02 - County Council Minutes - January 26, 2021Elgin
Progrewive.by Nature
ELGIN COUNTY COUNCIL
MINUTES
January 26, 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)
Page 1
January 26, 2021
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)
Michele Harris, Director of Homes and Seniors Services (electronic)
Nancy Pasato, Manager of Planning (electronic)
Jeff Lawrence, Tree Commissioner/Weed Inspector (electronic)
Katherine Thompson, Supervisor of Legislative Services (electronic)
Carolyn Krahn, Legislative Services Coordinator (in -person)
im
2.
CALL TO ORDER
Elgin County Council met this 26t" 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.
ADOPTION OF MINUTES
Moved by: Councillor Mennill
Seconded by: Councillor McPhail
RESOLVED THAT the minutes of the meeting held on January 12, 2021 be adopted.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Marlyn
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.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
Page 2
January 26, 2021
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
4.1 Future of Shortline Rail in the South Central Ontario Region, SCOR
Kimberly Earls — SCOR Executive Director, Cephas Panschow — Town of Tillsonburg
Economic Development Commissioner, and Christian Zavarella — SCOR EDC
Research Analyst, provided information on the future of shortline rail in the South
Central Ontario Region.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Jones
RESOLVED THAT the presentation from SCOR on the future of shortline rail 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 Martn
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 Purcell
Seconded by: Councillor Mennill
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 EI in
Sally Marlyn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Malahide
Domini ue 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 Xplornet Request for Letter of Support — Warden Marks
Warden Marks provided information regarding the request by Xplornet for a letter of
support from Elgin County Council for the organization's application to the Universal
Broadband Fund.
Moved by: Councillor Mennill
Seconded by: Councillor Giguere
Page 3
January 26, 2021
RESOLVED THAT the Warden on behalf of Council provide a letter of support to
Xplomet for their application to the Universal Broadband Fund, as recommended
by the Connectivity Committee.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Marlyn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Malahide
Domini ue Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Central Elgin
Warden Marks
Yes
9
0
0
Motion Carried.
6.2 Terrace Lodge Redevelopment Project Budget — Councillor Purcell
Councillor Purcell provided details on the project budget for the Terrace Lodge
Redevelopment Project. The tenders pricing results and recently announced
provincial funding changes are now available, and the net impact allows the
Redevelopment Steering Committee to recommend that $1.4 million of the
provincial funds be directed to County Council for other purposes.
Moved by: Councillor Purcell
Seconded by: Councillor Mennill
RESOLVED THAT the Terrace Lodge Redevelopment Steering Committee
recommend a project budget of $34,700,483 exclusive of HST; and,
THAT the CAO and Warden be authorized to sign an Acceptance of Cost Letter to
D. Grant for a Stipulated Price Contract; and,
THAT January 26, 2021 report, titled "T/L Redevelopment Project Budget",
submitted by the Terrace Lodge Redevelopment Steering Committee Chair, 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 Marlyn
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 Quarterly Report, October — December 2020 — Tree Commissioner/Weed
Inspector
The Tree Commissioner/Weed Inspector provided 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.
Moved by: Councillor Ketchabaw
Page 4
January 26, 2021
Seconded by: Councillor French
RESOLVED 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.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Martn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Malahide
Domini ue Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Central Elgin
Warden Marks
Yes
9
0
0
Motion Carried.
6.4 Year End Report 2020 — Tree Commissioner/Weed Inspector
The Tree Commissioner/Weed Inspector provided a summary of activity related to
the Elgin Woodlands Conservation By -Law as well as weed inspection activity for
2020.
Moved by: Councillor McPhail
Seconded by: Councillor Jones
RESOLVED 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.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Martn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Central Elgin
Warden Marks
Yes
9
0
0
Motion Carried.
6.5 Clearing Exemption Application for Part Lots 7 & B, Range 1, North of Lake
Road, Township of Southwold — Tree Commissioner/Weed Inspector
The Tree Commissioner/Weed Inspector provided information on a Council
Exemption for Woodlands Clearing Application received from Ryan and Lane Walker
requesting permission to clear 0.24 hectares of woodland for the purpose of
constructing a residence and accessory structures.
Moved by: Councillor Mennill
Seconded by: Councillor Jones
RESOLVED THAT the Council Exemption for Woodlands Clearing, conditional on
the applicant planting 420 trees as per the "No Net Loss" policy, be approved.
Page 5
January 26, 2021
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Marlyn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Malahide
Domini ue Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Central Elgin
Warden Marks
Yes
9
0
0
Motion Carried.
6.6 Port Bruce Bridge & Boat Launch Removal Engineering Services Award —
Director of Engineering Services
The Director of Engineering Services provided details regarding the Port Bruce
Temporary Panel Bridge and Boat Launch Removal.
Moved by: Councillor Mennill
Seconded by: Councillor Ketchabaw
RESOLVED 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; and
THAT the Chief Administrative Officer be directed and authorized to sign a revised
Ministry of Natural Resources and Forestry Letter of Approval letter permitting the
temporary boat ramp continued occupation of the bed of Catfish Creek for the
period up to and including December 31, 2021 necessary to accommodate removal
of the temporary boat ramp.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Marlyn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Central Elgin
Warden Marks
Yes
9
0
0
Motion Carried.
6.7 Administration Building — Council Chambers and Entrance Lobby Reception
Renovation, and Elevator Decommissioning — Director of Engineering Services
The Director of Engineering Services provided information regarding renovations of
Council Chambers, the establishment of a designated front lobby reception service
kiosk, and the decommissioning of the existing elevators.
Page 6
January 26, 2021
Moved by: Councillor Jones
Seconded by: Councillor Martyn
RESOLVED 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.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Martn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Malahide
Domini ue Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Central Elgin
Warden Marks
Yes
9
0
0
Motion Carried.
6.8 Council and Warden Policy Revisions — Chief Administrative Officer
The Chief Administrative Officer presented a final draft of the Council Policy and
Warden Policy.
Moved by: Councillor Ketchabaw
Seconded by: Councillor McPhail
RESOLVED THAT the report titled "Council and Warden Policy Revisions" be
deferred until the February 9, 2021 meeting of Council.
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.
6.9 Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan Update —
Chief Administrative Officer
The Chief Administrative Officer provided an update on the Community Safety and
Well -Being planning process and informed Council that the Ontario government
Page 7
January 26, 2021
extended the deadline for municipalities to complete and adopt a CSWB plan until
July 1, 2021.
Moved by: Councillor McPhail
Seconded by: Councillor Marlyn
RESOLVED 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.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central EI in
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 Elgin County Council Strategic Plan 2020-2022 — 2021 Council Work Plan —
Chief Administrative Officer
The Chief Administrative Officer presented the 2021 Council Work Plan with
associated timelines, as developed by Council during a planning session on January
20, 2021. The Council Work Plan was amended to include the activities of the
Terrace Lodge fundraising campaign as ongoing.
Moved by: Councillor Jones
Seconded by: Councillor Mennill
RESOLVED 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, as amended, to support the
Strategic Plan 2020- 2022.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Martn
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 8
January 26, 2021
6.11 Environmental Committee Mandate— Chief Administrative Officer
The Chief Administrative Officer provided information to Council to seek their support
for clearly defined Environmental Committee Priorities to ensure alignment with
Council's expectations and Council's Strategic Plan 2020-2022.
Moved by: Councillor Giguere
Seconded by: Councillor Purcell
RESOLVED THAT the report from the Chief Administrative Officer, titled "Council
Environmental Advisory Committee Priorities" dated January 24, 2021 be received
and filed for information; and
THAT Council approve the following Environmental Committee Priorities for 2021:
1. Advise County Council on environmental policy and sustainable matters and
programs to promote the protection, enhancement, and management of the County's
natural and built environment;
o Move to a paperless environment
o Look at ditches along roads as ecosystems
o Environmental Committee Members can participate in the 2021 Official Plan
5-year review/Natural Heritage System Study review public consultation
process.
o Naturalized spaces north of the County Building
o Identify ways to increase habitats for local species (e.g. Bat boxes, etc.)
