The URL can be used to link to this page

14 - June 8, 2021 County Council Agenda PackageE0ilk u .y gill �r a": m Ill "%' y Table of Contents I. Orders — June 8, 2021.............................................................................. 2 II. Elgin County Council Minutes — May 25, 2021.............................................. 3 III. Municipal Proclamation World Elder Abuse Awareness Day ........................... 13 IV. Reports Index — June 8, 2021.................................................................. 14 V. Report — Warden's Activity Report (May) and COVID-19 Update ..................... 15 VI. Report — Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan...... 19 VI I. Report — 2020 Annual Library Performance Measurements ........................... 45 VI I I. Report — Elgin County Library Policy Revisions — "Facilities Use Policy" and "Exhibition Agreement"........................................................................... 61 IX. Report — Human Capital Management System RFP — Contract Award ............. 69 X. Report — Imperial Road and Dexter Line Intersection Stop Control .................. 120 XI. Report — Single Source Contract Award — LTC Home Air Conditioning ............. 125 XII. Report — Administration Building — Council Chambers Modernization Project..... 130 XI I I. Report — Lease Extension Agreement — Alzheimer Society Southwest Partners / Elgin (County)..................................................................................... 137 XIV. Report — Patio Agreement — Bridge Street Parkette...................................... 140 XV. Report — COVID-19 Emergency Team Planning — May Update ....................... 157 XVI. Correspondence — Items for Information Index ............................................ 177 XVII. Second Stage Newsletter........................................................................ 178 XVIII. Closed Meeting Agenda — June 8, 2021..................................................... 182 XVIV. By -Law 21-26 — Amending By -Law Designating Through Highways ................. 183 1 Al�lllllllll 0 lgln " c ORDERS OF THE DAY FOR TUESDAY, JUNE 8, 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 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: Accessible formats available upon request. `a of A�rriro,�l�l/((lliil��j�l( El it't Nwr gm,.sPve Pap Nitwe ELGIN COUNTY COUNCIL I►TAIIR1jd*? May 25, 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 May 25, 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) Amy Thomson, Director of Human Resources (electronic) Jeff Brock, Director of Information Technology Services (electronic) Nancy Pasato, Manager of Planning (electronic) Stephanie Godby, Manager of Human Resources (electronic) Mike Hoogstra, Purchasing Coordinator (electronic) Katherine Thompson, Manager of Administrative Services (electronic) Carolyn Krahn, Legislative Services Coordinator (in -person) Iffil4Mrile]N11:4N Elgin County Council met this 25th day of May 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. Ie1 Biel i 9101 Ll to] MLVAI I Rej 9 *1 Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED THAT the minutes of the meeting held on May 11, 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 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. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 101 rem Page 2 May 25, 2021 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Moment of Silence County Council observed a moment of silence in memory of former Warden Larry Shaw. 4.2 Staff Introduction/Welcome Warden Marks welcomed Stephanie Godby, the new Manager of Human Resources, to Elgin County. Stephanie brings with her more than eight (8) years of human resources experience in the municipal and health care sectors. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Jones Seconded by: Councillor Martyn 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. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Homes — Multi -Sector Service Accountability Agreement (MSAA) — Schedule G — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented information regarding the County of Elgin's current Multi -Sector Service Accountability Agreement (MSAA) with the South West Local Health Integration Network (SWLHIN). As part of the agreement, the SWLHIN requires the submission of a signed annual Declaration of Compliance — Schedule G. Moved by: Councillor Giguere Seconded by: Councillor McPhail RESOLVED THAT the report titled: "Homes — Multi -Sector Service Accountability Agreement (MSAA) — Schedule G" dated May 18, 2021 be received and filed; and, THAT Council authorize the Chief Administrative Officer (CAO) to sign the "Multi - Sector Service Accountability Agreement (MSAA) — Schedule G" for the period of April 1, 2020 — March 31, 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 Page 3 May 25, 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. 6.2 Procurement Activity Report (January 1, 2021 to March 31, 2021) — Purchasing Coordinator The Purchasing Coordinator provided information regarding the details relevant to the exercise of delegated authority for all contracts awarded that exceed $15,000, including amendments and renewals, from January 1, 2021 to March 31, 2021. Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the May 14, 2021 report titled, Procurement Activity Report (January 1, 2021 to March 31, 2021), submitted by the Purchasing Coordinator, 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. 6.3 Official Plan Review - What We Heard Report #1 — Public Engagement Feedback — General Manager of Engineering, Planning, & Enterprise The General Manager of Engineering, Planning, & Enterprise provided details of all public engagement feedback received to date as part of the County's Official Plan Review as well as responses provided by staff. Moved by: Councillor Jones Seconded by: Councillor Ketchabaw RESOLVED THAT the report titled "Official Plan Review - What We Heard Report #1 — Public Engagement Feedback", from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated May 19, 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 Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Page 4 May 25, 2021 Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.4 Amendment to Approved Format Telecommunication Equipment Consent and Road User Agreement — County Solicitor The County Solicitor presented a report seeking formal approval to amend specified provisions in the previously -approved format of the Telecommunication Equipment Consent and Road User Agreement ("Telecommunication Agreement') in keeping with the direction of Council given May 11, 2021. Moved by: Councillor McPhail Seconded by: Councillor Purcell RESOLVED THAT the report dated May 14, 2021, and entitled "Amendment to Approved Format — Telecommunication Equipment Consent and Road User Agreement' be received and filed; and, THAT effective May 25, 2021, the approved format to the Telecommunication Equipment Consent and Road User Agreement, and in particular Sections 10.6 through 10.8 therein, be amended to provide as set forth in Schedule "A" hereto. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.5 Elgin (County) / Uplink Communications Inc. - Telecommunication Equipment Consent and Road User Agreement — County Solicitor The County Solicitor presented a proposed Telecommunication Agreement with Uplink in keeping with the revised format as directed by County Council. Moved by: Councillor Mennill Seconded by: Councillor French RESOLVED THAT the report dated May 14, 2021 and entitled "Elgin (County) / Uplink Communications Inc. -Telecommunication Equipment Consent and Road User Agreement' be received and filed; and, THAT County Council approve and authorize the Warden and Chief Administrative Officer to execute a proposed Telecommunication Equipment Consent and Road User Agreement as between Elgin (County) and Uplink Communications Inc. in the form and of the content attached. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Page 5 May 25, 2021 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 Elain Countv Council Strateaic Plan — Staff Action Plan Update — Mav 2021 — Chief Administrative Officer The Chief Administrative Officer presented Council with an updated Action Plan, originally developed by staff in February/March 2020 and more recently updated on March 9, 2021. Moved by: Councillor Jones Seconded by: Councillor Giguere RESOLVED THAT the Elgin County Council Strategic Plan — Staff Action Plan Update — May 2021 report from the Chief Administrative Officer, dated May 19, 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 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 None. 7.2 Items for Information (Consent Agenda) 7.2.1 SWIFT with their monthly project update for April 2021. 7.2.2 The Community Schools Alliance with a memo to all members regarding the 2021 Annual Meeting to be held virtually on August 14, 2021. 7.2.3 Elgin County with a poster promoting the 2021 International Plowing Match Scholarship. 7.2.4 HoOPLA with their monthly newsletter for May 2021 including an article on the Elgin County Library partnership with the Ontario Ministry of the Solicitor General. 7.2.5 The Office of the Solicitor General with a letter responding to Elgin County's concerns regarding the closure of the Gravenhurst Fire College. Page 6 May 25, 2021 Moved by: Councillor Ketchabaw Seconded by: Councillor Jones RESOLVED THAT Correspondence Item #1-5 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 None. 8.2 Notice of Motion None. 8.3 Matters of Urgency 8.3.1 In accordance with Municipal Act Section 239 (2)(k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board, the Chief Administrative Officer requested Council's consent for the addition of the following item to the Closed Meeting Agenda: Contract Negotiations. Moved by: Councillor Purcell Seconded by: Councillor Giguere RESOLVED THAT the matter of urgency be added to the May 25th, 2021 Closed Meeting Agenda. 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 9. CLOSED MEETING ITEMS - Motion Carried. Moved by: Councillor Martyn Seconded by: Councillor French 8 Page 7 May 25, 2021 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 (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 #2 (b) personal matters about an identifiable individual, including municipal or local board employees — Human Resources Matter. In -Camera Item #3 (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board — Contract Negotiations. 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 Ketchabaw Seconded by: Councillor Jones RESOLVED THAT we do now rise and report. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. In -Camera Item #1 — Phillmore Bridge Moved by: Councillor Mennill Seconded by: Councillor Jones Page 8 May 25, 2021 RESOLVED THAT the report from the General Manager of Engineering, Planning & Enterprise 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 #2 — Human Resources Matter Moved by: Councillor French Seconded by: Councillor Purcell RESOLVED THAT the report from the Chief Administrative Officer be received. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. In -Camera Item #3 — Contract Negotiations Moved by: Councillor Giguere 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 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 10 Page 9 May 25, 2021 _T___q_T 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 Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 11110�6101069111 :1:7ell 9 [0] 0[0] M:ym 1FATIT6I 12.1 By -Law 21-24 —Approving and Authorizing Execution of a Collective Agreement between Elgin County and the Ontario Nurses' Association Being a By -Law to Approve and Authorize Execution of a Collective Agreement Between the Corporation of the County of Elgin and the Ontario Nurses' Association, with Respect to all Nurses at Elgin Manor, Terrace Lodge and Bobier Villa. Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED THAT By -Law No. 21-24 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 12.2 By -Law 21-25 —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 May 25, 2021 Meeting. Moved by: Councillor McPhail m Page 10 May 25, 2021 Seconded by: Councillor Ketchabaw RESOLVED THAT By -Law No. 21-25 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 Jones Seconded by: Councillor Mennill RESOLVED THAT we do now adjourn at 10:02 a.m. to meet again on May 26, 2021 at 7:00 p.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 EI in Warden Marks Yes 9 0 0 Motion Carried. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 12 iw IM � ■ a it MUNICIPAL PROCLAMATION WORLD ELDER ABUSE AWARENESS DAY June 15, 2021 WHEREAS: The County of Elgin's seniors are valued, contributing members of society, imparting a wealth of experience and wisdom in our communities. They deserve to be treated with respect and dignity. It is our collective responsibility to ensure they live safely and fully engaged within the community that cares about them. WHEREAS: The International Network for the Prevention of Elder Abuse, in support of the United Nations International Plan of Action, proclaimed this day to recognize the significance of elder abuse as both a public health and human rights issue; and WHEREAS: 2021 Marks the 16th Anniversary of World Elder Abuse Awareness Day. Its recognition will foster a better understanding of abuse and neglect of older adults; and WHEREAS: Elder abuse is not limited to race, gender, culture, or circumstance, and regardless of whether the abuse is physical, emotional, or financial, it has a significant impact on the lives of individuals and families; and WHEREAS: Seniors are at risk of being abused and social isolation and ageism are contributing risk factors in Ontario; and WHEREAS: The County of Elgin recognizes the importance of taking action, to create social change, that prevents elder abuse and raises awareness, through education of neighbours, friends and family members about the Rights of older adults; and WHEREAS: Preventing abuse of older adults will help improve their quality of life and allow them to live independently and contribute to the vibrancy of Ontario for as long as possible; and WHEREAS: Where there is Respect there can be no abuse; therefore, residents of Ontario are urged to Stop Abuse and Restore Respect. WHEREAS: Where there is respect there can be no abuse; therefore, residents of the County of Elgin, are urged to join this global movement to Stop Abuse and Restore Respect. THEREFORE; I, Tom Marks Warden of The County of Elgin Ontario do hereby proclaim June 15, 2021 as World Elder Abuse Awareness Day and encourage all of our residents to recognize and celebrate seniors and their ongoing contributions to the success and vitality of our province, Ontario. Dated on this day of 2021. Signature REPORTS OF COUNCIL AND STAFF June 8, 2021 Council Reports —ATTACHED Warden Marks — Warden's Activity Report (May) and COVID-19 Update Councillor French and Councillor Martyn — Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan Staff Reports —ATTACHED Library Coordinator — 2020 Annual Library Performance Measurements Director of Community and Cultural Services — Elgin County Library Policy Revisions — "Facilities Use Policy" and "Exhibition Agreement" Director of Financial Services — Human Capital Management System RFP — Contract Award General Manager of Engineering Planning, & Enterprise — Imperial Road and Dexter Line Intersection Stop Control General Manager of Engineering Planning, & Enterprise — Single Source Contract Award — LTC Home Air Conditioning General Manager of Engineering Planning, & Enterprise — Administration Building — Council Chambers Modernization Project Update County Solicitor — Lease Extension Agreement — Alzheimer Society Southwest Partners / Elgin (County) County Solicitor — Patio Agreement - Bridge Street Parkette Chief Administrative Officer — COVID-19 Emergency Team Planning — May Update 14 Prug1ressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Tom Marks, Warden DATE: May 31, 2021 SUBJECT: Warden's Activity Report (May) and COVI D-19 Update THAT the May 31, 2021, report titled, Warden's Activity Report (May) and COVID-19 Update submitted by the Warden, be received and filed for information. INTRODUCTION: This report provides a high-level summary of the County's response to the pandemic as well as a list of events and meetings I attended and organized on behalf of County Council. DISCUSSION: The province of Ontario entered the month of May under a stay at home order that was originally put in place as of 12:01a.m. on Thursday April 8, 2021. Additionally, new restrictions prohibited the use of golf courses, soccer fields, basketball courts, tennis courts, baseball diamonds, and skate parks. The Stay at Home order was originally set to expire on May 20, 2021; however, the province decided to keep the order in place until June 2, 2021 to see a further reduction in daily COVID-19 cases. Y(..?...Ln..�.l��";�.....�..£............°.E'��.C..�.L.�.�..�.,i — a three step n a the Province o Ontario revealed its � gin. plan for cautiously and gradually reopening Ontario and easing public health measures. This plan included an opening of select outdoor recreational amenities. In accordance with provincial regulations, the above -mentioned recreational amenities in Elgin County reopened to the public on Saturday May 22, 2021. Although the Stay at Home order will lift on June 2, 2021, the province doesn't anticipate entering into Step One (1) of its Roadmap to Reopen until June 14, 2021. Until June 14, the measures first introduced under the provincewide "emergency brake" will remain in effect. It will no longer be illegal to leave your home for non -essential reasons and groups of up to five (5) people will be permitted to gather outdoors. 2 At the time of this report (May 31) Ontario reported 916 new COVI D-19 cases. This is the first time daily cases have dipped below 1,000 since March 6, 2021 and the lowest daily case count recorded since February 17, 2021. In the Southwestern Public Health region 26 new cases were reported on May 31 and 52 cases remain active. Vaccinations in SWPH Region Vaccinations have now been opened up to those in the 12 to 17 age category, and are still open to all other eligible age groups. Southwestern Public Health is now opening up eligibility for second doses of the vaccine to those in high -risk health professions including health care workers, workers in long-term care, and first responders. As of May 28, those 80 and up were eligible to book earlier second dose appointments. Those eligible for an accelerated second dose appointment are encouraged to reach out to SWPH to rebook their appointment There are approximately 211,000 people who reside in the SWPH Region (Oxford, Elgin, St. Thomas). On Friday May 28, 2021, SWPH reached a significant milestone in its vaccination program, having provided over 100,000 of these people with first dose vaccinations. I want to thank everyone in our communities who have rolled up their sleeve and taken this important step in the fight against COVID-19. 1 encourage everyone who hasn't done so, to visit i 1.L..`:..`,..........9.'.n.....a...a.4.,9...L..".1..L.?....�..:.��''�°.n.��./ County Operations: The Elgin County Administration Building is remains closed to the public. Residents are able to receive service by email or telephone between the hours of 8.30 a.m. and 4.30 p.m. Visitors are limited to essential purposes only (in accordance with the Stay at Home order) and anyone entering the building is screened for COVID-19. The Museum and Archives are currently closed to in -person visits. All ten Elgin County Library branches are providing Curbside Plus services only. All Administration staff who are able, are working from home as much as possible to reduce contact with coworkers. Ticket payment is to be done virtually or by phone. Only essential caregivers are permitted inside Long -Term Care Homes; however, effective May 28, 2021, general visitors are now permitted for outdoor visits. Events/Meetings Attended by Warden: • Southwestern Public Health Municipal Partner Calls (May 6, 13, 20, and 27) • Elgin County Council (April 11 and 25) • Rural Initiatives and Planning Advisory Committee Meeting (May 4 and 18) • Environmental Committee Meeting (May 26) • Elgin Federation of Agriculture Spring Forum (May 21) • Southwestern Public Health — Board of Health Meetings (May 6) IU 3 able Discussion with Minister Tibollo (May 27) FINANCIAL IMPLICATIONS: The financial impact of COVID-19 and the County's response efforts are reported to Council on a regular basis. There are no other financial implications to report at this time. ALIGNMENT 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. 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. Additional Comments: Elgin County Council's response efforts and the continuity of essential projects and services align with Elgin County Council's Strategic Plan 2020-2022. LOCAL MUNICIPAL PARTNER IMPACT: Elgin County continues to work with and find ways to collaborate with Elgin's municipal partners. COMMUNICATION REQUIREMENTS: A brief synopsis will be included in the Council Highlights document that is posted to the website and distributed to local Councils. 17 0 CONCLUSION: The public health measures put in place by the Province of Ontario have been able to successful slow the spread of COVID-19. Case numbers are the lowest they have been in over three (3) months and the number of patients in the ICU has fallen from 900 to 617. Although that number is still higher than ideal, it is trending in the right direction. Vaccination rates are rising and eligibility is now open to everyone over the age of 12. As numbers fall we are slowly seeing some restrictions being lifted allowing us to return gradually to a more normal existence. We need to take this slowly though and be vigilant in order to avoid a rise in cases and a Fourth Wave. I urge everyone to be patient and to continue to follow all public health protocols in place. Elgin County continues to work closely with its Municipal Partners to ensure that all protocols are in place to maintain the safety of our staff, Long - Term Care Residents and the community. All of which is Respectfully Submitted Warden Tom Marks 18 Progress,ive% by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Councillor French, Councillor Martyn DATE: June 2, 2021 SUBJECT: Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan THAT the June 2, 2021, report titled, Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan, submitted by Councillor French and Councillor Martyn, be received and filed for information; and, THAT Council adopt the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan; and, THAT Council direct staff to present the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan to Local Municipal Councils for their consideration. INTRODUCTION: In accordance with Bill 175 — The Safer Ontario Act' all municipalities are required to prepare and adopt a Community Safety and Well -Being (CSWB) Plan as outlined in Legislative amendments related to Community Safety and Well -Being (CSWB) planning that came into force on January 1, 2019, as an amendment to the Police Services Act, 1990 (PSA). The deadline for municipalities to complete and adopt a CSWB Plan was extended to July 1, 20212 as a result of the COVID-19 pandemic. The County of Elgin, the City of St. Thomas and the Town of Aylmer chose to take a collaborative approach to CSWB planning, developing a joint plan for the entire area. Through the guidance of a Coordinating Committee and input from an Advisory Committee of local community organizations, a plan has been formalized that recognizes the important leadership role that municipalities play in identifying local 1 Iftp r l%otww 01INAi ICY C %Vag hf r% rh;khllhC % r t � � hr z 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. 2 priority risks in the community and addressing these risks through evidence -based programs and strategies, focusing on social development, prevention and risk intervention. DISCUSSION: The Aylmer -Elgin -St. Thomas Community Safety and Well -Being (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. The goals of CSWB include engaging with the community, understanding local risk factors, reducing demand for emergency response and acute care, and ensuring access to the right service provider at the right time. Leadership: The County of Elgin was designated to lead this collaborative process with the Town of Aylmer and the City of St. Thomas. A Coordinating Committee3 was established and designated to lead this collaborative planning process with the assistance of the �� Advisory Committee. Jennifer Kirkham (Il�llu��s I i��ka��o �'"`n�i II u�°��1 ias iuf�. 1)1 "Is) was hired to support the plan development in our community. PLAN DEVELOPMENT: The Community Safety and Well -Being Plan work was guided by the Province's Community Safety and Well -Being Frameworks ("Framework"). 6 The CSWB Plan is required to include the following information: 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; 3 Composition of the Coordinating Committee is outlined on page 8 of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan. 4 Composition of the Advisory Committee is outlined on page 8 of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan. 6 The Province's Community Safety and Well -Being Framework is outlined on Page 6 of the Aylmer - Elgin -St. Thomas Community Safety and Well -Being Plan. ItAt 3 Ence-based programs and strategies to address those local priority risk re- and • Measurable outcomes with associated performance measures to ensure that the strategies are effective and outcomes are being achieved. Four (4) Phases The planning process began in March 2020 and included four (4) Phases which are outlined below: Phase 1: Project Planning and Onboarding of the Coordinating and Advisory Committees. Phase 2: Research and Asset Mapping (creation of a„n„I�n 2.g,2�,gqg and inventory of existing planning tables.) Phase 3: Community Engagement (Online Discussion, Surveys, Interviews) Phase 4: Plan Development (Identify Areas of Focus, Set Measurable Outcomes)? Community Engagement Throughout the planning process, residents and community organizations were engaged regarding their perceptions and experiences around CSWB in Aylmer -Elgin -St Thomas. This information was a key component in the development of the CSWB Plan. Residents were asked to identify CSWB concerns and priority areas through °„v2(online and paper -based) that was available between July and December 2020. This survey received 429 original responses. Community Organizations in Aylmer -Elgin St. Thomas were also surveyed regarding their experiences and perceptions of CSWB in our region. The survey received 38 responses from organizations in 18 different sectors.8 Areas of Focus Identified The initial CSWB Plan is a three (3) year plan. There are many elements that contribute to community safety and well-being and therefore it was important to identify areas of focus to ensure that the Plan is achievable. The Advisory Committee used local data and feedback from community engagement to identify five (5) areas of focus of the Plan: 1. Education and Skills Development 7 The Four (4) Phase Approach to CSWB Planning is outlined in detail on page 9 of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan. 8 Details of Community Engagement are outlined on page 10 of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan. Q 0 2. Housing Security 3. Mental Health and Well -Being 4. Public Safety 5. Substance Use and Addiction Action Table Framework In order to implement strategies and actions within these focus areas, a structure was developed that leverages existing planning tables in Aylmer -Elgin -St. Thomas. An Action Table has been identified for each priority area and the work of each table will be connected through the establishment of an Integration Table. The Integration Table will consist of the Chairs of each Action Table, the Mayor of the City of St. Thomas, the Warden of Elgin County, the Local Member of Provincial Parliament, and the CAOs of Elgin County and St. Thomas. The Integration Table will ensure a coordinated and collaborative approach across the five (5) priority areas.9 Next Steps in the CSWB Plan Development County Council will consider the attached Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan. If adopted by County Council, the Plan will be presented to Elgin's Local Municipal Partners for their consideration. The Coordinating Committee is in the process of developing a video to provide a summary of the Plan. This video will be shared with Local Municipal Partners and other relevant stakeholders. FUNDING IMPLICATIONS: The following list includes Provincial and Federal funding opportunities10 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 9 Leadership of each Action Table and focuses are outlined on pages 14-18 of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan. 10 Note: Timing for call -for -applications and eligibility criteria has not yet been reviewed. W rio Trillium Foundation 5 ALIGNMENT 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. 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. 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. 23 A 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 plan" COMMUNICATION REQUIREMENTS: If adopted by Council, a copy of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan will be sent to all Local Municipal Councils for their consideration. A video created by the Coordinating Committee will accompany the report to provide a summary of its contents. 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 Councillor French Councillor Martyn 11 Note: Additional requirements related to monitoring CSWB plans may be outlined in regulation in the future. 24 A "' IIL...... IIIMI Illi;i;ii; III Illi;i;ii; III.......G I IN S ""III""' w ""III 1-110 I I A S a��nd mums Sallfellty mumm hum Mess h 1,01, kIIII,' III le IIII On behalf of the Community Safety and Well -Being Plan Coordinating Committee, we are pleased to present the Aylmer -Elgin -St. Thomas Community Safety and Well-being (CSWB) Plan. The CSWB Plan is a roadmap for how partners across different sectors can work together to make our community a safer, more inclusive place where all residents thrive. This plan marks a shift in focus from a reactive, response -based approach to incidents to a more proactive, holistic approach to community safety. With this plan, we will respond to the needs of our communities as we use local data to make evidence -informed decisions. We will develop and implement new strategies to address the complex issues facing our communities, and we will work with our community partners to rethink the way we deliver services. Many of our community partners are already doing excellent work to contribute to safety and well-being in Aylmer, Elgin and St. Thomas. The CSWB Plan 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 Plan is to achieve greater coordination and collaboration on issues and situations before they escalate. It is important to continue to build and strengthen partnerships across sectors, and we thank our many community partners that have come together to develop this Plan. This Plan will define community safety and well-being planning in Elgin and St. Thomas over the coming years, but it is not a final destination. Community safety and well-being issues will continue to evolve, and we are committed to ongoing engagement and dialogue to ensure that the Plan remains informed, relevant and reflective of evolving needs. We thank you for your feedback throughout the planning process, and we look forward to working with you all to make our communities safer, more inclusive places where all residents thrive. Mary French Tom Marks Joe Preston Mayor, Town of Aylmer Warden, County of Elgin Mayor, City of St. Thomas uumo my�mvw mmil oaauai � ` �,,miq ,euuu oaaua� � aa� vomoawaoau \ oavuw mnn quma n�mal , mumo my�iuu mUvo�oU 1 ��,�v��IIV �aoavy�i ` � �,�,��1 �` mumoaw�iiau pp��`vmoaw�iiu mumoaw�iiau�I�Vuussa1111tti � Eu�iu muq ��mm��app�'p� �g�uu�euan�` �nt��ui�;Uv1g1,1M11��y'�m�uulm�v`u H�1�1u ytwwn��a��` u+uq Iloau �„��1'gll�r,U�''�� Ioaau �I 1I 'y�^llxoaamu�N!"'I 1��\ III ��oaamuu� �1Y �VMoawaoaay�ir tiavmio III III �I v11111Vuuum� ��wa¢ V�uav �I ��1!uoauv1au� III �I� �� Il�hauos111�ti+v��umm�i�u�M4aavy�iioa�b1!uoauotlU" Cantext titian ��ommuu� .,u�� la�. ttiau mumo�Uu '�ti�l\eou�uu� L ikut r \/VeIIIL...B(, rig lII II,-1 1, 0,, IlVull IVmip uuum II II I� Ilmi1pV umiilum � Vmi ind Well -Being uuuol uumu uuuuuul mum IIIIIIII IIIIIIII 110�, pVullu Vuuu An m m IppOV IIIIIIIII� IIIIIIIII� IIIIIIII I� g I � IIIIIIIII� t Vmipp uuuuuul IIIIIIII uuuuuul In 2009, the work of community safety and well-being planning began in Ontario with a partnership between the Ministry of the Solicitor General and the Ontario Association of Chiefs of Police. Community safety and well-being is broader than the traditional definition of safety (i.e. crime) and is critical to ensure that community members are safe, have a sense of belonging, have opportunities to participate, and are able to meet their needs for education, health care, food, housing, income, and social and cultural expression. Ensuring this sense of safety and well-being requires a multi -sector, collaborative effort. The Police Services Act (1990) mandates every municipal council to prepare and adopt a Community Safety and Well -Being (CSWB) Plan. Under the legislation, municipalities have the discretion and flexibility to develop joint plans with surrounding municipalities. The municipalities in Aylmer -Elgin -St. Thomas are working collaboratively to develop a shared Community Safety and Well -Being Plan for all of Elgin. As part of the legislation, the Province has mandated a number of requirements. Municipalities must: • Prepare and adopt a Community Safety and Well -Being Plan • Work in partnership with a multi-sectoral advisory committee comprised of representation from the police service board and other local service providers in health/mental health, education, community/social services and children/youth services • Conduct consultations with the advisory committee and members of the public The Ontario Framework The Ontario Community Safety and Well -Being Planning framework operated as a guide in developing the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan. This framework focuses on collaboration, information sharing and performance measurement, and identifies four areas in which communities can be made safer and healthier: 1. Social Development 2. Prevention 3. Risk Intervention 4. Incident Response �R f °� �boWllll IIII mi, $r,,llllll„�Iiurir,liilm7i Promoting and maintaining community safety and well-being by bringing together a wide range of sectors, agencies and organizations to address complex social issues, like poverty, from every angle. Mitigating situations of elevated risk by multiple sectors working together to address situations where there is an elevated risk of harm - stopping something bad from happening right before it is about to happen. 