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11 - May 11, 2021 County Council Agenda PackageE0ilk u .y gill �r a": m Ill "%' y Table of Contents I. Orders — May 11, 2021............................................................................ 3 I I. Elgin County Council Minutes — April 20, 2021.............................................. 4 III. Reports Index— May 11, 2021.................................................................. 17 IV. Report — Warden's Activity Report (April) and COVID-19 Update ..................... 19 V. Report — Rural Education Taskforce Community Input Planning ...................... 23 V1. Report — Terrace Lodge Redevelopment May 2021 Update ........................... 27 V11. Report — Tree Commissioner/Weed Inspector Quarterly Report ...................... 35 Vill. Report — Draft Plan of Subdivision — Seaside Subdivision .............................. 39 IX. Report — Library, Museum and Archives Service Updates — January to April 2021................................................................................................... 52 X. Report — Landfill Revenue Neutral Tax Ratio ............................................... 70 X1. Report — Capping and Claw-back............................................................. 72 X11. Report — Capital Plan Adjustment............................................................. 74 X111. Report — Port Stanley Temporary Traffic Signals Update ............................... 77 XIV. Report — Elgin/Hawthorne — Approval of Commercial Lease ........................... 81 XV. Report — Elgin /Menzie Enforcement Services Agreement .............................. 85 XV1. Report — Elgin/MPAC Parking Space License Agreement .............................. 89 XVI1. Report — Resumption of Meals on Wheels Supply Agreement — Elgin/VON....... 92 XVI11. Report — Elgin/Ontario Clean Water Agency — Approval of Commercial Lease... 95 XIX. Report — School Retention Plan 2021 — 2022.............................................. 99 XX. Report — Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions — Project Award......................................................... 108 XXI. Report — Release of Ontario's Long -Term Care Commission Report ................ 154 XXI I. Report — COVID-19 Emergency Team Planning — April Update ...................... 159 XXIII. Correspondence — Information Index......................................................... 178 XXIV. SWIFT Monthly Project Update — March 2021............................................. 179 XXV. County of Elgin Homes May 2021 Newsletter .............................................. 185 XXVI. Closed Meeting Agenda — May 11, 2021.................................................... 187 XXV11. By -Law 21-20....................................................................................... 188 XXVI 11. By -Law 21-21....................................................................................... 194 1 XXIX. By -Law 21-22....................................................................................... 196 Al�lllllllll 0 lgln " c ORDERS OF THE DAY FOR TUESDAY, MAY 11, 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. 3 of A�rriro,�l�l/((lliil��j�l( El it't Pmg„ m,.sPve Pap Nitwe ELGIN COUNTY COUNCIL I►hllkffljda? April 20, 2021 Council Present: Warden Tom Marks (electronic) 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 April 20, 2021 Staff Present: Julie Gonyou, Chief Administrative Officer (electronic) 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) Nancy Pasato, Manager of Planning (electronic) Lisa Czupryna, Senior Financial Analyst (electronic) Katherine Thompson, Manager of Administrative Services (electronic) Carolyn Krahn, Legislative Services Coordinator (electronic) CALL TO ORDER Elgin County Council met this 20th day of April 2021 at 9:00 a.m. with Warden Marks in the chair. Council and staff participated electronically by video conference. Ie1 Biel i 9101 Ll to] MLVAI I R49 *1 Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the minutes of the meeting held on April 6, 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 1► rem 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Municipal Property Assessment Corporation —Anne Haines and Brenda Slater Page 2 April 6, 2021 Anne Haines and Brenda Slater, Municipal Property Assessment Corporation, presented information on the next province -wide property assessment update. Property values continue to be based on the market as at January 1, 2016. Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell RESOLVED THAT the presentation from MPAC be received 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. 