2. Research environmental sustainability practices to improve information available
to County Council.
o Research best practices associated with sustainable green purchasing
policy (in collaboration with Local Municipal Partners)
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Martn
No
Southwold
Grant Jones
No
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Central Elgin
I Warden Marks
Yes
7
2
0
Motion Carried.
6.12 Service Delivery Review — Chief Administrative Officer
The Chief Administrative Officer presented the staff recommendations for 2021 with
respect to the Service Delivery Review.
Moved by: Councillor Martyn
Seconded by: Councillor Mennill
Long -Term Care Homes
RESOLVED THAT Elgin County Council support the following Long -Term Care
Home recommendations in 2021, as identified in the Elgin County Service Delivery
Review:
Monitor provincial policy changes and how it affects the County homes
(ongoing);
Page 9
January 26, 2021
Continue to advocate for increased funding to offset the Homes costs to the
County (ongoing);
Continue to explore recruitment initiatives with Human Resources (ongoing);
Invest in online scheduling and online recruitment software (2021); AND
THAT staff be directed to include annual direct costs of $38,000 and annual direct
savings of $60,000 in the Draft 2021 Budget to support the aforementioned
initiatives.
Organizational Review
RESOLVED THAT staff be directed to consider the options included in the Service
Delivery Review for an improved Organizational Design and present options to
Elgin County Council in 2021 for implementation in 2022.
Improvements to Manual Processes
RESOLVED THAT Elgin County Council direct staff to create training manuals for
digital tools, as needed; and
THAT staff be directed to formalize an internal Project Management structure to
support initiatives identified in the Service Delivery Review to improve manual
processes.
Information Technology (IT)
RESOLVED THAT Elgin County Council direct staff to develop a 2021 Action Plan
followed by a three-year digital transformation strategy in 2022; and
THAT County Council include a placeholder of $170,000 in the draft 2021 budget
and consider adding an IT Director to the current staffing complement.
Collaborative Initiatives with Elgin's Municipal Partners
RESOLVED THAT Elgin County Council direct staff to undertake the following
actions as recommended in the Service Delivery Review: codify consultation
processes for new shared services; codify risk mitigation strategies into new
agreements; undertake independent appraisals for the costs of delivery for shared
services (costs to be shared); avoid using a weighted County levy option for cost
structures going forward; add shared services as a standing item on the County -
Local Municipal Partner CAO meeting agendas; establish governing processes for
the current advisory committee (Public Works Managers Working Group) for road
maintenance agreement; and conduct annual review of all shared services.
Road Maintenance Agreement
RESOLVED THAT staff be directed to work with Local Municipal Partners to review
Schedule C — Scope of Services Expectations and prepare a Request for Proposal
for review by Local Municipal Partners and Council prior to issuance; and
THAT the Warden be directed to notify Local Municipal Partners that Service
Coordination — Road Maintenance Agreement Review has been identified by
Council as a priority for 2021; and
THAT staff be directed to include a placeholder of $150,000 in the 2021 Draft
Budget for consultant fees associated with a review of the RMA.
In -House Engineering Design & Adjusting Job Titles to Reflect Roles and
Responsibilities
THAT staff be directed to prepare a business case for Council's review that
includes costs, opportunities, and savings associated with the recommendation to
deliver engineering design in-house for consideration in 2021; and
Page 10
January26, 2021
THAT a placeholder of $110,500 be included in the 2021 Draft Budget to support
the capital cost -savings opportunity associated with bringing Engineering design in-
house.
Development Services
RESOLVED THAT Council include $10,000 for software subscriptions in the 2021
Draft Budget to support a streamlined process of submitting forms for review by the
Land Division Committee.
Human Resources
RESOLVED THAT Staff be directed to present information with respect to an hourly
HR Consulting services rate and list of offerings, following a discussion with LMPs,
for Council's consideration and direction in July/August 2021.
Library Services
RESOLVED THAT staff be directed to work with St. Thomas Public Library to
identify opportunities for enhanced partnerships and opportunities to jointly plan for
a future library location in a coordinated approach to reduce future capital and
operating expenses; and,
THAT staff be directed to work with St. Thomas Public Library on joint procurement
initiatives that target savings of $15,000 - $45,000 for the draft 2022 budget.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Marlyn
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 Ej�0
0
Motion Carried.
7. COUNCIL CORRESPONDENCE
7.1 Items for Consideration
=iCTi -
7.2 Items for Information (Consent Agenda)
7.2.1 SWIFT with their Monthly Project Update for December 2020.
7.2.2 Oxford County with a Letter regarding the "Zorra School Retention Plan."
Item #1
Moved by: Councillor Jones
Seconded by: Councillor French
RESOLVED THAT Correspondence Item #1 be received and filed.
Recorded Vote
Yes No Abstain
Malahide Dave Mennill I Yes
Page 11
January 26, 2021
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Martn
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 Mennill
Seconded by: Councillor Martyn
RESOLVED THAT Correspondence Item #2 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 Marlyn
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 Statementslinquiries by Members
Deputy Warden Mennill requested that Council discuss the role of Committees and
the associated staff support required by each Committee at a future meeting.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
Moved by: Councillor Mennill
Seconded by: Councillor Purcell
RESOLVED THAT the IT Director position as proposed in the Service Delivery
Review report be discussed in the closed meeting session in accordance with the
Municipal Act Section 239 (2) (b) personal matters about an identifiable individual,
including municipal or local board employees.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Marlyn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Page 12
January 26. 2021
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 Ketchabaw
Seconded by: Councillor Giguere
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
(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, (0 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
In -Camera Item #2
(b) personal matters about an identifiable individual, including municipal or local board
employees — IT Director.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central EI in
Sally Martn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Central Elgin
Warden Marks
Yes
9
0
0
Motion Carried.
10. MOTION TO RISE AND REPORT
Moved by: Councillor Jones
Seconded by: Councillor Ketchabaw
RESOLVED THAT we do now rise and report.
Recorded Vote
Yes
No
Abstain
Malahide
Dave Mennill
Yes
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Martn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Page 13
January 26. 2021
Ba ham
Ed Ketchabaw
Yes
Central Elgin
Warden Marks
Yes
9
0
0
- Motion Carried.
In -Camera Item #1 — Land Acquisition Update and Analysis — Centennial Road/Elm Line
Moved by: Councillor Mennill
Seconded by: Councillor Martyn
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 Martn
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
No
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Central Elgin
Warden Marks
Yes
8
1
0
- Motion Carried.
In -Camera Item #2 — IT Director
Moved by: Councillor McPhail
Seconded by: Councillor Giguere
RESOLVED THAT the Chief Administrative Officer 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 Jones
Seconded by: Councillor McPhail
RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole.
Recorded Vote
Yes No Abstain
Malahide Dave Mennill I Yes
Page 14
January 26, 2021
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Mart n
Yes
Southwold
Grant Jones
Yes
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Central Elgin
Warden Marks
Yes
9
0
0
Motion Carried.
12. CONSIDERATION OF BY-LAWS
12.1 By -Law 21-02 — 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 26, 2021 Meeting.
Moved by: Councillor Mennill
Seconded by: Councillor French
RESOLVED THAT By -Law No. 21-02 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 Giguere
RESOLVED THAT we do now adjourn at 12:15 p.m. to meet again on February 9, 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
I Warden Marks
Yes
9
0
0
Motion Carried.
Julie Gonyo ,
Chief Administrative Officer.
Page 15
January 26, 2021
Tom Marks,
Warden.
Progressive by Nature
RECOMMENDATION:
REPORT TO COUNTY COUNCIL
FROM: Bob Purcell, Chair — TL Redevelopment
Steering Committee
DATE: January 26, 2021
SUBJECT: T/L Redevelopment Project Budget
THAT the Terrace Lodge Redevelopment Steering Committee recommend a project
budget of $34,700,483 exclusive of HST; and,
THAT the CAO and Warden be authorized to sign an Acceptance of Cost Letter to D.