2. Prevention Proactively reducing identified risks by implementing measures, policies or programs to reduce priority risks before they result in crime, victimization or harm. 4'IIIricidsrit IIIII' ''u qlparis Critical and non -critical incident response, or what is traditionally thought of when referring to crime and safety, including service responses such as police, fire, emergency medical services, child welfare agencies removing a child from their home, a person being apprehended under the Mental Health Act, or a school principal expelling a student. The individuals involved in the Aylmer -Elgin -St. Thomas community safety and well- being planning process considered each of these four areas in terms of the data that was collected and the identification of the areas of focus for the plan. The Provincial planning framework for Community Safety and Well -Being Plans highlights a number of critical success factors of community safety and well-being planning. These include Strength -Based - recognize the work that's already being done in the community and collaborating to do more and leverage local expertise Risk -Focused - focus on the risk, preventing something bad from happening rather than trying to fix it after the fact Awareness and Understanding - everyone understands their role in making the community a safe and healthy place to live Highest Level Commitment - to be successful, this initiative requires dedication and input from a wide range of sectors, agencies, organizations and groups Effective Partnerships - due to the complex nature of community safety and well-being, no single individual, agency or organization can fully own the planning process Evidence and Evaluation - part of the planning process must involve gathering information and evidence to provide a clear picture of what is happening in the community Cultural Responsiveness - being open to and respectful of cultural difference Our approach to developing the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan, and the resulting three year plan is aligned with these critical success factors. jo jo r11- a c lie Ili A Coordinating Committee was established to guide the overall process and development of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan. This committee was comprised of the following representatives: • Mayor, City of St. Thomas • Councillor, City of St. Thomas • Councillor, Elgin County Council • Councillor, Elgin County Council • Police Chief, Town of Aylmer • Police Chief, City of St. Thomas • Inspector, Elgin OPP • City Manager, City of St. Thomas • Clerk, Town of Aylmer • CAO, County of Elgin A multi-sectoral Advisory Committee was also established to review the data and information that was collected and to identify potential areas of focus for the plan. Membership on the Advisory Committee was open to all individuals and organizations who were interested in participating in the planning process. The contact list for this committee encompassed 159 individuals and was comprised of a broad cross-section of organizations, with representatives from the following sectors: • Accessibility • Addiction Services • Agriculture • Business • Child Protection • Children and Youth • Children with Disabilities • Children/Youth Mental Health • Citizens • Community Association • Cultural Services • Economic Development • Education • Emergency Services • Employment • Environment • Faith • Families and Children • Food Security • Funder • Government • Health • Homelessness • Housing • Indigenous/First Nations • Information • Legal • Literacy • Long Term Care • Mental Health • Newcomers • Persons with Disabilities • Poverty • Protective Services • Seniors • Service Club • Social Services • Violence Against Women • Youth The Advisory Committee met over the course of 2020 and early 2021. With the onset and resulting impact of the COVID-19 pandemic, the Coordinating Committee made the decision to continue with this extremely important work, and the development of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan moved to an online process. The community safety and well-being planning process encompassed four phases. These phases included: Each of the four phases are described further below. Phase 1 Project Planning and Onboarding At the initiation of the planning for the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan, a kick off meeting was held with the Coordinating Committee. In addition to this, an introductory video was produced and shared with the Advisory Committee members. The video can be found here. Phase 2: Research and Asset Mapping The second phase of the community safety and well-being planning process focused on collecting local data and information about the communities in Aylmer - Elgin -St. Thomas. This is a key component in the creation of the Community Safety and Well -Being Plan as it provides a snapshot, that is based on data, about what is happening in the areas of health, well-being and safety in the Elgin region. Inventory of Planning Tables An inventory of existing planning tables in Aylmer -Elgin -St. Thomas was also conducted. A total of 20 planning tables were identified. This inventory highlighted: • The purpose of the planning table • A high level description of the organizations that participate on the planning table • A list of the strategies, projects or other current work of the planning table, including any research/reports conducted by the planning table This inventory helped to ensure the Community Safety and Well -Being Plan did not duplicate existing work and, instead, leveraged the current planning tables in Aylmer - Elgin -St. Thomas and the work that they are doing. Local Data A key aspect in the development of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan is making sure the plan is evidence -informed. To ensure this, local data was collected to validate resident perceptions, to support ongoing discussions related to safety and well-being, and to create a foundation from which to monitor and evaluate the Community Safety and Well -Being Plan work as it moves into implementation. A Data Package was developed to support this process. It can be found here. Phase 3: Community Engagement The third phase of the community safety and well-being planning process focused on community engagement. Throughout this phase we engaged with residents and community organizations in Aylmer -Elgin -St. Thomas to collect information about their perceptions of community safety and well-being. This is a key component in the creation of the Community Safety and Well -Being Plan as it reveals how residents feel about the communities in which they live. Community Consultation To share information about the development of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan a website was created, https://www.eigincounty.ca/cswb/. This website was developed in order to share information about the community safety and well-being planning process with residents, and to ensure residents were given the opportunity to participate in the plan's creation. Residents were asked to provide input into the Community Safety and Well -Being Plan through the use of a survey. Both online and hard copy surveys were made available. The survey was open from July 27, 2020 to December 4, 2020. A total of 429 responses were received from residents across Elgin's geographic areas. The survey focused on perceptions of community safety and well-being and priorities to include in the Aylmer -Elgin -St. Thomas plan. Community Organization Consultation In May and June of 2020, community organizations were invited to participate in an online survey. This survey asked community organizations to identify service statistics they collect that can inform the development of the Community Safety and Well -Being Plan, local research that has been conducted that can inform the development of the Community Safety and Well -Being Plan, and priorities they would like to see reflected in the Community Safety and Well -Being Plan. Thirty- eight (38) organizations representing 18 different sectors responded to the online survey. The sectors that responded to the survey include: • Health (including mental health) • Social Services • Employment Services • Environment • Education • Food Security • Government • Housing and Homelessness • Service Clubs • Child Protection • Community Association • Cultural Services • Information • Literacy • Newcomers • Persons with Disabilities • Protective Services • Arts and Culture Phase 4, Sensemaking and Plan Development During phase four of the community safety and well being process, the Advisor) Committee reviewed the data and information that was collected throughout the planning process, and identified priority areas for the Community Safety and Well -Being Plan. Action Tables then identified goal: and objectives in each priority area. d q r p W Wl ��p ��°W o�� i Pump W °i��„ I ��'� WI �'' W o�� p ��°W �� ou�� o�� p ��1 Wl ��p ��°W i d WI�� W W � �I� W —St. V The Aylmer -Elgin -St. Thomas initial Community Safety and Well -Being Plan is a three year plan. There are many elements which create safety and well-being in a community. To ensure this plan is achievable and strategic in focus, the Advisory Committee used local data and information from the organization and community consultation process to identify five priority areas for this first plan. The following has been identified for the focus of the Aylmer -Elgin -St. Thomas Community Safety and Well -Being Plan: Integration of service system planning and leveraging resources for a proactive, balanced and collaborative response to big, complex issues that require an integrated solution, focusing on: 1. Education And Skills Development 2. Housing Security 3. Mental Health and Well -Being 4. Public Safety 5. Substance Use and Addiction A structure has been established to lead the implementation of strategies and actions in each of these five areas. This structure will leverage the use of existing planning tables in Aylmer -Elgin -St. Thomas and ensure that there is an integrated response which leverages resources and recognizes the inter -relationships amongst these five priority areas. An Action Table has been identified for each of the priority areas. The Action Tables' work will be connected through the establishment of an Integration Table. The Chair of each Action Table will participate in the Integration Table. The Integration Table will also include the Mayor of St. Thomas, the Elgin County Warden, a local Member of Provincial Parliament (MPP) and the Chief Administrative Officers (CAOs) from St. Thomas and the County of Elgin. This new Integration Table will be established to ensure a proactive, balanced and collaborative response across these five priority areas. Education and Skills Substance Development Abuse and Action Table Housing Security Addiction Action Table Action Table Public Safety Action Table Mental Health and Well -Being Action Table Integration Table Ilq ��IIG°�ul� ��ulm�� °��III�IIwllllll�� IIG��-�✓��II4°�Ill��lll�r��lll�u� Action Table: Elgin Workforce Development Network ;y�,JJy,,,IIIIII r' Secuur III ol,y Action Table: Housing and Homelessness Action Table Action Table: Elgin Mental Health and Addiction Network f JJ III;, III Ill 1, Safety Action Table: Public Safety Action Table SW`„7/, s01, wI wme Use wI rd AddIa01,,,, III',,, III m Action Table: Elgin Community Drug and Alcohol Strategy Steering Committee Who is going to lead this priority area? The Action Table is the Elgin Workforce Development Network. What did we hear about education and skills development? . Education should support all abilities, be culturally sensitive, support diversity and anti- discrimination • Life skills training, skills training for jobs, lifelong learning and ongoing adult education are important • Digital literacy is a key skill • Overall, the education level of the region's population age 15+ is lower compared to Ontario . The percentage of students in the Thames Valley District School Board receiving an Ontario Secondary School Diploma (OSSD graduation rate) is lower than the Ontario average What will be the focus in this area? This priority area includes lifelong learning. Learning that encompasses children, youth, adults and seniors. It also includes alternative learning and life skills programs. To support work in this area, the Elgin Workforce Development Network will work with its community partners to develop and implement strategies to promote lifelong learning in Aylmer, Elgin, and St. Thomas. A fulsome strategy is currently being developed. Who is going to lead this priority area? The Action Table is the Housing and Homelessness Action Table. What did we hear about housing security? • There is a need for a range of diverse housing options, including affordable housing, apartments, social housing, supportive housing, universal design units, transitional housing, etc. . There is a low vacancy rate/a lack of availability of rental housing • Rural areas have limited housing availability . In 2018,159 individuals were living with homelessness What will be the focus in this area? The following goals and objectives will be the focus of the 2021 to 2024 Community Safety and Well -Being Plan: Goals Objectives Goal #1 Increase availability of a range of diverse housing options at Increase housing security, scattered sites, including apartments, social housing, supportive stability and access housing, universal design units, transitional housing, etc. Increase the supply of affordable housing Decrease the centralized housing waitlist Increase capacity to maintain housing Increase affordable housing benefits to enhance capacity to serve more people and at adequate levels Goal #2: Implement solutions to rural homelessness Decrease and prevent Increase awareness about St. Thomas and Elgin homelessness occurrences of chronic and Enhance service delivery to people experiencing homelessness episodic homelessness Implement solutions to family homelessness Implement solutions for people exiting institutions into homelessness Qails/hospitals) Increase and enhance connections for people experiencing homelessness to services and supports Define and utilize a coordinated community response to homelessness (i.e. Housing First model) Decrease barriers to accessing housing Decrease the length of time a person experiences precarious housing or homelessness Increase safety for people experiencing homelessness Who is going to lead this priority area? The Action Table is the Elgin Mental Health and Addiction Network. What did we hear about mental health and well-being? Need more available and affordable mental health supports/resources/services/programs Mental health support for people living on the streets is very limited Access to 24/7 crisis support needs to be available 72.7% of residents report a somewhat or very strong sense of belonging in their community What will be the focus in this area? The work in this priority area will ensure that equity, diversity and inclusion are included in planning and decisions about mental health and well-being. The following goals and objectives will be the focus of the 2021 to 2024 Community Safety and Well -Being Plan: Goals Objectives Goal #1: Remove mental health crisis from the streets Increase equitable access Increase access to technology and digital literacy, and expand to mental health services the use of health technology to include mental health services and supports throughout Develop new ways to access mental health services which Elgin County complement existing services • Increase public awareness about available services and supports and how to access them • Increase coordination of service providers and community members to enhance early identification and intervention • Increase the number of supports, services and mental health professionals available • Increase access to affordable therapy • Reduce current waitlists Advocate and apply for increased funding for mental health services and supports Increase the number of supportive housing options Goal #2: Increase public awareness about the importance of well-being Enhance people's wellness Promote self -care practices, coping skills and available and sense of well-being resources Increase people's sense of connection to their community and each other Increase coordination of service providers and community members to enhance wellness Enhance housing safety for individuals Who is going to lead this priority area? The Action Table is a new Public Safety Action Table. What did we hear about public safety? • People want to feel safe where they live • St. Thomas was named more frequently as a community with more criminal activity • There is not a lot of serious crime in Aylmer -Elgin -St. Thomas. Residents report experiencing and hearing about break-ins, petty theft, property theft, and drug use/drug trafficking What will be the focus in this area? The following goals and objectives will be the focus of the 2021 to 2024 Community Safety and Well -Being Plan: Goals Objectives Goal #1 Educate the public about road safety programs and Increase traffic safety enforcement Decrease the impact of driving under the influence Decrease the impact of distracted driving and speeding Increase the use of seatbelts Increase bicycle lanes throughout the city and county Improve and increase the number of sidewalks and crosswalks Goal #2: Promote downtown St. Thomas as a safe place Enhance people's wellness Increase visits to downtown St. Thomas and sense of well-being Reduce victimization of people as a result of property crime Goal #3: Build stronger relationships with youth Encourage youth to actively Use holistic strategies and a community -based multi -partner participate in building a approach to encourage youth in making good, responsible healthier community decisions in order to avoid criminal activity Goal #4: Increase collaborative efforts with community partners to Cultivate partnerships to address social issues/root causes create resilient and safe Increase the street outreach presence of community partners communities Enhance and increase community engagement, integrated response models and victim assistance Educate the public about appropriate resources/ services, other than police services Increase awareness about human trafficking Promote equity, diversity and inclusion Who is going to lead this priority area? The Action Table is the Elgin Community Drug and Alcohol Strategy Steering Committee. What did we hear about substance use and addiction? • Substance use and addictions are increasing and are very prevalent in St. Thomas, specifically in the core of the city • There is a lack of services, supports and resources in this area, especially in small communities • Alcohol is still the biggest challenge and impact • There is a growing overdose/opioid crisis What will be the focus in this area? The following vision will be the focus of the 2021 to 2024 Community Safety and Well -Being Plan: "A safe and healthy community in Elgin without the negative impacts of drugs and alcohol." The Elgin Community Drug and Alcohol Strategy Steering Committee is developing a Strategy Report to move toward achieving this vision. This Strategy Report will be created by the end of 2021 and will include four pillars: • Prevention • Harm Reduction • Treatment • Justice The guiding themes for each pillar include: �PIII.IIIIlmIII IlmIII. 'wIIIIII u T'IIHOIIIA Nji"Ir lig It takes many people and community partners to create and maintain community safety and well-being. Aylmer -Elgin -St. Thomas' first Community Safety and Well - Being Plan has been built on a strong foundation of data, local information and community partnerships. Many of the priority areas identified in this Community Safety and Well -Being Plan are outside the mandate of local municipalities and require an infusion of funding to make a meaningful difference. We, and our community partners, have been working on these areas, but our community requires adequate funding from the provincial government to make impactful change. This plan leverages existing planning tables to maximize their great work and to help us continue to move the needle on community safety and well-being in Elgin. Let us continue together with our collaborative approach to create a vibrant, equitable, inclusive, safe and healthy community. r'r We gratefully acknowledge the efforts of all individuals, local agencies and service providers involved in the development of the Aylmer -Elgin -St. Thomas Community Safety and Well - Being Plan. We appreciate and want to thank all of you. In particular we would like to recognize those individuals who participated on the Community Safety and Well -Being Coordinating Committee: • Joe Preston, Mayor, City of St. Thomas • Steve Peters, Councillor, City of St. Thomas • Sally Martyn, Councillor, Elgin County Council • Mary French, Councillor, Elgin County Council • Zonk Horvat, Police Chief, Town of Aylmer • Chris Herridge, Police Chief, City of St. Thomas • Mike Butler, Inspector, Elgin OPP • Wendell Graves, City Manager, City of St. Thomas • Josh Brick Clerk, Town of Aylmer • Julie Gonyou, CAO, County of Elgin • Carolyn Krahn, Legislative Coordinator, County of Elgin • Katherine Thompson, Manager of Administrative Services/Deputy Clerk, County of Elgin Coi it act Aylmer, Elgin & St. Thomas CSWB Plan 519-631-1460, ext.156 www.eigincounty.ca/cswb/ cswb@ELGIN.ca EIN III"�,», Illlluuommw�.. q"��r�pr,uw, drHa�VoM�darr Iuwziud 49xri� q, ' R,ikg)ad a1 1 MAIANNIMN t p'oxtuu ty isx° • Municipality f Dutton Dunwic Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Natalie Marlowe, Library Coordinator DATE: June 8, 2021 SUBJECT: 2020 Annual Library Performance Measurements THAT the report titled "2020 Annual Library Performance Measurements" from the Library Coordinator dated June 8, 2021 be received and filed; and, THAT a copy of this report be submitted to all municipalities in the County of Elgin. INTRODUCTION: This report presents Elgin County Library's (ECL) 2020 annual usage trends both for the system as a whole and for the ten branches. Given the impact that the COVID-19 pandemic had on our system's level of service throughout the year, 2020 data is only presented within the context of a two- and five-year analysis across some categories. In addition to year -over -year data presented, new data categories have been created based on new library services developed during 2020 as a result of the pandemic. This report is comprised of quantitative data that has been tracked monthly and/or yearly in 2020, as well as supporting data that has been captured as part of ECL's 2020 Annual Survey of Public Libraries submission, as administered by the Ontario Ministry of Heritage, Sport, Tourism, and Culture Industries. This particular survey provides important data on library services in Ontario and is submitted annually by libraries in the public library sector, ranging from the use of technology and digital services to the types of activities and programs offered to the community. Typically, qualitative data for this report is gathered by survey methods in response to library programming, during a 3- month period, yearly. Given that these programs were not offered for a 3-month period in 2020 due to the course of the COVID-19 pandemic and corresponding library service levels, this data was not captured this year. Instead, qualitative data is presented by customer responses to library service from the County of Elgin's live web chat service. DISCUSSION: The ECL 2020 Statistics Infographic (below) demonstrates how residents of the County of Elgin physically and virtually used library services during 2020. This eR 2 infographic shows a usage snapshot of key library services as they intersect with the I .�et � .,G11 V . flailri 11 � under the ,l�, fe1,1 QIlVo � The levels applied in 2020 include "Grey-Lockdown" and "Orange -Restrict". The seven data categories presented in this infographic and report are as follows: 1. Circulation Total Checkouts highlights borrowing trends for physical and electronic usage. 2. Diaital Checkouts Digital Checkouts highlights borrowing trends for electronic usage. 3. In -Person Service Curbside Pickups shows the number of visits to the exterior of all 10 branches to pick up materials on hold during Curbside Pickup hours. In -Person Visits displays trends for the number of people visiting ECL branches. Holds Placed (In Person) shows trends for library members placing holds in - person, at library branches. Take `n' Makes shows new trends for the number of Take `n' Makes, a craft or activity kit, distributed to customers at Curbside Pickup. 4. Users Total Active Members displays a trend for new members and members actively using library services. New Virtual Members shows a trend for new members who have a virtual Library card type for use of Library digital services only. 5. Online Use Wifi Sessions shows how library members are using wireless Internet, inside and outside all library branches. Catalogue Sessions demonstrates a trend for how users access the Library's online catalogue. Holds Placed (Online) shows trends for library members placing holds online, as a library user. Live Chat Questions displays new trends for the number of questions that were asked by participants about library service using our Live Chat web service. 6. Live Web Chat Comments This qualitative data is two examples of comments from the Live Chat service. 7. Peer Statistics A high-level analysis of ECL 2019 data relative to other county library systems, provided by the Ontario Ministry of Heritage, Sport, Tourism, and Culture Industries. Jan. 1-Mar. 15 Typical Library Service Mar. 16-Jun. 2,1 Greg-Lockdown: Branches & Main Office Closed M W ON901WOW-1- Greg-Lockdown: Branches Closed., Curbside Pickup Begins 1414affia !_� Curbside Plus Begins with Curbside Pickup Dec. 25-31 Greg-Lockdown: No Service, Holiday Closure A-als;, www.eBgiticoLinLUi,ca/libt,arg/ TOTAL CHECKOUTS 175,035 TOTAL ACTIVE MEMBERS! 10,754i' .......... NEW VIRTUAL MEMBERS 236i WIF1 SESSIONS 8�685 4, WO 0 M 0 00910 1u 0 9 0 0 0 0 voe* 0 *0 CATALOGUE SESSIONS 3�35426 "J, HOLDS PLACED 305726 me 111141� ffiwffi �Ioese.ew LI o CHAT QUESTIONS 321 CURBSI'DE PICKUPS 95467 IN -PERSON VISITS 46�878 HOLDS PLACED TAKE'N'MAKES 5,64 2016 2017 2018 2019 2020 LIVE WEB CHAT COMMENTS a 6 0 6, 0 # & 4 4 0 SOP 6 h �IN h 0 6 0 0 6* 0, 0 4 P 0 0 V, Thanks_ books and dvd's are a lifeline for me through this!" "Just want to say how much my family and myself miss the library and all that it offers! Miss the great staff too! 3 47 :ulation 0 Total Checkouts highlights two- and five-year borrowing trends for physical and electronic usage. Key takeaways include: • 2020: 175,035 items borrowed o Total circulation decreased 34% over 2019 o Total circulation decreased 35% over 2016 • 62% borrowed at the branch o Physical circulation decreased 51 % over 2019 o Physical circulation decreased 55% over 2016 • 38% borrowed electronically o Electronic circulation increased 57% over 2019 o Electronic circulation increased 169% over 2016 Influencing factors include: • Across all branches, since the commencement of Curbside Pickup service on June 22, 2020, all circulating Library materials have been quarantined for a minimum of 72 hours/3 days as a COVID-19 health and safety measure. This additional wait time prior to check in meant that turnaround time for library items to be circulated again was longer. • During branch closures from Mar. 16-Oct. 18, 2020, loan periods of all items were extended to avoid late fine accrual and to mitigate confusion regarding returning items to book drops instead of inside branches. • Due to their inability to be easily sanitized, quarantined, or received in book drops safely, some particular library collections such as board games and STEAM kits did not circulate after Mar. 16, 2020 and the first "Grey-Lockdown" level. • In 2020, the library's interlibrary loan service was paused Mar. 17-Dec. 31 (approximately nine and a half months of the year). • Browsing the stacks was only available when interior library service or Curbside Plus was available between Jan. 1-Mar. 15 and Oct. 19-Dec. 24, 2020 (approximately five months of the year). • In April, 2020, the range of wireless Internet signals at Library branches was extended to the exterior of the branches and into parking lots and green spaces. In addition, access to these library wifi networks was simplified and made more accessible by not requiring the use of a Library card to connect. • The province -mandated branch closures and State of Emergency declaration due to the first and second waves of COVID-19 resulted in community members transitioning to a work- and stay-at-home lifestyle. • In April, 2020 the Library began to offer an increased digital library collection and more robust online presence with social media channels, library website, and live web chat service during province -mandated branch closures due to the 48 lemic. The increased online library will be discussed in more detail in the gyring ,Digital Checkouts" section. 2019 2020 5 0 50,000 100,000 150,000 200,000 250,000 300,000 Number of Items Borrowed Table 1: Overview of Circulation Year Physical Circulation Electronic Circulation Total Circulation 2016 244,005 24,585 268,590 2017 245,862 28,008 273,870 2018 232,709 35,506 268,215 2019 223,751 41,950 265,701 2020 109,017 66,018 175,035 % Change 2016-2020 -55% 169% -35% 2. Digital Checkouts Digital Checkouts highlights two- and five-year borrowing trends for electronic usage. This captures the circulation of e-resources for education and entertainment in the library's online collection. These e-resources include OverDrive and Hoopla e-books and e-audiobooks; EBSCO e-books and e-audiobooks; RB Digital and Flipster digital eM; A magazines; PressReader digital newspapers and magazines; and Kanopy movies, tv shows, and music. Key takeaways include: • 2020: 66,018 digital checkouts 0 35,060 total annual e-book checkouts 0 23,626 total annual e-audiobook checkouts o 291 total annual e-music checkouts o 3,105 total annual video checkouts o 3,936 total annual e-magazine checkouts • 2020: Total digital checkouts o Digital checkouts increased 57% over 2019 o Digital checkouts increased 169% over 2016 Influencing factors include: • In April, 2020, the range of wireless Internet signals at Library branches was extended to the exterior of the branches and into parking lots and green spaces. In addition, access to these library wifi networks was simplified and made more accessible by not requiring the use of a Library card to connect. • The province -mandated branch closures and State of Emergency declaration due to the first and second waves of COVID-19 resulted in community members transitioning to a work- and stay-at-home lifestyle. • As mentioned, in April, 2020, the Library began to offer an increased online library collection during province -mandated branch closures due to the pandemic. These offerings included free additional checkouts from education and entertainment e-resources in the Library's collection such as Hoopla, as well as free at-home access to e-resources typically accessed in -branch such as Ancestry, Library Edition. In addition, new platforms were added to the existing online library collection, including Tumblebooks e-books and e-audiobooks (Tumblebooks, Audio BookCloud, Romance BookCloud, Tumble Math, and Teen Book Cloud) and PressReader for digital newspapers and magazines. 3. In -Person Service Curbside Pickups shows the number of visits to the exterior of all ten branches to pick up materials on hold during Curbside Pickup hours. Key takeaways include: • 2020: 9,467 Curbside Pickups (number of visits, not number of items picked up) Influencing factors include: • Curbside Pickup service began June 22, 2020 with 6-14 hours per branch, based on a three -tiered branch system as referenced in ECL's Service Recovery Plan: Phase 1 (June, 2020). 67V 7 ch hours were also reflective of staff availability and capacity, given that „N, G,y staff were redeployed to County Long -Term Care homes or were on Declared Emergency Leave when Curbside Pickup service began and up until September 8, 2020. • Branch hours incrementally increased up to 11-24 hours per branch in October, 2020, which is approximately 50% of pre -pandemic operating hours, in alignment with an increase in library service levels to Curbside Plus service. Table 2: Branch Curbside Pickups Per Year Branch Aylmer Belmont Dutton Port Burwell Port Stanley Rodney Shedden Springfield Straffordville West Lorne 2020 2,363 906 1,076 391 1,181 699 562 470 931 888 In -Person Visits displays two- and five-year trends for the number of people visiting branches per year. Branch visits are tracked by people counter units to capture the amount of foot traffic that enters the branches and provide traffic patterns over time. Key takeaways include: • 2020: 46,878 In -Person Visits o In -person visits decreased 79% over 2019 o In -person visits also decreased 79% over 2016 Influencing factors include: • Across all branches, interior branch service was available between Jan. 1-Mar. 15 and Oct. 19-Dec. 24, 2020 (approximately five months of the year). • When limited interior branch service was available, including computer use and browsing the stacks, Curbside Plus hours were also limited, operating at approximately 50% of pre -pandemic open hours for each branch. • Also, the number of in -branch visits was also limited by branch capacity and COVD-19 health and safety precautions and protocols, as identified by Southwestern Public Health and the provincial COVID-19 response framework. • Branch capacity was addressed in ECL's COVID-19 Library Reopening Guide: Stage 3 with a "concierge" -type model for interior service, pairing staff in a one- on-one way with customers or individuals from the same household. • Other influencing factors include: during Summer 2019, the Port Burwell branch was renovated and closed between May 27t" and June 1 st. In Summer 2018, the Aylmer branch was renovated and branch access was moved away from the main doors — and the people counter — to accommodate new flooring and furniture. As a result, 2018 people counts for Aylmer are higher than shown in 61 0 3. Belmont was the last branch to install a people counter unit: after a ,ch renovation in July 2016. As a result 2016 data is not tracked for Belmont. Table 3: In -Person Branch Visits Per Year Branch 2020 2019 2018 2017 2016 Aylmer 13,621 65,422 66,083 68,475 73,404 Belmont 2,450 12,683 12,473 11,754 0 Dutton 5,028 18,901 19,226 17,726 17,190 Port Burwell 1,046 5,939 5,602 6,053 6,904 Port Stanley 7,336 36,525 36,682 36,279 36,330 Rodney 2,306 10,386 10,246 10,528 11,099 Shedden 2,617 10,451 9,628 11,983 8,075 Springfield 3,200 16,931 18,548 21,381 19,709 Straffordville 6,340 32,112 31,646 33,397 33,728 West Lorne 2,934 13,465 14,055 14,256 13,336 70,000 CU 60,000 L a 50,000 0 40,000 0 L 30,000 B I z 20,000 10,000 CB; 2016 2017 2018 2019 2020 Aylmer Belmont iiiiiiii Dutton Port Burwell im, Port Stanley iiiiiiiiiiRodney iiiiiiiiiiShedden Springfield iiiiiii Straffordville West Lorne Holds Placed (In Person) shows two- and five-year trends for library members placing holds in -person, at library branches. Holds Placed (Online) shows trends for library members placing holds online, as a library user. These two methods to place holds allow cardholders to request items to borrow when available. Key takeaways include: 6% MW 0 • 2020 0 16,999 holds placed in person Holds placed in person decreased 27% over 2019 Holds placed in person decreased 30% over 2016 30,726 holds placed online Holds placed online increased 15% over 2019 o Holds placed online increased 36% over 2016 Influencing factors include: • In -person and in -branch hours and services were limited in 2020, due to the course of the COVID-19 pandemic and resulting provincial COVID-19 response framework. Following the guidelines of the "Grey-Lockdown" and "Orange - Restrict" levels limited the opportunities for customers to place holds in person. • After Jun. 22, 2020, when Curbside Pickup began, in order to address the backlog of holds placed during branch closures, an online holds limit process was put in place. Online holds were limited to 5 per customer (Jun. 29-Jul. 5), then 25 per customer (Jul. 7-8), then returning to typical 100 per customer (Jul. 9). The number of online holds per customer increased as branch staff availability and capacity grew. At this time, branch staff began returning from redeployment to County Long -Term Care Homes or Declared Emergency Leave. • As mentioned, in April, 2020, the range of wireless Internet signals at Library branches was extended to the exterior of the branches and into parking lots and green spaces. In addition, access to these library wifi networks was simplified and made more accessible by not requiring the use of a Library card to connect. • The province -mandated branch closures and State of Emergency declaration due to the first and second waves of COVID-19 resulted in community members transitioning to a work- and stay-at-home lifestyle. • Holds placed using the MyLibrary! App (by placing hold or scanning ISBN number on the book) can't be tracked and are not counted in the data presented. Table 4: Overview of Holds Placed Year Holds Placed In -Branch Holds Placed Online Total Holds 2016 24,421 22,571 46,992 2017 24,159 23,533 47,692 2018 23,691 25,422 49,113 2019 23,249 26,632 49,881 2020 16,999 30,726 47,725 53 30,000 25,000 U Cu a 20,000 M We. = 15,000 10,000 Z) 5,000 z 0 10 2016 2017 2018 2019 2020 Holds Placed In -Branch mons Holds Placed Online Take `n' Makes shows new trends for the number of Take `n' Makes, a craft or activity kit, distributed to customers at Curbside Pickup. Key takeaways include: • 2020: 564 Take `n' Makes These take -away crafts or themed activities, created by library branch staff, were distributed at all branches in paper bags at Curbside Pickup tables. These kits provided additional education or entertainment for children and adults alike when picking up their library materials on hold for them at their branch's Curbside Pickup service. 4. Users Total Active Members displays two- and five-year trends for new members and members actively using library services. An active library member has used a library service within a two-year period. New Virtual Members shows a new trend for new members with a "Virtual" library card type for use with library digital services only. Key takeaways include: • 2020: 10,754 total active members o Total active members decreased 1 % over 2019 o Total active members decreased 18% over 2016 • 2020: 920 new registrations o New registrations decreased 46% over 2019 o New registrations also decreased 46% over 2016 • 2020: 236 new virtual members o New virtual members increased 252% over 2019 54 factors include: 11 rson and in -branch hours and services were limited in 2020, due to the COVID-19 pandemic and colour -coded COVID-19 response framework, which limited opportunities for customers to create or renew library cards in person. • With limited branch open hours, and often for Curbside Pickup service only, library staff temporarily offered card renewal over phone, email, or live chat. • During the province -mandated branch closures and State of Emergency declaration due to the first and second waves of COVID-19, courtesy library card renewals were provided to continue access for all existing members. • A Virtual library card is easily created remotely and online by a r ej f „i �,q, email, or live chat service. This type of library card is for use with the digital library collection only and does not include checkout of physical library materials. • Customers are able to upgrade a Virtual library card to a regular card, which includes more offerings, specifically physical library items, at Curbside Pickup. 2016 1,693 13.1mou.,na 0 2,000 4,000 6,000 8,000 10,000 12,000 14,000 16,000 Number of ECL Members per Year III, Library Members New Registrations Table 5: Overview of Library Members Per Year Year Library Members New Registrations Total Active Memberships 2016 11,453 1,693 13,146 2017 9,466 1,680 11,146 2018 9,213 1,960 11,173 2019 9,194 1,706 10,900 2020 9,834 920 10,754 61 ine Use 12 Wifi Sessions shows how library members are using wireless Internet, inside and outside all library branches, in two- and five-year trends. Computer Use Sessions identify how library members are using public computer access stations within library branches. Key takeaways include: • 2020: 8,685 wifi sessions o Wifi sessions decreased 66% over 2019 o Wifi sessions decreased 39% over 2016 • 2020: 5,621 computer use sessions, in branch o Computer use sessions decreased 73% over 2019 o Computer use sessions decreased 75% over 2016 Catalogue Sessions demonstrates two- and five-year trends for how users access the library's online catalogue. Key takeaways include: • 2020: 33,426 catalogue sessions o Catalogue sessions decreased 20% over 2019 o Catalogue sessions decreased 9% over 2016 Influencing factors include: • In -person and in -branch hours and services were limited in 2020, due to the course of the COVID-19 pandemic and resulting provincial colour -coded COVID- 19 response framework. Following the guidelines and restrictions of the "Grey- Lockdown" and "Orange -Restrict" levels limited the opportunities for customers to use the wireless Internet and public computer stations in branch. • Public computer use was only available when interior library service or Curbside Plus service was available between Jan. 1-Mar. 15 and Oct. 19-Dec. 24, 2020 (approximately five months of the year). • Although extended wireless Internet service was available outside all library branches after April, 2020, users needed to connect with their own devices. There remains a strong correlation between levels of wifi use and access to interior spaces, even though exterior / parking lot access did serve as a critical lifeline to many users during the onset of the pandemic. 67 13 Table 6: Overview of Internet Use Year Computer Use In -Branch Wireless Sessions 2015 24,382 15,864 2016 22,732 14,279 2017 22,142 22,208 2018 21,343 24,019 2019 20,668 25,614 2020 5,621 8,685 % Change 2016-2020 -75.3% -39.2% 30,000 25,000 a� L a 20,000 CD 15,000 a� L 10,000 4- 0 L 5,000 z 0 2016 2017 2018 2019 2020 Computer Use In -Branch Wireless Sessions Live Chat Questions displays new trends for the number of questions that were asked by participants about library service using our Live Chat web service. Key takeaways include: • 2020: 321 live chat questions about library service 0 99 live chat questions about library service from Mar. 30-Jul. 21, 2020 0 222 live chat questions about library service from Jul. 22-Dec. 23, 2020 Influencing factors include: 57 14 arch, 2020, this service was developed as a COVID-19 response and nunication measure due to the changing course of the pandemic. • During branch closures due to the first wave of the COVID-19 pandemic and "Grey-Lockdown" level of the provincial framework, from Mar. 16-Jun. 22, this tool provided an additional communication method to support library users. • On Jul. 22, 2020, this web service transitioned from a County wide pandemic response tool to a virtual library reference and communication tool only, with live chat widgets moving from all County web pages to library pages only. 6. Live Web Chat Comments This qualitative data presents two examples of customer comments in response to library service from the live chat web service. These positive responses show how meaningful and useful library service is to community members and the role ECL's library branches have played in the mental health of library users throughout 2020. 