5. COMMITTEE OF THE WHOLE Moved by: Councillor McPhail Seconded by: Councillor French 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 — Nursing Policy Manual Review and Revisions — Director of Homes and Seniors Services The Director of Homes and Seniors Services outlined the updates to the Homes Nursing policy manual. As per the Long -Term Care Homes Act (LTCHA), 2007, policies and procedures must be reviewed annually. The policy manual was reviewed and revised by the Managers of Resident Care for the three (3) County of Elgin Homes in consultation with public health. Moved by: Councillor Mennill Seconded by: Councillor Martyn RESOLVED THAT the report titled: "Homes — Nursing Policy Manual Review and Revisions" dated April 13, 2021 be received and filed; and, Page 3 April 6, 2021 THAT Council approve the "County of Elgin Homes and Seniors Services Nursing Policy Manual Review and Revisions" for 2020. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.2 Homes — Infection Prevention and Control Manual Review and Revisions — Director of Homes and Seniors Services The Director of Homes and Seniors Services outlined the updates to the Infection Prevention and Control Policy Manual. As per the Long -Term Care Homes Act (LTCHA), 2007, policies and procedures must be reviewed annually. The policy manual was reviewed and revised by management of the three (3) County of Elgin Homes in consultation with public health. Moved by: Councillor Jones Seconded by: Councillor French RESOLVED THAT the report titled: "Homes — Infection Prevention and Control Policy Manual Review and Revisions" dated April 13, 2021 be received and filed; and, THAT Council approve the "County of Elgin Homes and Seniors Services Infection Prevention and Control Policy Manual Review and Revisions" for 2021. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.3 Final Plan of Subdivision Approval Kokomo Beach, Phase 2 — Manager of Planning The Manager of Planning advised County Council that final approval was granted for a plan of subdivision in the Municipality of Central Elgin on March 30, 2021 and forwarded to the Elgin Land Registry Office for registration. Moved by: Councillor Mennill Seconded by: Councillor Jones Page 4 April 6, 2021 RESOLVED THAT the report titled "Final Plan of Subdivision Approval Kokomo Beach, Phase 2" from the Manager of Planning, dated April 20, 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. 6.4 Agreement with Teranet — County of Elgin Registered and Deposited Plan Images — Manager of Planning The Manager of Planning provided information regarding the purchase of digital versions of every historic plan from Teranet, who upload and maintain all documents submitted for registration at the Registry Office. The one-time purchase of the historic plans for all of the County would ensure that the Elgin Mapping GIS system reflects the correct parcel data information. Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell RESOLVED THAT the report titled "Agreement with Teranet — County of Elgin Registered and Deposited Plan Images" from the Manager of Planning, dated April 20, 2021 be received and filed; THAT the County approve the single source purchase with Teranet to obtain all County of Elgin Registered and Deposited Plan Images for a total amount of $20,328.70, in accordance with section 4.7(c, d) of the Procurement Policy; and THAT the Warden and Chief Administrative Officer be directed and authorized to execute the Agreement with Teranet. 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 Council and Outside Boards Remuneration and Expenses — Senior Financial Analyst Page 5 April 6, 2021 The Senior Financial Analyst presented a report regarding the remuneration, mileage, and expenses for Council and Outside Boards as well as convention expenses for 2020. Moved by: Councillor Ketchabaw Seconded by: Councillor McPhail RESOLVED THAT the April 1, 2021, report titled, Council and Outside Boards Remuneration and Expenses submitted by the Senior Financial Analyst, 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. 6.6 King George Lift Bridge Debenture — Director of Financial Services The Director of Financial Services presented for Council's consideration a debenture offer for the second $6 million installment of the $12 million of debt approved by Council and to be drawn through two debenture installments in 2020 and 2021. Moved by: Councillor Purcell Seconded by: Councillor Giguere RESOLVED THAT the April 20, 2021, report titled, King George Lift Bridge Debenture, be received and filed for information; and, THAT by-law 21-18 to authorize $6 million of ten year borrowing from Ontario Infrastructure and Lands Corporation ("OILC") at a rate of 2.04% be 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. 