Grant for a Stipulated Price Contract; and,
THAT January 26, 2021 report, titled "T/L Redevelopment Project Budget", submitted by
the Terrace Lodge Redevelopment Steering Committee Chair, be received and filed for
information.
INTRODUCTION:
The tenders pricing results are now available, as are recently announced provincial
funding changes. The net impact allows the Committee to recommend that $1.4 million
of the provincial funds be directed to County Council for other purposes.
DISCUSSION:
The tender bids have resulted in a Construction Manager cost of $29,086,452 and
ancillary/soft costs (include design, project management and fixtures and equipment) of
$5,614,031 for a total project cost estimate of $34,700,483. In December, the province
confirmed changes to the funding for LTC development. The Construction Funding
Subsidy per diem is increased to $21.28, providing the equivalent of $1.9 million in
incremental funding. Additionally, the province has announced a development grant of
up to $2,492,000. Given that the details of the grant are still pending, the committee is
conservatively including only 40% of the grant in this analysis.
K
Sub --Total Project Costs 34,700,493
Non -Recoverable HST 610,729
Total Project Cost Estimate 3S,311,212
Council Approved Redevelopment Budget 33,774,100
Dec 2020 announced per diem 1,933,970
Dec 2020 Development Grant (up to $2.49 mil - assume 40%) 996,920
Donations Budget TBD
Total Potential Budget 36,704,990
Cum Redevelopment Surplus/(Shortlall) 1,393,779
When the Construction Funding Subsidy per diem and 40% of the maximum
Development Grant are added to the Council approved budget, the funding available for
this project is $36,704,990. This total funding is almost $1.4 million in excess of the
total project cost. Council could direct these excess funds to purposes it deems
appropriate, including other service enhancements or a tax reduction of up to 0.4%.
In addition, since only a portion of the Development Grant maximum is included in this
analysis, once the province announces the actual amount of the grant our project will
received, any amount over the amount allocated in this report can be considered for
other purposes, including as a reserve for this project. Given the level of investment
that Elgin is committing to in this project, it is quite likely that we will receive well in
excess of 40% of the maximum grant amount.
3
IT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
® Ensuring alignment of ® Planning for and ®Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community ! industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
® Exploring different ® Fostering a healthy now and in the future.
ways of addressing environment.
community need. ® Delivering mandated
® Enhancing quality of programs and services
® Engaging with our place. efficiently and
community and other effectively.
stakeholders.
Additional Comments:
LOCAL MUNICIPAL PARTNER IMPACT:
Aylmer and Malahide will be kept abreast of the project developments.
COMMUNICATION REQUIREMENTS:
A campaign kick-off was held in December and sod turning will be held with the
province at a yet to be determined date. At this time staff and MMMC will work with the
ministry to obtain FEC approval by the Ministry of Long -Term Care.
CONCLUSION:
With the new funding levels approved by the province, the Steering Committee is
recommending a project budget of $34,700,483 exclusive of HST while providing
Council with $1.4 million in unallocated funds to be used for other purposes.
Only 40% of the Development Grant maximum is included in this analysis. Once the
actual amount of the grant to be received is determined, any amount over that amount
can be considered for other purposes, including as a reserve for this project.
S
It should be noted that the Steering Committee and Council has previously indicated
that we will intentionally approve the construction budget and the start of construction
prior to FEC approval by the Ministry of Long -Term Care. This will allow D. Grant to
mobilize on site the week of February 8, 2021. D. Grant will require a letter from the
County authorizing them to proceed.
All of which is Respectfully Submitted
Bob Purcell
Chair — Terrace Lodge Redevelopment Committee
LLJILLV
v
Progressive by Nature
RECOMMENDATION:
REPORT TO COUNTY COUNCIL
FROM: Julie Gonyou, Chief Administrative Officer
DATE: January 24, 2021
SUBJECT: Council Environmental Advisory
Committee Priorities
THAT the report from the Chief Administrative Officer, titled "Council Environmental
Advisory Committee Priorities" dated January 24, 2021 be received and filed for
information; and
THAT Council approve the following Environmental Committee Priorities for 2021:
1. Review and distribute communication materials to educate residents,
businesses, institutions and community groups on environmental sustainability;
o Encourage growth of sustainable infrastructure
o Awareness campaign in collaboration with other groups
o Promote eco-friendly items for the home (e.g. smart receptacles)
o Promote moving to electric vehicles
o Deliver a program to encourage use of native plants and rain gardens
2. Advise County Council on environmental policy and sustainable matters and
programs to promote the protection, enhancement, and management of the
County's natural and built environment;
o Move to a paperless environment
o Look at ditches along roads as ecosystems
o Environmental Committee Members can participate in the 2021 Official
Plan 5-year review/Natural Heritage System Study review public
consultation process.
o Naturalized spaces north of the County Building
o Identify ways to increase habitats for local species (e.g. Bat boxes, etc.)
3. Amplify the environmental messages of Provincial Ministries and/or Conservation
Authorities;
4. Help promote local environmental groups and community efforts;
o Promote groups like ALUS (Alternative Land Use Services) to local
Farmers.
o Partner with local school boards to see if there are opportunities to
promote environmental projects underway in the area
K
Encourage community efforts — match up volunteers to groups, young
people
5. Research environmental sustainability practices to improve information available
to County Council.
o Research best practices associated with sustainable green purchasing
policy (in collaboration with Local Municipal Partners)
Note: As an advisory Committee, it is not intended that the Committee participate in the
technical review of, or comment on, individual development proposals or infrastructure
projects. These functions are undertaken by technical staff of the relevant approval and
commenting authorities.
INTRODUCTION:
In July 2020, Council reviewed and approved Terms of Reference for the Elgin County
Environmental Advisory Committee ("Environmental Committee" and appointed
Councillor Marlyn and Councillor Jones to serve as Council representatives on the
Committee. Staff recommended that the Committee structure and Terms of Reference
be re-evaluated at the end of 2020.
The purpose of this report is to seek Council's support for clearly defined
Environmental Committee Priorities to ensure alignment with Council's
expectations and Council's Strategic Plan 2020-2022. The Terms of Reference
(Appendix 1), as approved by Council in July 2020, are attached to the report, along with
a Work Plan (Appendix 11) developed by the Environmental Committee.
DISCUSSION:
Resources allocated to the development and ongoing support of the Environmental
Advisory Committee and any associated action -items have been implemented primarily
through the Administrative Services department, with support from Engineering
Services, Economic Development and County Planning. The Committee meets monthly
and meetings are approximately 2-hours in length and require considerable staff
support.
Committee Members
The Environmental Advisory Committee relies upon advice and expertise from members
of the Elgin County community (Committee volunteers), staff, additional key
stakeholders, and other levels of government to provide information and advice to
promote environmental sustainability, stewardship, and protection within Elgin County.
3
ort/Resourcing
Competing Council priorities, including the County's ongoing efforts to respond to the
COVID-19 pandemic, make it critically important that the amount of staff effort required
to support Committee work is both understood by Council and directly supports
Council's priorities.
Council plays a key role in ensuring the Environmental Advisory Committee has clearly
defined priorities and a work plan that supports Council's desired outcome and
deliverables for the Committee. Clear priorities will ensure that the time of the very
passionate and committed volunteers is maximized and their focus is on the initiatives
that matter most to County Council. As well, clear priorities ensure the CAO is able to
balance the level of staff resources required to support the Committee.
Purpose of Committee
At a high level, Council established the Environmental Committee to support its work in
the following areas:
• Provide input and comments on policies, procedures and regulations of the
County including any environmental issues impacting the County;
• Recommend and advise Council on policies to be developed and offer
suggestions for the formulation of environmental policies and comment on
policies prepared by staff;
• Review studies, proposals and other documents referred to the Committee by
Council and staff and provide advice regarding their application;
• Assist Council and staff in identifying research needs and environmental data
gaps and formulate a strategy for Council's consideration.