7. Peer Statistics The most comprehensive source for library performance indicators remains the Ontario Ministry of Heritage, Sport, Tourism, and Culture Industries' annual statistics, the submission of which is a requirement to receive the annual Public Libraries Operating Grant (approximately $117,000 annually for ECL). The most recent statistics available are for 2019 and can be viewed J��I°re . Elgin County Library is listed under the county libraries section. A high-level analysis of the 2019 data relative to other county library systems reveals the following: Category Elgin County Library County Libraries Median' Performance (12 systems in total) Active Cardholders as a 24.3% 27.8% Percentage of Population Served Circulation Per Active 24.32% 24.17% Cardholder Annual Program Attendance 62.8% 44.18% Per Capita Excludes Simcoe County Co-operative z Elgin County Library serves a catchment area of 45,000 residents 58 ue to engage in marketing and outreach efforts to increase the number of u..,...u„,iolders in the system to improve performance in this area. Use of the collection and attendance at programs remains very strong, with Elgin County Library ranking near the top in terms of program attendance. FINANCIAL IMPLICATIONS: Not applicable. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. A copy of this report will be submitted to all municipalities in the County of Elgin. COMMUNICATION REQUIREMENTS: A copy of this infographic and / or report will be posted on the library website and shared through library social media channels. CONCLUSION: 15 6T 16 Staff are pleased to present this overview of usage and statistics of Elgin County Library for the year 2020. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Approved for Submission Julie Gonyou Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Brian Masschaele Director of Community and Cultural Services DATE: June 1, 2021 Prug1ressive by Nature SUBJECT: Elgin County Library Policy Revisions — "Facilities Use Policy" and "Exhibition Agreement" RECOMMENDATIONS: THAT the report titled "Elgin County Library Policy Revisions — "Facilities Use Policy" and "Exhibition Agreement" from the Director of Community and Cultural Services dated June 1, 2021 be received and filed; and, THAT the "Facilities Use Policy" and "Exhibition Agreement" attached to this report as Appendix A and Appendix B be hereby adopted. INTRODUCTION: This report recommends revisions to Elgin County Library's "Facilities Use Policy" and "Exhibition Agreement" as part of an on -going review of library policies. DISCUSSION: Attached to this report as Appendix A is the library's "Facilities Use Policy" which was last adopted by County Council in 2011. This policy guides use of rooms and spaces within library branches by organizations and groups for events and meetings. Revisions are now being recommended, with proposed amendments reflected in red text. The following are highlights of these proposed amendments: • Clauses relating to endorsement, right of refusal, cancellation, refreshments, occupancy, liability and advertising / signage have been added. • Reference to the County's Fees and Charges By -Law has now been included to allow for periodic adjustments to fees without amending the policy. The current fee is $25 per event. Not -for -profit groups are free. Attached to this report as Appendix B is the library's "Exhibition Agreement" which was last adopted by County Council in 2010. This agreement establishes terms and 2 conditions for the display of community art and displays. Modest amendments to this form are proposed and are reflected in red text. FINANCIAL IMPLICATIONS: Not applicable. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. ® Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Not applicable. COMMUNICATION REQUIREMENTS: Not applicable. programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Ira 3 CONCLUSION: The library's supervisory team played a leading role in these revisions which included a comprehensive review of policies used by other library systems. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Director of Community and Cultural Julie Gonyou Services Chief Administrative Officer 63 Appendix A M Subject: Facilities Use Policy — Elgin County Library Elgin County Library Policy Manual Date Approved: February 15, 2011 Date Last Revision: FACILITIES USE POLICY II o estat.)��shi giJde]�ines, teniris, coind�t�ons aind ��::ees ��::oir the use of rrieetiing roorris aind wltill in the Il irainches ofII: III: lin �inty IL...Ii 11 irairy General: Meeting rooms and facilities within the branches of Elgin County Library may be made available to birfing togetheir the resouirces of the IL ulbirairy aind the acfi\Jtues of the ��::oir ediucat�oi'4, ofltiui4, recreat�oi'4� aind chair�ta�b�e piurposes The following Terms and Conditions shall apply: iient: ��Reseir\iat�oins aind iise of the �� birairy :ac��ty aindloir rrieet�ing roorris sh4HI and..dt coinstutiute u in ainy way ain eindoirseirIra eint of be]ueI:s, opuinuoins, oir acfi\Jtues of the :Reinteir, II y IL li IIairy sta:f oir glin nInty nInca II of a �� he �� tarairy reseirves the ir�ght to rel), �se oir c�:::)ince] a ��Reinteir's ii, �se of the :acn II u t y aindloir a Ira d.., d.., t u unird.,doirIra s at the IL a III irairy's duscretuoin aind wnthout to, oir aga�inst, the �� tz)iran/ b he �� birairy wflH� not �now�ing�y Denrflt ain ind�\Jdi,4� oir gfoup to use ��ts in cointra\ieint�oin of the of aindloir Do II lCues C �� he ��Reinteir's a�irris aindloir acfions sh4H� not cointra\ieine ainy :ede14, Diro\Jinc4, oir rriiuin1cupaIIeglsIat�oin aind regiflatloins �3 ALIO lor��zatiom� the use of �� tz)irairy rooirris sha�H� '.)e at the d�scret�oin of the �birairy [3irainchi �,3iupeir\Jsoir in coinsiifltat�oin w�th the ��)��irectoir of aind m,:')einJces 4. Facility/Meeting Room Bookings: a The attached application form must be completed and approved before the activity can take place in1:onnatid;: in a�bout the inteinded Il,nse of the rooirri, inc�iud�ing the nairries aind a�:'N�at�oins of ainy spe4,�eirs, irrillust be Diro\Jded b. Usage shall only be permitted during regular branch hours. Exceptions shall require the permission of the Municipality aindloir the Ilbu.nlHdliunownier, and the Director of Community and Cultural Services. c Priority is given to Library programs, seinJces, rrieetlings oir eveints The Branch Supervisor reserves the right to refuse or cancel any bookings that eJcesreetgoeeitorre eerredconflict with these programs, sin , i�insir vns adi 64 5. 7. ::, ,. a a , ::, ., .. ,. �� w . ,::, ,::, . � ..� II� .. u u �I�.,:II. y., it ..�y., irn�.,: � ... � p� y., II a .. �.,� � u ..� a �I .� �.,: it ......� a �I .� u � .. it .. � on a 11 a irs t ..o a Ira ..., II a irs t... sd::'i ved II).)asli;s d wi 4... d.. d.. i„ d d... d... d...�' d 4...�, d d... d...�, d d d d d...�, d d...�, II �... a �I i �.,:ll II .....� 4 u II �.,:II. y., II a .. ,.,"� II� II .. � �.,: it .. it ...,i L � u it .. � �.,: � the .. � u u I� a ....d/ �.,:II. y., II a .. �.,"� � u ..d a �I � .,d .� ..., u.,� it .. the '.)ooI,Jing II hld.., rd.., a 11 ta II II d..,d.., , a II II II'.)d.., �rd.., t Iu rn 11d..,d � u II ihd.., Ibd,.,dd,..d II u u 11 as d,.. �.,) a 11d;° d.., II IId,...d � :...I Facility/Meeting Room Conditions of Use: a. The applicant(s) are responsible for any damages incurred to Library property or equipment as a result of usage. The applicant agrees to indemnify the County of Elgin for damages resulting from such usage. b. All arrangements for chairs, tables, equipment and use of kitchen facilities shall be made in advance with the Library Branch Supervisor. All set-up and clean-up shall be provided by the applicant. The Library may charge a clean-up fee if rooms are not left in an appropriate condition. .„ I„ ., ,....a: ., :, :, w :, a n � r r:, � w ,:, , ,:, . ,:, ,:,, n �� w d... II ��I d..d a �I �.,:II d., d..d III d..d II a d., ird.., II �d.., .� III a I� a d.., a �I � .� �.,: a �I d � II d.,d d.,d d � u I� a �.,: � II"� d.., .� d.., ir,�� d.., d � u u �I a I� a d.., d.., � u u �I ird.,dd.,d a I� a .� . di d;:dd; cupaund; y Illiu„.Irults wilHl "add::' obeyed ::, d ...... :: w w . d , d. �,.„ d.., ,. . � � r � „. d::,, �".„" d.., ,. r d.., .: d. ,. ,� not �d::,, d::, d d � �d.. � d::,, ... IL II u u �I ....du. � u �I � �� IL a II� ire.,: it/� �.,: a �I � II III .. ....du. � u �I � �� .,d/ IL II u u �I n II II a �I ..d i II� .. III .. II � it ...� IL., ..d a �I .� a II� II .. II d..d it IL., d.. it s w 4I u un p Iu it y d..d it d a a IrII ad.. , un d..d it the i /rl d.. III d..d it II d.,d s s of IL., d.. its d..d a 4I of i/rld.., apy.:'' II ud.. �.,) an t d..d it a any d..d and.., a t ld.., and � u und..d an the u un\J ta t ud..d an of Ad i'veirti iui" g and i 11113ii tM°mage a. IL II u un a III ira ity wHHI an d..d i IL., ird.. IL a ird.. a an y ad \i d.. ir/ a s u un, u in a an y II d..d irn n s , II d..d r re in id::'irs I� II il e Ibir,it y Ia ,y IL ds i , da u. i s e b u i e ,d bu.,I d, i boards, u u Iu i ed n. : � u °: °;:fir °: ,. ,. r . d. °:� d, r ^,,;�, :: ^: ,. ^: rc w . °: .„ �� the II �.d,.. 11 �l id,.. lr, .� II,.,� III„p d,.. d,../ �d,..d the u u �I I d..d irn �r �I �..: i u d..d a �I �..: "� d.,d u.,� i the d.. d.. ,�� d.. a �I i IL., ird.,d ,�� u � d..' � . a\4iIIaII IiIllity of spad:°d::'. rt''. � ::, ., ,::, � w ,. w .. d"^ d" � d::, ' �� w . ,. d. ,, ., I �� ° "�d ,d r d , �d d � ,. d. � ,. r �� w "�d::, � � d::, �� w d.., ... � II II �.,: � �� .., ir/ a .� u u �I a I� a L,� .� i .� IL., ..., a II �� the ...� IL., ..d a �I .� ..d it �.,: a �I � �.,: a �I � .� IL., ... �.,:II ..., it .� ..d/ the Dino ire::a„.Ira/d:"veani. Facility/Meeting Room Rates: a Non-profit groups shall not be charged a fee. Ilindli\Jdll.4ls aund II'::oir llDird fit 4 d � �q'..�' d ,,. 4 d...�d � �^:� ,. u 4 d..� � r 4 � �^;: d. �;,;,�, �" '^ d.., ,. r d.., ..... d. rc„w it .,d u.,� IL., .� n II II II� .... �"11 �„.,� it .. � �..: it .. a �I i �.,: 11 II .... �..:.� .., .� i �.,:ll� II u � III ..� � u u„ �I the .. ...,d u. � u �I i �� ..d/ IL II a u" 11 ::, w : � r... ... .. .. .::. n n n ,::, � ::, �: „. d �',.„ ,�d, , d d, d, d d, d, , �: „.. „� „.� d; d, �: d.,d . d, , � �. , d,,. II ........: a �I � .. II�h!:"� it d.., .� IL..� � IL... �:: IL .. a �I � u u �I a �I .. i u ......: a �I d�i �:II: y. it .. �� ..:II .. / the .. IL it :: a �I .. ICI � ,. d. .. .:. .... .::. . .. �„.., .. „, „, � ,. d. �.,: a �I � /d..d it the d..., IL../ a ird.., d.. /d..d it d..d/ ., d..d a I� u u I� a IL � u �I u i �� .,: a �I � 5 =LGIN COUNTY LIBRARY — FACILITIES USE BOOKING FORM Organization: Person in Charge: Telephone: E-mail: Branch Facility Requested: Type of Use: Affiliated Speakers: Anticipated Attendance: Date Required: (Home) (Business) Equipment Use: Tables Chairs The Applicant has read and agrees to abide by the "Elgin County Library Facilities Use Policy". Applicant's Signature: Date: Approved By: Rental Fee: Fee Paid: Kitchen Signed copies of the application form must be returned with the rental fee before the booking will be confirmed. Cancellation: 24 hours notice is required for a full -refund. Exemptions may be granted in the event of inclement weather. Room Rental Fee: For -profit groups and individuals $25.00 per event. Elgin County Library Approval: Supervisor Date A 7 Appendix B Subject: Exhibition Agreement — Elgin County Library Elgin County Library Policy Manual Date Approved: March 4, 2010 Date Last Revision: EXHIBITION AGREEMENT Agreement between - and County Library (the library). Exhibitor name, address and phone number Description of Exhibit (e.g. theme, number of pieces, average size Exhibit dates from: (the exhibitor) branch of the Elgin To: 67 Terms and Conditions: 1. The Elgin County Library reserves the right to authorize all requests for exhibitions. Preference will be given to community organizations and public institutions. 2. The exhibitor is the rightful owner of the material or has expressed permission of members/ participants for its display, including intellectual property rights. The library is not responsible for any violations in this regard, including violation of copyright. 3. Reproductions of exhibited material can only be made through the expressed permission of the exhibitor. 4. The library is not responsible for any damage, theft or loss that may occur to the material while on display in the library. 5. All costs associated with installation, display and de -installation are at the expense of the exhibitor. (5 The library reserves the right to terminate the exhibit at any time due to public IN witness whereof, this agreement has been established on (date), Signed on behalf of the exhibitor: teirris up on Signed on behalf of the exhibitor: Witness on behalf of the library: Witness on behalf of the library: 0 68 IRIS!) Prugressive by Nature RECOMMENDATIONS: 1 REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh, Director of Financial Services Amy Thomson, Director of Human Resources Michele Harris, Director of Homes and Seniors Services Jeff Brock, Director of Information Technology Services Mike Hoogstra, Purchasing Coordinator DATE: June 2, 2021 SUBJECT: Human Capital Management System RFP — Contract Award THAT the report titled "Human Capital Management System RFP — Contract Award", dated June 2, 2021 be received and filed; and, THAT the provision of services associated with the Human Capital Management System, Request for Proposal 2020-P36 submission received from Ceridian Canada, Ltd. in the amount of $123,137 (implementation costs) and $118,313 (annual costs) be awarded; and, THAT Legal Services conduct a review of the proposed services agreement with Ceridian Canada, Ltd.; and, THAT the Warden and Chief Administrative Officer be authorized to execute the supporting service agreement under the direction of the County Solicitor. INTRODUCTION: The County of Elgin invited proposals from firms who possess the requisite technical skills and experience to provide a new Human Capital Management (HCM) system for the County. The objectives of the new HCM system are: M&I 2 ace/replace various disconnected and siloed data systems, improve nunication and shared data across the organization instantly. - To select an integrated solution that will enable automation between payroll, human resources and scheduling. - Automate manual processes and activities, reduce redundancies and duplication of data entry through integration and work flow processes. - Enhance management's capability to lead the business based on timely, reliable and valuable information. - Increase self-service capabilities for staff. - Leverage out -of -the -box functionality to minimize customization. The existing systems currently in use by the County and scheduled to be replaced by the new HCM System with their corresponding End of Life dates are: - Kronos Workforce - InfoHR - Insync - Recruit Right DISCUSSION: October 2023 August 2021 December 2022 December 2021 (one-year commitment only) Request for Proposal No. 2020-P36 (refer to Attachment 1) was published on October 22, 2020, seeking a fully integrated Payroll, Human Resources (HRIS) and Scheduling (Time and Attendance) Software solution. The County was open to accepting proposals from Proponents for an all -in -one fully integrated solution that met all the functional requirements of the RFP or a prime contractor and subcontractors proposing multiple, fully integrable solutions that met all the functional requirements of the RFP. Information that was advertised and posted on the County's Bid Portal page ni g including RFP dates, proposals submitted and list of registered consultants is attached to this report as Attachment 2. The Evaluation Committee (refer to Attachment 3), used a `Quality Based Selection Process' utilizing a "two-part submission method" procurement process in which proposals were received as two separate submissions. The first submission consisting of technical and qualitative information was opened and evaluated based on the following criteria: i) Key Functionalities; ii) Approach and Workplan; iii) Resources — Key Personnel; iv) Project Experience and References; and, v) Innovation, Concepts and Options. rif 3 .,,.... ;hnical submission had been evaluated in accordance with the requirements of the Request for Proposal document, the second submission consisting of the corresponding financial information was opened only for those firms that achieved the minimum score. Of the nine submissions received, six Proponents were included in the financial evaluation and also moved to the third phase of the evaluations, software demonstrations. On March 3, 15 and 16 the evaluation committee participated in half -day software demonstrations with the six Proponents and after the demonstrations, completed a further evaluation based on the RFP evaluation criteria. Once the demonstrations and evaluations were complete, a preferred Proponent was identified and the evaluation committee requested three (3) additional demonstrations which were held on April 19, 29 and May 18. Reference checks were conducted with five contacts and, although the five contacts were not utilizing the preferred/requested scheduling capabilities, Ceridian has indicated it can be accomplished for the Homes. There were no issues with any of the other responses. The preferred Proponent selected by the Evaluation Committee is Ceridian Canada, Ltd. The proposal submitted by Ceridian Canada, Ltd. was the highest scoring qualified proposal and thus represented the best complete quality submission. All Proponents that submitted a proposal to the County will be advised of the contract award and will be offered a debriefing of their individual proposal submission. FINANCIAL IMPLICATIONS: The total cost from Ceridian to implement a new HCM System for the County is as follows.. Implementation Costs $123,137.00 Annual Recurring Fees: $118,313.00 In addition, HR, IT, Finance and Homes administration staff will be required to support the implementation phase which is estimated to take six months. Additional reports will be brought to Council during the implementation phase regarding staff time and any additional scheduling costs. These costs will be funded from the Efficiency Funding Reserve. If incremental funding is needed beyond what is left in the Efficiency Funding Reserve, SRF Funding could potentially be used to fund staffing r`i 0 I further software costs can be funded through levy increases as part of the .'ear Plan. Existing annual maintenance costs for the systems to be replaced total $69,000. Funding for this project is included in the 10 Year Plan's operating, capital and reserve budgets. HCM will make use of $587,000 of the Efficiency Funding Reserve, leaving $20,221 of reserve for other efficiency related purposes. ALIGNMENT 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. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: 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 detailed above, the Evaluation Committee completed the evaluation and selection process in accordance with the Request for Proposal and subsequently the proposal submission from Ceridian Canada, Ltd. was deemed the successful qualified proponent and is recommended for award. rya ayforce HCM System from Ceridian will provide the County with a new u,, -117 , ,..,,nan Resources Time &Attendance, Recruiting and Performance Management system that will meet all of the objectives identified in the County's RFP. The contract resulting from this RFP will be a five (5) year term with an option to extend the contract at the absolute discretion of the County for two (2) additional terms consisting of three (3) years and two (2) years for a maximum total of ten (10) years. All of which is Respectfully Submitted Jim Bundschuh Director of Financial Services Amy Thomson Director of Human Resources Michele Harris Director of Homes and Seniors Services Jeff Brock Director of Information Technology Services Mike Hoogstra Purchasing Coordinator Approved for Submission Julie Gonyou Chief Administrative Officer 5 73 Attachment 1 �rrrOd 0 Y HRIS, Payroll, Time &Attendance Software REQUEST FOR PROPOSAL No. 2020-P36 wu Vuum uumuw w I� i I w w puum ,� E W�Iw�uw E CT !I�� IuuuuW IIN I 1 C wum "�IlwuuWll�" �� IV WTI I 000um wum I IuuuuW IIN I owumw IuuuuW WTI W�Iwuw II I Proposals shall be received by the Bidding System no later than: November 24, 2020 @ 3:00 p.m. (local time) Issue Date: October 22, 2020 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE INDEX DEFINITIONS AND INTERPRETATIONS.................................................................................................... 3 SECTION 1.0 - INFORMATION TO PROPONENTS................................................................................... 4 1.1 Introduction and Background........................................................................................ 4 1.2 Proposal Submission...................................................................................................... 4 1.3 Designated Official......................................................................................................... 5 1.4 Questions/Inquiries......................................................................................................5 1.5 Addenda..........................................................................................................................6 1.6 RFP Schedule.................................................................................................................. 6 1.7 Proponent Communications.......................................................................................... 7 1.8 Proponent Investigations............................................................................................... 7 1.9 Notice of No Response................................................................................................... 7 SECTION 2.0 -TERMS OF REFERENCE..................................................................................................... 8 2.1 Introduction.................................................................................................................... 8 2.2 Objectives....................................................................................................................... 8 2.3 Current State.................................................................................................................. 8 2.4 County Resources......................................................................................................... 10 2.5 Scoping and Implementation...................................................................................... 10 a) Planning & Design........................................................................................................ 10 b) Implementation............................................................................................................10 c) Training......................................................................................................................... 11 d) Deployment Work Plan................................................................................................ 11 e) System Acceptance...................................................................................................... 11 f) Warranty, Maintenance and Support Services........................................................... 11 2.6 License Configuration / Subscription.......................................................................... 11 2.7 Data Hosting Platforms................................................................................................ 12 2.8 Data Sovereignty and Security for Cloud and Hybrid Solutions ................................ 12 2.9 Standards and Regulations.......................................................................................... 12 2.10 Term of Contract.......................................................................................................... 12 SECTION 3.0 - PROPOSAL REQUIREMENTS.......................................................................................... 13 3.1 Proposal Submissions................................................................................................... 13 3.2 Proposal Submission Requirements -Technical Proposal (Part 1)........................... 13 3.3 Financial Submission Requirements- Financial Proposal (Part 2)............................ 15 3.4 Evaluation Methodology.............................................................................................. 15 3.5 Evaluation Criteria........................................................................................................ 17 3.6 Ratings...........................................................................................................................18 3.7 Demonstration............................................................................................................. 19 SECTION 4.0 - GENERAL CONDITIONS.................................................................................................. 20 4.1 Rights of the County..................................................................................................... 20 1 NO Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 4.2 Conflict of Interest........................................................................................................ 21 4.3 Modified Proposals...................................................................................................... 21 4.4 Disqualification of Proponents.................................................................................... 21 4.5 Confidentiality.............................................................................................................. 21 4.6 Proposal Assignments.................................................................................................. 22 4.7 Procurement Policy...................................................................................................... 22 4.8 Failure to Perform........................................................................................................ 22 4.9 Award and Agreement................................................................................................. 22 4.10 Insurance Requirements.............................................................................................. 23 4.11 Indemnification............................................................................................................ 24 4.12 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ................ 24 4.13 Disqualification.............................................................................................................24 4.14 Record and Reputation................................................................................................ 24 4.15 Proponent's Costs........................................................................................................ 25 4.16 Legal Matters and Rights of the County...................................................................... 26 4.17 Human Rights, Harassment and Occupational Health and Safety ............................ 27 4.18 Clarification...................................................................................................................27 4.19 Supplementary Information........................................................................................ 27 4.20 Default / Non-Performance......................................................................................... 27 2 re-, Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE DEFINITIONS AND INTERPRETATIONS The following definitions apply to the interpretation of the Request for Proposal Documents; 1. Addenda or Addendum means such further additions, deletions, modifications or other changes to any Request for Proposal Documents. 2. Authorized Person means; i. For a Proponent who is an individual or sole proprietor that person. ii. For a Proponent which is a partnership, any authorized partner of the Proponent. iii. For a Proponent which is a corporation: a) any officer of director of the corporation; and b) any person whose name and signature has been entered on the document submitted with the Request for Proposal, as having been authorized to participate in the completion, correction, revision, execution, or withdrawal of the submission, whether that person is or is not an officer or director. iv. For a Proponent that is a joint venture, the submission shall be signed by a person for and on behalf of each joint venture or, if they warrant that they have the authority vested in them to do so, one person so authorized may sign on behalf of all joint ventures. 3. Bidding System means the County's bid portal website operated by bids&tenders'" and posted as https://elgincounty.bidsandtenders.ca/Module/Tenders/en 4. County refers to the Corporation of the County of Elgin. 5. Designated Official refers to the Purchasing Coordinator for the County of Elgin. 6. Proposal means the Response in the form prescribed by this Request for Proposal Document and completed and submitted by a Proponent in response to and in compliance with the Request for Proposal. 7. Proponent means the legal entity submitting a proposal. 8. Request for Proposal (RFP) means the document issued by the County in response to which Proponents are invited to submit a proposal that will result in the satisfaction of the County's objectives in a cost-effective manner. 9. Service Provider means the Proponent whose proposal has been approved by the County to provide a Human Resources Information System (HRIS), Payroll, Scheduling, Time & Attendance Software Solution. 10. Successful Proponent means the Proponent whose proposal has been approved by the County to provide a Human Resources Information System (HRIS), Payroll, Scheduling, Time & Attendance Software Solution. 3 77 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE SECTION 1.0 - INFORMATION TO PROPONENTS 1.1 Introduction and Background The County of Elgin is situated in the heart of southwestern Ontario along the north shore of Lake Erie and due south of Highway 401 in what can be best described as a rich agricultural zone complemented by industry. The County is an upper -tier municipality comprised of seven local municipalities covering an area of 460,000 acres, with a population of approximately 50,000 people. Information about the County, including the County's Procurement Policy, can be found by visiting our web page at www®elgincounty®ca The County of Elgin employs approximately 500 salaried and hourly employees, involving five (5) collective agreements and non -union policies with multiple pay frequencies (bi-weekly, monthly). The County has three Long Term Care Homes that operate 24-hour/7-days a week. County services include the following: - Engineering Services (county roads and buildings) - Community & Cultural Services (Libraries, Museums, Archives) - Long Term Care (Bobier Villa, Elgin Manor, Terrace Lodge) - Planning Services - Emergency Preparedness and Coordination - Economic Development and Tourism - Provincial Offences Administration - Information Technology Services - General Government Administration (Administration, Finance, Payroll, HR, Legal) In addition to the above, the County also administers the Land Ambulance Contract for Emergency Medical Services for Elgin County and the City of St. Thomas. Paramedics are employees of Medavie Health Services and are therefore not the direct responsibility of the County. This Request for Proposal (the "RFP") is an invitation by the County of Elgin (the "County") to prospective proponents to prepare and submit proposals for the provision of a Human Resources Information System (HRIS), Payroll, Scheduling, Time & Attendance Software Solution (the "Services") as further described in Section 2.0 of this RFP. This RFP is comprised of this main document, Appendices and all Addenda. Proponents should read this RFP carefully and thoroughly to understand all terms and conditions. 1.2 Proposal Submission FLECTROINflC III'')I° ON''OSAL ;"! i.IVBIV'illl;"! 5101NIS 01YU11, shall be received by the Bidding System. Hardcopy submissions not permitted. All Proponents shall have a Bidding System Vendor account with bids&tenders'" and be registered as a Plan Takerforthis RFP opportunity, which will enable the Proponent to download the Request for Proposal document, download Addendums, receive email notifications pertaining to this RFP and to submit their proposal electronically through the Bidding System. 4 78 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE Proponents are cautioned that the timing of their Proposal Submission is based on when the proposal is RECEIVED by the Bidding System, not when a proposal is submitted, as proposal transmission can be delayed due to file transfer size, transmission speed, etc. For the above reasons, it is recommended that sufficient time to complete your proposal submission and attachment(s) (if applicable) and to resolve any issues that may arise. The closing time and date shall be determined by the Bidding System's web clock. Proponents should contact bids&tenders'" support listed below, at least twenty-four (24) hours prior to the closing time and date, if they encounter any problems. The Bidding System will send a confirmation email to the Proponent advising that their proposal was submitted successfully. If you do not receive a confirmation email, contact bids&tenders'" support at support@bi san ten ers.ca. Late Proposals are not permitted by the Bidding System. To ensure receipt of the latest information and updates via email regarding this RFP, or if a Proponent has obtained this RFP document from a third party, the onus is on the Proponent to create a Bidding System Vendor account and register as a Plan Taker for the RFP opportunity. Proponents may edit or withdraw their proposal submission prior to the closing time and date. However, the Proponent is solely responsible to ensure the re -submitted proposal is received by the Bidding System no later than the stated closing time and date. The onus unequivocally remains with the Proponent to ensure that the proposal is submitted electronically prior to the deadline and in accordance with the submission instructions. The County, its elected officials, employees and agents shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or non -acceptance by the County of any proposal, or by reason of any delay in the acceptance of any proposal. 1.3 Designated Official For the purpose of this contract Mike Hoogstra, Purchasing Coordinator for the County is the "Designated Official" and shall perform the following functions: releasing and receiving electronic proposals, checking of electronic submissions; answering questions from perspective proponents, considering extensions of time, reviewing electronic proposals, ruling on those not complete or not meeting the requirements and coordinating the evaluation of the electronic proposals. 1.4 Questions / Inquiries All inquiries regarding this RFP shall be directed through the Bidding System online by clicking on the "Submit a Question" button for this bid opportunity. Questions submitted through the bidding system are directed to the Designated Official. r*; Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE The deadline for submitting questions is November 16, 2020 @ 4:00 pm If during the period prior to submission of proposals, the County determines, in its sole and unfettered discretion, that part of the RFP requires formal amendment or clarification, written addenda to this RFP will be distributed to all registered Proponents. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties. Inquiries must not be directed to other County employees or elected officials. Directing inquiries to other than the Designated Official may result in your submission being rejected. 1.5 Addenda The County, may at its discretion, amend or supplement the RFP documents by addendum at any time prior to the closing date. Changes to the RFP documents shall be made by addendum only. Such changes made by addendum shall be supplementary to and form an integral part of the RFP documents and should be allowed for in arriving at the total cost. Proponents shall acknowledge receipt of any addenda through the Bidding System by checking a box for each addendum and any applicable attachment. It is the responsibility of the Proponent to have received all Addenda that are issued. Proponents should check online at https://el incounty. i san ten ers.ca/ o ule/Tenders/en prior to submitting their proposal and up until the RFP closing time and date in the event additional addenda are issued. If a Proponent submits their proposal prior to the RFP closing time and date and an addendum has been issued, the Bidding System shall WITHDRAW the proposal submission and the bid status will change to an INCOMPLETE STATUS and Withdraw the proposal. The Proponent can view this status change in the "MY BIDS" section of the Bidding System. The Proponent is solely responsible to: • make any required adjustments to their proposal; and • acknowledge the addenda; and • Ensure the re -submitted proposal is RECEIVED by the Bidding System no later than the stated RFP closing time and date. 1.6 RFP Schedule The RFP process will be governed according to the following schedule. Although every attempt will be made to meet all dates, the County reserves the right to modify or alter any or all dates at its sole discretion by notifying all Proponents in writing at the address indicated in the completed RFP submitted to the County. 80 Issue RFP: Last Date for Questions: RFP Close: Demonstrations: Award of Contract: Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE October 22, 2020 November 16, 2020 @ 4:00 pm November 24, 2020 @ 3:00 pm Week of December 7 or week of January 4* February, 2021* *Dates noted above are an approximation only and are subject to change. 1.7 Proponent Communications Each Proponent is solely responsible to ensure that all contact information for the Proponent is accurate and updated at all times during the RFP process. Proponents may update or revise their contact information in their Bidding System Vendor account. All correspondence from the County to a Proponent will be issued through the Bidding System. 1.8 Proponent Investigations Each Proponent is solely responsible, at its own cost and expense, to carry out its own independent research, due diligence or to perform any other investigations, including seeking independent advice, considered necessary by the Proponent to satisfy itself as to all existing conditions affecting the Proposal for this RFP. The Proponents' obligations set out in this RFP apply irrespective of any background information provided by the County or information contained in the RFP Documents or in responses to questions. The County does not represent or warrant the accuracy or completeness of any information set out in the RFP Documents or made available to Proponents. The Proponents shall make such independent assessments as they consider necessary to verify and confirm the accuracy and completeness of all such information as any use of or reliance by Proponents an any and all such information shall be at the Proponent's sole risk and without recourse against the County. 1.9 Notice of No Response If you are unable, or do not wish to provide a proposal, please complete a notice of no response form in the bidding system. It is important to the County to receive a reply from all Proponents. 