6.7 2021 Employee Benefit Plan Renewal — Director of Human Resources The Director of Human Resources provided details of the 2021 Employee Benefit Plan renewal as negotiated on the County's behalf by Mosey and Mosey, the County's benefit consultants. Page 6 April 6, 2021 Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED THAT County Council approve the 2021 negotiated renewal rate adjustments with Manulife Financial for the County of Elgin. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.8 Amendments to Woodlands Conservation By -Law 05-03 — County Solicitor The County Solicitor presented a proposed Amending By -Law to By -Law 05-03, being the Woodlands Conservation By -Law for the Corporation of the County of Elgin. The amendments in the Draft By -Law represent "housekeeping" revisions to correct deficiencies identified by participating staff. Moved by: Councillor Purcell Seconded by: Councillor Martyn RESOLVED THAT the report titled "Amendments to Woodlands Conservation By - Law 05-03" dated April 7, 2021 be received and filed; THAT consideration and enactment of the proposed Amending By -Law to Woodlands Conservation By -Law 05-03 be deferred to the meeting of Elgin County Council scheduled for May 11, 2021; and THAT the Chief Administrative Officer provide a follow up report to address Council's feedback received at the April 20, 2021 meeting. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.9 Review of Draft Telecommunication Equipment Consent and Road User Agreement — County Solicitor The County Solicitor presented a draft Telecommunication Equipment Consent and Road User Agreement to County Council for its review and approval for future utilization in relation to proposed telecommunication equipment installation projects within County Road Allowances. Page 7 April 6, 2021 Moved by: Councillor Giguere Seconded by: Councillor Mennill RESOLVED THAT the report titled "Review of Draft Telecommunication Equipment Consent and Road User Agreement" dated April 8, 2021 be received and filed; and, THAT County Council approve the form and content of the draft Telecommunication Equipment Consent and Road User Agreement attached as Schedule "A" hereto and authorize its use in relation to telecommunication equipment installation project within road allowances under the jurisdiction and/or ownership of Elgin County. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.10 Port Stanley Temporary Traffic Signals — General Manager of Engineering, Planning & Enterprise The General Manager of Engineering, Planning & Enterprise provided information relating to a request from the Municipality of Central Elgin to retain the temporarily installed traffic signals in support of the King George VI Lift bridge Rehabilitation Project in Port Stanley permanently. A review completed by Dillon Consulting as part of the project design concluded that once the King George VI Lift Bridge Rehabilitation Project has been completed and the construction detour is removed, the temporary signals can be removed and the pre-existing intersection stop control can be reinstated. Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED THAT the report titled "Port Stanley Temporary Traffic Signals", from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated April 1, 2021 be received and filed; and THAT a copy of the report be circulated to the Municipality of Central Elgin. THAT the General Manager of Engineering, Planning & Enterprise provide a follow up report to Council in response to Council's feedback including the option to keep the temporary lights in place up to 24-months after the completion of the Bridge so that staff can perform a traffic evaluation once the construction detour has been removed. 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 10 Page 8 April 6, 2021 Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.11 Thames Sydenham Source Water Protection Committee — General Manager of Engineering, Planning & Enterprise The General Manager of Engineering, Planning & Enterprise presented a report regarding the appointment of a representative to the Thames-Sydenham and Region Source Protection Committee on behalf of the County of Elgin, County of Essex and Municipality of Chatham -Kent. Moved by: Councillor Jones Seconded by: Councillor Purcell RESOLVED THAT Mr. Brent Clutterbuck, Drainage Superintendent for the Township of Southwold, be jointly reappointed to the Thames-Sydenham and Region Source Protection Committee on behalf of the County of Elgin, and subject to acceptance by the County of Essex and Municipality of Chatham -Kent. 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. 