Jurisdictional Considerations
We have found that the scope of the Environmental Advisory Committee is limited when
considering initiatives that are within the County's jurisdiction. Often, the Committee
discusses opportunities that are outside of the County's jurisdiction.
Within the County of Elgin there exist several different levels of government (Federal,
Provincial, Municipal — Upper and Lower Tier) each of which is responsible for the
provision of different services and programs as they relate to the natural environment. In
order to respect the jurisdiction of our seven (7) municipal partners and adhere to
appropriate legislation, initiatives recommended to County Council by the Elgin
County Environmental Advisory Committee must fall within the County's
jurisdiction.
ProvincialThe County of Elgin is responsible for providing the following services in accordance
with relevant -• •
Y 4 f tt,
t 11 f }.. �
CI
,ty Facilities (Admin Building, POA, Heritage Centre, Land Ambulance
_ ons, Long -Term Care Homes);
• Internal Operations (Administration, HR, IT, Accessibility, Finance);
• Three (3) Long -Term Care Homes (Bobier Villa, Elgin Manor, Terrace Lodge);
• Provincial Offences Administration (POA);
• Arterial Roads;
• Economic Development and Tourism (Promotion and dissemination of
information);
• EMS;
• Social Services (provided by the City of St. Thomas on behalf of the County);
• Tree Commissioner/Weed Inspection;
• Libraries/Archives/Museum; and
• Transportation
Our seven (7) Local Municipal Partners are responsible for providing the following
services in accordance with relevant Provincial Legislation.
• Local Roads;
• Water Distribution;
• Waste water collection and treatment;
• Garbage and Recycling Collection;
• Municipally owned parkland;
• Recreational Facilities;
• Collection of Storm Water and Drainage; and
• Animal Control.
Conservation Authorities (under the authority of the Ministry of the Environment,
Conservation and Protection) are governed by the Conservation Authorities Act and
provide the following services:
• natural hazard management;
• flood and erosion control;
• ice management;
• flood forecasting and warning;
• drought/low water program;
• clean water protection (under the Clean Water Act);
• provide advice to municipalities on natural hazard management;
• regulate development and other activities in areas affected by water -based;
• natural hazards (e.g., floodplains, shorelines, wetlands) through a permit process
Conservation authorities may also deliver programs that address local priorities
including:
5
ardship/conservation (e.g. tree planting, habitat restoration);
rshed studies, research and education programs;
recreation programs (e.g. operating conservation areas)
other services to municipalities (e.g. storm water management advice, tree
planting, assessment of environmental impacts, septic system reviews)'
COMMITTEE PRIORITIES:
2021 Priorities
The Committee developed a workplan in November 2020 and reviewed it on December
2, 2020 (workplan Appendix II). It is easy to see from the workplan that the Committee
has identified a large number (38) of priorities and initiatives for 2021, and a number of
the initiatives are either currently underway (staff/Council), fall outside of Elgin's
jurisdiction and/or would require Council's direction.
2021 Actions identified by the Committee are:
1. Encourage the growth of sustainable infrastructure
Committee Initiative
2. Promote local goods and foods
Note: County Economic Development
3. Promote communities using business parks
Note: County Economic Development
4. Explore a rural transportation program
Note: Link to Transportation Master Plan — County staff initiative
5. Encourage companies to mitigate the odour of landfills
Note: Lower -tier
6. Create affordable housing with less impacts on the environment
Note: County Council/Lower-tier
7. Encourage building of roundabouts
Note: County Council/County Engineer
8. Move to a paperless environment
Committee Initiative
9. Implement LED lighting at all County facilities
Note: County Engineering/Facilities - underway
10.Advocate to lower -tier municipalities to implement down lighting for streets
Note: Outside of Committee Scope
11. Look at ditches along roads as ecosystems
Committee Initiative/County Engineering
1 https://www.ontario.ca/pace/conservation-authorities
N.
cipate in the 2021 Official Plan review, including reviewing the way the
_.....rty does subdivisions 05% for park land) — reduce the carbon footprint, sever
farms with woodlots vs. agricultural fields.
Committee Members can participate in public consultation
(voluntary)'
13. Move to a sustainable green purchasing policy in collaboration with other
municipalities
Committee Members can research best practices for 2022 and
beyond
14. Encourage and train people about how to recycle
Note: Lower -tier (recycling practices may vary by municipality)
15.Awareness campaign in collaboration with other groups
Committee Initiative
16. Promote eco-friendly items for the home (e.g. smart receptacles)
Committee Initiative
17. Put in electric charging stations with local municipal partners
Note: County Council/County Engineering (underway)
18. Promote moving to electric vehicles
Committee Initiative
19. Naturalized spaces north of the County Building
Committee Initiative
20. Review the Natural Heritage Systems Study and identify potential actions
Committee Members can participate in public consultation
(voluntary)
21. Promote habitat preservation with landfill operators
Note: Lower -tier
22. Develop a program to encourage use of native plants and rain gardens
Committee Initiative
23. Promote new systems of stormwater management vs. stormwater ponds for
Local Municipal Partners
Note: Lower -tier
24. Enhance and promote Provincially Significant Wetlands (PSWs) to land owners,
promote expansion of these areas.
Note: Requires Council Direction
25. Work with conservation authorities, including advocating for a provincial park in
the area
Note: Requires Council Direction
26. Promote an increase in the amount of forest cover throughout the County
Note: Requires Council Direction
27. Explain the significance of large seed trees being kept in logging practices
7
Note: County Tree Commissioner
ify ways to increase habitats for local species (e.g. Bat boxes, etc.)
Committee Initiative
29. Identify an approach to invasive species
Note: County Engineer (i.e. Phragmites)
30. Review the programs put in place by the Tree Commissioner/Weed Inspector
Note: Council Responsibility
31. Evaluate the initiatives utilizing sprays across the County
Note: Requires Council Direction
32. Provide letters of support for environmental projects and initiatives
Note: Requires Council's support/delegation
33. Educate and provide information about zero carbon energy buildings and
available funding
Committee Initiative
34.Advocate to the City of St. Thomas and Township of Southwold to extend the St.
Thomas elevated park trail
Note: Requires Council Direction/Support
35. Explore the use of rail line beds as a trail system
Note: Requires Council Direction (currently under review)
36. Partner with local school boards to see if there are opportunities to promote
environmental projects underway in the area
Committee Initiative
37. Encourage community efforts — match up volunteers to groups, young people
Committee Initiative
38. Promote groups like ALUS (Alternative Land Use) to local Farmers.
Committee Initiative
Recommended 2021 PrioritiesMork Plan:
It is recommended that the Committee be responsible for the following, in consultation
with County staff:
6. Review and distribute communication materials to educate residents,
businesses, institutions and community groups on environmental sustainability;
o Encourage growth of sustainable infrastructure
o Awareness campaign in collaboration with other groups
o Promote eco-friendly items for the home (e.g. smart receptacles)
o Promote moving to electric vehicles
o Deliver a program to encourage use of native plants and rain gardens
7. Advise County Council on environmental policy and sustainable matters and
programs to promote the protection, enhancement, and management of County's
natural and built environment;
,D
Move to a paperless environment
Look at ditches along roads as ecosystems
o Environmental Committee Members can participate in the 2021 Official
Plan 5-year review/Natural Heritage System Study review public
consultation process.
o Naturalized spaces north of the County Building
o Identify ways to increase habitats for local species (e.g. Bat boxes, etc.)
8. Amplify the environmental messages of Provincial Ministries and/or Conservation
Authorities;
9. Help promote local environmental groups and community efforts;
o Promote groups like ALUS (Alternative Land Use) to local Farmers.
o Partner with local school boards to see if there are opportunities to
promote environmental projects underway in the area
o Encourage community efforts — match up volunteers to groups, young
people
10. Research environmental sustainability practices to improve information available
to County Council.
o Research best practices associated with sustainable green purchasing
policy (in collaboration with Local Municipal Partners)
Note: As an advisory Committee, it is not intended that the Committee participate in the
technical review of, or comment on, individual development proposals or infrastructure
projects. These functions are undertaken by technical staff of the relevant approval and
commenting authorities.