81 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE SECTION 2.0 - TERMS OF REFERENCE 2.1 Introduction The County of Elgin is seeking a fully integrated Payroll, Human Resources (HRIS) and Scheduling (Time and Attendance) Software solution. The County will accept proposals from one (1) Proponent for (i) an all -in -one fully integrated solution that meets all the functional requirements of this RFP or a prime contractor and subcontractors proposing (ii) multiple, fully integrable solutions that meet all the functional requirements of this RFP. With the latter option the Proponent must be licensed and certified to perform the proper integrations between the proposed products. The proposed solution will be used across the organization and must be scalable to meet potential future needs. 2.2 Objectives The program objectives include: • Reduce/replace various disconnected and siloed data systems, improve communication and shared data across the organization instantly. • To select an integrated solution that will enable automation between payroll, human resources and scheduling. • Automate manual processes and activities, reduce redundancies and duplication of data entry through integration and work flow processes. • Enhance management's capability to lead the business based on timely, reliable and valuable information. • Increase self-service capabilities for staff. • Leverage out -of -the -box functionality to minimize customization. 2.3 Current State a) Software The following is a list of software programs utilized by the County, by category with an estimated number of end users. Category Program Estimated No. of End Users All Departments Microsoft Suite 200 All Departments Windows 10 500 All Departments Laserfiche 75 Finance AccPac- Sage 300 25 8 82 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE Estimated No. of End Category Program Users 40 users, 350 self-service Scheduling* Kronos Workforce Central 7 users Payroll* Ceridian 4 users Human Resources* InfoHR 15 HR-EMS j Interdev 55 HR-Homes I Surge 450 This RFP process is replacing the current scheduling software (Kronos Workforce Central 7), Payroll software (Ceridian) and Human Resources software (InfoHR). b) Payroll The following is an overview of the County's payroll system parameters being used by the finance team. Payroll Component Estimated Quantity Locations 5 Number of Eligible Employees 500 Earning Codes 250 Hour Codes 150 Deduction Codes 150 Payroll Schedules 5 Benefit Classes 25 Cost Centre's/Departments 50 Collective Agreements/ Employee Group 10 c) Infrastructure The County's infrastructure consists of the following: - Internet feed 300 MB Fibre - Wired network is GB over twisted pair - Current switches are POE - Active directory is at Windows 2016 domain functional level - VMWare 6.0 infrastructure - Devices —tablets, laptops, smartTV's, Vol and smart phones - 500 PC's, laptops and tablets - Fifty-eight (58) servers (VMware) hosted on five (5) physical servers - Standard operating System is Windows Server (2008/2012/2016/2019) - Desktop operating system is Windows 10 83 9 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 2.4 County Resources The County's dedicated resources are outlined below: Module Location Lead Support Human Resources Human Resources 1 staff 1 staff IT 1 staff 1 staff Payroll IT 1 staff 1 staff Finance 1 staff 1 staff Scheduling (Time & Attendance) IT 1 staff -- Finance 1 staff -- Bobier Villa 1 staff 2 staff Elgin Manor 1 staff 2 staff Terrace Lodge 1 staff 2 staff Human Resources 1 staff -- 2.5 Scoping and Implementation The Service Provider is required to deliver the entire scope of work from end to end for all three (3) phases of the project across the organization; (i) planning & design, (ii) implementation & go -live, (iii) training & on -going support. a) Planning & Design The Service Provider will work with the County's project team to identify and prepare a project schedule and work plan listing all key activities, milestones, timelines, communication protocols including the responsibilities of each party i.e. Service Provider, County's Project Team, etc. b) Implementation The Service Provider shall be responsible for the implementation of the software and integration including without limitation: 1. Installation, data Migration (data mapping and import of historical data into new system, post migration report confirming the quality and integrity of the data migrated) 2. Configuration, design, solution set up including financial statements and reports. 3. Recommendations of improvements to the service. 4. Validation/parallel testing (testing log, issues & resolutions) 5. Implementation Support (develop business processes, procedures and system documentation). 6. Integration setup, connection and testing 7. User acceptance testing (UAT) pre -live testing prior to go -live. 10 84 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 8. User acceptance testing (UAT) pre -live testing prior to go -live. 9. Related documentation c) Training The Service Provider will prepare a training plan, documentation and deliver in-house training to all key Users prior to and throughout deployment. Training documentation will consist of a user - manual specific to the County's configuration and shall include screenshots, step-by-step instructions, definitions, system documentation and quick references e.g. short cuts, FA(Xs and hot keys. d) Deployment Work Plan The Service Provider shall prepare a deployment plan, identifying each phase of the project planning and design, implementation, training and the required resources, activities, key milestones, accountabilities and deadlines. e) System Acceptance Provisional Acceptance will occur at "go -live" for each phase of implementation, the County will verify the performance under standard operating conditions for a duration of two (2) pay cycles. Final Acceptance will occur following the final phase of implementation, the County will test the software to ensure it operates in real scenarios according to the specifications over a thirty (30) day period. f) Warranty, Maintenance and Support Services The commencement date of the warranty, maintenance and support services shall begin at the time of go -live. The warranty, maintenance and support services shall include, but not limited to the: 1) Software update, incremental releases and major upgrades, fixes and patches to correct any defects. 2) Technical Support access Monday to Friday Sam to 7pm, weekends and holidays 9am to 5pm EST by telephone, on line chat, web conference, e-mail and on-line help. 3) Incident tracking and incident escalation process. 2.6 License Configuration / Subscription Module Department Est. No. of Super / Unlimited Users Est. No. of Limited Users Payroll Finance 5 500 HRIS Human Resources 5 500 Scheduling (Time & Attendance Homes 25 500 11 85 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 2.7 Data Hosting Platforms The County is open to a cloud based, on premise or a cloud based/on-premise hybrid solution. Proponents must identify all costs associated with operating the proposed solution in your financial submission. 2.8 Data Sovereignty and Security for Cloud and Hybrid Solutions The County at all times retains the sole rights, title and interest in the County's information. The security, integrity and confidentiality of the County's information shall at all times be protected by the Service Provider in accordance with the terms and applicable privacy legislation of Ontario and Canada, including but not limited to MFIPPA. At all times the Service Provider shall, during the term of the Contract, be responsible for safeguarding the County's information against any unauthorized access, use, copying, distribution, disclosure, dissemination or modification by the Service Provider, its personnel and any third parties. The Service Provider shall encrypt the County's information while in transit and at rest at a minimum AES (Advanced Encryption Standard) 256. The Service Provider shall ensure SOC II security compliancy. The County may accept data storage in the United Kingdom or Europe but prefers the data to reside in Canada at all times. 2.9 Standards and Regulations Proponents shall ensure all services and goods provided are in accordance with and under authorization of all applicable authorities, municipal, provincial and federal legislation. 2.10 Term of Contract The contract resulting from this RFP is for a five (5) year term with an option to extend the contract at the absolute discretion of the County for two (2) additional terms consisting of three (3) years and two (2) years or a portion thereof for a maximum total of ten (10) years. 12 E:i Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE SECTION 3.0 - PROPOSAL REQUIREMENTS 3.1 Proposal Submissions ELECTROINflC III''1110PMIII.. ;"! 1 1BIV'ill5SIONS 01NIL"11'", shall be received by the Bidding System. The Proposal Submission shall comprise of two (2) separate proposal submission files as detailed in section 3.2 Hardcopy submissions not permitted. This RFP is a two -stage submission and requires that pricing be included separately as Part 2. Any submissions which contain pricing information in the Technical Proposal (Part 1) will be rendered informal and will be disqualified. All information related to pricing must be submitted in Part 2 only. Failure to include the submission requirements may result in your proposal being disqualified. 3.2 Proposal Submission Requirements —Technical Proposal (Part 1) Proponents shall upload a PDF Proposal Submission to the Bidding System. The submission shall be no longer than FORTY (40) letter sized pages (Arial 12 font or equivalent), excluding the proposed schedule, Curricula Vitae and your response to Appendix A. The submission should include all of the information listed in this Technical Proposal Requirements section. Each response to a request should clearly identify the section of this RFP to which it is responding (by number and heading). The Proponent should provide information of sufficient scope and depth to demonstrate the ability of the Proponent to deliver the equipment and services described in this RFP. Information submitted is subject to verification, and further pertinent information may be obtained from references. 3.2.1 Comoanv Profile and Contact Information Each Proponent shall provide a cover letter outlining a brief company profile including identifying the individual who will be the primary contact for all communications including name, title, company name, mailing address, email address and office telephone number. Proponents shall indicate if they are a Proponent for (i) an all -in -one fully integrated solution that meets all the functional requirements of this RFP or a Proponent prime contractor and subcontractors proposing (ii) multiple, fully integrable solutions that meet all the functional requirements of this RFP. 3.2.2 Approach, Work Plan and Schedule Each Proponent should demonstrate an understanding of the County's requirements and describe its approach to the work. Proponent should include a proposed schedule (e.g. Gantt chart) and work plan listing key activities, resources, responsibilities of each party (Service Provider, County project team) milestones, timelines, communication protocol and go -live. 13 87 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE The Proponent should describe its service level objectives, service metrics, reporting and monitoring, approach to training and on -going customer service and support from end to end, planning and design, implementation, throughout deployment and following go -live. Proponents should identify whether the help desk is a call centre or a direct customer service support line with dedicated technical representatives with English as their first language. Proponents should provide a Service Delivery Plan describing its approach to service delivery. It should include its standard operating procedures, change management, incident management, escalation process and monitoring. If applicated to the proposed solution include its business continuity plan including disaster avoidance and recovery. Proponents should also provide information on the product license structure in this portion of the proposal response. 3.2.3 Resources — Key Personnel Proponents should identify in their submission their Key Personnel as they relate to the project. The project team should include but is not limited to a dedicated project manager, project leads, technical specialists and any other members of their proposed project team. Provide their role, qualifications and experience as it relates to the Work. Key Personnel Curricula Vitae (max. 2 pages) shall include: a) Name, title & designation b) Profession accreditation and academic training c) Accomplishments, relevant experience & expertise d) Role, responsibility and level of engagement for this project. Curricula Vitae shall be attached to the proposal submission as an appendix and will not count toward the maximum page count. 3.2.4 Project Experience / References It is the County's expectation that the Successful Proponent has demonstrated experience in implementing a Software Solution (the "Services") at organizations which are similar in complexity and with similar requirements as requested by the County. Proponents shall provide a detailed narrative describing their experience for three (3) relevant projects. Proponents shall provide documentation to support their successful past experiences in delivering similar software solutions undertaken within the last five (5) years. Relevant projects must be for an implementation with a similar project scope and at least one example must for an implementation at a Canadian Municipality. To confirm successful delivery and quality of work for each relevant project, Proponents shall include the client name, address, contact information (contact name, phone number and email address) and period of execution. Include a description of the service performed and its relevance to this RFP. 14 88 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 3.2.5 Innovation / Concepts / Options Provide a description, details around any innovative ideas, alternatives or enhancements to achieve the end result for this project, which would benefit the County of Elgin. 3.2.6 Key Functionalities—AppendixA Proponents shall provide and upload as a separate file, a completed Appendix A responding to the key functionalities of their proposed system. Instructions on completing the spreadsheet requirements are included at the end of this RFP document. 3.2.7 License Agreements Proponents shall provide and upload as a separate file, their standard terms and conditions of contract along with any agreements as they relate to licensing and data storage if applicable. 3.3 Financial Submission Requirements — Financial Proposal (Part 2) Proponents are required to complete the electronic Pricing Forms in the Bidding System. Prices must be provided in Canadian funds, inclusive of all applicable duties and taxes except for HST. Hourly rates quoted on the Schedule of Prices will be firm for the first year of the contract and subject to the Consumer Price Index (CPI) increases for Ontario as issued by Stats Canada, subject to a maximum CPI cap of 2 percent per year, for the remaining years of the initial term of contract. Prices quoted by the Proponent must be all-inclusive and must include all labour and material costs, all travel and transportation costs, all insurance costs, all costs of delivery, all costs of installation, set-up, and training, including any pre -delivery inspection charges, and all other overhead, including any fees or other charges required by law. The proposal must clearly state which services are not included in your financial pricing submission. Part 2 will only be unsealed if Technical Proposal (Part 1) scores a minimum of 52.5 points out of a possible 75 points (70%) by the evaluation team. 3.4 Evaluation Methodology This is a multi -stage evaluation process that considers both the qualifications of the Proponent and price. The phases of this evaluation are as follows: Phase I: Technical Proposal Phase I of this RFP requires that Proponents respond to the Technical Proposal Requirements listed in section 3.2. 15 89 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE During this phase of the evaluation process, submissions will be reviewed and evaluated by an evaluation committee through a consensus method based on the evaluation criteria set out in section 3.5. The disclosure of the allocated weightings for each category/criteria is provided to assist Proponents in preparing a submission that best meets the requirements of the County. Only submissions which score a minimum of 52.5 points out of a possible 75 points (70%) in Phase I will have met the established threshold and pass to Phase II and will be given further consideration for award. Phase II: Financial Proposal Only those Proponents who have met the established threshold will enter into Phase 11. If the Proponent does not meet the minimum criteria, they will not be considered for Phase II or any subsequent award. Pricing will be unsealed and will be calculated according to the example in section 3.6. Phase III: Demonstration Invited Proponents will be required to demonstrate the functionality of their software system to the evaluation committee. The demonstration will consist of an overview of the software functionality and the requirements included in the RFP criteria. The demonstration will be scored by representatives of County with assistance from the purchasing department. Each proposal will be evaluated on the criteria noted in section 3.5 including proposal clarity and a demonstrated understanding of the requirements. A short list of firms may be created for purposes of a demonstration, should this be required. Proponents may be contacted to explain or clarify their proposals; however, they will not be permitted to alter information as submitted. An Evaluation Committee will be established from various user departments including IT, Human Resources, Finance, Homes, the Purchasing Coordinator and any others as deemed necessary. Proposals will be evaluated on the basis of all information provided by the Proponent. Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP. Failure to comply with these requirements may deem the proposal non -responsive. Selection of a proposal will be based on (but not solely limited to) the following criteria and any other relevant information provided by the Proponent at the time of submission as well as any additional information provided during subsequent meetings with the Proponent. In recognition of the importance of the procedure by which a Proponent may be selected, the following criterion outlines the primary considerations to be used in the evaluation and consequent awarding of this project (not in any order). The County reserves the right to evaluate and rank each submission using criterion noted. Actual scores will be confidential. 16 O Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE The County reserves the right to request confidential references for any of the proponent's projects listed, as well as any of the proponent's other projects, and factor the ratings from all references, whether completed or in progress. 3.5 Evaluation Criteria Submissions will be evaluated by an evaluation committee based on the following categories. The disclosure of the allocated weightings for each category is provided to assist in preparing a proposal that best meets the requirements of the County. By responding to this RFP, Proponents agree to accept the decision of the evaluation committee as final. Evaluation Criteria Maximum Weight sal°°IN5E':I.........i..I Ci...iIIINflC„ I III: III CI� ;"��CIII.. ' P �'', III: c IIINI..I..S 1. Key Functionalities (Appendix A) — Excel document 25 2. Approach and Workplan 15 3. Resources — Key Personnel 15 4. Project Experience / References 15 5. Innovation / Concepts / Options 5 Must score 52.5 out of 75 points (70%) to move to Phase 2 ...... � .. � )l°°W':5E 2 :IIII JAINICI III I°II'�IIN''I�ISA 25 Ill)OI IINL.I°°S 6. Pricing / Total Overall Cost 25 points sal°°IA,,'i' m 3 ...... ' INJS' I..III ..L.IIII'� ICI h'II' INI;" � .. . " III. IIIII..I..° 7. Software Demonstrations 25 points I"°OC IIL, CIIL„IIIIIIV11IIII „.IIILA I11VE Ill)OIIIINI""I""S :125 Ill)OIIIINI""I"°S 17 BSI Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 3.6 Ratings The following table describes the characteristics attributable to particular scores between 0-10. 0 Unacceptable Did not submit information 1-2 Very Very poor to unsatisfactory Unsatisfactory 3 Unsatisfactory Minimally addresses some, but not all of the requirement of the criteria. Lacking in critical areas Somewhat Addresses most of the requirements of the criteria to the minimum 4 Unsatisfactory acceptable level. Lacking in critical areas. Somewhat Addresses most, but not all, of the requirements of the criteria to the 5 Satisfactory minimum acceptable level. May be lacking in some areas that are not critical. 6 Satisfactory Adequately meets most of the requirements of the criteria. May be lacking in some areas that are not critical. 7 Good Meets all requirements of the criteria. 8 Very Good Somewhat exceeds the requirements of the criteria. 9 Excellent Exceeds the requirements of the criteria in ways that are beneficial. 10 Outstanding Proposal exceeds the requirements of the criteria in superlative ways / very desirable. The firms achieving the minimum score identified will be shortlisted and Phase 2 of the evaluation will be unsealed for consideration. The lowest cost proposed shall be awarded the full amount of points available for the fee portion of the evaluation. All higher proposals shall be awarded points, rounded to the closest full point for the cost portion of the evaluation by the following: Lowest Cost _ Proposed Cost x Maximum Points = Total Cost Points. It should be emphasized that pricing/total overall cost is only one of the factors being considered in determining the successful Proponent. In submitting a proposal, the Proponent acknowledges the County's right to accept other than the lowest priced proposal and expressly waives all rights for damages or redress as may exist in common law stemming from the County's decision to accept a proposal which is not the lowest price proposal, if it is deemed to be in the County's best interest to do so. All qualified proposal submissions will be reviewed and evaluated. Additional information may be requested if necessary. 18 oil Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE Only the proposal response, Appendix A response and Curricula Vitae requested will be evaluated. Proponents must include all relevant information in the required page limit restriction identified in section 3.2. 3.7 Demonstration The County will have the three highest scoring Proponents attend a demonstration to present to the evaluation team the proposed software system and to provide additional insight into the Proponent's ability to meet the requirements as requested in the RFP. The County reserves the right to request demonstrations for more or fewer than three Proponents based on the scoring results. The demonstrations will be held at the County Administration Building, Training Room, 450 Sunset Drive, St. Thomas, Ontario. Due to changing Covid-19 restrictions, demonstrations may be conducted via video conference. Demonstrations shall follow this general format: ➢ Introduction of Proponents Project Team and County Evaluation Committee (10 minutes) ➢ Proponent Demonstration of the Software (2 hours) ➢ Question/Answer Session (30 minutes) The Proponents will be notified of the final format and exact date and time for demonstrations in advance. The County may decide to schedule a second demonstration if it is deemed necessary. The score from the proposal evaluations, pricing and the demonstration will be combined to determine an overall total score as noted in section 3.5. 19 ON Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE SECTION 4.0 - GENERAL CONDITIONS 4.1 Rights of the County The County is not liable for any costs incurred by the Proponent in the preparation of their response to the RFP or selection interviews, if required. Furthermore, the County shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or non -acceptance by the County of any proposal or by reason of any delay in the award of the contract. The County reserves the right to accept any proposal, in whole or in part, that it feels most fully meets the selection criteria. Therefore, the lowest cost proposal, or any proposal may not necessarily be accepted. County staff shall evaluate all compliant proposals received by the closing time and make evaluations and recommendations for acceptance. The County reserves the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the Request for Proposal. The County reserves the right to modify any and all requirements stated in the Request for Proposal at any time prior to the possible awarding of the contract. The County reserves the right to cancel this Request for Proposal at any time, without penalty or cost to the County. This Request for Proposal should not be considered a commitment by the County to enter into any contract. The County reserves the right to enter into negotiations with the selected Proponent. If these negotiations are not successfully concluded, the County reserves the right to begin negotiations with the next selected Proponent. Proposals shall remain open and subject to acceptance for a period of one hundred and twenty (120) days from closing date. In the event of any disagreement between the County and the Proponent regarding the interpretation of the provisions of the Request for Proposal, the Director of Financial Services or an individual acting in that capacity of the County, shall make the final determination as to interpretation. No proposal shall be accepted from any person or Proponent who, has a claim or has instituted a legal proceeding against the County or against whom the County has a claim or has instituted a legal proceeding, without the prior approval of County Council. This applies whether the legal proceeding is related or unrelated to the subject matter of this RFP. 20 Oz! Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 4.2 Conflict of Interest The Proponent declares that no person, firm or corporation with whom or which the Proponent has an interest, has any interest in this RFP or in the proposed contract for which this proposal is made. The Proponent further declares that no member of the Council of the County and no officer or employee of the County will become interested directly or indirectly as a contracting party, partner, shareholder, surety, or otherwise in or in the performance of the Contract or in the supplies, work or business to which it relates, or in any portion of the profits thereof, or in any of the money to be derived there from. Should the Proponent feel that a conflict of interest or potential conflict of interest exists; the Proponent must disclose this information to the County prior to the submission of a proposal. The County may, at its discretion, delay any evaluation or award until the matter is resolved to the County's satisfaction. The County may allow a conflict of interest or potential conflict of interest to exist if it is satisfied that there are adequate safeguards in place and if the County determines that it is in its best interests to do so. The County reserves the right to disqualify a proposal where the County believes a conflict of interest or potential conflict of interest exists. 4.3 Modified Proposals In the event that a preferred proposal does not entirely meet the requirements of the County, the County reserves the right to enter into negotiations with the selected Proponent, to arrive at a mutually satisfactory arrangement and to make any modifications to the proposal as are in the best interests of the County. 4.4 Disqualification of Proponents More than one Proposal from an individual firm, partnership, corporation or association under the same or different names will not be considered. A Proponent shall not discuss or communicate, directly or indirectly with any other Proponent, any information whatsoever regarding the preparation of its own Proposal or the Proposal of the other Proponent. Proponents shall prepare and submit Proposals independently and without any connection, knowledge, comparison of information or arrangement, direct or indirect with any other Proponent. Collusion between Proponents will be sufficient for rejection of any Proposals so affected. 4.5 Confidentiality The proposal must not be restricted by any statement, covering letter or alteration by the Proponent in respect of confidential or proprietary information. The County will treat all proposals as confidential. The County will comply with the Municipal Freedom of Information and Protection of Privacy Act, and its retention by-law pursuant to the Municipal Act, in respect of all proposals. All Public Reports approved by the Council of the County will become public information. 21 OR Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 4.6 Proposal Assignments The successful Proponent will not be permitted to assign or transfer any portion of the proposal as submitted or the subsequent agreement without prior written approval from the County. 4.7 Procurement Pol Submissions will be solicited, received, evaluated, accepted and processed in accordance with the County's Procurement Policy as amended from time to time. In submitting a proposal in response to this RFP, the Proponent agrees and acknowledges that it has read and will be bound by the terms and conditions of the County's Procurement Policy. The Policy can be viewed on the County's website, 4.8 Failure to Perform Failure to comply with all terms and conditions of this proposal, and failure to supply all documentation, as required herein, shall be just cause for cancellation of the award. The County shall then have the right to award this contract to any other Proponent or to re -issue this RFP. 4.9 Award and Agreement The Proponent that fully meets the requirements and scores the highest based on the evaluation criteria will be recommended for award. Once the award is made and approved by the County or County Council, the report recommending such award, including the total cost of the awarded project, shall be a matter of public record, unless otherwise determined by Council. A written agreement, prepared by the County, shall be executed by the County and the successful Proponent. The complete proposal package submitted by the successful proponent, together with the entire Request for Proposal documents prepared by the County, shall form part of the Agreement. Without limiting the generality of the statements set forth immediately above, the following principles shall apply to the content and/or preparation of the written agreement as referenced above: (i) Subject to the provisions of this RFP and to the extent determined by the County, in its unfettered discretion but in relation to specialized activities which may form the subject matter of such RFP, the County and the Preferred Proponent shall enter into discussions to finalize the terms of such Agreement. (ii) If requested, the Preferred Proponent shall submit any proposed terms and conditions including those relating to licensing and data storage, if applicable, for consideration by the County. (iii) If for any reason the County determines that it is unlikely to reach complete consensus as to terms and conditions of the written Agreement with the Preferred Proponent, the County may discontinue the said discussions with the Preferred Proponent and proceed in any manner that the County, in its unfettered discretion, may decide is in its own best interests in 22 0:Z Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE relation to securing the services as contemplated in the RFP and including but not necessarily limited to the following: (a) termination of the within RFP process and proceeding to arranging for some or all of the services as contemplated by the RFP in some other manner, including, without limitation, engagement of an alternative service provider or providers; or (b) Invitation of one of the other Proponents to the within RFP process to enter into discussions and potentially reach agreement with the County for the services as contemplated herein, commencing with the Proponent having the second highest score and so forth; and providing at all times that the decision to proceed with any such alternate arrangements shall be with any claim to damages, compensation, or other relief by the Preferred Proponent as against the County (and further including its Warden, Councillors, officers, administration, employees, servants, consultants or agents). 4.10 Insurance Requirements The agreement resulting from this RFP will contain, at a minimum, the following insurance requirements: a) Comprehensive general liability insurance including bodily injury, facility damage liability, personal injury liability, completed operations liability, blanket contractual liability, non -owned automobile and shall contain a severability of interest and cross liability clause to a limit of no less than five million ($ 5,000,000) dollars in respect to any one occurrence. The above -mentioned policy shall be endorsed to include the County of Elgin as an Additional Insured. b) Standard OAP 1 Automobile liability policy. c) The aforementioned policies of insurance shall contain or shall be subject to the following terms and conditions: ➢ be written with an insurer licensed to do business in Ontario; ➢ be non-contributing with, and will apply only as primary and not excess to any other insurance or self-insurance available to Elgin County; ➢ contain an undertaking by the insurer to notify the County in writing not less than sixty (60) days before any material change in risk or cancellation of coverage. ➢ any deductible amounts shall be borne by the Proponent. ➢ Prior to the execution of the Agreement and within fifteen (15) business days of the placement, renewal, amendment, or extension of all or any part of the insurance, the Proponent shall promptly provide Elgin County with confirmation of coverage insurance and, if required, a certified true copy(s) of the policy(s) certified by an authorized representative of the insurer together with copies of any amending endorsements applicable to the Agreement. ON 23 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 4.11 Indemnification The successful Proponent shall indemnify and hold harmless the County of Elgin, its officers, County Council, Employees and volunteers from and against any liabilities, claims, expenses, demands, loss, cost, damages, suits or proceedings by whomsoever made, directly or indirectly arising directly or indirectly by reason of a requirements of this agreement save and except for damage caused by the negligence of the County or their employees. 4.12 Compliance with the Accessibility for Ontario with Disabilities Act 2005 The Proponent shall ensure that all its employees and agents receive training regarding the requirements as outlined in the Integrated Accessibility Standards Regulation (Ontario Regulation 191/11) as well as the Ontario Human Rights Code. The Proponent is responsible to ensure that all of its employees, volunteers and others for which the Proponent is responsible are adequately trained. In accordance with the Accessibility for Ontarians with Disabilities Act, 20051ntegrated Accessibility Standards Regulation (Ontario Regulation 191111), the County requires content created for the municipality that is to be posted on our website to be provided in a format which is compliant with WCAG 2.0 Level AA requirements. As required under Section 14 of the regulation, any content published on our website after January 1, 2012 needs to be compliant with the WCAG requirements by the timelines set out in the Regulation. It is the successful Proponent's responsibility to produce the required documents in an accessible format 4.13 Disqualification The County may, in its sole discretion, disqualify a proposal or cancel its decision to make an award under this RFP, at any time prior to the execution of the Agreement by the county, if, ➢ the Proponent fails to cooperate in any attempt by the County to verify any information provided by the Proponent in its proposal; ➢ the Proponent contravenes one proposal per Person or Entity; ➢ the Proponent fails to comply with the laws of Ontario or of Canada, as applicable; ➢ the Proposal contains false or misleading information; ➢ the Proposal, in the opinion of the County, reveals a material conflict of interest; ➢ the Proponent misrepresents any information contained in its proposal. 4.14 Record and Reputation Without limiting or restricting any other right or privilege of the County and regardless of whether or not a proposal or a Proponent otherwise satisfies the requirements of this RFP, the County may disqualify any proposal from any Proponent, where; ➢ In the opinion of the County Solicitor or the Purchasing Coordinator for the County, the commercial relationship between the Corporation of the County of Elgin and the Proponent has been impaired by the prior and/or current act(s) or omission(s) of each Proponent, including but not limited to: 24 or-] Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE a) Litigation with the County; b) The failure of the Proponent to pay, in full, all outstanding accounts due to the County by the Proponent after the County has made demand for payment; c) The refusal to follow reasonable directions of the County or to cure a default under a contract with the County as and when required by the County or it's representatives; d) The Proponent has previously refused to enter into an Agreement with the County after the Proponent's proposal was accepted by the County; e) The Proponent has previously refused to perform or to complete performance of contracted work with the County after the Proponent was awarded the contract; f) Act(s) or omission(s) of the Proponent has resulted in a claim by the County under a bid bond, a performance bond, a warranty bond or any other security required to be submitted by the Proponent on an RFP within the previous five years. ➢ In the opinion of County Council or the Chief Administrative Officer, or their designate, there are reasonable grounds to believe that it would not be in the best interests of the County to enter into an Agreement with the Proponent, for reasons including but not limited to the conviction or finding of liability of or against the Proponent or its officers or directors and any associated entities under any taxation legislation in Canada, any criminal or civil law relating to fraud, theft, extortion, threatening, influence peddling and fraudulent misrepresentation, the Environmental Protection Act or corresponding legislation in other jurisdictions, any law regarding occupational health or safety or the Securities Act or related legislation. 