6.12 Corporate Intranet and Password Protected Portal Cost and Annual Licensing Fee — Manager of Administrative Services The Manager of Administrative Services provided information regarding a discrepancy between the estimated development cost and annual licensing fee for the Corporate Intranet and Password Protected Portal. Moved by: Councillor Martyn Seconded by: Councillor McPhail RESOLVED THAT the report titled "Corporate Intranet and Password Protected Portal Cost and Annual Licensing Fee" dated April 20, 2021 be received and filed; and, THAT the Efficiency Reserve Funding be used to cover the $17,156.19 in unbudgeted development costs for the Corporate Intranet and Password Protected Portal in 2021; and, THAT the annual Intranet Licensing Fee of $17,495 be funded through the Efficiency Reserve Funding in 2021 and options for ongoing funding be considered during the 2022 budget process; and, THAT the County enter into a contract with Sandbox Software Solutions for three (3) years with the option to renew for an additional two (2) years at no additional fee increase. m Page 9 April 6, 2021 Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.13 School Retention Plan — Elgin County— Chief Administrative Officer The Chief Administrative Officer provided information regarding municipal support for the Township of Zorra's School Retention Plan. Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED THAT Elgin County Council support the resolution passed by the Municipality of Thames Centre on January 18, 2021, which includes the following actions: 1.Include a school retention plan as part of the County's Strategic Plan and advocate accordingly; 2.Maintain ongoing membership in the Community Schools Alliance (CSA); 3.Support, through resolution, the CSA's endorsement of the Rural and Northern Education Fund (RNEF) as an appropriate differentiator and funding model for rural and northern schools; 4.Request that the Thames Valley District School Board (TVDSB) and London District Catholic School Board (LDCSB) suggest possible reallocation of Grants for Student Needs (GSNs) to support a net funding neutral increase in the RNEF; 5.Recommend that the TVDSB review its policies for capacity planning and pupil accommodation reviews to formally recognize the importance and value to the community of rural and single school community schools; 6.Request communication and notification on an ongoing basis of all relevant School Boards of any areas of study considering possible consolidation, closure, additions, or new builds within Elgin County; 7.Request annual planning reports from all relevant School Boards for all Elgin County schools and possibly related/affected/affecting schools and compare municipal growth forecasts and school board(s) growth forecasts identifying discrepancies. 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 12 Page 10 April 6, 2021 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) None. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Warden Marks noted that the County will observe the National Day of Mourning on April 28th to remember those who have lost their lives or suffered injury or illness on the job or due to a work -related tragedy. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. CLOSED MEETING ITEMS Moved by: Councillor Mennill Seconded by: Councillor Ketchabaw RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2): In -Camera Item #1 (b) personal matters about an identifiable individual, including municipal or local board employees; (d) labour relations or employee negotiations — Labour Relations Matters - Seeking Council Ratification of Renewal Collective Agreement with Ontario Nurses' Association (ONA). In -Camera Item #2 (b) personal matters about an identifiable individual, including municipal or local board employees, (d) labour relations or employee negotiations (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 — Economic Development. 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 13 Page 11 April 6, 2021 Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 10. MOTION TO RISE AND REPORT Moved by: Councillor Ketchabaw Seconded by: Councillor French 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 — Labour Relations Matters — Seeking Council Ratification of Renewal Collective Agreement with Ontario Nurses' Association (ONA) Moved by: Councillor Mennill Seconded by: Councillor Giguere RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. In -Camera Item #2 — Economic Development Moved by: Councillor Ketchabaw Seconded by: Councillor Jones RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill I Yes 14 Page 12 April 6, 2021 West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central EI in Warden Marks Yes 9 0 0 Motion Carried. 1 9 [0] 011111 CiL1 Biel i r0A 9 [0L"a:Z0]►Tilrdo, : a: :11 :9i] a::I4TA 01 Eel 111 :11 Moved by: Councillor McPhail Seconded by: Councillor Purcell 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. 