FINANCIAL IMPLICATIONS:
There are financial implications associated with staff support for the Committee.
Council is encouraged to monitor this closely.
Since there is no established budget for the Environmental Committee, any requests for
financial support will be presented to County Council for approval.
E
IT WITH STRATEGIC PRIORITIES:
Serving Elgin
❑ Ensuring alignment of
current programs and
services with community
need.
❑ Exploring different
ways of addressing
community need.
❑ Engaging with our
community and other
stakeholders.
Additional Comments:
Growing Elgin
❑ Planning for and
facilitating commercial,
industrial, residential,
and agricultural growth.
® Fostering a healthy
environment.
® Enhancing quality of
place.
Investing in Elgin
❑ Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
❑ Delivering mandated
programs and services
efficiently and
effectively.
As part of County Council's Strategic Planning Process, Council established the priority
"Growing Elgin: to be the place where people want to live, work and play". The
objective associated with this priority is "fostering a healthy environment".
Council included "establish an Environmental Committee" with the associated timeline
of August 31, 2020 as part of its Actions to support the Strategic Plan 2020-2022.
The Environmental Committee has held meetings in October, November, and
December. The Committee will meet again on January 27, 2021.
LOCAL MUNICIPAL PARTNER IMPACT:
Future Involvement of Local Municipal Partners
Ongoing participation by, and partnerships with and amongst the local municipalities,
will be critical to the execution of any outcomes resulting from the Committee's work
and will continue to be key in successfully identifying and implementing broader
priorities for their respective communities.
Once local capacity exists, Council may determine that there is a need to formalize the
role of local municipal partners, regional municipalities or other key stakeholders on the
Committee.
10
'PATION REQUIREMENTS:
This plan will be promoted to all Local Municipal Partner Councils. Staff and the Warden
will set up dates to attend local Council meetings to present the plan.
CONCLUSION:
Council -established priorities for the Environmental Committee's deliverables and 2021
priorities will ensure staff and volunteer time is appropriately directed to best support
Council's priorities.
All of which is Respectfully Submitted
Julie Gonyou
Chief Administrative Officer
Progressive by Nature
RECOMMENDATION(s):
Long -Term Care Homes
REPORT TO COUNTY COUNCIL
FROM: Julie Gonyou, Chief Administrative Officer
DATE: January 22, 2021
SUBJECT: Service Delivery Review-2021 Priorities
THAT Elgin County Council support the following Long -Term Care Home
recommendations in 2021, as identified in the Elgin County Service Delivery Review:
• Monitor provincial policy changes and how it affects the County homes
(ongoing);
• Continue to advocate for increased funding to offset the Homes costs
to the County (ongoing);
• Continue to explore recruitment initiatives with Human Resources
(ongoing);
• Invest in online scheduling and online recruitment software (2021);
AND
THAT staff be directed to include annual direct costs of $38,000 and annual direct
savings of $60,000 in the Draft 2021 Budget to support the aforementioned initiatives.
Organizational Review
THAT staff be directed to consider the options included in the Service Delivery Review
for an improved Organizational Design and present options to Elgin County Council in
2021 for implementation in 2022.
Improvements to Manual Processes
THAT Elgin County Council direct staff to create training manuals for digital tools, as
needed; and
THAT staff be directed to formalize an internal Project Management structure to support
initiatives identified in the Service Delivery Review to improve manual processes.
2
Information Technology (IT)
THAT Elgin County Council direct staff to develop a 2021 Action Plan followed by a
three-year digital transformation strategy in 2022; and
THAT Elgin County Council provide direction with respect to adding an IT Director to the
current staffing complement and whether an estimated $170,000 is to be included in the
2021 Draft Budget.
Collaborative Initiatives with Elgin's Municipal Partners
THAT Elgin County Council direct staff to undertake the following actions as
recommended in the Service Delivery Review: codify consultation processes for new
shared services; codify risk mitigation strategies into new agreements; undertake
independent appraisals for the costs of delivery for shared services (costs to be shared;
avoid using a weighted County levy option for cost structures going forward; add shared
services as a standing item on the County -Local Municipal Partner CAO meeting
agendas; establish governing processes for the current advisory committee (Public
Works Managers Working Group) for road maintenance agreement; and conduct annual
review of all shared services.
Road Maintenance Agreement
THAT staff be directed to work with Local Municipal Partners to review Schedule C —
Scope of Services Expectations and prepare a Request for Proposal for review by Local
Municipal Partners and Council prior to issuance; and
THAT the Warden be directed to notify Local Municipal Partners that Service
Coordination — Road Maintenance Agreement Review has been identified by Council as
a priority for 2021 and request that Local Municipal Partners co -fund this initiative, as
recommended in the SDR; and
THAT Council provide direction with respect to how costs will be shared for this
initiative; and
THAT staff be directed to include a placeholder of $75,000 in the 2021 Draft Budget for
the County's contribution for consultant fees associated with a review of the RMA.
3
:ngineering Design Adjusting Job Titles to Reflect Roles and
Responsibilities
THAT staff be directed to prepare a business case for Council's review that includes
costs, opportunities, and savings associated with the recommendation to deliver
engineering design in-house for consideration in 2021; and
THAT a placeholder of $110,500 be included in the 2021 Draft Budget to support the
capital cost -savings opportunity associated with bringing Engineering design in-house.
Collaborative Procurement
It is recommended that staff research this opportunity in 2021 and make it a priority in
2022- It is not recommended that any annual direct costs associated with collaborative
procurement be included in the 2021 Draft Budget.
Development Services
THAT Council include $10,000 for software subscriptions in the 2021 Draft Budget to
support a streamlined process of submitting forms for review by the Land Division
Committee.
Human Resources
THAT Staff be directed to present information with respect to an hourly HR Consulting
services rate/hr and list of offerings, following a discussion with LMPs, for Council's
consideration and direction in July/August 2021.
It is anticipated that revenue received from LMPs, once an hourly rate for HR consulting
services is established by Council, will be minimal throughout the balance of 2021 and
impact should be considered in the 2022 Budget.
Economic Development
It is not recommended that annual direct savings be included in the 2021 Draft Budget
at this time. The budget can be adjusted following Council's decision (March/April
2021).
M
rvices
THAT staff be directed to work with St. Thomas Public Library to identify opportunities
for enhanced partnerships and opportunities to jointly plan for a future library location in
a coordinated approach to reduce future capital and operating expenses.
FINANCIAL SUMMARY — 2021 Draft Budget Impacts:
ti a
Costs (to be included in 2021 Draft Budget)
Long -Term Care Homes
Annual Direct Costs — LTCH Software
$38,000
Annual Direct Savin s — overtime reduction
$60,000
1 �
Information Technology
Annual Direct Costs —'Director of IT
$170,000 (includes base
sala + benefits)°
Road Maintenance Agreement
Stud(partnership with Local Municipal Partners
$75,000
Engineering Services
In -House Design
$110,500
Development Services
Subscriptions (Technology/resolvingi paperprocesses)
$10,000
TOTAL EXPENDITURES
$365,500
INTRODUCTION:
Elgin County Council received the Municipal Service Delivery Review (SDR) completed
by StrategyCorp Inc. at its meeting on November 10, 2020. At that time, staff were
directed to provide Council with additional information, recommendations and
suggested timelines associated with the recommendations put forward by the
consultants. On November 28, 2020, staff provided a follow-up report to Council and the
61
is made to wait until after Council's Action Planning meeting to determine
emendations from the SDR would be priorities in 2021.
This report includes the SDR recommendations that staff recommend be prioritized in
2021, and seeks Council's approval for the 2021 priorities as well as direction that these
priorities be included in the 2021 Draft Budget for Council's consideration and approval
at a later date.