4.15 Proponent's Costs The Proponent shall bear all costs and expenses incurred by the Proponent relating to any aspect of its participation in this RFP process, including all costs and expenses related to the Proponent's involvement in; ➢ the preparation, presentation and submission of its proposal; ➢ the Proponent's attendance at the Proponent's meeting; ➢ due diligence and information gathering processes; ➢ demonstrations; ➢ preparation of responses to questions or requests for clarification from the County; ➢ preparation of the Proponent's own questions during the clarification process; and, ➢ agreement discussions. The County is not liable to pay such costs and expenses or to reimburse or compensate a Proponent under any circumstances, regardless of the conduct or outcome of the RFP Process, including the rejection of all proposals or the cancellation of the RFP, and including any negligence of the County in the conduct of the RFP process. 25 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 4.16 Legal Matters and Rights of the County This RFP is not an offer to enter into either a bidding contract (often referred to as "Contract A") or a contract to carry out the project (often referred to as "Contract B"). Neither this RFP nor the submission of a proposal by a Proponent shall create any contractual rights or obligations whatsoever on either the Proponent or the County. The County may at its sole discretion change or discontinue this RFP process at any time whatsoever. The County may in its sole discretion enter into negotiations with any person, whether or not that person is a Proponent or a Short -Listed Proponent with respect to the work that is the subject of this RFP. The County may at its sole discretion decline to evaluate any proposal that in the County's opinion is incomplete, obscure or does not contain sufficient information to carry out a reasonable evaluation. Without limiting the generality of the RFP, the County may at its sole discretion and at any time during the RFP process; ➢ reject any or all of the Proposals; ➢ accept any Proposal; ➢ if only one Proposal is received, elect to accept or reject it; ➢ elect not to proceed with the RFP; ➢ alter the timetable, the RFP process or any other aspect of this RFP; and ➢ cancel this RFP and subsequently advertise or call for new Proposals for the subject matter of this RFP. In addition to and notwithstanding any other term of this RFP, the County shall not be liable for any damages resulting from any claim or cause of action, whether based upon an action or claim in contract, warranty, equity negligence, intended conduct or otherwise, including any action or claim arising from the acts or omissions, negligent or otherwise of the County and including any claim for direct, indirect or consequential damages, including but not limited to damages for loss of profit, loss of reputation, injury to facility and bodily injury that results from the Proponents' participation in the RFP process, including but not limited to; ➢ the disclosure of a Proponent's confidential information; ➢ the costs of preparation of a Proponents Proposal, whether it is accepted, disqualified or rejected; ➢ any delays, or any costs associated with such delays, in the RFP process; ➢ any errors in any information supplied by the County to the Proponents; ➢ the cancellation of the RFP; and ➢ the award of the contract to a Proponent other than the Proponent recommended by the Proposal Review Committee. 11091 26 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE 4.17 Human Rights, Harassment and Occupational Health and Safety The Proponent shall be required to comply with the County's policies regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety as well as all Provincial and Federal laws, regulations and guidelines regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety. 4.18 Clarification The County may require the Proponent to clarify the contents of its proposal, including by the submission of supplementary documentation, or seek a Proponent's acknowledgement of the County's interpretation of the Proponent's proposal. The County is not obliged to seek clarification of any aspect of a proposal. 4.19 Supplementary Information The County may, in its sole discretion, request any supplementary information whatsoever from a Proponent after the submission deadline including information that the Proponent could or should have submitted in its proposal prior to the submission deadline. The County is not obliged to request supplementary information from a Proponent. 4.20 Default / Non -Performance The County will reserve the right to determine "non-performance" or "poor quality" of service and further reserves the right to cancel any or all of this contract at any time should the Proponent's performance not meet the terms and conditions of the RFP upon 30 days written notification to the Proponent. "Non-performance" shall mean the failure to meet the complete terms and conditions of this Contract including, but not limited to, the response time. In the event of such cancellation, the County retains the right to claim damages as a result of such default. If the County terminates the Contract, it is entitled to: a) withhold any further payment to the Proponent until the completion of the work and the expiry of all obligations under the Contract; and b) recover from the Proponent any loss, damage and expense incurred by the County by reason of the default (which may be deducted from any monies due or becoming due to the Proponent). 27 1191 Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE APPENDIX A — KEY FUNCTIONALITIES Instructions to Proponents A1— Proponent Scoring Matrix Proponents are required to complete the R i.IE highlighted sections on each of the four (4) tabs of the Key Functionality spreadsheets attached hereto as Appendix A: General A.2 II°luirnan Resources A.3 Scheduling (Time and Attendance) and; AA Payroll The Proponent Scoring Matrix is listed at the top of each page of the excel spread sheet and below for reference. Example: APPENDIX A - Kev Functiionaliities - General "W - Mandatory "3" - Priority -2" - Important "I" - Nice to have Value A1.1Data retention adheres to the County's record retention policy minimum 7 years M Fail A1.2 tJ dates and Upgrades are run on �f hours or after hours M Fail AudIt Trail - transactions in the system are time and user stamped. Audit trail can be idled p p M Fail W �� 1^� and re reported al p against. Click to choose Al 4 Audit Trail - solution must be able to generate an audit trail report of changes b ID g p g y� M Fall41111, IIIi Yes or No --------- i- ----------- Al 5 Seamless Integration and free data flow between J module, Payroll module, Scheduling and M Fail Time and Attendance Al 6 Ability for administrator to assign user defined permissions within each module without vendor M Fail development or programming At 3 Ability to access in a secure environment remotely and compatible with multiple devices and M Fail platforms ------------------------ Self Serve - web based portal allowing user to completelapprove routine transactions, view and A1.8 print pay stubs and T4s, view total compensation statement, view vacation, lieu balances and M Fail update personal information. Al 9 Ability to report on all fields that contain data 3 g Click to sellect A1.10 Ability to customize reports at the administrator level 3 0 gym,,, 3.2.1 0 A2 — Scoring Weight The County has indicated in the grey highlighted area the value of each of the listed criteria as follows: M = Mandatory Requirement 3 = A "priority" rated criteria 2 = An "important" rated criterion 1= A "nice to have" rated criteria 28 119% Attachment 1 REQUEST FOR PROPOSAL NO. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE Proponents shall use the Proponent Scoring Matrix highlighted in BU,,,IE to score themselves in accordance with the scoring methodology below: "Yes" / "No" Mandatory Requirement (Pass/Fail) Yes = Compliance, No = Disqualification. II:�� a a II u a e N..) un„„ e e.t a II II the II''i a n t:I a N��) a y II�'�, e t.,i u ii a e n,u e n V.s wflII a e s u II V. u n the o6un g ure, et:ft wt:;l i.V:IIh�)u.I:.u.�u 113" Included in the standard functionality of the solution. 112" Partially included, may require minor tweaking/ customization at no additional costs to the owner. 111" Partially included requires customization/development, additional costs will be incurred by owner 110" Not included in the standard functionality. A3 — Scoring Each module must achieve a score of 60% (the "Minimum Technical Score") or higher to ensure consideration further in the process. Should a module fail to meet the Minimum Technical Score the County may in its absolute unfettered discretion choose not include the module in Contract negotiations. The Proponent receiving the highest total score (all four (4) tabs) will receive the maximum score of 25 points noted in section 3.5. All other Proponents combined score will be prorated against the highest total score to determine their score out of 25 using the following formula: Example: (Score/Highest Score) x 25 (weighted value) (230/257) x 25 = 22.37 out of 25 29 119191 Attachment 1 Addendum No. 1 Elg t ProgressNe by Nature Request for Proposal No. 2020-1336 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with all other parts of the Request for Proposal. The following questions have been received by the County; the County's response follows each question. Question 1: We have reviewed the RFP for HRIS, Payroll, Time & Attendance Software and we were wondering if it is acceptable to have your data hosted in the U.S.? Our assessment of applicable data protection laws is that data hosting in Canada is not, except in a few limited cases for certain public sector entities in some provinces, a requirement under applicable laws. If this is not a mandatory requirement then we would look forward to participating in this process. Please advise ASAP. We have the appropriate controls to store and transfer EU data between any of our facilities. We are aware that some of our existing clients do utilize our products to store EU citizen data. We are happy to send you more information on how we use Binding Corporate Rules as a key element to demonstrate our compliance with protecting personal data globally. Answer 1: The County's preference is that the data reside in Canada at all times, per section 2.8 of the RFP. Question 2: Do you have a proposed budget for this project that you can share? Answer 2: The County does not have a set budget amount for this project. Question 3: Will the County of Elgin accept a proposal and consider a vendor for award that is a "Best of Breed" solution that will satisfy only the time and attendance portion of this RFP? 119111 Attachment 1 Addendum No. 1 RFP No. 2020-P36 Answer 3: Please refer to section 2.1 End of Addendum No. 1 Addendum Issued: November 2, 2020 Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P: 519-631-1460, extension 129 1 E: oosra aelin.ca 1191..1 Attachment 1 Addendum No. 2 Elg t ProgressNe by Nature Request for Proposal No. 2020-1336 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with all other parts of the Request for Proposal. The following question has been received by the County; the County's response follows the question. Question 1: After filling out Appendix A Functionals, we have answered Yes to A2.19-20, A2.23- 25, yet it still says FAIL. Could you please advise on what I should do? Answer 1: We apologize for this error. An updated `Appendix A — Key Functionalities' spreadsheet has been posted to the documents section correcting those line items. Please note that we have received questions regarding the requirements listed in section A1.23 and will provide further clarification in Addendum No. 3. End of Addendum No. 2 Addendum Issued: November 10, 2020 Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P: 519-631-1460, extension 129 1 E: oosra aelin.ca INZy Attachment 1 Addendum No. 3 Elg t ProgressNe by Nature Request for Proposal No. 2020-P36 HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with all other parts of the Request for Proposal. The following questions have been received by the County; the County's response follows each question. Question 1: Regarding SAAS, how much data do you believe would be transferred / used in a 30-day period? Answer 1: The amount of data used would depend on the application being used. The developer of the application should have a better understanding of how much data their application transfers based on the architecture of the application. We will have about 15 staff accessing payroll, HR and Scheduling systems on a daily basis, about 300 staff accessing information randomly (checking schedules, requesting vacations etc.) and data uploads/downloads for payroll every 2 weeks. Question 2: Within the HRIS Appendix column A1.23 you have indicated that Data must reside in Canada, United Kingdom or Europe (servers / cloud). This column is classified as M for Mandatory. In the addendum issued on November 2, you stated that it is a preference to have data reside in Canada. Can you please update the question to reflect your preference and update the column with a value of 1 instead of M for mandatory? Answer 2: Correction to Addendum No. 1 - The requirements of section A1.23 will remain which states "Data must reside in Canada, United Kingdom or Europe (servers &/or cloud)". Question 3: On page 9, it is indicated that: `This RFP process is replacing the current scheduling software (Kronos Workforce Central 7), Payroll INrl Attachment 1 Addendum No. 3 RFP No. 2020-P36 software (Ceridian) and Human Resources software (InfoHR).' The chart of current programs shows that Interdev and Surge are also used. Will these programs be left in place? If so, is there a requirement to share data with them? Answer 3: Yes, this software will remain in place. There is no mandatory requirement to share data with these programs. Question 4: For payroll purposes, how many Legal Entities are included in the County of Elgin? Answer 4: One Question 5: You note that the Paramedics are employed by Medavie and are not the direct responsibility of the County. Does the County track any details from an HR, Scheduling or Time perspective? Answer 5: No Question 6: How many different employee groups do you have? Based on Pay frequency (bi-weekly, bi-monthly), pay rules (do they share pay rules — OT, shift differentials etc), Unions, Hourly or Salaried groups. Please list Answer 6: We have three different employee groups: Bi-Weekly, Monthly, and Semi -Annually. Pay rules are unique to our three unions and one non -union group. Each union group has their own set of shift differentials and OT requirements. Question 7: How many external systems will be interfacing with Time and Attendance? • HR employee Import Attachment 1 Addendum No. 3 RFP No. 2020-P36 • Payroll Export • Others Answer 7: - HR - Payroll - Accounting Software (AccPac) Question 8: Will you be using mobile? For clocking in/out, view schedule/timesheet, submitting approving time off requests? Answer 8: Yes, mobile use for schedule/timesheet viewing and submitting/approving requests. Approximately 300 staff for basic schedule viewing/requests and 12 managers for more extensive access, approvals etc. Question 9: Will you require hardware clocks, web clock? Answer 9: Yes, three hardware clocks (preferably with biometrics), one for each Long -Term Care home. Pricing for the hardware clocks (vendor installed) to be added to the online Schedule of Prices (see Schedule B, Table G). Question 10: How many Activity based Costing fields are required? These fields may include: Department, Location, Cost Center, home unit etc. Answer 10: We require four costing fields/labour levels: Department, Union, Cost Centre, and Equipment Code. Question 11: How many pay premiums do you have? These include: Weekly OT, Daily OT, Shift Differentials, etc. If different unions have different pay rules please include these. IKIM Attachment 1 Addendum No. 3 RFP No. 2020-P36 Answer 11: Non -Union - Daily OT 7.0 hrs - Bi-Weekly 70 hrs - OT on Statutory Holidays SEIU: - Daily OT 8.0 hrs - Bi-Weekly 80 hrs - Daily OT 12.0 hrs - Bi-Weekly 84 hrs - Shift Premium (Afternoon, Night, Weekend) - OT on Statutory Holidays - Minimum of 11 hours off between shifts, or OT for every hour of denied rest (8 hour shift employee) - Minimum of 12 hours off between shifts, or OT for every hour of denied rest (12 hour shift employee) - Registered Practical Nurse Responsibility Pay ONA - Daily OT 7.5 hrs - Bi-Weekly 75 hrs - Daily OT 11.25 hrs - Bi-Weekly 78.75 hrs - Shift Premiums (Afternoon, Night Weekend) - OT on Statutory Holidays - OT for hours work beyond three consecutive shifts - OT if denied every second weekend off - Responsibility Allowance (Premium for shift when relieving Manager of Resident Care) - Charge Pay (premium for nurse designated to be in charge of the building) CUPE - Daily OT 7.0 hrs - Bi-Weekly 70 hrs - OT on Statutory Holidays IsM Attachment 1 Addendum No. 3 RFP No. 2020-P36 Question 12: How many Time Off banks do you have? Sick, Vacation, Emergency Leave, Attendance Bank etc. what are the accruals based on — fixed amount depending on seniority accrued annually, based on amount of worked hours, etc. Answer 12: Entitlement amounts can vary from group to group. Sick and Vacation accruals are based on years of service from hire date. Statutory Holidays and float days are based on Employment standards criteria. Sick Vacation Statutory Holidays Float Days Question 13: How many data validation messages do you have? le worked more than 75 hours in 2 weeks, Approaching OT, etc? Answer 13: Approximately 15 Question 14: How many locations for scheduling do you have? Are they centrally scheduled or scheduled by location? Answer 14: Three locations with dynamic scheduling, ie. Three Long Term Care homes. Each home is scheduled separately by staff at that home. All full time, non -home staff have static regular schedules ie. 9 to 5, Monday -Friday Question 15: How many different departments do you schedule? Answer 15: 8 or 9 per Long Term Care home, 6 static departments at main administration building. INS Attachment 1 Addendum No. 3 RFP No. 2020-P36 Question 16: How many different positions do you schedule? le Nurses, Admin, Cleaning staff, etc. Answer 16: 10 or 11 per Long Term Care home. Approximately 25 positions at main administration building. Question 17: How many different jobs do you schedule? le RPN, RN, Physio Therapy etc. Answer 17: 10 or 11 per Long Term Care home. Question 18: How many rotation patterns for shifts do you use? le Working - Mon Tues Wed Fri Sat for week 1, different days on and off for week 2. Answer 18: Currently, LTC Homes are scheduled in 6-week rotations, some departments alternate between A and B schedules. Question 19: How many qualifications for employees do you have? Answer 19: Currently don't use "qualifications" for scheduling employees, but if used, there would be approximately 12. Question 20: How many shift swapping rules do you have? Are they different in different locations? Answer 20: Currently implement about 3 rules, however would like to augment further if software allows for a better match to desired business practices. "V: Attachment 1 Addendum No. 3 RFP No. 2020-P36 Question 21: How many Call out rules do you have? Based on different parameters for different jobs/employees. Answer 21: There are several rules based on seniority, round robin last called, current worked hours, largely dictated by collective agreements. Question 22: How many unavailability rules do you have for scheduling? Are they all based on the same criteria? Answer 22: Currently not using availability rules, would embrace them going forward. Question 23: Do you want to track long term legislated leaves? le Maternity, Paternity, Long term disability, Military Answer 23: Yes Question 24: If yes for #23, do you have any custom not legislated leaves? Answer 24: No Question 25: Will all departments in the county be leveraging the Time and Attendance system? Answer 25: Yes Question 26: How many non -union agreements do you have? IsM Attachment 1 Addendum No. 3 RFP No. 2020-P36 Answer 26: We have 4 non -union agreements: - Employees - Land Division - Police Services Board - Council/Warden Question 27: Can you provide a list of your accrual policies that will be configured? (Vacation, sick, banked time, in lieu, etc.) Answer 27: Sick Vacation Statutory Holidays Float Days Question 28: As we started filling the tables two questions emerged: for Table B, do we need to provide prices for all items? At first we would only be able to provide such information for items 3, 4 & 5. Answer 28: Please refer to the instructions noted on the pricing form. Proponents shall select only one of the software options listed. ieae notethatthe deadllluine 1I�or qLiesfions has now laei We Ik:x:)k °III°or ard i:o urec&ui�Vuiunit yoLiiir &IIectr(:) mlii III ropq:)sal LflDn' iJssion End of Addendum No. 3 Addendum Issued: November 17, 2020 Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P: 519-631-1460, extension 129 1 E: oosra aelin.ca "01 Attachment 2 Pmgft exsh(e, tmmve View Details Return to the Bids Homepage(https://elgincounty.bidsandtenders.ca/Module/Tenders/en) Bid Details Bid Services Classification: Bid Type: Request For Proposal Bid Number: 2020-1336 Bid Name: HRIS, Payroll, Time & Attendance Software Bid Status: Closed Bid Closing Tue Nov 24, 2020 3:00:59 PM (EST) Date: Question Mon Nov 16, 2020 4:00:00 PM (EST) Deadline: Time -frame for delivery or the duration Refer to project document of the contract: Negotiation Refer to project document Type: Condition for Refer to project document Participation: Electronic Not Applicable Auctions: Language for Bid English unless specified in the bid document Submissions: Submission Online Submissions Only Type: Submission Online Submissions Only Address: Public No Opening: Description: This Request for Proposal (the "RFP") is an invitation by the County of Elgin (the "County") to prospective proponents to prepare and submit proposals for the provision of a Human Resources Information System (HRIS), Payroll, Scheduling, Time & Attendance Software Solution (the "Services"). Bid Document Bid document preview, bid opportunity, and award notices are available on the site free of charge. Suppliers are Access: not required to register for a bid opportunity prior to previewing unsecured bid documents. Please note, some documents may be secured and you will be required to register for the bid to download and view the documents. To obtain an unsecured version of the bid document and/or to participate in this opportunity, an annual or a per bid fee must be paid (annual fee - $180.25, per bid fee - $53.95). Trade CFTA Agreements: Categories: Show Categories [+] 115 Register for this Bid Download Bid Documents Documents File Name Attachment 2 RFP Document Thursday October 22, 2020 10:02 AM Appendix A - Key Functionalities (Revised per Add#2) Tuesday November 10, 2020 03:38 PM Addenda File Name Addendum No. 1 Monday November 2, 2020 09:10 AM Addendum No. 2 Tuesday November 10, 2020 03:39 PM Addendum No. 3 Tuesday November 17, 2020 03:55 PM Purchasing Representatives Employee Hoogstra, Mike Bids Submitted The following are the unofficial bid results Company Contact Kawa, Cory Ceridian HCM Inc. 675 Cochrane Drive, Markham ON, Canada L3R OB8 Shariff, Zahir ComVida Corporation 555 Sixth Street, New Westminster BC, Canada V3L 5H1 Zaman, Sajid Finally Free Productions 3601 HEMPSTEAD TURNPIKE, LEVITTOWN New York, United States Of America 11756 Joosten, Terri HR Strategies Consulting Inc. 100, York Boulevard. Suite # 200, Richmond Hill Ontario, Canada L4B 118 Glendening, Ted Nortek Solutions Inc. 2 Campbell Drive, Suite 655, Uxbridge ON, Canada L9 P OA3 Genys, Mickey StaffScheduleCare 13025 Yonge St, Richmond Hill Ontario, Canada L4E1A1 Marshall, Anna StarGarden 300-3665 Kingsway, Vancouver BC, Canada V5R5W2 MacNeill, Olivia Ultimate Software 144 Bloor St W #400„ Toronto ON, Canada M5S 1M4 Setu ra m, Des Vigilant Consulting Services Inc. 5405, Eglinton Ave West, Suite 206, Etobicoke Ontario, Canada M9C 5K6 Plan Takers The following are the plan takers for the bid: Company ' Contact Buchner, Carolyn ADP Canada cCo. 3250 Bloor Street West - 16th FLoor, Etobicoke Ontario, Canada M8X 2X9 Barlow, Jim Agilyx North America 11237 Sahalie Rd, LA CONNER WA, United States 98257 Kawa, Cory Ceridian HCM Inc. 675 Cochrane Drive, Markham ON, Canada L3R OB8 Shariff, Zahir ComVida Corporation 555 Sixth Street, New Westminster BC, Canada V3L 5H1 Bidding, Online Deloitte LLP Bay Adelaide East, 8 Adelaide Street West, Toronto Ontario, Canada M5H OA9 Castellani, Martine DLGL Technologies Corporation 850 Michele-Bohec, Blainville QC, Canada 17C 5E2 Zaman, Sajid Finally Free Productions 3601 HEMPSTEAD TURNPIKE, LEVITTOWN New York, United States Of America 11756 Van Bellinghen, Frederic HR Path Canada 5409 Eglinton Ave W., Suite 209, Toronto Ontario, Canada M9C5 K6 Joosten, Terri HR Strategies Consulting Inc. 100, York Boulevard. Suite # 200, Richmond Hill Ontario, Canada L4B 118 Crognale, Gina HRPLink Inc. 100 West Beaver Creek Road Suite 2, Richmond Hill Ontario, Canada L4B 1H4 Aarsvold, Matthew IKW Solutions 668 North Coast Highway #516, Laguna Beach CA, USA 92651 117 Attachment 2 Filiatrault, Nicole Kronos Canadian Systems Inc. 320 - 110 Matheson Blvd W, Mississauga Ontario, Canada L5R 4G7 Paschalis, Thanos MediSolution (2009) Inc. 2 Lansing Square, Toronto Ontario, CAN M21 4P8 Glendening, Ted Nortek Solutions Inc. 2 Campbell Drive, Suite 655, Uxbridge ON, Canada L9 P OA3 Pulfer, Catherine Oracle Canada ULC 100 milverton Drive, Mississauga On, Canada L5R4H 1 Aggarwal, Ankur Press Monitor Inc. 325 Front Street West, Suite 300, Toronto Ontario, Canada M5V 2Y1 White, Lianne PricewaterhouseCoopers LLP 99 Bank Street, Suite 710, Ottawa Ontario, Canada KIP 1E4 espina, cecilia QUATRO GROUP software systems Inc 4311 VILLAGE CENTRE COURT, MISSISSAUGA Ontario, Canada L4Z1S2 Genys, Mickey StaffScheduleCare 13025 Yonge St, Richmond Hill Ontario, Canada L4E1A1 Marshall, Anna StarGarden 300-3665 Kingsway, Vancouver BC, Canada V5R5W2 Sirotti, Alessia TELUS Sourcing Solutions Inc. 25 York, Toronto Ontario, Canada M51 2V5 THinK Best Practice Inc. TimeClock Plus, LLC Ultimate Software Vigilant Consulting Services Inc. Traill, Amber Suite 5304 - 16 Harbour Street, Toronto Ontario, Canada M51 2Z7 Rafalowski, Paul 1 TimeClock Drive, San Angelo Texas, United States 76904-5778 MacNeill, Olivia 144 Bloor St W #400„ Toronto ON, Canada M5S 1M4 Seturam, Des 5405, Eglinton Ave West, Suite 206, Etobicoke Ontario, Canada M9C 5K6 Attachment 2 `MPQ HRIS, PAYROLL, TIME & ATTENDANCE SOFTWARE Proposal Evaluation Team RFP No. 2020-P36 Attachment 3 Name Position Evaluation Complete Conflict of Interest Michele Harris Director of Homes and Seniors Services Yes No Terri Benwell Administrator, Elgin Manor & Bobier Villa Yes No Al Reitsma Manager of Information Technology No -Resource No Whit Allsop Senior Network Analyst Yes No Mathew Waite Financial Analyst Yes No Jim Bundschuh Director of Financial Services No -Resource No Amy Thomson Director of Human Resources No -Resource No Tanya Tilton -Reid Manager of Human Resources Yes No Heather Rosevear Human Resources Assistant Yes No Mike Hoogstra Purchasing Coordinator No -Resource No IsM REPORT TO COUNTY COUNCIL FROM: Brian Lima General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy lliium��nrc CAO �ve � Peter Dutchak, Manager of Transportation Services Prug1ress DATE: May 31, 2021 SUBJECT: Imperial Road and Dexter Line Intersection Stop Control RECOMMENDATIONS: THAT an all way stop control be implemented at the intersection of Imperial Road and Dexter Line; THAT the County of Elgin's By -Law No. 17-33 being a by-law to designate through highways, be amended to reflect this change, and; THAT the Township of Malahide be requested to install the necessary road signage as supplied by the County. INTRODUCTION: The Port Bruce Bridge has been replaced and was subsequently opened to traffic on December 18, 2020. The project's final lift of asphalt pavement and associated roadway paint markings were installed in May 2021. Concerns regarding the lack of available sight distance for drivers on the Dexter Line approaches to Imperial Road, south of the bridge were brought to staff's attention. Upon review, staff recommends to create an all -way stop controlled intersection at Imperial Road and Dexter Line so that road users have sufficient sight lines at this intersection. DISCUSSION: The intersection of Dexter Line and Imperial Road is located approximately 30m south of the new Port Bruce bridge and is configured with two-way stop control on the east and west Dexter Line approaches. 1 IFIN 2 In accordance with the Ontario Traffic Manual — Book 11 (Markings and Delineation), a stop line (also called a stop bar) is required to be installed within a defined distance from the through road (in this case Imperial Road), and positioned with reference to the clearance needs of cross traffic and pedestrians. The positioning of the stop line affects the location of the driver's eye, stopped behind the stop line, and thus may restrict the available sight distance the driver is afforded in order to complete vehicular maneuvers into the intersection The Transportation Association of Canada JAC) manual, Geometric Design Guide for Canadian Roads — Chapter 9 — Intersections, identifies the required sight distance for drivers on approaches near bridge structures. These calculations determine that drivers stopped on the east and west approaches of Dexter Line at Imperial Road require a minimum of 130 metres of sight distance for a 60km/h vehicle design speed. Unfortunately, this cannot be obtained due to horizontal sight restrictions caused by the bridge railing, barrier end wall and guide rail end treatment. The County's bridge design consultant (K. Smart Associates) has reviewed the existing conditions and has recommended that the implementation of an all -way stop controlled intersection at Imperial Road and Dexter Line is the best solution to ensure adequate sight distance is available to all road users. The proposed creation of an all -way stop controlled intersection at Imperial Road and Dexter Line will require all vehicles along Imperial Road to stop at this location. A by- product of this installation is the reduction of vehicle speeds along Imperial Road who are entering and leaving the village. Although stop signs are not an approved traffic calming measure, their existence may slow north and south bound traffic within the vicinity. In order to implement the recommended all -way stop control, additional 120cm by 120cm "STOP" and "STOP AHEAD" signs will require installation on the Imperial Road approaches to Dexter Line, as well as the installation of stop line road paint markings. In addition, temporary "NEW" warning signs will also be installed on all newly installed signage until after the Labour Day long weekend in September to allow drivers to become accustomed to the new all -way stop controlled intersection. A drawing of the recommended signing scheme is attached for Council's information. In order to enforce the newly created stop -controlled condition along Imperial Road, the County's "Through Road By -Law No. 17-33" must be amended. Staff recommends requesting the Township of Malahide to supply and install the new signage at the County's expense. IFla 3 FINANCIAL IMPLICATIONS: The cost of supplying and installing four new signs is estimated to cost approximately $2,200, and will be funded from the Port Bruce Bridge Replacement project (62901805). ALIGNMENT 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. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: 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. The Township of Malahide will be requested to install four new signs and paint new stop block road paint markings. COMMUNICATION REQUIREMENTS: None. CONCLUSION: The intersection of Imperial Road and Dexter Line is currently a two-way, stop controlled intersection located approximately 30 metres south of the newly constructed Port Bruce Bridge. Following a technical investigation, insufficient sight distance is available for drivers on the Dexter Line approaches of this intersection when stopped behind the newly painted stop lines. In order to ensure sufficient sight distance is available for drivers at all of the fP�: 's approaches, staff recommends configuring the intersection to an all -way I All of which is Respectfully Submitted Peter Dutchak Manager of Transportation Services Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 0 123 , a j'`�, o z a IIIIIIII I *„� ...I�� o . w �a sl II E I 0+fi25 II II IIIIIIIIIIII (IIIIIIII IIIIIIIIIII ° x J �� 0�0 IX n T m^ �� I �ma�K III�II�III�III� � I - aW 0+5]5 I � j a 11111111111111111111110 a_ �s a ?sm �U5 , $5 � �. � IIIIIIIIIIIIIIIIIIIIII� ®o �z I � 21 °+525 DEXTER IIIIIIII1II11IIII� �, LINE — o - _ a �i IIIWIW IlUllllq ° 1 �;s �w II IIIIIIII ��I�� IIIIIIIIIIII t, m b � � 3I / w Pip ° z N ^�ma — 1 x�l I d - I IaW n� 0+42513 0 3612 DR AEWA i ,N0 DRIVEWAY IIII l4 tLm `e4 ro 1a01°OAII'l I; I�al o F• oll / v 1 N CRY LN / —moo« _ IIIWIIWI IIWII� N �° �� IIIIIIIIIII .1 x /As > I IIIIIIIIIII p 0+I650 I %o N j JIIIIIIIII II III IIII � rc I £ll 0+625 II rw e z 1 w LA C J }I X N 0*60In ..,IIIIII nM m� �o +m I iiiiioa� ��o �,I � IIIIIIIIIIII p w i w ii a 1:12 IIII I // �II It III IIIIIIIIIIIIIIII��IIII� ,I �II IIIIII IIII IIII III III� rk II � 0+550 / r — IIIWIIWI UI IIIIIIIIIII h c II II �. x-\ ] IIIIII I rt; (IIIIIIIIIIII °IIII III W � f�l `1 �I. 6A5 ' r525 T fl' NE IIIIIIIIIII � � o x �� 2.� I � ji 1111111111111111111114 IUIIIIIIIIITII��llll� pIIIIIIIIIIIIIIIIIIIIInN .�.� / �� / /IIIIIIII III IIIIVp � Y� N .�\ IIIIIIIIIII ulllllllllll I ,� IIII IIIIIIIIIII; A� WAIF" � M� 0+475 _ A o er ea }as 85 IIII � I � I��I,X � 3pp3 ooa pop IIIIIIIIIII Illllllld V 4� 0+45 — i aI i � i i N a �o � I 0+425 I � x 0 38�2 DR SWAY 31N De VE"6 — 98 o µ 'a0+40o REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning, & Enterprise Iluumouuu^° (EPE) / Deputy CAO ��ru �1ressi e by t°��r�„y� DATE: May 31 2021 SUBJECT: Single Source Contract Award — LTC Home Air Conditioning RECOMMENDATIONS: THAT the report titled "Single Source Contract Award — LTC Home Air Conditioning" from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated May 31, 2021 be received and filed; THAT County Council approve the reallocation of $75,000 from the 2021 Bobier Villa HVAC project to meet the legislated air conditioning requirements at Bobier Villa and Elgin Manor before the end of summer 2021; and, THAT County Council approve the reallocation of $145,904 from the 2022 Bobier Villa HVAC project to meet the legislated air conditioning requirements at Bobier Villa and Elgin Manor before the end of summer 2021. INTRODUCTION: The purpose of this report is to: • Inform Council with respect to the Single Source Contract Awarded to Paramount Services for required Air Conditioning in Long -Term Care Homes by the end of summer of this year. This Contract was awarded in accordance with section 4.7a and section 4.7c (vi) of the Procurement Policy; and, • To seek Council's approval to reallocate $75,000 from the 2021 Bobier Villa HVAC project and $145, 904 from the 2022 Bobier Villa HVAC project to meet the legislated air conditioning requirements at Bobier Villa and Elgin Manor. Reallocation of these monies is supported by the successful funding grant offered through Ontario's Investing in Canada Infrastructure Program (ICIP) — COVID-19 Resiliency Infrastructure Stream — Local Government Intake for the three (3) Bobier Villa HVAC unit replacements. INA 2 is to Ontario Regulation 79/10 under the Long -Term Care Homes Act, 2007 (LTCHA) were made to enhance cooling requirements for long-term care (LTC) homes. The amendments came into force on May 15, 2021. Every designated cooling area and resident room in an LTC home is required to be served by air conditioning which is operated as necessary to maintain the temperature in designated cooling areas at a comfortable level for residents during specified periods. The designated cooling areas were required to be completed by May 15, 2021. The County of Elgin completed this work and is compliant with the regulation. The air conditioning requirement for resident rooms must be completed in the summer of 2021, this very short time line is the reason for this report and the need to act under the County's non-competitive purchases section (4.7) of the Procurement Policy. DISCUSSION: There are a number of LTC homes across the province that lack adequate cooling systems, which can negatively impact the health and well-being of residents during hot weather or periods of extreme heat. LTC residents are particularly vulnerable to extreme heat events given their advanced age and/or presence of chronic health conditions. The government of Ontario committed to acting to ensure adequate air-conditioning systems are in place for all LTC homes across the province. As of May 15, 2021, long-term care (LTC) homes are required to ensure that the appropriate air conditioning equipment, as required by the amendments to the Regulation, is installed in every designated cooling area of the LTC home to maintain the temperature at a comfortable level for residents during the period and at the times set out in the Regulation. In addition, all resident rooms will be air conditioned by the end of this summer. Due to abnormal market conditions created by this change in regulation in such a short timeline in addition to the existing construction equipment and material shortage already being experienced due to COVID-19, the air conditioning units proposed for the County's three LTC homes are in short supply and their availability varies week to week. Given that every LTC home operator in the province is required to comply with the summer 2021 deadline, engineering services staff secured the required number of air conditioning units from the County's current HVAC service contractor, Paramount Services. `FzI 3 The preferred equipment type was chosen with advice from the County's consultants with energy efficiency, equipment cost and on -going maintenance cost in mind. Availability of the units also was a key factor in the final equipment selection. FINANCIAL IMPLICATIONS: The total cost to comply with the directive is $450,000. This breaks out to $431,900 for purchase and installation of the equipment, with a contingency amount of $18,100 also made available to address minor unforeseen facility issues. The Ministry of Long -Term Care provided funding to LTC Homes to meet the legislated air conditioning requirements under the Infection Prevention and Control (IPAC) Minor Capital Funding Program. Funding received by the County through LTC Minor Capital Program and IPAC Minor Capital Program, must first be used for air conditioning projects as set out in the regulation. Only when LTC Homes, comply with the regulation, can these funds be used for other eligible cost within their programs. LTC Project Cost Funding Type of Funding Home Available Equipment surplus/deficit Terrace $82,725 $110,000 60 - Window $27,275 non - Lodge IPAC Minor Mounted A/C transferrable Capital funding Units surplus to be used 5 — for other Terrace Ductless Lodge IPAC minor A/C units capital projects Elgin $218,764 $72,860.00 30 — Ductless $0 Manor IPAC Minor A/C Units deficit Capital plus, 60 — Portable pending Floor A/C approval, Units transfer of $145,904 from Bobier Villa 2022 HVAC project = $218, 764 Bobier $130,411 IPAC Minor 17 — Ductless $9067.87 surplus to Villa Capital $64,478 A/C Units be applied to plus, pending 40 — Portable anticipated approval, Floor A/C electrical costs transfer of Units $75,000 from Bobier Villa IM4 0 HVAC project = $139, 478 The required funding to support the Homes' air conditioning project exceeds the IPAC Minor Capital funds received. The additional costs for the air conditioning project can be accommodated through the reallocation of monies from the Bobier Villa HVAC projects - 2021 ($75,000) and 2022 ($145,904) which will result in a $0 impact to the 2021 budget and 10-year Capital Plan. ALIGNMENT 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. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: N/A COMMUNICATION REQUIREMENTS: N/A CONCLUSION: 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 stated, due to abnormal market conditions this required timeline has created, in addition to the general material/equipment shortages being experienced throughout the construction industry due to COVID-19, the air conditioning units proposed for the 128 5 County's three Long Term Care Homes are in short supply. Given that every LTC home operator in the province is required to comply with the summer 2021 deadline, facility services staff secured the required number of air conditioning units from the County's current HVAC service contractor, Paramount Services. This action has ensured that the County of Elgin will meet the required timelines of Ontario Regulation 79/10 under the Long -Term Care Homes Act and be fully compliant. All of which is Respectfully Submitted Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Michele Harris Director of Homes and Seniors Services Gene DiMeo Manager of Corporate Facilities Mike Hoogstra Purchasing Coordinator Approved for Submission Julie Gonyou Chief Administrative Officer IMI IRIS!) �Il�uumouuu��°^� Prugressive by Nature RECOMMENDATION: 1 REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager Engineering, Planning, and Enterprise (EPE) — Deputy CAO DATE: June 8, 2021 SUBJECT:Administration Building — Council Chambers Modernization Project Update THAT the report titled "Administration Building — Council Chambers Modernization Project Update" from the Director of Engineering Services, dated June 8, 2021 be received and filed. INTRODUCTION: The purpose of this report is to provide Council with an update on the progress of the Council Chamber Modernization Remodelling Project. This project will be completed as part of the Administration Building accessibility elevator addition, basement public accessibility washroom upgrades, the establishment of a designated front lobby reception service kiosk, and the decommissioning of the existing elevators. DISCUSSION: As approved in the 2021 Capital Budget, technological hardware modernization and space remodeling is to be undertaken within Council Chambers. The modernization will address significant challenges associated with the design of the space, and provide an enhanced experience for space users. The scope of the Council Chambers Modernization Project work generally involves flooring replacement, wall finishes, and ceiling finishes. Improved lighting and the installation of a new Council table furnished with integrated audio-visual technology for enhanced virtual and in -person meeting functionality (see attached floor plan and rendering). The design as prepared by L360 Architects maintains the general existing layout and seating configuration. Following consideration of several seating configurations within Council Chambers, existing physical constraints, and architectural IBI9I 2 inty staff believe a similar remodelled configuration will continue to serve the anicipal councils. With additional technological enhancements, the challenges with public gallery viewing and access have also been addressed. Further, both of the adjacent boardrooms will also be attended to with new paint and floor replacement. Additional large viewing monitors and speakers will be added to the rooms, enhancing the public gallery experience when required for larger meetings. The technological hardware modernisation will consist of integrated microphone and speaker stations at each seat. It will also include installation of larger viewing monitors around the Council table for enhanced viewing by all members of Council and County staff. The installation of speakers in the rear and wings of the Chamber will provide enhanced sound throughout the entire space. A number of high -resolution cameras will be incorporated throughout the space in order to provide full coverage of the meeting participants. All of this technology will be incorporated into the millwork or surrounding wall and ceiling spaces. All networking and electrical wiring for these components will be integrated into the surrounding environment and not visible. The end result will be a very clean professional look. In addition to the hardware, there will also be controls and streaming and conferencing software to enable virtual meetings and streaming capabilities. The anticipated schedule to complete the project works will be from July 7t" to September 10t". Council has one meeting on August 10t" which is still intended to be held in chambers. Every effort, to the extent possible, will be made to work around the County and/or Municipality of Central Elgin Council meeting schedules and to keep potential interruptions to a minimum. Staff has also sought and incorporated the feedback of Central Elgin Staff throughout the design process. FINANCIAL IMPLICATIONS: The proposed 2021 capital budget makes funds available to modernize Council Chambers, establish a designated front lobby reception service kiosk, and decommission the existing elevators. All design and construction management fees for the Council Chamber Modernization Project will be paid from these identified funds. As approved in the 2021 Capital Budget a total of $680,000.00 has been made available for interior renovation projects, including the Council Chambers Modernization and Entrance Lobby Reception Renovation Project. The following summary of projected estimated costs is provided for review and will be confirmed at tender close: `KI Engineering' Construction2 Conferencing Technology Net HST (1.76%) Projected Costs (Council Chamber) 3 Projected Costs (Entrance Lobby Reception Renovation)' 2 TOTAL PROJECTED COST Approved 2021 Capital Budget (Interior Renovations) Forecast Budget Surplus/(Deficit) $ 23,400.00 $ 122, 554.00 $ 164, 900.00 $ 5,471.03 $ 316,325.03 $ 152,721.00 $ 469,046.03 $ 680,000.00 $ 210,953.97 Administration Building - Council Chambers Modernization and Entrance Lobby Reception Renovation Project Update architectural design and contract administration engineering service fees in the amount of $49, 000.00 (excluding HST) were previously awarded to L360 Architecture by County Council at its January 19, 2021 meeting 2Administration Building - Council Chambers Modernization and Entrance Lobby Reception Renovation Project Construction Costs in the amount of $249,675.00 (excluding HST and IT equipment) were previously endorsed by County Council at its January 19, 2021 meeting IBY: 0 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ❑ Ensuring alignment of ❑ Planning for and current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: 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. A modernisation of Council Chamber will address challenges associated with the original administration building design, and provide an enhanced barrier -free customer service experience. Seeing as the County's Administration Building serves all local municipal partners, building tenants, residents, tourists and visitors, Council Chamber upgrades will result in a benefit for all users. COMMUNICATION REQUIREMENTS: All Council, staff and administrative building tenants will be advised of the project and be provided construction progress updates throughout duration of construction, including advance notice of any facility access or temporary service disruptions. CONCLUSION: As identified, a modernised Council Chambers will address challenges associated with the original building design, and provide an enhanced user experience for both in - person and virtual meetings. The new proposed furnishings complete with upgraded commercial quality integrated audio-visual equipment will present a clean professional appearance, and provide an improved level of service. 133 project is currently out for tender with a closing date of June 16t". A Council ,..N.,,..�..u,ling staffs recommended tender award will come forward at the next meeting of Council on June 22"d. Project construction within Council Chambers is anticipated to start as soon as possible following Council approval and execution of Contracts. All of which is Respectfully Submitted Eugenio DiMeo Manager of Corporate Facilities Jeff Brock Director of Information Technology Services Brian Lima General Manager Engineering, Planning, and Enterprise (EPE) / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 5 134 ous3uo `suwoyl -is enua jesuns osv I� uoi;enouaa uaooayseM I suoi;iPPV JOMA l3 buiplrne uoi;ea;siu!wpy wp I UPS }o fi4unoo N his Slt al 020 go$ H d iz® ��a tYOR MI ph; 3 �� haw eF'U £y q3 pc £o N 1� 0 o pm�� J 135 mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm mmmmmmmm REPORT TO COUNTY COUNCIL FROM: ^"'^"�1tititi1111��IIIIIlOUuuou�� Elgin Prug'resshn�,� by Nature DATE: Stephen Gibson, County Solicitor Brian Lima, General Manager Engineering, Planning, and Enterprise (EPE) / Deputy CAO June 1, 2021 SUBJECT: Lease Extension Agreement —Alzheimer Society Southwest Partners / Elgin (County) RECOMMENDATIONS: It is recommended that: The within Report to Council, dated June 1, 2021, and entitled "Lease Extension Agreement — Alzheimer Society Southwest Partners / Elgin (County)", be received and filed. 2. Elgin County Council approve and authorize the Warden and Chief Administrative Officer to execute a Lease Extension Agreement between Elgin (County) and Alzheimer Society Southwest Partners (previously Alzheimer Society Elgin — St. Thomas), effective May 1, 2021, and for the one (1) year Term commencing May 1, 2021, and ending April 30, 2022. INTRODUCTION: The purpose of this Report is to inform Council as to the request by Alzheimer Society Southwest Partners (previously Alzheimer Society Elgin — St. Thomas) to extend its current Lease Agreement, dated and effective May 1, 2020, for the further one (1) year Term commencing May 1, 2021 and ending April 30, 2022, as contemplated by the said Lease Agreement as well as the staff recommendation to do so. BACKGROUND AND DISCUSSION: Alzheimer Society Southwest Partners (previously Alzheimer Society Elgin — St. Thomas) has been an on -going tenant of Elgin County, within the Elgin County Administration Building, for in excess of 15 years. INyj 2 The most recent Lease Agreement, relating to Rooms 229, 232, and 237-1, for office purposes, and Room 344, for storage purposes, was effective May 1, 2020, and, in keeping with past practice, provided for a one (1) year Term commencing May 1, 2020 and ending April 30, 2021, with a right of extension for a second lease year, commencing May 1, 2021, and ending April 30, 2022, with specified rates for Basic Rent for both lease years. Alzheimer Society Southwest Partners has delivered communication to Elgin County that it wishes to exercise its right of extension for the lease year commencing May 1, 2021 and ending April 30, 2022, at the specified Basic Rent rate of $17.17 psf for office space and $7.80 psf for storage space. At the specified rent rates, the revenue figures for Elgin County during the lease year are as follows: Category Basic Rent Rate (psf) Annual Revenue Monthly Revenue Office $17.17 $19, 968.71 $1, 664.10 Storage $ 7.80 $ 780.00 $ 65.00 $20,748.71 $1,729.10 FINANCIAL IMPLICATIONS: Elgin will generate rental income over the term of the lease year as set forth above. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ® Ensuring alignment of ❑ Planning for and current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. 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. 138 3 Additional Comments: None. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: Alzheimer Society Southwest Partners, as an existing tenant within the Elgin County Administration Building, has delivered notice of a desire to exercise its extension rights for the lease year commencing May 1, 2021 and ending April 30, 2022, at the Basic Rent rates set forth in the previous Lease Agreement. Although the notice of intention to extend the said Lease Agreement was not received in timely fashion, Elgin staff recognize that the Tenant entity was undergoing organizational changes at the end of the previous lease year and, as such, is content to recommend approval of the extension request and therefore seeks Council approval and authorization to execute a Lease Extension Agreement for the requested further lease year. All of which is Respectfully Submitted Stephen Gibson, County Solicitor Brian Lima — General Manager, Engineering, Planning, and Enterprise (EPE) / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer f61*7 Progressive by N tare RECOMMENDATIONS: It is recommended that: REPORT TO COUNTY COUNCIL F'Rta►M: Stephen Gibson, County Solicitor Brian Lima, General Manager Engineering, Planning, and Enterprise (EPE) — Deputy CAO DATE: May 30, 2021 SUBJECT: Patio Agreement —Bridge Street Parkette 1. The within Report to Council, dated May 30, 2021, and entitled "Patio Agreement Bridge Street. Parkette" be received and filed; and, 2. Subject to finalization as effective upon the date confirmed by the Province of Ontario permitting outdoor dining in accordance with the "Roadmap to Reopen" Plan announced and implemented on or about May 20, 2021, (a) County Council approve the proposed Patio Agreement for the Bridge Street Parkette as between Elgin (County), Central Elgin (Municipality), and 9924701 Ontario Inc.; and, (b) County Council authorize the Warden and the Chief Administrative Officer to execute the proposed Patio Agreement for the Bridge Street Parkette as between Elgin (County), Central Elgin (Municipality), and 9924701 Ontario Inc. under direction of the County Solicitor. INTRODUCTION: The purpose of this Report is to inform Council of the current request of the operator of the licensed patio upon the Bridge Street Parkette in the Community of Port Stanley during the months of July, 2020 through October, 2020, for similar permission, by Licence Agreement, to operate a patio for the same location for the anticipated term of June, 2021 through October, 2021. As part of pandemic recovery measures authorized by the Province of Ontario, 9924701 Ontario County, operator of an adjacent restaurant establishment, was licensed by Elgin and Central Elgin to operate a licensed patio upon the Bridge Street Parkette in the Community of Port Stanley during calendar year 2020. Staff are unaware of any reports of negative incidents or conduct at the licensed patio, including from local police, municipal, enforcement officers, and health unit representatives. An authorized representative of 9924701 Ontario Inc. has recently forwarded a request for similar permission for a licensed patio at the Bridge Street Parkette location for the period June, 2021 to October, 2021. The following factors are relevant to the current request: 1. The relaxed rules for outdoor patios operated by the liquor licensed operators of adjacent restaurant facilities have been confirmed as extended by the Alcohol and Gaming Commission of Ontario (AGCO) for the period ending January 1, 2022; 2. The proposed Licensee currently holds the requisite liquor licence associated with its operations of the adjacent restaurant establishment. 3. The proposed Licensee seeks permission to operate a patio of reduced area in recognition of the anticipated opening of Bridge Street, and adjacent sidewalks, to vehicular and pedestrian traffic. The proposed patio plan incorporates an area not extending onto and separated from the sidewalk and travelled portion of Bridge Street by approved fencing. A sketch of the proposed patio plan is attached as Schedule "A" to this Report. 4. The proposed Licence Agreement, if approved, will follow the form and content of the Agreement(s) from calendar year 2020, including: (a) no applicable monetary licence fee; (b) compliance with all federal, provincial, and municipal laws, statutes, regulations, and bylaws and rules and standards applicable to such extended patio rigihits and operations, including but not limited to as directed by AGCO, OPP, and Southwestern Public Health; (c) indemnification of Elgin and Central Elgin; (d) acceptable insurance coverages, including to a specified minimum policy limit per occurrence and as naming Elgin and Central Elgin as additional insureds; and, 3 utomatic termination of the Agreement upon specified circumstances, including but not limited to provincial permission for unrestricted indoor restaurant dining. A copy of the proposed Licence Agreement is attached as Schedule "g" to this Report. Review inquiries to interested staff at both municipalities has given rise to no objections to the proposed Licence arrangement or Agreement. Similar inquiry to Southwestern Public Health resulted) in an offer to share applicable regulations once available. It is indicated that Central Elgin staff will recommend approval of and authorization to execute the Licence Agreement, as prepared, to its Council. It is finally noted that the subject Licence Agreement, and in particular the effective date thereof, cannot be finalized until the Province of Ontario authorizes outdoor dining pursuant to the "Roadmap to Reopen" Plan announced and implemented i on or about Mlay 20, 2021, FINANCIAL I'MPLICA►TIONS: 1. It is anticipated that the proposed Licence Agreement will result in no positive revenue to Elgin (or Central Elgin) but may result in increased administrative and internal staff monitoring and enforcement efforts and costs. 2. It is anticipated that the proposed Licensee will generate and benefit from food and beverage revenues from patio operations for the period June, 2021 through October, 2021. M ALIGNMENT WITH STRATEGIC PRIORITIES., Serving Elgin Growing Elgin Investing in Elgin 0 Ensuring alignment of current programs and services with community need. M Exploring different ways of addressing community need. IX Engaging with our community and other stakeholders. 0 Planning for and facilitating commercial, industrial, residential, and agricultural growth., El Fostering a healthy environment. M Enhancing quality of place. Additional Comments: None. LOCAL MUNICIPAL PARTNER IMPACT: 0 Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. El Delivering mandated programs and services efficiently and effectively. it is anticipated that Central Elgin, as the involved local municipal partner, will be in a similar, if not identical, financial position to that of Elgin as described above (no anticipated revenues) as a result of the proposed Licence Agreement. It is acknowledged that Central Elgin may experience greater service demands associated with the patio operations given its status as relevant local municipality. COMMUNICATION REQUIREMENTS: Central Elgin should be notified as to the decision of and direction, from Council with respect to the requested Licence Agreement. CONCLUSION: Central Elgin has received a request from the previous Bridge Street Parkette Licensee for permission operate a licensed patio at the same location as adjacent to its restaurant establishment. Based upon investigations during 2020, it appears that Elgin and Central Elgin share interests in the parkette lands and, out of an abundance of caution, a License Agreement involving both municipalities and permitting such patio operations is recommended. Reports of negative activities associated with the patio operations during calendar year 2020 were not received. The proposed Licensee seeks permission for a licensed patio of reduced size to allow for and separate customers from sidewalk pedestrian and Bridge Street vehicular traffic. As an encouraged measure to assist in local recovery from pandemic restrictions, staff is pleased to recommend approval and authorization for execution of the proposed Licence Agreement, subject to finalization of the draft Agreement to include an, effective date concurrent with provincial permission for commencement of outdoor dining pursuant to the "Roadmap to Reopen" Plan (May 20,2021). All of which is Respectfully Submitted Stephen Gibson County Solicitor Brian Lima General Manager — Engineering, Planning, and Enterprise (EPE) Deputy CAO Approved for Submission Julie Gonyoul Chief Administrative Officer 5 SCHEDULE "B" This Agreement dated and made effective the day of 12021. BETWEEN: Corporation of the County of Elgin and The Corporation of the Municipality of Central Elgin (hereinafter individually "Elgin" and "Central Elgin" and/or collectively "Licensor') And 9924701 Ontario Inc. (hereinafter "Licensee") WHEREAS: OF THE FIRST PART OF THE SECOND PART 1. The Licensee is the tenant and occupant of the lands described municipally as 301-305 Bridge Street, in the Community of Pork Stanley in the Municipality of Central Elgin and County of Elgin (the "Licensee Lands"); 2. The Licensor Elgin and Central Elgin or either of them or a combination thereof is or are the owner or owners of the road allowance incorporating that highway known as Bridge Street, and specifically including that stretch of highway located between the intersection of Colbourne Street, Main Street, and Bridge Street and the Eastern approach to the King George VI Bridge within the said travelled portion of the said Bridge Street, all located within the now Community of Port Stanley in the Municipality of Central Elgin and County of Elgin; 3. The Province of Ontario has amended the Liquor Licence Act (Ontario) and the Regulations thereto to allow for the establishment and use of temporary, licensed patios as part of coordinated efforts to reinstate the provincial economy from the on -going COVID-19 pandemic emergency, including but not limited to in accordance with the "Roadmap to Reopen" Plan announced and implemented on or about May 20, 2021; 4. The Licensee proposes to establish and use a temporary, licenced patio adjacent to its restaurant operations upon the Licensee Lands (the area of which is hereinafter referred to as the "Adjoining Lands"), which Adjoining Lands are owned by the Licensor as part of the Bridge Street allowance; 5. A Parkette has been established by Central Elgin upon the Adjoining Lands. 6. Elgin and Central Elgin, as Licensor, wish to accommodate the proposal by the Licensee to establish and use a temporary, licensed patio upon the Adjoining Lands as a means of economic recovery from the said COVID-19 pandemic emergency, 7. Elgin and Central Elgin, as Licensor, have reached consensus and agreement with the Licensee as to the terms and conditions by which such municipalities are prepared to grant a Licence, as permission, to the Licensee to establish and use the said Adjoining Lands as a temporary, licensed patio, at all times only until unrestricted dine -in patronage of the Licensee's restaurant facilities are allowed by the Province of Ontario, and now wish to reduce such terms and conditions to writing. NOW THEREFORE, in consideration of payment of the sum of ONE DOLLAR ($1.00) now paid by the Licensee to both Elgin and Central Elgin, as Licensor, and the performance of the obligations and covenants hereinafter set forth, the sufficiency of 148 which consideration is hereinafter irrevocably acknowledged, the Parties hereto agree and covenant as follows: (a) The Licensor hereby grants the Licensee the use of the Adjoining Lands as identified in the Sketch set forth in attached Schedule "A" hereto for the purposes hereinafter set forth, and most specifically for the establishment and use of a temporary, licensed patio ("Patio"), from the date and effective date of this Agreement until October 31, 2021 or the date upon which unrestricted in- house dining is permitted within the Licensee's restaurant facilities operating upon the Licensee Lands, whichever date is earlier, it being understood and agreed that, for purposes of this Agreement, "unrestricted in-house dining" shall mean dining within such restaurant facilities without restrictions originating in any statute, regulation, or order enacted or issued in relation to the current COVID-19 pandemic emergency or the Provincial recovery plan in relation thereto, including but not limited to social distancing requirements or any numerical limits on permitted patrons within those restaurant facilities. (b) The Licensee hereby accepts the Adjoining Lands in their condition as of the date and effective date of this Agreement and undertakes to construct upon, maintain, and use the said Adjoining Lands, at the full and sole expense of the Licensee, only for purposes of and as a temporary licensed patio, at all times in strict accordance with the sketch set forth as Schedule "A" attached hereto; provided at all times that the inclusion of the said sketch set forth as Schedule "A" attached hereto shall not represent, constitute, or be interpreted to reflect any acknowledgement on the part of the Licensor as to any compliance of the design, construction, or use of the said patio with any one or more federal, provincial, or municipal laws, rules, regulations, and bylaws, including directives and orders, as required below and which compliance is the sole and complete responsibility of the Licensee. (c) Without limiting the generality of the foregoing, the Licensee agrees that it shall not look to the Licensor, either in whole or in part, for any cost or expense incurred in establishment, maintenance, and/or use of the Adjoining Lands as a temporary, licensed patio as contemplated by this agreement. 2. The Licensee shall pay the Licensor $ NIL , payable in advance, as a licence fee upon the commencement of this Agreement. 3. (a) The Licensee covenants with the Licensor as follows: (1) to pay the amounts set out in clause (ii); (H) to pay taxes (including local improvements) and all rates, licence fees and other charges imposed on or with respect to the Adjoining Lands as same become due; (iii) to use the Adjoining Lands only for the purposes of a temporary, licensed patio in strict accordance with the terms of this Agreement; (iv) not to erect any buildings or structures on the Adjoining Lands without written permission from the Licensor's designated official or officials; (v) to maintain the appearance of the Adjoining Lands and the equipment and chattels placed thereon in a neat, clean and well - kept manner appropriate to the condition of the lands in the area; (vi) at its own expense, to maintain any and all equipment and chattels placed upon the Adjoining Lands in a good state of repair and to repair or replace such equipment and chattels on written notice from the Licensor; (vii) to ensure that no refuse, litter, garbage or loose or objectionable material accumulates in or about the Adjoining Lands; (viii) to ensure that no trees are removed and no grade changes are carried out from or upon the Adjacent Lands; (ix) to provide and maintain comprehensive general liability insurance in the minimum amount of FIVE MILLION DOLLARS ($5,000,000.00) per occurrence with respect to its use of the Adjoining Lands during the full term of this Agreement, naming the Corporation of the County of Elgin and The Corporation of the Municipality of Central Elgin as additional insured(s), and to provide a certificate evidencing same, prior to execution of this Agreement and upon such other terms as specified by the Licensor. Without limiting the generality of the foregoing, such liability insurance shall contain provisions for cross -liability, severability of interests, and that the policy will not be changed or amended in any way or cancelled until thirty (30) days after written notice of such change or cancellation shall have been given to the Licensor; (x) not to assign this Agreement without the prior written consent of both the Corporation of the County of Elgin and The Corporation of the Municipality of Central Elgin, as Licensor, which consent may be unreasonably withheld; (xi) at the expiration or sooner termination of this Licence, the Licensee shall peaceably surrender and yield up the Lands to the Licensor, or as the Licensor shall direct, and shall, at such expiration or sooner termination, restore the Lands to substantially the same condition as they were at the commencement of this Agreement to the reasonable satisfaction of the Licensor; (xii) to comply with all federal, provincial and municipal laws, rules, regulations, and bylaws, including directives and orders, affecting the establishment, maintenance, andlor use of the Adjoining Lands for the purpose of a temporary, licensed patio, including but not limited to those of the Dominion of Canada, Province of Ontario, Elgin, and Central Elgin, and further including but not limited to the Alcohol and Gaming Commission of Ontario ("AGCO"), Southwestern Public Health ("SWPH"), and Ontario Provincial Police ("OPP"), and to hold the Licensor harmless from each and every consequence of its failure to do so. (xiii) at no time shall the Licensee commit or suffer, cause, or permit to be committed upon the Adjoining Lands any kind of nuisance, including but not limited to by noise, or any other nuisance or offensive act or misconduct. (xiv) during the course of each day of the term of this Agreement and at a frequency related to the accumulation of refuse, to collect and remove garbage, debris, and refuse from containers placed upon the Adjoining Lands for the purpose of collection of garbage, debris, and refuse created by or associated with the use of such lands for a temporary, licensed patio. (b) Upon expiry or earlier termination of this Agreement, the Licensee may remove its equipment and chattels from the Adjoining Lands, providedall damage thereby occasioned shall forthwith be repaired by the Licensee at its own expense and to the satisfaction of the Licensor. (a) Without limiting the generality of any provision above, the Licensee shall at all times indemnify and save harmless the Corporation of the County of Elgin and The Corporation of the Municipality of Central Elgin from and against any and all claims, demands, losses, costs, charges, expenses, actions and' other proceedings (including those in connection with workplace safety and insurance compensation or any similar or successor arrangement) made, brought against, suffered by or imposed on the said municipal corporations, Licensor or its (their) property in respect of any failure by the Licensee to fulfil any of its obligations under this Agreement or for any reason whatsoever or in respect of any loss, damage or injury (including injury resulting in death), including but not limited to the following: (i) to any person or property (including without restricting the generality of the foregoing, employees, contractors, agents and property of the Licensor directly or indirectly arising out of, resulting IR91 from or sustained by reason of the occupation or use of the Adjoining Lands, or any operation in connection therewith or any fixtures or chattels thereon, or (ii) to any person while on Adjoining Lands of the Licensor and including while that person was in the course of entry onto or exit from the said Adjoining Lands. (b) The Licensor shall not be liable, directly or indirectly, for any personal injuries that may be suffered' or sustained by any person who may be on the Adjoining Lands or for any loss of or damage or injury to property belonging to the Licensee or any other person, unless such injury, loss or damage is due to the negligence or default of the Licensor or the negligence or default of those for whom the Licensor is in law responsible. (c) The Licensee shall fully indemnify and save harmless the Licensor from and against all construction liens and related costs and other claims in connection with all work performed by or for the Licensee on the Lands, and shall promptly cause to be discharged all claims against any interest of the Licensor in the Adjoining Lands. 5. If the Licensee is in default in performing any of its obligations under this Agreement, the Licensor shall give written notice to the Licensee of such default giving the Licensee one (1) day to remedy such default, failing which the Licensor may immediately terminate the Licence under this Agreement. The Licensee shall then immediately remove its chattels and fixtures, if any, from the Adjoining Lands and shall restore the Adjoining Lands to the condition in which they were at the commencement of this Agreement. If the Licensee neglects, refuses or fails so to do within the time specified in the notice, then the Licensor may remove all installations from the Adjoining Lands, restore the said Adjoining Lands to a safe and proper condition and may charge the costs of so doing to the Licensee. The amount of such costs„ as certified by the Licenser's Treasurer(s), shall be final and binding; and the Licensor may recover such costs from the Licensee in any court of competent jurisdiction. 6. The Licensee acknowledges the possible existence of municipal and/or utility services within, above, or under the Adjoining Lands and acknowledges that the Licensor and/or the utility responsible for such service(s) (called the "Utility") may need to undertake repairs or carry out maintenance an such service(s) or to replace such service(s) or to install new service(s) on the Adjoining Lands during the effective term of this Agreement. The Licensee agrees that the Licensor and/or the Utility shall have the right to enter onto the Adjoining Lands and to carry out such installation, replacement, repairs or maintenance. Prior to entering onto the Adjoining Lands for such purposes, the Licensor and/or the Utility shall give reasonable written notice of the intention to do so, except in the case of emergency, in which case no notice shall be required. On completion of any installation, replacement, repairs or maintenance required to facilitate the temporary, licensed patio as contemplated by this Agreement, the Licensee shall proceed to restore the Adjoining Lands to the condition they were in prior to the commencement of such installation, replacement, repairs or maintenance, at the Licensee's own expense. Under no circumstances, shall the Licensor and/or the Utility be required to so restore the Adjoining Lands or to compensate the Licensee for the cost of so doing if such works were in, any way a consequence of or otherwise association with the establishment, maintenance and use of the temporary, licensed patio as contempiiated by this Agreement. 7. The Licensee acknowledges and agrees that the Licensor shall have the right to cancel this Licence at any time, for any reason whatsoever, upon giving the Licensee two (2) days' written notice of termination. The Licensee further acknowledges and agrees that the Licensor shall have the right to cancel this Licence, immediately without being required to give two (2) days' written notice of termination, if the Licensee utilizes or uses the Adjoining Lands, in whole or in part, other than in strict accordance with the terms of this Agreement, including as set forth in Schedule "A" hereto. IN 8. Any notice required to be given to the Licensor Under the terms of this Agreement shall be sufficiently given if delivered to both the Corporation of the County of Elgin and The Corporation of the Municipality of Central Elgin or mailed by prepaid registered mail addressed to them at 450 Sunset Drive, St. Thomas, Ontario, N5R 5V1, Attention; Elgin General Manager — Engineering, Planning, and Enterprise (EPE)1 Deputy CAO and Central Elgin Director of Asset Management and Development. Any notice required to be given to the Licensee under the terms of this Agreement shall be sufficiently given if delivered to the Licensee or mailed by prepaid registered mail address to the Licensee at 305 Bridge Street, Port Stanley, Ontario, N51- 1 C2 or at such other address as the Licensee may in writing designate. Where delivered, such notice shall be deemed to have been received on the date of its delivery or in the case of mailing three business days after it is delivered to the post office. 9. The Licensee acknowledges and agrees that the Licence granted by this Agreement does not permit the use of the Adjoining Lands in any manner which would have the effect of blocking or impairing the entrance to any premises which abut the Adjoining Lands. % The Licensee agrees that under no circumstances shall the temporary, licensed patio be permitted to encroach upon any sidewalk other than in strict accordance with that sketch attached as Schedule "A" hereto. 11. The Parties hereto agree and covenant that any amendment or revision to this Agreement shall be made only in writing signed by all Parties hereto. 12. The Parties hereto agree that the within Agreement shall be governed and interpreted pursuant to the laws of the Province of Ontario. 13. This Agreement, including any Schedule as annexed hereto and forming a part hereof, sets forth all the covenants, promises, agreements, conditions, and understandings between the Parties hereto and there are no other covenants, promises, agreements, conditions, or understandings; either oral or in writing, between them with respect to the matters herein addressed other than as set forth herein. 14. The failure of any Party at any time to require performance by another Party in respect of any matter addressed in this Agreement shall in no way affect its right thereafter to enforce that or any other obligation nor shall the waiver by any Party for the performance of any obligation hereunder by any other Party hereto be taken or be held to be a waiver of the performance of the same or any other obligation hereunder at a later time. All Parties hereto retaini their respective rights at law to enforce this Agreement. 15. Time shall be of the essence of this Agreement. 16. All obligations herein contained, although not expressed to be covenants, shall be deemed to be covenants. 