic Plan. Through its membership in the CSA,
Zorra has successfully advocated for a Province-wide moratorium on school closures, and
additional funding recognizing the unique value of rural and northern schools to their community
(RNEF). With respect to the Ministry of Education and School Boards there have been several
relevant developments.
1. Integrated Local Planning (Ministry of Education, 2018)
Throughout our public consultations, the ministry also heard about the need to strengthen
integrated local planning at the community level and to promote local planning conversations
among school boards, municipalities, and other relevant local partners. There will be a call for
proposals this summer, seeking approximately three communities across Ontario to participate
in VIPPI. These communities will represent a mix of urban, rural, Northern and Francophone
communities. Each community must identify partners to participate in a local integrated
planning table that should include, at a minimum, school boards and municipalities and
relevant local partners that reflect each area's unique needs. The ministry will provide a
facilitator to lead a series of sessions spanning approximately one year. The goal of VIPPI is
for all members involved to share and discuss capital and community planning processes and
relevant data to create a collection of best practices.
2. Draft Revised Pupil Accommodation Review Guideline and Community Planning and
Partnerships Guideline Updates Date: February 18, 2018
The current requirement for school boards to consider community impacts, such as loss or
gain of community use of school space, will be maintained and extended to include
consideration of any possible impacts on First Nation communities' on-reserve. If at least one
school that is eligible to receive support from the Rural and Northern Education Fund (RNEF)
is included in a pupil accommodation review at any time, then economic impacts must also be
given consideration for each accommodation option. School boards will have discretion to
undertake economic impact assessments in other communities, if needed. The ministry will:
Develop guidance that will define key parameters it expects the economic impact assessment
to address (such as, impact on local businesses, impact on family commutes / schedules and
housing starts). We will consult with school boards and municipalities on how these key
parameters are shaped; Develop an approved list of vendors from which boards may select a
third party to undertake this work. Seek approval for additional funding for boards that will be
required to undertake economic impact assessments.
97
>,�G Page 13 School Retention Plan
��I�G�t
3. Updates on Integrated Local Planning and the Community Planning and
Partnerships Guideline (CPPG)
The ministry remains committed to updating the CPPG to further encourage joint responsibility
for integrated community planning as we learn more from the new voluntary pilot program and
other work across government. This decision was based on consultation feedback, which
suggested that adding new requirements on school boards through the CPPG in an attempt to
compel local partnerships is unlikely to be successful. Instead, the ministry plans to work with
the Ministries of Infrastructure and Municipal Affairs to: • Develop a new voluntary pilot
program that will provide flexible support to municipalities, school boards, and other relevant
local actors who wish to enhance their collective capacity for integrated local planning. Best
practices and lessons learned will inform future policy and supports for integrated local
planning across the province. At it's September 28th meeting the Thames Valley District
School Board's (TVDSB) Rural Education Task Force (RETF) passed the following: That the
Board of Trustees advocate for the following and invite the Rural Education Task Force
municipal members to advocate similarly: Maintaining and enhancing the Rural and Northern
Education Fund (RNEF) funding model for rural and northern schools, with possible
reallocation of Grants for Student Needs (GSNs) to support a net funding neutral increase in
the RNEF. Maintaining the moratorium on school consolidations and closures for the schools
that qualify/ identified for the Rural and Northern Education Fund. Strengthening of integrated
local planning at the community level and to promote local planning conversations among
school boards, municipalities, and other relevant local partners to ensure ongoing
communication and notification regarding possible school consolidations, closures, additions or
new builds. Provincial policies for capacity planning and pupil accommodation reviews that
formally recognize the importance and value to the community of rural and single school
community schools. This will be considered by the Board at its October 13th meeting.
4. At its September 28, 2020 meeting, the Thames Valley District School Board of
Trustees passed the following:
1. That the Rural Education Task Force Committee be provided an extension to 2021
November 23.
2. That the Board of Trustees advocate for the following and invite the Rural Education
Task Force municipal members to advocate similarly:
a. Maintaining and enhancing the Rural and Northern Education Fund (RNEF)
funding model for rural and northern schools.
b. Maintaining the moratorium on school consolidations and closures for the
schools that qualify/identified for the Rural and Northern Education Fund, in
accordance with the Ministry of Education Draft Public Accommodation
Guidelines.
c. Strengthening of integrated local planning at the community level and to
promote local planning conversations among school boards, municipalities
and other relevant local partners to ensure ongoing communication and
notification regarding possible school consolidations, closures, additions or
new builds.
d. Provincial policies for capacity planning and pupil accommodation reviews
that formally recognize the importance and value to the community of rural
and single school community schools.
98
>,�G Page 14 School Retention Plan
��I�G�t
Continue school retention strategy by advocating with Oxford County Planning that schools are
an integral part of the Planning Process and should be reflected in the County Strategic Plan
and Official Plan, and lobbying the Provincial Government that there be greater integration of
school locations with Municipalities.
Goal: We are a vibrant community that values our uniqueness, creativity and takes pride
in calling Zorra home.
Action: Supporting our community, events and celebrations Developing safe, liveable
communities.
99
CLOSED MEETING AGENDA
January 26, 2021
Staff Reports:
County Solicitor and 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, (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, (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 — Land Acquisition Update and Analysis — Centennial Road / Elm Line
100