DISCUSSION:
In 2020, for the first time in its Corporate history, Elgin County engaged a consultant
team (StrategyCorp Inc.) to undertake a Municipal Service Delivery Review. Elgin
received $125,000 in funding through the Ministry of Municipal Affairs and Housing to
support the Municipal Service Delivery Review. The total cost of the SDR was
$189, 000.
The SDR review included a systematic review of municipal services and programs to
determine the most appropriate way to deliver them. The review looked for internal
improvements and investigated other methods available to deliver the service/program.
A review of local municipal partner/City of St. Thomas shared services was also
undertaken to seek new opportunities for shared services and to identify ways to
improve current shared services. The consultants were tasked with finding efficiencies
and reducing the costs to delivering services.
SDR RECOMMENDATIONS SUGGESTED FOR 2021:
Long - Term Care Home (LTCH) — Short
ImprovementsInvest in OnlineScheduling Software
Invest in OniineCri I r
LTCH — Overview
The goal of the LTCH SDR review was to achieve cost savings while maintaining quality
of care for the three (3) County Long -Term Care Homes. It is recommended that, since
the Homes comprise a significant portion of the County's staff and budget, Elgin's
Homes require professional management with healthcare administration experience to
reduce expenditures while preserving quality of care.
:commends that the County create a professional, municipal services board
............ - CEO to manage transformational change projects. It is suggested that this
new capacity will allow the County to achieve cost savings while maintaining quality
care. It is also suggested that cost savings may be used to attract a non -municipal
operator for one or more LTCHs as a future strategic direction.
As indicated in the SDR report, there are three (3) current provincial reviews underway
and the outcome of the reviews will likely result in a change to the province's operating
and capital formulas.
The SDR report indicates that short-term improvements could improve some of the
LTCH operational challenges. The goal of the short-term initiatives is to improve
recruitment and scheduling processes within the Homes. Both of these functions do not
currently use digital tools, relying primarily on manual reviews and paper -based
processes. The report suggests that Homes' recruitment processes and scheduling
should be part of the overall human resources digital transformation efforts.
SDR Recommendations — LTCH 2O21 Priorities
1. Monitor provincial policy changes and how it affects the County homes (ongoing);
2. Continue to advocate for increased funding to offset the Homes costs to the
County (ongoing);
3. Continue to explore recruitment initiatives with Human Resources (ongoing);
4. Invest in online scheduling software (2021); and
5. Invest in online recruitment software (2021).
SDR Recommendations — LTCH 2O21-2022 Priorities
SDR recommends that the County explore creating a municipal service board -
including attracting a professional board and CEO (2024 - target date identified
in SDR)
2. Explore and evaluate partnership opportunities including divestment
opportunities (long-term)
Financial Implications — LTCHs:
Annual Direct Costs
1. Online Recruitment Subscription
$20,000
2. Online Scheduling Software
$18,000
Total
$38,000
Annual Direct Savings
1. Overtime reductions*
1$60,000
7
Net Annual Direct Savings
Total
$22,000
Annual Productivity Gains
1. Clerk Time Savings
$200,000
2. Nurse Time Savings
$42,000
Net Annual Productivity Gains
Total
1 $242,000
(*) Note: Annual Direct Savings includes a reduction in overtime expenses associated with
scheduling inefficiencies. This does not include a reduction in Clerk hours as productivity gains will
result in more meaningful work for Clerk staff.
Council Direction - LTCHs
It is recommended:
THAT Elgin County Council support the following Long -Term Care Home
recommendations in 2021, as identified in the Elgin County SDR:
• Monitor provincial policy changes and how it affects the County homes
(ongoing);
• Continue to advocate for increased funding to offset the Homes costs
to the County (ongoing);
• Continue to explore recruitment initiatives with Human Resources
(ongoing);
• Invest in online scheduling and online recruitment software (2021);
AND
THAT staff be directed to include annual direct costs of $38,000 and annual direct
savings of $60,000 in the Draft 2021 Budget to support the aforementioned initiatives.
OrganizationalReview
Organizational Review — Overview
The SDR report indicates that the County's organizational structure is not optimized to
achieve the County's strategic goals or deliver County -wide and shared services to
residents and staff. Elgin's current "person -driven design" (assigning services based on
expertise or capacity) has resulted in a portfolio for the CAO that is too large. The SDR
recommends that Elgin's organizational structure be redesigned to ensure the most
effective processes are in place for achieving strategic objectives and delivering high -
quality services to residents as effectively as possible.
N
)mmendations — Organizational Review
• Create a Corporate Services Department overseen by Director of Corporate
Services/Deputy Clerk.
• Move Planning and Land Division to their own department to better deliver
planning as a shared service.
• Transfer Economic Development services to a standalone, economic
development Corporation with the City of St. Thomas.
• Move IT to Corporate Services and eventually transition to an IT Department.
• Transfer Long -Term Care Homes management and operations to a standalone
municipal services Board.
• Transfer EMS contract management responsibilities to the Fire Trainer/CEMC.
Financial Implications — Organizational Design:
Net Annual Direct Costs
$425,000
Total
$425,000 cost
Net Productivity Savin shear
$60,000
Council Direction — Organizational Review:
It is recommended:
THAT staff be directed to consider the options included in the SDR for an improved
Organizational Design and present options to Elgin County Council in 2021 for
implementation in 2022.
Improvementsto Manual Processes
Manual Processes — Overview
The SDR identified a number of manual and paper -based processes across Human
Resources, IT, LTCHs, and Finance departments that allocate staff time to non -value-
added activities. The resulting duplication in efforts and misallocation of staff time
represent annual productivity gains that would be addressed by digitizing these
processes through one (1) or two (2) software solutions, reallocating staff time to higher
value-added activities.
Staff are currently working together in the beginning phases to issue an RFP that will
meet the unique requirements of each department (IT, Finance, LTCHs).
0
)mmendations — Manual Processes 2021 Priorities
• Immediately create a training manual for all digital tools, like Laserfiche and
Kronos (2021);
• Continue to pursue scheduled RFP as planned to procure one or two software
solutions to streamline manual and paper -based processes across the
organization (underway);
• Formalize an internal Project Management structure with clear roles and
responsibilities, a project manager, and project resources to drive project
cadence, meet key milestones, and support the integration of this important
initiative across the affected departments within the organization (2021).
Financial Implications — Manual Processes:
Estimated Annual Costs of Current Processes — Decreased Annual Productivity
Timekeeping, scheduling, payroll, attendance,
data entry, and records management
processes
$322,000
Total
$322,000
Estimated Annual Productivity Gains
75% reduction in time spent on above
processes
$241,000
• Note: Priority #2 - $250,000 already included in Draft 2021 Budget
Council Direction — Manual Processes:
A total budget of $250,000 has been included in the Draft 2021 Budget, with consent of
the Budget Committee. A Request for Proposal for Human Capital Management
Software (priority #2 — listed above) was issued in 2020 and responses have been
received and are currently being reviewed. Since this is a two -stage RFP process,
prices/bids will not be reviewed until the initial evaluation is complete. It is anticipated
that the final results of the RFP will be brought to Council in March.
It is recommended:
THAT Elgin County Council direct staff to create training manuals for digital tools, as
needed; and
THAT staff be directed to formalize an internal Project Management structure to support
initiatives identified in the SDR to improve manual processes.
10
® Information chiServices
IT Initiative — Overview
The SDR describes Elgin's IT functionality as being "behind other municipalities" — it
relies on primarily paper -based processes for recruitment, scheduling, among other
processes. Elgin's current suite of software tools are not framed in an overall IT Master
Plan, leading to a reactive approach to IT. Elgin's IT Department provides IT support to
two local municipalities (Central Elgin and Bayham) — they, along with other local
municipal partners (LMPs) noted that there are opportunities for improvement and more
LMPs would join this service if it became modernized and forward -thinking.
SDR Recommendations - IT 2021 Priorities
1. Mandate that the current IT staff develop a County -focused, three-year digital
transformation strategy.