17. The Parties hereto agree that all covenants and conditions contained in this Agreement shall be severable and that, should any covenant or condition in this Agreement be declared invalid or unenforceable by a court of competent jurisdiction, the remaining conditions and covenants and the remainder of the Agreement shall remain valid and not terminated thereby. I 18. This Agreement shall enure to the benefit of, and be binding upon the Parties and their respective successors and (where permitted) assigns. IN WITNESS WHEREOF the parties have set their hands and corporate seals as attested by the hands of their proper signing officers in that behalf. SIGNED, SEALED AND DELIVERED )CORPORATION OF THE COUNTY )OF ELGIN )Per: ) Name: Tom Marks Title: Warden )Per: Name: Julie Gonyou Title: Chief Administrative Officer }We have authority to bind the Corporation ) )The Corporation of the Municipality of Central }Elgin )Per: } Name: Sally Martyn } Title: Mayor ) )Per: Name: Paul Shipway Title: Chief Administrative Officer )We have authority to bind the Corporation ) } )9924701 Ontario Inc. ) )Per: } Name: Title: )l have authority to bind the Corporation ) } 153 SCHEDULE A 154 `tiny Effective Date: 2021 CORPORATION OF THE COUNTY OF ELGIN and THE CORPORATION OF THE MUNICIPALITY OF CENTRAL ELGIN rya 9924701 ONTARIO INC. Licence Agreement (Temporary Licensed Patio) Stephen H. Gibson 450 Sunset Drive St. Thomas, ON N5R 5V1 County Solicitor W1 Prugressive by Nature RECOMMENDATION: 1 REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: June 2, 2021 SUBJECT: COVID-19 Emergency Team Planning — May Update THAT the June 2, 2021, report titled, COVID-19 Emergency Team Planning — May Update, submitted by the Chief Administrative Officer, be received and filed for information. INTRODUCTION: The purpose of this report is to provide Council with an update on the County's COVID-19 response. DISCUSSION: Since the announcement of the most recent stay-at-home order, there have been few changes to County operations, and staff continue to work from home where possible. The Elgin County Administration Building is currently closed to the public, but staff continue to serve residents via email and telephone. Visitors are limited to essential purposes only, and appointments are required. In order to facilitate essential visits and accept deliveries, the front desk remains staffed, and essential visitors are screened for COVID-19. The Provincial Offences Administration office remains open by appointment for essential purposes only. Ticket payments can be made online, by phone, or by mail. The Museum and Archives remain closed to in -person visits, and all ten (10) Library Branches are providing curbside services only. The changes to County operations required by the COVID-19 pandemic has highlighted the importance of timely communication with residents, Council, and staff. While communication has never been more important, current public health measures require that we find new ways to engage with these stakeholder groups. We are currently working on many exciting projects, which will require public consultation and input. These projects include the Transportation Master Plan and the Official Plan Review. Since traditional in -person public meetings are not possible at this time, the County recently ` 114 2 launched a new public engagement site (I i1.1.2.`... 112!.°:�a.sn.2.°...2.!2.L.s.!..L...i,.:....:��,/) This online space will give more of our residents access to information about ongoing projects, and it will give them the opportunity to share their feedback and ideas. The launch of this site will help make the public engagement process more inclusive and transparent, and it will help us measure the outcomes of these processes. In addition to finding new ways to communicate with our residents, Council recently approved the development of a corporate intranet site to improve the accessibility and timeliness of communications with Council and staff. This site will provide a central and secure location to store relevant and frequently accessed corporate documents, policies and procedures ensuring staff and Councillors are able to quickly and efficiently access this information from anywhere. The intranet will become the primary internal communications tool ensuring that staff feel supported and have timely and accurate access to emergency updates, corporate updates, and wellness resources. Although we have had to change the way we deliver services, the County remains committed to supporting its residents, Council, and staff through these new communication strategies. FINANCIAL IMPLICATIONS: Ongoing — See the attached Financial Services summary. ALIGNMENT 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. 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. 158 3 NICIPAL PARTNER IMPACT: The Management Team continues to work with the County's Local Municipal Partners to address community needs. For more information on coordination with the local municipalities, see the attached "Emergency Management Team Planning Chart." COMMUNICATION REQUIREMENTS: The Emergency Management Team will continue to provide monthly updates to County Council. CONCLUSION: The Emergency Management Team continues to work together to ensure that essential County services and the COVID-19 response are properly resourced; to identify and manage resourcing and staffing issues; to support County Council, Municipal Partners, community and stakeholders; and to support staff to be well. The attached "COVID-19 Emergency Management Team Planning Chart" summarizes the County's COVID-19 response. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 0 0 C) U) (1) L) U) cu E _0 < 4-- 0 cu a) 0) cu cu cu 06 a) 0 C) 0 a) > 0 cu C) a) < U) 4-- a) , LD > -C C) cu 0 C) 0 a) 04 L cu 0 04 U) C: 0 -r- 7L- 16 U) 0-0) 3CL 3: U) 2 0).�:, 0 O.S 0 72 C E E U -�= E a) 2!, �5.s U) c: CL 0 cc 0 U.J. a o E a) C) ui U It a) a)-0 Df < 0 a) o) o u - 0 c u U) CL 11 - - -2 .2 ;3 1- 4) ig a "a :E -L- -E .EN 'a, U) 0 E 0)_ 9 a) 0i M a) < 8 75 (D i;5 6 E 5-- C) U) U) E 0 L) C) 0 C) CL LL. E 2 - z; U) U) a) U) U) T 6) a) Z; C: 0 LL Z::� U) z; ED U) 0 U) N a) . 0 (n -0 2! 15 _0 a) c: 0 (n z; m m m C) 0 T5 E 0) > I m m 2 al E 3: T -�5 �- a) N a) C/) U) 0 U) 0 E .2 o CL U) >1 E 0 > 0) 8 E -tl5 E m CL N 0 a) 0 CL 0 Z _3 u 2 .2 2 -j <-JO2 N TO M C: 7CL Sow U) m E CL 0 5 ol ') C) CL 7L- U) 'E m.s 2 U) c: -om -ij -6 0 a) V- u) m E o -FD < 815— .9 -0 0 0 0 m rn — 0 0 E .2 0 U) CL - . CL 2 E 0 < 0 -5 E U) :E; m 3: 5 0 8 UcoL UW E �U) 8 U) ac): 2 ) CL E a) E 0 LU ON 0 C-4 C-4 .2 -0 -r- 2 Oa 6 E 0 -2 L) 0 m 3: El . . . . . . . . . . . . . . . . . ƒjƒ . . . . . . . . . . . . . . .2\ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7± . . . . . . . . . . . . . . . . ; / . . . . . . . . . . . . . . . . §.a . . . . . . . . . . . . . . . . ) ~�® /� o 0 a2 \/] §{ /\\ $ �» f� B\ _._o tƒ= \._p m _ =s om 6Qo \� -m ±mE0 -§/I §E ®�[ }§ »7® /§ §J 7»¢/ \§} - o �gmo\E 6§! 77 SIG 2!/ Q\ _# o w°°0 o� §E_ oco _C E z� kd® t-- 7®� k® 3\/ m8e C) \{± t\S 3/§ GAL) 0 \/®\ ]// d�§ - o .- d22 dE _ EC) tee] °� §S®w §§f §S No �� \k{ N%ZS ^ N- §2�o § k%\ 6&m} -±E</ wg� ± &� � �fa! N\:E CL §� 12 ]te ±E� oau�w \- g=]zw] E.S<! E EE tf ©/.EG &\ [m m wSr\ -\ omSz §\ ] =a)£ 2y d ] )§ƒ ) /?2% woom- 0/ ) Sae E Ln 0 k ok'%G 0 \.2 J }e s r § g /-0 7 2]§{ /] \\f} /m_0 wm /k .E § . c 2 2 � � � El % .g » cu ƒ .[ � % 3 d 3 0 m y Z) 0 U .[ cu 0- 0 % 9 § » � � ■ @ � O Z) U N U) O d Z) O ) W L 0 O J U O i U) 0 i O N U c N _._......_........................................................................................................................................................................................................................................................................................................................................................ 3 c. a 'o 8312 w •3 R oc — •� ss c� �0 0) `0 a 2.2 0 c U O o oc: : o � O c m c O m U).-_ 0) N 3 ° o 0 i m N U rn E m U) c O - N 7 w 3 a N C 2f p O U N N p O> C LL.p r � N C a)U C .0 m C O m C .c c U)= m ' Q Zi O N N 7 a)U m i f6 C .` = m -0-0 C C C N O O 2 .2) N U QU f/)- 51) V! i E C N ......... ........ ..... ......................................................................................................................................................................................................................................................................................... C N E A 0) Q C tl) m — U CAE Ea R U E a) UV? ................ .. aWF ..... ........................................................................................................................................................................................................................................................................................ O -0 U) . - -r- U O N U p' fU) -O �' w U) a) z; a) m C Z Nm`E dQ NO a- a) a)OOO �Z au)) 0 N m m E m p 5; 60 m otf m d 3 ma mUm oft rn o a`) 0 m -6E mo'c Furn c U W E >' M'� p m ao mU O U) W v p— m C m -v O � >, �U � rn 3 0 m C m d O Z O a) C m a") V m N U (6 N (n 0 ,tl) �.> z 0 O)-o m N o -O 0 N Q 3aU N Z m 0 m o D > rna� mN. m d >, U O O 0 OQ 2O N Q N OQ -N UQ >N O C p O O a) ° . 2- UD za)E m O U LU 0 U o L m p Q m m J p m m � c U4 m Q Q a m m maw m � m 3 U U ......................................................................................................................................................................................................... ........ a) ......... ......... a) F ......... ............... m m U) La > 3 ul c a) E m� m g E O a) d N E m> o '§ a) .g E c ° a) ° U_ t c oa) U) E ul N d rn W Q U Im rn0 0�0 o c Q Z-0 O O o O ° mQ O C a) O Ul O N O U m Q C O _ C O N O E 3� O >, U m E ° E c rn o '� O m .m 6 - o N �° U `o N o N a) E m o o �U) E m o.�. c _0 T Q 0) oCL � ccNo� o a)0M rnm m N N'� m d E N o �p E � m C C O a) c� m�Ucmi o a�i ul N p 7 Qd OC a) a) C O O N O N N C) C: Y- TQ-ia) 0UQ C) a) E OW � ° rn d � rn J a p u w C: Q >, > m c w R U a) a) O C O C 2) C > U a) O a) J a FD Irw0 U) U O) C N a) a) N •- O a) ' cu v EF aa) m�0� E mw a) C)Cc:� Cc: O L p � z >, cQ .O'g Tc� U_ O L•' C m 3 c,Q-0 � m m ca= O V E mU'UE a m QE a)�0 U C fC oa ul E _. m o Qom, p— rn w m >� EU ° T o EIS c rs QdS ED: c L) >, �'>W + 0 Orn�°rn2)) °A Q c UwU 3�� wwwc7a) �c6 =N 0Urn2 Qao ca:....,, ..m.: ........................................................................................................................................................................................................................................................................... c ca = T a U) Q 3 = N >, 0 a)— Un _s t Y H� C `L -0 cn 0)0) cQ G^mom p�j ul a`)a — c �.� Q LL a) �> O �U ay`i ' 9 712 �� N W C O Q 2 a) '� ul N m 0 O) EM asi °o � �� o.2 = E 3 N QY E o a) - E E > E � � U�fA o ami °� �O U) E cnw vNi m O Q a>i �� m'�� UJ D UUS -------------------------- E LO O U a cN C45 i c a > c U) U o.3 E U U m> O 0) w+ O c LL O) U Q 'E cB L �+ rn ^ m Na)OQ L.......................: L) 0wwm ......... ......... ......... ......... ......... .............. N y 0 — U)C: E E cu m O N V) > _0Q-00 cB U y > a) ul a) m w a) c cu � O O �� m O 0) — ' a)� D me c cm� >' U > 3 E 00 E °� Em a) a�i vi osa�rn C:w � oU E 0 U) G U) O 0 m '� U _� W io W a 72 E W......................_... a o o °' mo -2 u i U w oU)o Q .. 0 S vi C�to (o d _ UN 70 CN� �NO.— (6 ir > 0 U ....................................................................... wl wQ . .......................................................................................................................................................................................................... L O N (B O a) 0) cu c cu cu G cu L O N (B 2 O O ^U` L N N J _............... ................_........................................................................................................................................................................................................................................................................................................................................................................................................................ ° o 3: c � U � C Q O m O F (n a C •.R � a Q N � O m O 5; y 7 (1) 3 a0 rnQQO J =m E 3U T m mU .......................................................................................................................................................................................................................................................................................................................................................... 0 a-N m Q 0 (•C t 7 J a tl) a(n c � aO U) Q L 'tf JV V0 O �m 0) 7 E E p N 0 a p N O m i o O U3 aUm.s >mQt rnQ ....................................................................................................................................................................................................................................................................................................................................................... U c3vaia � f6 a Q' y. L J 0 Dfm L E-0 mom= '.�� m p U a Cc: c -a � .= a c rn O �� m a� rnN a= s— >'>�c —o Ham' n� EU> i — : o c QU o > rn� Q>,� ° a m E = a, Q a 0 Y.: .s n� .0 3 .s 3 .0 c U s E a C m 2 c o a) j C a C c '— a >, i 7 U 60cD .................: U° w E T° = E E w E E=t > c> ........................................................................................................................................................................................................................................................................................................................................................... a o rnc a � E° o m�oN E>c>a — — — rnm °�.5 rn3 c" c E m> -0E >NEoc0 0) cU > am Y O _mo Q CL0 U >, E CL a 0 7 YUS C- C a s 3:` Om L y U -O Q� > m O oCL mU 0 27c mcai N >N O 0 >-6 a s a c).2 3 0(CU Y m am .aiO��° wa a m�c mN E a a m o m N� o m m Qm�,cc a 3� c m� 3 c'N.o N E N am_ a Y> 3 N a m Df a) o E a U) m m E � a Q a m U ................ 22 t 2 3 m 3 c =m N (D- of u) E ......... Y m O a >, m - Q C i ocmaa) mrnE "y N — m n C O mm o.Um N m _ E=cm m U� a IL ofU O i� N C Q 0 =:a E 2� (`o�J U.S ........................................................................................................................................................................................................................................................................................................................................................ ......... _....... i O U) o_ m E ac m a m'� m E— Q � N N O).> U E N Q an) c L Q p) m a o O c a o 7 E c a U d Y 3 a 2 a u) U 3 m a a) m U c a Q > a a) a a u) 3 N E a Eia E'� 3:2 EU� m 3 E N� > m o> o EU c m c E a.� 'n E UU) `o U a- S n m CLTin E Et E o m° E .......................................................................................................................................................................................................................................................................................................................................................... rn0) c .s a E rn y m— a) U m a m > m y N o m 3 7 =—�ca 90 �m�°E 0— ti V1 W !? C U .0 C N U m O �_ OU O2 m Q C U N > � U U 4:= Of m c O O E� m U Q LL jr .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................... N 3 ° O O m a u) J — C N O m m U N O O N N 'O O N -O . W jp O t 0 U m U N O (6 . �M.3 o m 0)0 Co a O O� C CO L O N C o U O—C C a . 7 U a N -O 'V C o a N _rnp c a`mco ul WE> j N W N D N i Vi N N (6 C° p Q> p 7 .- N U N .9 m W t Tm O J ON C� 0 N� � Q%N >+ C a2 ..0 N D a O m c:- U a u) cL m a)w Q CO O C: m= m a) voice -° �_ U§ O T .9 a O m cn >' c W `m m m N U Q ul a m U FU U a aw O 7 U� ul M 'c0 a j J NON N �-O O 00 U L .� E E Y a V— CU j a C V Y N c U) O tl) U _m6 W N D N fNA rnm0 N N a C� O Q a '=� C> O u) a 0��=� ��,a�Na O N ��U a =oNa�a� ° aU N Ul 3 6) 0) 0 C N O 7 u) p T °_ ) N '6 _Q a< Q '6 _O Cr p Cr O- U u) -- a E N N C a m fNA N a E m a m O x O E Y° E a 0 O 3 0 '6 >, S C C 'O cL QTam N p m� v,W� o,- -o QQ2 �a a 3 m_0 ° u) a u) a) a) a -o T N a o) J H E L 3 -o— 4:2N O� N 0� Q� O u) �� a 3 o m 3 o a —' Q �� Q o� Q c c: o) 0 a o E°3 °ulm O a a U m m a Q.� '� Orn'cC� C u) a m a .2 a) 0 (6 Q.� .� Q j t C (6 U U E° O-1 N— .`J O u) Y ° N Q O 'O O cL E a C m Qa' O (o 0 N M m 0 ° C E O p u) U U O u) N �' O �' N ° 3 o)o .2 c �m p m 3: �, N C d O �� c L_ m 0 u, a) O 0 C mo O C u) 1 °- C — a a T� aU m U -O a -p w0 cL . V C O c u) u)° QC na)�cO �Npp �o°� 0 C a U O -O u) 0- i 720 C 4:2Urn aa))D)2aa) 1 U a a .N N U 7 a Oo a m C a 0 0 0 E a N a' O C O (6 N O J Q U Q Q Q a U m U a ER u) U a ,N .�'O m C C U m a=� O C >>° L O m 0 — Z 3 (n Q > O- U Q 6 > a U p p L ....... ........ ......... ......... ......... ......... .............. -o o)7 U 2w O C 6 u) w >, 2 aa) w a >, (n m ac6m m° U ma � ��o� m��o � � a ul0 c Cs �`Oa0 70 a) oa)° J- 3 Q� � c O o° m a 3 Q2 .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................... cB ui L O ° m a) u) O U "Ul-' 3 — C a)C a) cu U) -a a m E a > N Q O Q O ° u) m a a C a) cLU O �+ C maul �� m Q oi O 3 cn U a a m� S E U N n c6 0� C ° a N _ �cu u)iQ��3Eco 0 s .... • LL m a >O 0 �_ (B U O u) a O Q rn u) va +. p E OC O a N> E O O ma Or-Raw dO QC)p Q dQ �2 O 0yNL. o u)yraoy wQD) OO mcEu)> a N C R u)0y IE m N '� 6 O O 0 0 V o m J pJ a 0 m C 0 j 7 O O O 00 C 7 a O �_ (B a) a Q m �- Go u) � cn Q O u) � Q _ O t) u) H LL C 0 i_ 2 a aC)� 0- CUz;Oa) R a ° U N m m da J 0.2 a NN O_ a a C �u a) w "oQ 0co o R i V) in U U U as+ C O i w a> u) a) uj N -a 7 O J m a C-0 NCO N U pC7y UQwoc-n N (6 E a u) i �rnza a C m U E U) > O N C m a W a tm m 3 y NE�a� U) ul u) L% m (6 O u) i Q p E .� O o) a tau'cm i u) U u) u) — ul m V) C a E c a Q 0 C U_ Q 6 w — 7 � t ° O U cn� a m m m �� ainNrn E a O a a C a mN� ul U) �� yr C N Q q Q E u) m rn E `o C _ w a py O�ul 5O(n az; U U -a O 00°rn gyp++ QO m L)ca J m 0 0 ai a) U .V a) y 3 d O N a) tl) y E 6 Q a3 a) d U O O (n J a) t O y t 0 O y a3 a) Q U U U C a) 7 Q >_ C> O ) a) C um) N N N a) N w y N cm 0 N �+ N O O a) p CL U � � :—, - a3 U U � � m -0 a3 y U � (n N a) N 7 0 0 O N Q C C 0 U) o t 1 N U p 7 - C a3 o a) O' a) d t.. U N m 0 ,� N N N N-0 C CL y d C Q Q = U) . C U) .1 '00 N. V >= a) Nm Q EO a) a) 1 3 0 0 0 C 7 j �� N a3 .m C Q a) a) y a) 2 Q O- Q '6 O O O 7 N a)o N w 3 C O N N O C _0 a) -r N Q E tl) O Q CY U Q Q >_ Q E m 0) E M a 0) a) 0) O >_ a3 a) 7 N O y Q C a) N 3 OU p U U � O .� y U t > -0 O U U U O 7 O C a) N 0 CJ 0 a) ,� a3 � >'� m m O � 0) 0 QY a) >, C E .N a) >= p U O U U) N a) C 0 N 0 0 0 a) y 5, 2 N a) E 'c: N U N cL .� O M Q U y- 0 Q U -p N o N p U a) a) a) U O aoi j m 8 Q� u CL C a) as O C N O N N N Q' _ N a 0 t CN'0 7 CL 'EL:J N C 0 aj y a) p a) O y 0 N H Q a3 N tl) O'C O C t m O a) y C O C O a) N 0 >, Q> E E ) >' -0 U 0 0= O E tl) tl) >, a) a) O 0" >' a)C O > fU/�) >, T O U a3 a) O O U a) c QCAs U E Qas O W a) .� N a) = �� 3 n O a) N ��-0 O N a) 0 QQ C -0 N 0 C O p 0 `p Z 3 aa) 'o O O o_ rn � 0 C Q yob y 0 U) Orn— a) N oU 3 a) a) �� f � m-0 o'-Eaa))'� c o E a m) a) aci�oayia�c)E° y t A U p>> � p a) N C c Q rn a) E fyA O -o C >i C D p U) m 7 c Q O >, C: a) T m c y m (as 2 0 a) '0 a) a) O o U cL N O O 2Uco = O Y U)E coSr -00 U) N Z-0 �- Q� 'V oc a) v°)i N Q y U 0) a) a) U y C U) -0 a) c (a > s a� as as a) 'o a) � __ O N 3 O as m 0 s as E a) 0 U) a) a) C Q 7 a)a)c� a) - rnE O C >, a) y c y °ca) (nc a)0 a3 N T R '0 ; 3 c2o a3 y 0 0 j U) C 0 a) Q C - Y .J w U N ` y R '6 Q x L a3 0 a,)-. 0 E y a) y 3 OU a) E a) -0 - a) O a) O .>, O al N >i N `) 0 a) I Q UU 0) y N-- a) O I 0 0 y.� Q O N N 0 '0 Q U I O -0 r U) `� ` a) a) O X U N ON y Q -0 Z- '� O .y-� a) > > ON U a) .Q Y N '6 O 6� '00 a) -0 Q C R O 'a •7 y— C. C) C C Q > N E N O N 0) E (6 y a) �a)�?cE U' C -0 O C >'>>Ua 00 a3 0 Q 0 D>a) a) O7 �asm aJ� p ,> C C m a)E>�� t '3 M 0 U E a) C N C 0 0 N 0 H i Q Q.� w O 0) N C .N — C y N N 0 o R 7 0) p a) 0)a 0 C N a3 . asp w U E E U) O a) � O a)�U m °n E c U o °) O y ° o 7 O 7'O v a) a) U ° E as a) .9 �� m y a) o 2 Q CL N O O a) Q >, N Q U a) ._ 0 >21 0 C TO c C R y •— C- W m E— O-0 _0 0 U CL gy m- as N N 2 1 QD QQ -0 o Q o o R .� ? m D m aa)) aa)) ...................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Fu Im co 39 O O i a! i a R M ssy�'o' -LsoyQ-a °or ° U 3�C7ur o U- Q a)O y I N c a) a) � Oa)c � Gl u) a) 7 O tU °mc>°�� O 91 m >. vi ul U cam'>ca)U o ul LLLLI LL. = a) 7 +' " Lp N d u) O U a) U �u)E 33:u) D rn ul ca)� O m me o 0 o O a) aa)) a)�m mQ 70 o �'>� QE� O Q o > a) m > m'o w Qa) > CL E oo asiamiE a) rn o a)U c- ul E� m� c L '6 m i m u) U E O E> a) Y U U N E Q O N O a) CLul ul 3 c a) > aJ O N- E a)'� m,c O � c 3 �O oN� a) NOo fY �02o ��0� IYouUU a _0 L C: o E m rn O U c E (u Q E — N u) V a) o Eu) E m Q ul O U)) U � u) m a) E O N L U " E o m 7 i a c— o 0 Nm oc O rn- mcc �� c Q o OO.c U) O m cfl O m �n a) a)3 c o m a) o Q m.- CL a) -2 m m ul a) O st E > QU � >,— o om m �� m 0� 0 a m o Z Q ,L c y '" o : ul O c -0 o O a c Q 0 O J— O mnm u) m ul 6 m O t tl) +- a) o Q a m >— v°)in E- N � cp Q a) a) N C cE ul U c �-2 o c �NZ `m0 o m ° mt GO Uca d.o c Q �Et rnN CL °o u) m me c o> a) 3 E U O �'� om m m 15.s c ami G a)) rn y _ Q.E a) Qmn � a) o c O> a)'- m ul c j "-' c � c a) u) aNi o.c E Nt. > Q a) m E c L Q. Q '.� `� m m Y a) 7 O O Z E Q 7 0 .— O a) -6 a) a) N U u) d O a) O CL 7 U �.% Q p ) p O L >O U N N 0 0 d U in U m U > 'O u) 0 U m 7 > u) — O 7 O 7 X m ... m a) E. — �i W O p LL u) E p — u) _._............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 0 °° U Q .� J L m y Y Ot Cr o cam... U 3a ..................... .................................................................................................................................................................................................................................................................................................................................................................................................................................................. Q E QE fll m -p (6 O U >, O O O U .- -0 0 16 E 2- 0 N Qj 0 ° a� fv � � fv m ' - m cU v� � c m 5,� fonts W �� N� v ( n 0 rnm.0 m m m E '� ° 'c 2 m a� rn-0 o 0 c o w `o Q c a 2 L U) .E N N U U Lu Fu c) u)) , (b E 0 moo -o° U w °n � N — 15 Cf C 0).N - — u) fll E >, O .0 O w p O Q O- (n Q�y� fll O 0 0 ~ fll E E'E c�0, L—a �W� —" E� _�UU nm O fll N fD m (� E o o .L ._- sEE�Ec �°0YmmU U NU `U o C 0 0 fll fll Y�oajE.°U O� c LMrmEm ai ~o�t >�>o�� ai_3a .......... _.w.._.._. W�UcoU .. ................................................................................................................................................................................................................................................................................................................................................................................................................................................ > coU-- UUWUWOL- E a >>p ai 0U(n(n i 3 7 � LL � G r a L (Q UU E- c U) a 'c E z °-1cc O *(n o 5 -0 Q a a>i m �� U c Na0i 0 LL ............... 00000E u1UU�� ................................................................................................................................................................................................................................................................................................................................................................................................................................................... C: N N v y 0-2p� o U)�. fv = m Q >s v °'��_ vyi W mho p° o n 0 fll N '� D O N y o 0> O O f' O > W 7 O y E Of y fll 'N _r m N> 0 fll X� Q fll W U -O Q O m U U f __xx E C c rn O-5 N (6 ° O- a) E c m o_ m N of 0 U W O N N ".' '6 >' 0 y U Q O O o N-2 0 O C O m o C f 7 0 U) f 'a ��= E N-0 N aa) U E m N c - m c— _r y Om O � U) 7 ll 7 N O ll Q' re E O p =� ll N C U W E fll � ll y E fn f Y O cu U) C tl) U m m -00 O E� o U) m vyi C O O- fY7 Ci w C Q fn N E i N m N° > 0 3 N N y m ll O- Kt LL 0 i U) -0 U) Lu m N L � N W N N> ... Y O 0 -0 Y U) O U N U° i6 O D) N .Q L 5 m Z (D 0 T w 0 E E Z O EO m 0 0)E-0 = E U > E— S• C O if) (n -r C U) C E U O C N E ' fll (6 ) 'U CL fY7 C O Q U U - 'C 0) O o 0 C O Z m i E foCL n 7� f .. 0 ++ W +•' Q . 0 fll C O fll cnE0FD U N �o No O y u) O CL c LU 4—yCf°n �� m ro v m� otS c U =o Q0 o 5 o o� o Lu c�. U E� U aci.� o E �� W m E Q m0 ai O au)) .0 fll N c m m E~ s m t m `p m fll 0) c E : Q fn -0 e 7, 3 cu O n o O v v O� c3 a, rn O d Fu E u0 E E-o ��oa) E L N a0 fn > o�a'30 In -0 ay) � L O EQ o ., �U o-0 W J w I O O > > U) m - > - m.- U Fu U-- a cm cm .c E 0.c ........ ....... ......... ......... - ............... ......... ......... ......... ................................................ G o o '- a ai g m r O =L QE Qw i 16 N a O a 2 'Lf N cl U)0 E E o 0 E U c U 0 H� ° Lu o Em U)in � U) o C _ ' 3 o a` O V- �^ Q U)o C Q.0 c U o '� t t a wmUPo o w(n _� L%o'ertzy - rn �,� >'� E = Y Q w= Q R O aai U) E a U 3�Obi ...... _...__m....____- U)E N ° E ..................................................................................................................................................................................................... L LL a CM c a L R ......... ......... ......... ......... .............. U L) .............. ................................................................................................................................................................................................ E O ` a U � ..... ......... ......... ......... ......... ................................................. Q a� 0 Q 0) n O c oN Inc �Ma U tl1 +' C a 15 —O C Q O lO O) L f U 7 Q-0 0.-2- I p I. � 0) N (6 O2 p- a) a 0) O t .J U U �. iN— f. N 9 '� i U N a�-0 a. Y'� U c O C U � N >, om � W Q 7 r �t, O E� 0 U) 'a N m ON O E U 'a6 U) to E a) °� N O a m !f2 p — 3 r„ 0 > 3p �6�C:0 o�� t c3a � a (6 C O .NU m E E H t N OU r.} a N T t to �Q U — 3 c '� t C p cm (6 .O O N a U fY3 0 U CL E t �'�rL! fa) a� L .J mcai vai�vNi°rf apa �c tl) p (6 U Q o 2 C = -_a (6 0 � rn as N O a U C " to fa 0 to .0 to c a Q 12 mQ p U U >Q- _ H 7 (n O 7 lY} C a) +C N : a� � m'" rna FU c Q to CSE N �a W �-0a3o rn U N fY} 8-2 C OU Q N O a C U ui L 2� U U U) 3 a > m 0) O Q D E a .C'� 9) V) 'L .• O O 0 -O CL f} tl) 7 0 Q Q a E a r, to �' 0 0 j C — _ a E _ Q _i O U) O O 0 O j m to _ � O0 E p a U) > W c a U) E .— Y D U i O U �> ° o m E U T� o 00 a c:�� — O C � :� w N OU W *' � s U)0 U) O N O O 0 '" E E U O N N O O- a 0).U� W `- O O tl) �7, � N p .J U) O O 3 a �� o :', 3 N �� c O c 2 E .N 3 0 w 7 a 0 a .�.. 3 E cL O O >,'U) �i 7 O 0 C O tU) N 0-0 a U E a CL 0) E E O �-r N rn rn N � N-2 N CL E.9 M c c c� N �� 5 O z (6 '6 .� (B C N O p C 'N 'c (6 i p tl) U tl) — 3 — .— V dQp Upm— 2c5OYoNQp ..................... a ai a: a 'nn V CO V! 4) — N V! y L L4 UU boa W J I U) (1) L) U) L) cu LL (1) cu O C) CL w 06 CD c .E U) .5 0 0 L) 70 c cu U) T) cu LL cu L- 0 0- L- 0 C) 0 cu c cu LU 06 cu LU 4- 0 cu c cu cu M ........................ ...................................................................................... ...................................................................................... ............................................................ .......................................................................... .................................................................................................... .............................................................. ................................................. CL w M CL u) z z z z Lu E 3:.S z z ...................................................................................... ...................................................................................... ............................................................ .......................................................................... .................................................................................................... .............................................................. ................................................. O U) -§07 8�z z z z z z > . ............... . .. . .. . .. . ............. . .. . ....................................................................................... ....................................................................................... E L) O 0 E te E te o r E te o E te m iD < m iD < m C) m -D < = m -D < ...................................................................................... ....................................................................................... .............................................................. .......................................................................... ................................................................................................... ............................................................ ................................................. U) -r- -� :_r_ -0 -C (6 tf 6) 7L- C: U) C: 0 0 0 0 0 0 'Z- Z- cl 0 m — — a) -�5 0 0 (D .E CL'K 0 M -�5 z; m m 0 s .9 U) _0 0 _0 0 -0 0 6 0 E Qomc u 8 2- t�� 8 2- t�� 8 2- o E -D E E 0 C: 0 0 R 0 0 R 0 0 o O-S 0 0." o z; 0) C) 0 m C) C) U) C) C) U) C) 0 C) = � z C) 0 U C) ............... ...................................................................................... ....................................................................................... .............................................................. .......................................................................... .................................................................................................... ............................................................ ................................................. E E E E -0 CL -0 Q -0 Q -0 CL CL CL CL U) U) U) U) U) U L) z z z ...................................................................................... ....................................................................................... .............................................................. .......................................................................... ................................................................................................... ............................................................ ................................................. IIZ z z z z z z .......... . ....................................................................................... ...................................................................................... ............................................................ .......................................................................... .................................................................................................... ............................................................ ................................................. .2 .2 U) 0) U) IOU o —0 U) U) .2 C, CL .2 Er .2 c: cr o-, U) -0 0 E a) a) -�5 a) 2 -z- z; co 0 a) o m m 0 E m m E -0 CL 0 0 E E C: ztz�3 E E 0) -U5) 0 w 0 D 'Z- 0 0 CL CL E 1,6 c: C: M (n m 5 80 E 0 CL C: c: cr -0 0 w -,z -j C) z; o > 0 0 0 0 — z; m C) -om C) C) 0 m 0 C) o U -2 -0 C) .2 C) z . ....................................................................................... ...................... oTN U) 'o m 0) (14 C: Cc:) U) 8 -z- 0 -�5 2 m a) E OF& 0 m 2 N -� 0 2 m 6 N [2 (n U) > c: -r- (1) 0 0 -10 0) a).LD 0 0 a) N 8 cL z- E rN O)o z; CL�� WoN M--, -0 (1) -0 0-2 (1) o No a) (U 0— (n 0 Lu :21�) — - (j) 15 c: z; ---o 8 0 0 N (n U) >, a) 46 -r- 2 00 E N U) — -2 Z- Lo z; = OCO M 0— Oa) t >1 >1 UU)) -10 1-- CL '5 C) N E 0 �5 -0 -2 u) m a) a) -8'6 0 >, 0 2 > -2 m >, :3 -0 0 _0 m E 0 CL 0 0 U) 0 CL U) CL M ��, U) 0 u) .2 (n (n C) > U) c: -0 o a) U) a) a) 6 -M 0 LU o 0 0 'a) c:-0 0 c: -0 0-0 u ti U) x o a) (U.S zt -S 57< 5; 0 0 o w t w) -2 46 a) a) :2 E -6 -6 ow E z SS co) (0) 0 1,2 2 C: 0 c, :3 a) o 0) t- 0 a) -2 2 o:� 0 C) M -2 = cL o.(l) cLo E� cr.2 om 2 E -�5 6- 3: �T 0 a- a-(,4 o ..S S > L) — C) 0- U) cr o m 5 C) S w C-4 ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ........................ ....................................................................................... ................................................................................................................. ............................................................................... .......................................................................... .............................................................................. ......................................................................... ......................................................................... ................................... ...................... z z z z ....................................................................................... ................................................................................................................. ............................................................................... ........................................................................... z .............................................................................. z .......................................................................... z .......................................................................... z .................................... 0 0 0 0 ........................ z z z z ....................................................................................... .................................................................................................................. ................................................................................ ........................................................................... z .............................................................................. z .......................................................................... z .......................................................................... z .................................... E E 0 0 0 C) c C) c C) c 0 C) c 0 C) c< U E - 2"d E E E E ........................ 3 < m 3 < m 3 < ....................................................................................... ................................................................................................................ ................................................................................ ........................................................................... m 3 < .............................................................................. m 3 < ......................................................................... C) ......................................................................... ................................... 0-0 CL 0 0 0 0 0 -j C: U) 0 -0 M m U) 0 L) 15 2 8 'E -0 0 -0 0 0 m 80 2-'T5 L) 8 2- t� 8 2- t�� -0 0 8 2- t�� -0 0 8 2- t� -0 a) — E 8 E 0 C) -0 8 p — ........................ 0 0 a) 0 cr a) o 0 m 0 0 m C) 0-6 C) 8 T UOT C) C) '�5 C) C) '�5 ....................................................................................... ................................................................................................................. .............................................................................. .......................................................................... 0 0 R C) C) U) .............................................................................. 0 0 R C) C) U) ......................................................................... 0 0 C) = ......................................................................... C: y 0 C) 0 m ................................... -0- 2 0 m 0 0 CL N -0 E 2 uz') U) 0 a) . 0 5— 0 0 ' C:,51 3-0 L .2 cr , -z- -0 U) 0 U) CL c 0 -0 x m E W w o - a) T ........................ 0 U) CL 0 U) z C) a) aX) m E S z z ....................................................................................... ................................................................................................................ ............................................................................... ........................................................................... z ............................................................................. z ......................................................................... ......................................................................... ................................... ........................ z z z z ........................................................................................ .................................................................................................................. ................................................................................ ........................................................................... z .............................................................................. z .......................................................................... z .......................................................................... z .................................... .2 '5 U) .2 E2 > 0 C: aj 0 0) A) 0 p O_ t c: U) a) � E .2 (cu: . Q-02— -0 0 C: 0 0 cr .2— 0-2 2 .2 cr .2.2 8 0 E -2 U) 0 :3 0) CL T (U E 2 E -5.2 ..C: m U-) -FU 0 E U) U) > � 5 -r �� U) 4i 5 C: CL E 0) 0 -� 3: C: cr 2 o— Fu 0 a) 0 :� (ou cm CL 0 a) 0 0- ........................ CL 0 0 -0 or Km (u C) -0 72 C) T -2 ....................................................................................... . ................................................................................................................ ............................................................................... . ......................................................................... z ............................................................................. C) -0 72 ......................................................................... C) La ......................................................................... ................................... LD >, 0 0 -0 0 2 .2 ON -0 N 42 0 5; m 0 LM) N -0 O)Q- c: c: 06 N 00 0 c (u —0 > N M q 0 (1) m 0 2) (U LL :5 0 :3 N > Icn: C) N C) �5 u) 2 C) N 0 N U) C) U) CL -Fu t > (uu) u) -FD 0 L6 U) a) m (u > Lo 5 L6 >� N a) 0 (@5 �2 (U 0 (n 0 M r_ w 0 w 0 -0 u) M.S UaN) 2 CL — c: > -045 2- t 2— 0 N -5 0 '- 2 O.Q) 0 0 N -r M 0 N U) -Fu E L6 :3 0 0 a) LO C: U) < (n -C 0) 0 -a U) -0 0 0) C: N 0 0 0 - Z- -0. Fu -E iR 0 C: 0 P= C) -a 0- R)o O'U) N .T < 0 a) a) 7L- E Z u) E .9 (u, E c: E 6) 2 x R -0 u) " 0 -0 a) ON -0 ........................ 0 2 .0 �� m m a) a) 0 0 M, 0 0 C) 0 a) U) cr— -6 0 (u ........................................................................................ .................................................................................................................. ............................................................................... ............................................................................ 0 Lm E ............................................................................... a- 12 (cu: ........................................................................... LU x ................................... .................................... -0 (1) ............................... 9 ..................................... .............................................................. ............................................................ ....................................................................................... .......................................................................... ......................................................................... .............................................................. ......................................................................... ........................................................................... .................................... ................................... z .............................................................. z ............................................................ z ....................................................................................... z .......................................................................... z ......................................................................... z .............................................................. z ......................................................................... z ........................................................................... z ..................................... 0 0 0 0 (1(n) 0 0 0 0 ..................................... z .............................................................. z ............................................................. z ....................................................................................... z .......................................................................... >- .......................................................................... z .............................................................. z .......................................................................... z ........................................................................... z ..................................... C, C) -0 C) c: C) c: C) c: 0 0 0 0 0 E o E 2 E E ..................................... .............................................................. �o C) .............................................................. �o C) ....................................................................................... �o C) .......................................................................... �o C) ......................................................................... �o 3 < = ............................................................. G� 3 < ........................................................................... m 3 < ........................................................................... m 3 < ..................................... 0— 0— 0— 0— 0 .2 C) 0 0— M M (U (1) 0 8 2- � 8 2- � -0 8 2- � 8 2- � -0 o () 8 p— (cu: 8 2- tr- C _0 0 8 2- � _0 0 8 2- � ..................................... 0 02 C) C) (n .............................................................. 0 02 C) C) (n ............................................................ 0 02 C) C) (n ....................................................................................... 0 02 C) C) (n .......................................................................... y 0 C: C) 0 () ......................................................................... 0 z .............................................................. 0 02 0 C) C) (n C) ........................................................................... 0 02 C) C) (n ........................................................................... 0 02 C) C) (n .................................... E E E 0 CL 0 CL C 0 CL C U) U) U) 2.2 2.Q) O.E O.E ..................................... .............................................................. z .............................................................. z ........................................................................................ z z z ..................................... z .............................................................. z ............................................................ z ....................................................................................... z .......................................................................... z .......................................................................... z ............................................................... z ........................................................................... z ........................................................................... z ..................................... 0 45 U) . -22 0 45 U) -22 0 45 U) -22 .2 t m c -0 t w 3: m c -0 N 3: m c -0 a) E a) a) E a) a) 0 02 t — c: .2 U) E E 'o :3 cr C: (D cr C: (D cr LLJ 0 < < 2 C: N < 0 0 cr O cr 0 cm: -0 0 -0 C: z- u).c: a) cn.9 -�5 m 2 c: u).s m a) -r C) u) m Z- (n (n C LL -o 0— c- c LL -o o — cL C LL -o 0 — cL C cL -o 0 a) c: C cL 0 a) C D- 0 a) ..................................... c) o z; .2 .............................................................. C) o z; .2 .............................................................. z ....................................................................................... C) o z; .2 .......................................................................... C) -o m �2 ......................................................................... z . ............................................................ z ........................................................................... C) -o ........................................................................... C) -o . ................................... 0 N 0 -.2 E 00— u) a) cL C) 'E 0 0 u) Ir (Doob c (u > 0— cL Lu u) (8) au ON LLJ M -a 0 (u I= ON 0 0& oo > �5 0 0 -�, t E w 2!, -5 a) Q,- 12 c: 0 N N co > 'E ON 0 0 u) w 2!C) u) C) E D z, - o a)�Om of D < o �o U) 0 o u) = a) N.� 0 "N 0 E o) — -, -r- 0 0 N a) E c: u) ob > ob :3 oo 0 a) Fu z; o)o c: Df 06 a- C: LL CL Df wo 0 u) 0 -j — '5 , u) o N -o < Ir au)) o o-I as >, -c- -5 -r_ —a) m -r- :3 -r_ 0 o) EL (b 6) a) EL (b m Lu (1) a) (.5 m . ( o) (cu: _, Ul >,= , -o M o C) D) '0 U5 a) tr- a) 0 -o c: a) u) M -o c: 0 o) u) Df -o E lo� Df a) m N COC (b z, < < z; 0 u) z; o)o (1) U) 0 (1) C C - = 0 C) m < 2-oo 0 a- C) E 0 < = u) — c: M E 0 E _C (n a) -T u) u) m a m (6 !E5 W D 0 m C) a- 0 c: - x (u C) cL M -(5 :3 = 0 z-) -�5 -Cr-) x) 0 o o x 0 0 V5 -T 0 :3 0 -o < 0 -T 0 o ..................................... a- a- ............................................................... u- o- ............................................................... < ........................................................................................ U ............................................................................ N < ........................................................................... < ............................................................................................................................................ ........................................................................... C) 0 ..................................... ................................................. ....................................................................................... ....................................................................................... ....................................................................................... ....................................................................................... .............................................................. ......................................................................... .............................................................. ................................................ z ...................................................................................... z z ...................................................................................... ........................................................................................ z z ....................................................................................... .............................................................. z z ......................................................................... .............................................................. ................................................. 0 z ....................................................................................... z 0 z 0 ....................................................................................... ........................................................................................ z 0 z 0 ....................................................................................... .............................................................. z 0 z0 .......................................................................... .............................................................. a) a) a) a) 0 C) 0 0 UUUUU -T 0 0 -T -T 0 0- E E.0 E.0 E.0 E.0 U) 0 E.0 ................................................. m 3 Q ....................................................................................... m !D Q- m !D Q- ....................................................................................... ........................................................................................ m !D Q- m !D Q- ....................................................................................... ............................................................. m !D Q- m -D < ........................................................................... .............................................................. -0 z, C: -r- -Lf < mo mo C: mo .0 E E E E E E E _0 (n O)o (n m U) m m 0) O)o O)o U) O)o a) 8 E 2 2- t�� a) m 0 a) 0 m c: 2- 8 E c: 2 o E tr� t�� 0 a) o 2- (cu: c 8 E (u 2 t�� a) a) 8 E (cu: 2 8 E (cu: 2 -tr ................................................. o o o C) = C) N ....................................................................................... 0 0 m 0 0 0 m m 0 m C) = � C) N C) = � � C) N ....................................................................................... . ....................................................................................... 0 0 a3 (U o o O o m C) C) N C) = C) N ....................................................................................... .............................................................. o o O o O 0 0 O 0 C) = C) N C) = C) ........................................................................... .............................................................. E E E E E E E -0 CL -0 CL -0 a_ 70 a_ -0 CL -0 Q -0 CL UUUUUU).s (:n3 (n U) U) U) U) U) U) U) U) U) -0 -0 -0 -0 ................................................. ....................................................................................... O.E 0 E ....................................................................................... ....................................................................................... O.E ....................................................................................... ............................................................. 0 ........................................................................... .............................................................. ................................................. z ....................................................................................... z z ....................................................................................... ........................................................................................ z z ....................................................................................... .............................................................. z z ........................................................................... .............................................................. 0 02 E E E E LU E U) U)tll 0 0 0 0 0 10 C oma) C 10 C C 10 oma) OMQ) 2 a) 10 OMQ) Oc u) E u) E u) E .m 15 2 E u) E 0 ') 8 a) 2 E --r_ 0) U) m 0) 0) U) m U) m :3 .2 o) (n a)(n U m t 0) 5 U) m U) m -0 C: a) 0 C: a) C: a) 0 0 C: CL c: a) 0 a) 0.� C: a) C: CL 0 0 a) asp ................................................. C) ....................................................................................... C) C) ....................................................................................... ....................................................................................... C) -0 C) ....................................................................................... C) C) -F- I U) U) a) o U) _0 a) U) < a) U) U) U) - U,) :03 0 — m 0 2 -0 U) 0 = U) a) a- E 00 0 a) , -E 000 .2 a) OD - a) -03 a a) a) N a) a) > LL :3 .2 -5 -< Fu N E U) LLJ U) (u 0 E 0 0 z; 0 t -0 C) .2 -Fu CL (-)-o z; 0 —a c: 0.2 CN 0 0 8 2 8 C) z; (1) 0 U) ( -) > a) E.- 2 C: a) !!�, 2 a) 0 >, U) o o m 2 0) 15 :3 — — �a) 0 C,� 2 T 2 a) U) m 0 (On- 0 — 0 uc): 'n - -L- c: (n CL (1) -E 0-0 0)(1) U) c: -O,u5 o CL LU a) 0 �o a) o m z- 0 0 (u a) E U) 0 0 Z- (n X 0 a) -C D m No 2 :E 2 �5 a) 0 EL 2! 0' a) 2! >, cm a) —CL .- LD 0 a) a) -Z- a) M N 0 -0 a) C: �a 0 :3 0 - 0) x �! a) Z; -a) -0 -0 0 E 0 :3 U 3: () -0 a). 0 CL C) x C-4 0- a) 0 :E �5 3: .................................................. c: -r- a) U) oc� �T m m u LL ........................................................................................ -T 0 !l 0 a- .2 :E M -i ........................................................................................ ........................................................................................ -T Z 0 a- < Daf) CO) ac): of SEN ........................................................................................ ............................................................... :3 �- 0 m o Df U) C) -j N a- -a M S o-, ............................................................. ......................... .......... ........... ........... U U U) c O cu O 0- U) c cu N �L Q L W W CD c .E �L W ............ _. _. _.. n...n. ..................................................................................................................................................................................................................................................................................... c E— 0Ow o - C/) ONo E c o �� Nm� Q JJ 'OIL W mdQ-.N �N Z C O 'tf J V a U3a m_.. > ................................................................................................................................................................................................................................................................................... r N d N J J o0�0 m ..w._._..._.__..:__' Oy •o ............................................................................................................................................................................................................................... 0 0) aa) a)Ct � -0 0) aa) cr. yam. 'Li Qa �_--' 0 Qa,2_--� U OUP- O O> a a O "> y=: 0 �. m Q U> O Q E E a U')U> .............................................................................................................................................................................................................................. m Q O Q E E _.::............. .......... L LL � C C 0 ul u) -O a U) U_ 0 a U Q Ul a N m C-2 3 a Q m 0 c 0 NN O U C E N u) O- 0 7 0 U U � 0 E.Ln m 0 00 0 N a) Q E V! C E C R 0 0 LL Z Z a � o m a �� (6 a a 3 c 3 U - U) 3 a T m m Q� a L �UQc: U).aUi� T o o C:co 0 O a c� U Of QC E 6 o mwch c -.0 q C O 'O a Q 3 a 3 C Q— -2 U CL a a m 3 = i O) _ > tllu",a cC-C tl) N 0 CNu, o a U O U . N c Q ............................................................................................................................................................................................................................... O- U Df� IT otS N - a0i > a ayr m 0 m a C_r W ( 6-r- Y O c a U� o N �> CIr :e �000 a E J a C 0 L 3 m_ p) U O O t 3 Qt C y a o m m> ��= mQU) a E *' a0i� rn -c 5c6 Zvi yq p o o �.O O a a� c� O m U O N O a U U m (6 _ i i a m- c a Q O E ap �mrn-NN �D-2 �ma�(� �Q .2 0 - a Y� O O -O Q '6 L N 0)'- 7 7 UO C N 6 a a 0 w 3 a� O a'=.DfOfY-0007Df m C m O 0 N U U) U cu Z) O U 0 O U N 0 J .................................................................................. ........................................................................................................................................... ........................................................................................................................... ................................... ............................................................................................................................................................................................................................. ............................................... mU) U) 0 o2_r_ CL .................................................................................... .......................................................................................................................................... ........................................................................................................................... .................................... .............................................................................................................................................................................................................................. ................................................. -J.U) U) U) U) Z o m U) U) 0 (u U) CL .................................................................................. ................................................................................... ........................................................................................................................................... ......................................................................................................................................... ........................................................................................................................... ........................................................................................................................... ................................... .............................................................................................................................................................................................................................. ................................... .............................................................................................................................................................................................................................. ................................................. ................................................. ................................................................................... ......................................................................................................................................... 0 ........................................................................................................................... ................................... .............................................................................................................................................................................................................................. U) .2 ................................................. 0 0 Ln CL -J . :3 0 0 CL :3 0 -7 U) C) U) 0 o E m a)t o j .................................................................................. eDOM .......................................................................................................................................... ........................................................................................................................... iD ................................... .............................................................................................................................................................................................................. .......... ............................. ............. 0 0" Lu .2 0- Ln 0 _r_ m U) CL U) M c: o > o z- 2 -o m C) 0 0 CL :3 _0 0) :3 E u) a) 1 -r- E 0 0 w '-o a) 'c: f m 0 CL a) _0 C: o Z- - 6) a) 0 2 _r_ U) 0-5,0 0 0 m Cc: 4-- ;a CL a) CL :1 �o 0 _0 c: 2.a) 2 a) a) a) 0) U) a) 0 s M Eg® m 2 a) U) -0 < -0 --a — t5 w CL 11 c w m E® >, a) -0 0-0 -71 CL a) E 0) m -0 u) E :3 :3 w JCL— 0 U) C, a) 0) U) 0� U) CL -0 U) -0 0 a) Cc:, -0 — L, C: U) -0 C: C, m (u -2 U) U) 0 w 0 0 Cc: T 0 CL U) a) (n U) (n I �- — a) 0 c a) a) c: 0 0 'a)) a) a) - 16 > 0 0 0 0)(60 O)o U) a) .2 E c: 5; u) 0 C: U) 0 (1) 0 -iu 0) 0 0 0 U) C) t 0 R E U) U) a) CL E m C: 0 _0 0) CL a- Y) 0- -0 o)-o o a) CL CL u) 2 `!z c: c: a) -0 E 0 CL 0 a) C: a) U) u 6) C: E 2 o 'n ................................................................................... O(D c: ......................................................................................................................................... of E E u) m a- - 9 a- .2 T PT -a ........................................................................................................................... 0 T -r- :� 0 x U) m LU ................................... .............................................................................................................................................................................................................................. a) E 0 2 ................................................. (1) -r 16 0 1- -Fu .(-U (n C) CL -E) -0 -0 (n C.Q) C� 0 0 -0 -0 'Z- (1) CL :3 0 a) a) a)2! aw) u) u) E 4? -1 0 cm: 2 U) -r- C: 0 CL 0 U) a) E a) 0 2 (6 -0.0 E E ccL 0 ..................................................................... C) 10 ........................................................................................................................................... -0 ........................................................................................................................... = :3 - 0 0 U) � -0 0 ..................................... ............................................................................................................................................................................................................................... U) ................................................. ................................................................................................................................................................................................................................................. Y Q Y C 0 U) ................................................................................................................................................................................................................................................. ................................................................................................................................................................................................................................................... .................................................................................................................................................................................................................................................. E 3 N N 3 N O > O U (6 Q C -O (6 � (6 ................................................................................................................................................................................................................................................... O L O N E i m N 7 O _ O p) N (6 " NC: N p U C O) C U U jp O C (6 (6 Y (6 N N Q C O O N o N — 0 5 3 C N O N � 3 Q U)� -O 76 O O U) U 0.2 � U) -O m O 0 N— O 0-0 ' 0 N O C C 3 0 7 C U) (6 -O �i tl) U) U) O tl) C N- O .3 0 Q O Q Q m m (6 O U Y O U Q 7 C N N Q Q U N U) 'V .V N Q N 3 a E O Q o O Q-' a) J U) W m ................................................................................................................................................................................................................................................... N > C t N U)Q U .E 0 N C 3 N O a E cL Q c N :J N -0 z 3 N O C 3 � tl) U (6 Q CORRESPONDENCE — June 8, 2021 Items for Information — (Attached) St. Thomas -Elgin Second Stage Housing with their Spring/Summer 2021 newsletter. `WN 49th Edition Spring/Summer 2021 8400164*41 eta DOmEST IC VIOLENCE EPIDEMIC ?, �� m �� m M=C? The following is an excerpt from an article inthe SOS Safety Magazine called "Curing oDomestic Pendmmin".Here atSLThomas Elgin Second Stage Housing wnare witnessing the rise inDomestic Violence inthe StThomas / Elgin County area and seeing the effect ithas inour Community. This article hightights what has changed since the beginning of the COVID - 19 pandemic as well as has some valuable suggestions if you or someone you know imexperiencing Domestic Violence. CURNG A DOMESTIC PANDEW Domestic Violence isoserious issue, with many effects for every person inafamily. During the Covd-l9pandemic, everything stopped and the risk nfa violent incident increased. Here's how it has affected families, how torecognize abuse, and what you can dnabout it. Every six days awoman is killed byuformer or current intimate partner in Canada ' Alberta has the 3ndlargest levels ofdomestic violence inCanada 'Intimate partner violence accounts for linevery 6violent crimes reported hopolice Due to isolation rules and many people being home from work, there is anincreased chance ofaviolent incident Cvvidl9protocols are highly triggering nrreminiscent of contmNn0/eUom|vea1tuotiona Survivors nfgender-based violence (G0) are prevented bvabusers from seeking support from professional services. Seeking support iminhibited further bvlack oftechnology orwifiaccess, iocknfpriYacy.unddiocomfortinmcaivmgfaum-to-focevidaumntact intheir home There has been enincrease inthe volume and severity ofGBV,but the calls and reporting have decreased. 46% ofsupport workers noticed achange inviolent incidents, and 82%of those staff who work with gender -based violence (GRNsaw the change aoenincrease inprevalence and severity 54% of Victim Somiva agencies saw an increase in the number of domestic violence victims they helped Within domestic violence utatemmnb, cases ofstrangulation and serious physical assaults hevaiucmammd Beyond physical and sexual violence, there are other ways opartner can be abusive. Abuse is all about power and control. An abusive partner will find various ways tocontrol you. 'Constant texingnrcalling when you are not together ' Withholding money, and/or not allowing you to make your own choices with your money ' Humiliating orshaming you, especially infront ofothers ' Isolating you from friends and family ' Blaming you and making everything your fault ^ Threatening to commit suicide if you Loevm Recognize that Kisnot your fault. Repeat this line %bmse is not myX8ilit, Abuse is not my fault, Abuse is not myXaulto Know that there are organizations still operating toensure you are not alone, and you can receive support atany time you feel ready hocall. Find support close tuyou, and inan emergency, please call 911. Create personalized safety plan. This can be done on your own, by calling women's shelter crisis line m goingonline. There are support workers ready tohelp you make osafety plan any time during the day. Your friend's partner constantly calls and texts when you are together Your friend starts abruptly cancelling plans You feel uncomfortable with their partner You notice frequent cuts and bruises nnyour friend, nrtheir clothing style changes unexpectedly Your friend is noticeably unhappy and puts their partners' needs before their own Your friend iadistancing themselves from all oftheir friends; Try bostay in touch WHA�-YOU CAN 1 )0 F:0R&FFNEW)� Ask ifyour friend isokmif they are safe If they disclose any obmm to you, withhold blame, judgment, and advice. Just listen inasupportive way and let them know you believe them Keep your own record ofabusive behaviour orevidence nfabuse you notice along with the date you notice it Let them know they are not alone and that they have choices. Many support agencies and organizations are still available to holp, even if everything seems closed, phone support imreadily available. Bncareful not totell them what they should do, and instead encourage them tomake their own choice |tcan take time and many attempts before your friend leaves for good bapatient. This isabig step for them Gunn. H (2021). Curing a Domestic Pandernic. SOS Safety Magazine, 15-16 IOour geographical area, you can get 24 hour support h« calling l-800-265-43Q5U[contact USbetween 8[30-l[30 15 (3olding Place St. Thomas Ontario Phone-, 519-637-2288 Toll Free: 1-877-396-2288 W,8,:519-637-2213 United Way Email:secondstage.stessharogers-comwvvw.secondstagehousing-net Elgin Middlesex 49th Edition Spring/Summer 2021 Cr I y S � WN :3 VIV Aka. ;J t .1;41— �-11111� J� IFFi MI J I . . ....... �^ T1 . ..... i . r The COVIO-19 pandemic is unfortunately still an ongoing presence around the world, and many are continuing to stay home to help stop the spread and lower the case numbers in their area. Staying home for long periods of time and avoiding in- person social interactions can be difficult for anyone regardless of personality type, but especially for those who already struggle with their mental health. People who suffer from anxiety and depression may find that the longer they are away front their regular routines, the more anxious they may became. If you are struggling during this time, here are five simple things you can do to ease your anxiety while at home: ClAS llCT !1..!1 01..1...1Ei S OofUNE OR VSl .t.l..t1:: P1IONE It can be difficult to maintain social connections when we can't physically hang out with friends or family, but luckily there are many other ways to stay connected using technology. Make time to reach out to the people you're closest to, such as friends, loved ones or coworkers. Whether you connect over a phone call or a video chat, talking with someone can help lift your mood and bring that social connection back into your life while at home. ENGAGE ; NI'-!..l YOUR 1:::AVO USFI..E FORM OF U l�. � i , Watching your favourite TV show or playing your favourite video games are not only great ways to pass the time, but they can bring much needed joy into your life when you can't be out and about as often. If you know that certain shows or movies make you feel positive and happy, gravitate towards those options. j AKE ..i.. ME '10 E ERCJSE a This might sound cliche, but getting up and moving your body at least once a day is great for both your mental and physical. health. If you don't have much room in your home for activity, try going for a brisk walk, a run, or even into your backyard (or balcony) for some fresh .air. Your body and mind will thank you! If you choose to meet up with someone to work out, it's easiest to physically distance while outdoors. Meet them out at a large, open park or a running trail where you can have fun while keeping your distance. [ IEV CNI...0P A li0Bl Y Hobbies are great to keep us occupied and to keep our brains working. Whether you take up cooking, drawing, learning a new instrument, or something else entirely, a hobby can be the perfect way to calm your mind and focus on something else. You can even get creative by video chatting with friends or family who can join you in the activity you are working on! SET A 1-10 l.l.T 111 N E While it can seem odd to set a routine when you aren't going into work every day, it can really bring positive structure into your day to day home life. When there isn't a routine being followed, it can become all too easy to oversleep, stay up way too late, eat at unusual times of the day, and get behind on work or projects. Work on developing some sort of routine while at home, even if that just means setting your alarm for the same time each day and getting dressed before you embark on your activities. These are just a handful of ways you can ease your anxiety, but you should only do what works best for you! We are all in this together, If you need support for your anxiety or depression, reach out tot a professional or a friend or family member. Letting someone know what you are going through can be a great step to getting the support you need. Gunn. H (2021).5 Ways To Ease Anxiety At Home. SOS SafetyAbyazine, 19 15 Golding Place St. Thomas Ontario 179 Phone. 519-6 7-22 Toll Free: 1® 77- g6-2288 Fax-519-637-221 Email:second tage.stessh rogers.co . second stage housing.net 10 Elgin Middlesex Ifundraising �ffml , 111 St Thomas Elgin Second Stage Housing (STESSH)has faced many challenges anthe CDVO-l9global pandemic has continued toevolve. Nnindustry has avoided the pandemic, including the nonprofit modnr and especially social services, where the most direct impact has been financial. The demand for services has increased dramatically while most organizations du not have the funding tofall back untoaddress these growing needs. This often results in prioritizing services, back burnering nonessential programs and staff, and rethinking how funds can beraised inanew and sometimes unconventional mennnr-endVuichiy. STESSH has had to adapt our program substantially in order to address this changing environment and the needs ofthe women and children. For physical distancing and everyone's safety, the program has changed toaone onone support with each woman, and the uhiidrmn'mprogram is now organized by family. This has allowed staff to address each woman'a and child's unique needs based untheir experiences, anwell uaallowed staff torespond and provide individualized assistance. Offering the program this way requires e greater amount ofstaffing and hours toensure the right support, counselling, and resources and are available toassist every woman and child using our programs, STESSH has many great community partners to help support our programs costs however, we need hnfundrabethrough mmnb and grant writing to fully support our *mmen'sand obiNran'scounselling and support programs. This pandemic has affected the way we do things in so many ways - from how *mgoabout our work day tothe cancellation ofour events and *mhave needed to navigate many unique challenges. With current advice from government and health officials inmind wehave again made the decision tn cancel our annual in person fundraising events. Looking tn our community for support imour safest option. During these uncertain times, omare reminded how the power ofgenerosity can change the lives ofthose you help. When you donate, you help mserve the community during this crisis and continue hohothere for the people most at rink To donate Simply fill out the form on our wobaita ttp-I..IwwwaLcoridstagehou-s-� rig nrcomplete and return the attached form onthe last page ofthis newsletter, U��K �~ �� N � r� U N�� N � �� ei�'',! 5 ��low Thai E Oowler KamUmbed held a giving' campaign across their branches in conjunction with Esso's community program tohelp organizations such eo ours atthis time ofneed. OnNovember lHm3020.Barb Molinaro VP and Dan Kelly CFO from Oowior Korn (middle left picture) stopped bytosee uuand drop of a check and show us their support On November 26th 2020 Board member, Ouvn Oykemeu - Aylmer Area Community Foundation (bottom left picture) presented acheque toSt Thomas Elgin Second Stage Housing in support nfour Women'nand Chiidrun'm programs. You can't see itbut omare all smiles behind our masks in each picture and fitted with overwhelming gratitude for these donations. For peole*Moam experiencing domestic violence, mandatory lockdmwnetucurb the spread of CUNO-19have trapped them intheir homes with their abusers, isolated from the people and the resources that could help them. These donations and their support make it possible for us to continuo our programming and services. The counoolling, support and advocacy women receive white residing at Second Stage Housing is instrumental to their success in changing their lives tnhofree ofviolence and abuse. On the pogo following is e full list of our generous donors. Thank you to ovanmom who continues to give generously so we can make a positive impact inour community. 15 (3olding Place St. Thomas Ontario 80 Phone: 519-637-2288 Toll Free- 1 -877-396-2288 Jax:519-637-2213 United Way Emai I -secondstag e- stesst-iorogers.con-iwww.secondstage housing. net OY-o Elgin Middlesex Second 1 000 + Canadian Women's Foundation County of Elgin Aylmer Area Community Foundation Ontario Realtors Care Foundation Dr T Vanderyar Professional Corp Dowler Kam Limited Doug Tarry Limited Custom Home Builders Myrtle Shop $500 - $999.99 Libro Credit Union Talbot Trail Optimist Club Unifor J Irvine D McCaig S Teare K Cronheimer New Vision Community Church $100- $499.99 St Andrew's United Church St Andrew's United Church Women Central United Church Sparta United Church Women K Pitre J Hofhuis K Hughson M Clarke & L Gregory S & J De Ryk J Kenney C Kaufman S Elliott J Berdan D Caers Financial Donors November 1- 99.99 P & P Thorton S Berger J Davis P & L Trainor S Smith J & M Nesbitt K McNeil A Murray M Keefer J Taylor D Douglas 100 Club Members A. Lounsbury A. Meeuse A. Pol A. Pearce A. Verhoeven A. Wright B. Andrews B. Blackman B. Graham B. Keefer B. Wright C. Ford C. Gathercole C. Keefer C. Limbrick E. York E. Sebestyen F. Edgar G. Clark H. Ainsworth J & J Harris J & J Irvine J. Andrews J. Jones J. Unwin K & C Jolliffe tn� 2020 to May 15tn 2021 100 Club Members Con't K. Hagerman L. Stinchcombe M & J Collins M. Barrie M. Cheney M. Casey M. Keefer M. Ladd N. Newby P. Morfee P. Newman P. Pol R.Jackson S. Broadbent S. Vanderkooy S. Westaway T. Phillip W. Walker Please note we strive for accuracy in listing donors; however, some errors may occur. Please contact us if any errors or omissions are detected. Receive our newsletter by email! Email secondstage.stessh@rogers.com to be added to our electronic newsletter list and receive your copy in your inbox! Please help us reduce our cost and paper usage! To keep up to date on all these events and more, please follow us on our Facebook page. www.facebook.com/SecondStageHousing X......................................................ptease cut aCong the dotted tine.................................................. Enclosed is my gift of: $ One time gift: 100 Club: Paid by: ElCheque ElSeries of post dated cheques ❑ Automatic Bank Charge 1st or 15th $ each month (enclose VOIDED cheque) ❑ Mastercard ❑Visa #: Name: Address: Phone #: expiry date / (secure site) Mail to: St. Thomas — Elgin Second Stage Housing, 15 Golding Place, St. Thomas, ON N5R 6136 181 Thank you for your support! CLOSED MEETING AGENDA June 8, 2021 Staff Reports: 1) Chief Administrative Officer - Municipal Act Section 239 (2) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board - Seniors Services. 2) Chief Administrative Officer - Municipal Act Section 239 (2) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board - Property Matter. 3) Chief Administrative Officer - Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees - Long Term Care. 4) Chief Administrative Officer - Municipal Act Section 239 (2) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board - Long Term Care. 5) Chief Administrative Officer - Municipal Act Section 239 (2) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board- Legal Services. IGY: COUNTY OF ELGIN By -Law No. 21-26 "TO AMEND THE SCHEDULE TO BY-LAW NO. 17-33 BEING A BY-LAW TO DESIGNATE THROUGH HIGHWAYS" WHEREAS pursuant to Section 1, Subsection 1, of the Highway Traffic Act, R.S.O. 1990, Chapter H.8, as amended, provides by definition that: "Through Highway" means a highway or part of a highway designated as such by the Minister or by by-law of a municipality, and every such highway shall be marked by a stop sign or yield right-of-way sign in compliance with the regulations of the Ministry. AND WHEREAS the Corporation of the County of Elgin did pass By -Law No. 17-33 providing for highways under the jurisdiction of the County of Elgin to be designated as through highways; AND WHEREAS said By -Law has been previously amended through By -Laws No. 18-28 and No. 19-13; AND WHEREAS it is deemed necessary to further amend the said By -Law; NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT Schedule "A" of By -Law No. 17-33 be amended by adding the following description: Road Section Description 73 A From the north side of Hale Street to the east side of Imperial Road. (Imperial Road 73 B From the west side of Levi Street to the south side of Dexter Line. (Imperial Road 73 C From the north side of Dexter Line to the south side of Highway 3. (Imperial Road 2. THAT By -Laws No. 18-28, 19-13, and other by-laws inconsistent with this one be, and the same are, hereby repealed; 3. THAT this By -Law shall come into force and take effect upon the final passing thereof. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 8T" DAY OF JUNE 2021. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 183