Note: Council consented to undertaking a 2021 Action Plan, to be followed by a
digital transformation strategy in 2022. The first Action Planning meeting is
scheduled for January 27t', 2021.
SDR Recommendations - IT 2021 Priorities
Hire a Director of Corporate Services and move IT into the Corporate Services
Department and once Elgin's IT functionality is improved, begin attracting other
LMPs and partners to the service and hire a Director of IT.
Note: an IT Director position could support the Connectivity
Committee/Connectivity Strategy. It is not necessary to hire a Director of
Corporate Services before hiring a Director of IT. This position supports
attracting other LMPs to participate in a shared IT service. The report indicates
that this position would need to be funded first to attract other communities.
Financial Implications — IT Priorities:
Estimated Annual Costs
IT Director Salary
$120,000 (*this is too low— estimate does not
include benefits
Total
$170,000 (estimated, including benefits
Annual Direct Savings Gross
2020 Budget
$69,000,000
0.5% Annual Direct Savings
1 $345,000
11
Note: StrategyGorp assumes that Elgin County would achieve 0.5% in annual direct
savings from digital transformation initiatives, but the true level of annual direct savings
will be dependent on the digital transformation initiatives it prioritizes. This estimate
does not include the productivity saved. IT Director's salary is counted in the
organizational review section of the SDR, the savings reflected in the chart above are
gross annual direct savings instead of net.
The savings reflected in this section are part of a longer -term strategy any immediate
savings are reflected in other areas of the report. It is not recommended that total
savings of $345,000 be included in the 2021 Draft Budget.
Council Direction — IT Services:
It is recommended:
THAT Elgin County Council direct staff to develop a 2021 Action Plan followed by a
three-year digital transformation strategy in 2022; and
THAT Elgin County Council provide direction with respect to adding an IT Director to the
current staffing complement and whether an estimated $170,000 is to be included in the
2021 Draft Budget.
Collaborative Initiatives with i Local Municipal
Partners
Collaborative Initiatives — Overview:
The SDR explores how codified processes on shared services with Elgin's Local
Municipal Partners (LMPs) are designed, agreed upon, and governed. While all of the
LMPs agree that the County has provided many successful shared services and that
new leadership at the County level has improved the working relationship, the primary
challenges that remain are the roads maintenance agreement (RMA) and the process
surrounding establishing new shared services. Both Elgin County and the LMPs want
to continue to improve the working relationship and have agreed that policies that
balance responsibilities on both sides are needed.
12
)mmendations - Collaborative Initiatives - 202' Priorities
1. Codify consultation processes for new shared services (ongoing)
2. Codify risk mitigation strategies into agreements (ongoing)
3. Undertake independent appraisals for the costs of delivery for shared services
(ongoing) — SDR recommends that these costs would be shared with LMPs.
4. Avoid using the weighted County levy option for cost structures (ongoing)
5. Add shared services as a standing item on the County-LMP CAO meeting
agendas (2021)
6. Establish governing processes for the current advisory committee for the road
maintenance agreement (2021)
7. Conduct annual review of all shared services (2021)
Financial Implications — Collaborative Initiatives:
The SDR suggests that implementing the recommendations 1-7 will add value and have
the following impact:
• Balanced interests
• Improved communication and transparency
• Predictability
• Opportunities for continuous improvement
They note that these initiatives will require staff time and potential investments from the
County and LMPs.
Council Direction — Collaborative Initiatives:
It is recommended:
THAT Elgin County Council direct staff to incorporate Collaborative Initiatives 1-7
(above) in an effort to improve the working relationship between the County and lower -
tier municipalities.
13
Maintenance
Collaborative Initiatives — RMA - Overview:
The 1998 restructuring of Elgin County resulted in the dissolution of the County
roads department, and, pursuant to an order in County Council, County road
maintenance responsibilities were transferred to the lower tiers —along with
personnel and assets.
Because the County maintained ownership of the roads, bridges, and culverts, a
roads maintenance agreement (RMA) between the County and lower tiers was
negotiated (over the course of seven years). In 2017, the RMA was renegotiated
among all Local Municipal Partner/Lower-tiers (LMPs), and a new agreement
was created for January 2018 — December 2022 with a potential for a 5-year
extension.
• It includes provisions on minimum maintenance standards as designated by
provincial legislation and an additional scope of services, which were
recommended by the roads superintendents of the LMPs for example tree
trimming, grass cutting, etc.
• The County provides a $/km amount, and LMPs are expected to meet the
minimum maintenance standards and the additional scope of services. All LMPs
meet the minimum maintenance standards, and LMPs are required to submit
quarterly reports to the County.
• Both the LMPs and County agreed that the RMA is the best option but that
improvements need to be made to improve the service. Because roads is a large
item on both the County and LMP budgets, improving this service is a high
Priority for both parties.
SDR Recommendations - RMA:
1.) As part of the shared service standing item at the CAO meetings, discuss the
RMA more regularly among CAOs to improve enforcement issues.
2.) Establish governing processes for the current advisory committee for the road
maintenance agreement.
3.) Codify policies for working together to discuss, resolves issues on, and continue
to improve the RMA.
4.) Develop service standards and best practices to further clarify the Schedule C
Scope of Services expectations
14
Ivance of the RMA renewal, undertake an independent review of the
�......i funding arrangement.
6.) Improve the financial reporting process.
7.) Improve and digitize the quarterly reporting process.
The consultants noted that the current funding arrangement is one the key areas of
tension regarding the RMA. The SDR suggests that, once the service standards for the
Scope of Services in Schedule C are established, the County and LMPs should work
together and share the cost of hiring an independent reviewer to review the
current $/km funding amount for both operational and capital expenses and
recommend an updated $/km quantum if needed.
Financial Implications — RMA:
The consultants noted that if funding increases are recommended following the study,
and it is noted in the SDR that Council should support the needed increases to the
County levy.
They also suggested that the reviewer undertake an index review and a market
assessment via tender to understand market costs for the services. Furthermore, they
suggest that the consultant would work with the County and LMPs to develop a tender
to use as a market test that best reflects the current realities of the RMA arrangement.
For example, it should consider:
Differences in managing private sector contractor vs. public sector contractor
Administration costs with responding to public concerns and complaints on roads
Fleet capital costs
Estimated One Time Cost
Consultant to undertake review and market
Cost to be shared with Local Municipal Partners
assessment
(To be determined)
• Depending on scope of work (detailed
financial analysis and evaluation of LMP
capacities, capabilities, and
competency — it is estimated that such
evaluation will cost between $150,000 -
$225,000) — the last time Elgin County
commissioned a similar evaluation
(2008), completed by AECOM $150,000
Total
Placeholder— EI in's Contribution - $75,000
15
It is suggested in the SDR that implementing these recommendations is a value-added
activity that will require staff time and investments.
Timing & Coordination:
The consultants suggest that review must be completed in advance of the 2022 renewal
period so that updated service standards and funding arrangements can be included in
the new contract. It is also recommended that Engineering Staff work with LMPs to
further clarify the Schedule C Scope of Services expectations as soon as possible and
prepare a Request for Proposal for review by LMPs for consultant services to support
the recommended independent review of the $/km funding arrangement and support for
tender development.
Council Direction — RMA:
It is recommended:
THAT staff be directed to work with LMPs to review Schedule C — Scope of Services
Expectations and prepare a Request for Proposal for review by Local Municipal
Partners and Council prior to issuance; and
THAT the Warden be directed to notify LMPs that Service Coordination — Road
Maintenance Agreement Review has been identified by Council as a priority for 2021
and request that LMPs co -fund this initiative, as recommended in the SDR; and
THAT staff be directed to include a placeholder of $75,000 in the 2021 Draft Budget for
the County's contribution for consultant fees associated with a review of the RMA.
- In - House rigg Design & Adjusting Job Titles
to Reflect d Responsibilities
SDR Recommendations — Engineering Services:
• Given the engineering department's reliance on consultants, explore cost -benefit
analysis of bringing more positions in-house (in-house design).
• As part of this departmental restructuring, it should consider changing titles to
better reflect the roles and responsibilities of positions.
16
Implications — Engineering Services:
In-house design: this recommendation will require an investment (to be
determined — consider a placeholder) upfront to realize savings. A business
case will be developed by the County Engineer to provide Council with more
information about this option.
2. Adjusting job titles to reflect roles and responsibilities (no cost) — plans underway.
Estimated One Time Cost
Engineering Design and Construction
Technologist
$75,000-$95,000 (estimated) +
benefits/pension (30%) = $110,500
Total
$110,500(placeholder)
Council Direction — Engineering Services:
It is recommended:
THAT staff develop a business case including costs and opportunities and savings
associated with the recommendation to deliver engineering design in-house for
consideration in 2021; and
THAT a placeholder of $110,500 be included in the 2021 Draft Budget to support capital
cost -savings opportunity associated with bringing Engineering design in-house.
Collaborative ror r
Collaborative Procurement - Overview:
Elgin County staff and LMPs recognize the significant annual direct savings
opportunities available through more strategic sourcing and collaborative procurement
of commodities and services.
17
)mmendations — Collaborative Procurement:
1. The County would hire a procurement specialist who would provide procurement
support to LMPs on an hourly or project basis and manage centralized, online
bids and tenders site for the County and LMPs. When not supporting LMPs, their
time would be used to support County procurement and contract management
needs.
2. The County would hire a procurement specialist whose salary would be paid for
through a yearly contribution agreement with the LMPs. This resource would
identify opportunities for collaborative procurement and develop shared tenders
that reflects LMP needs. LMPs would need to agree to a set of principles
regarding opting out, service level standards, etc.
Timing & Coordination:
Prior to establishing additional shared services with LMPs, the SDR strongly
recommends that Elgin County and LMPs work together to establish policies for shared
services that balance responsibilities on both sides to ensure improved communication
and transparency, predictability, opportunities for continuous improvement, and
balanced interests.
Financial Implications — Collaborative Procurement:
Annual Direct Costs
Procurement Specialist Salary
$80,000
Total
$80,000
LMP Annual Direct Savings
Potential Contract Total
$7,380,000
5% Savings
$369,000
15% Savings
$1,107,000
Net Annual Direct Savings LMPs 5%
$289,000
Net Annual Direct Savings LMPs 15%
$1,027,000
Council Direction — Collaborative Procurement:
It is recommended that staff research this opportunity in 2021 and make it a priority in
2022. It is not recommended that any annual direct costs associated with collaborative
procurement be included in the 2021 Draft Budget.
18
Services
Development Services - Overview.
The SDR recommends improvements to the Land Division Committee and recommends
that the County explore opportunities to offer Registered Professional Planning support
to interested LMPs. This recommendation seeks to improve resident -facing services
and the productivity of the Land Division Committee.
SDR Recommendations — Development Services:
1. Improve the processes, technology, training, staffing, and skills development of
the Land Division Committee;
2. Explore and co -create RFP support model for LMPs that improves resident
experience;
3. Launch model and demonstrate its benefits to non -participating LMPs;
4. Review need for other development services coordination in the County
(building).
Timing & Coordination:
1. Land Division improvements are underway.
2. Shared development services (later years — 2022 and beyond); service's exact
financial benefit will be dependent on the participating LMPs and their needs.
Financial Implications — Development Services:
Annual Productivity Gains
Land Division Productivity Gains
$34,000
Total
$34,000
Annual Direct Costs
Software Subscriptions
$10,000
Net Operating Impact (with productivity
sins
$24,000
19
irection — Development Services:
It is recommended:
THAT Council include $10,000 for software subscriptions in the 2021 Draft Budget to
support a streamlined process of submitting forms for review by the Land Division
Committee.
Resources r riC
HR Shared Service - Overview.
The SDR suggests that many of Elgin's LMPs lack in-house HR professionals, leaving
room for potential labour risks.
SDR Recommendations — HR Shared Service:
1. The SDR recommends that there is an opportunity to support LMPs with County
HR expertise/staff as a formalized shared service.
Timing & Coordination:
Elgin's HR team supports LMPs sporadically for such tasks as leadership recruitment,
labour/union issues and policy support.
The SDR recommends a phased approach to developing a formalized shared service.
The first phase would be to offer consulting services to LMPs on a cost -recovery basis
(similar to the County's Legal Services offerings to LMPs).
Financial Implications — HR Shared Service:
Consulting Services
External Consulting Rate
$125 - $550
Shared HR Services
Annual Direct Savings
20%
m
irection — HR Services:
It is recommended:
THAT Staff be directed to present information with respect to an hourly HR Consulting
services rate/hr and list of offerings, following a discussion with LMPs, for Council's
consideration and direction in July/August 2021.
It is anticipated that revenue received from LMPs, once an hourly rate for HR consulting
services is established by Council, will be minimal throughout the balance of 2021 and
impact should be considered in the 2022 Budget.
1Collaborative Initiatives with
Municipalities— Economic Development
Collaborative Initiatives with Neighbouring Municipalities — Economic
Development:
The SDR reports that the County's Economic Development service does not align with
Council's strategic priorities. The report also indicates that the St. Thomas Economic
Development Corporation is high -functioning and recommends that consideration be
given to whether the Corporation could include the County as well as the City of St.
Thomas. The SDR suggests that this is aligned with rural economic development best
practices (Windsor -Essex Model).
SDR Recommendations — Economic Development.
1. Agree on funding model that maximizes the County's and the City's municipal
contributions and reduces duplications.
2. Create a governance structure that has a mix of County and City elected officials
and business representatives.
3. Determine roles, responsibilities, and specializations for the County's and City's
staff to improve productivity.
4. Create a corporation strategy with feedback from both the County and City
Councils and business communities.
m
Coordination:
Council is currently reviewing this SDR recommendation and, following extensive
stakeholder consultation, it is anticipated that Council will be in a position to decide
whether this recommendation is appropriate for Elgin County in March/April 2021.
Financial Implications — Economic Development.
Annual Direct Savings
$145,000
Annual Productivity Gains
$305,000
Total Net Operating Impact (with
roducti ity gains)
$450,000
Council Direction — Economic Development.
It is not recommended that annual direct savings be included in the 2021 Draft Budget
at this time. The budget can be adjusted following Council's decision (March/April
2021).
Collaborative Ii tip its Neighbouring
Municipalities — Library Services
Collaborative Initiatives with Neighbouring Municipalities — Library Services:
The SDR suggests that Elgin County Library build on the existing strong, collaborative
working relationship with St. Thomas Public Library.
SDR Recommendations — Library Services:
1. Formalize procurement of hardcopy and e-resources;
2. Explore partnerships for new facilities in high -growth areas; and
3. Explore partnerships for innovative service models.
22
Coordination:
Work on the collaborative procurement recommendation is underway, along with
ongoing conversations to identify opportunities for enhanced partnerships and
innovative shared services.
Financial Implications — Library Services:
Annual Direct Savings PROPOSED FOR 2022
Resource Spend Decrease (Elgin Specific) $15,000 - $45,000
Council Direction — Library Services:
THAT staff be directed to work with St. Thomas Public Library to identify opportunities
for enhanced partnerships and opportunities to jointly plan for a future library location in
a coordinated approach to reduce future capital and operating expenses.
FINANCIAL IMPLICATIONS:
As detailed above.
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
j community and other
effectively.
stakeholders.
23
INICIPAL PARTNER IMPACT:
LMPs are impacted in a number of shared services improvements and future
opportunities. Engagement and collaboration efforts will be ongoing throughout 2021.
COMMUNICATION REQUIREMENTS:
LMPs will receive regular updates (CAO meetings, Council -to -Council correspondence,
Council Meeting Highlights)
CONCLUSION:
The SDR identified 12 high -impact areas, all of which are considered in this report.
All of which is Respectfully Submitted
Julie Gonyou
Chief Administrative Officer