12. CONSIDERATION OF BY-LAWS 12.1 By -Law 21-18 —Authorizing the Borrowing in the Amount of $6,000,000 BEING a By -Law of Corporation of the County of Elgin to Authorize the Borrowing upon Amortizing Debentures in the Principal Amount of $6,000,000.00 towards the Cost of King George VI Lift Bridge. Moved by: Councillor Giguere Seconded by: Councillor Ketchabaw RESOLVED THAT By -Law No. 21-18 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. 15 Page 13 April 6, 2021 12.2 By -Law 21-19 —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 April 20, 2021 Meeting. Moved by: Councillor Mennill Seconded by: Councillor McPhail RESOLVED THAT By -Law No. 21-19 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. fiK�e1011001NLlhVi1:11Ll III 1 Moved by: Councillor French Seconded by: Councillor Jones RESOLVED THAT we do now adjourn at 11:37 a.m. to meet again on May 11, 2021 at 9:00 a.m. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 16 REPORTS OF COUNCIL AND STAFF May 11, 2021 Council Reports —ATTACHED Warden Marks — Warden's Activity Report (April) and COVI D-19 Update Councillor Martyn — Rural Education Taskforce Community Input Planning Councillor Purcell — Terrace Lodge Redevelopment May 2021 Update Staff Reports —ATTACHED Tree Commissioner/Weed Inspector —Tree Commissioner/Weed Inspector Quarterly Report January — March 2021 Manager of Planning — Draft Plan of Subdivision — Seaside Subdivision, Concession 14, Part of Lot 6 (former Township of Aldborough), Port Glasgow, Municipality of West Elgin, County of Elgin Director of Community and Cultural Services — Library, Museum and Archives Service Updates — January to April 2021 Director of Financial Services — Landfill Revenue Neutral Tax Ratio Director of Financial Services — Capping and Claw -back General Manager of Engineering Planning, & Enterprise — Capital Plan Adjustment General Manager of Engineering Planning, & Enterprise — Port Stanley Temporary Traffic Signals Update County Solicitor — Elgin / Hawthorne — Approval of Commercial Lease — Elgin Administration Building (Suite 345-1) County Solicitor — Elgin (County) / Menzie (MEU Consulting) Enforcement Services Agreement (2021) County Solicitor — Elgin / Municipal Property Assessment Corporation ("MPAC") - Parking Space Licence Agreement County Solicitor — Resumption of Meals on Wheels Supply Agreement — Elgin / VON County Solicitor — Elgin / Ontario Clean Water Agency — Approval of Commercial Lease — Elgin Administration Building (Suites 305/370) Chief Administrative Officer— School Retention Plan 2021-2022 Chief Administrative Officer— Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions — Project Award 17 Chief Administrative Officer — Release of Ontario's Long -Term Care Commission Report and Elgin's LTCH COVID-19 Response Chief Administrative Officer — COVID-19 Emergency Team Planning —April Update 18 Prug1ressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Tom Marks, Warden DATE: April 30, 2021 SUBJECT: Warden's Activity Report (April) and COVID-19 Update THAT the April 30, 2021, report titled, Warden's Activity Report (April) 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: On April 1, 2021 the Province of Ontario announced further province -wide measures to slow the spread of COVI D-1 9. These measures took the form of an„�„! L..g.��I'.".L. ,(:......� .L..n..,I.1 .::':'. designed to interrupt transmission of COVID-19. These new measures were put in place to respond to the rapid rate of new COVID-19 cases across the province. At the time, the province was seeing on average over 2,000 new COVID-19 cases a day, with the majority of new cases being variants of concern. These variants are rapidly transmissible and are affecting not only the more vulnerable members of our population but younger people as well. On April 7, 2021, the Province of Ontario declared a third emergency under the Emergency Management and Civil Protection Act (EMCPA) in response to a third wave of COVID-19 that is threatening the capacity of hospitals across the province. In addition, the province announced a Stay at Home order, similar in nature to the Stay at Home order issued earlier this year. Residents must stay home except for essential reasons, which include outdoor exercise, getting groceries, work that cannot be done remotely, and accessing health-care services (including vaccinations). The Stay at Home order restrictions began at 12.01 a.m. on Thursday, April 8, 2021 and were expected to remain in place for at least four (4) weeks. By April 15, 2021 new daily 2 ases had reached a record high of 4,812 prompting the province to extend the ___, __ .._.. ie order for a total of six (6) weeks and to implement a series of new restrictions largely related to outdoor recreational amenities. The Stay at Home order and additional restrictions will be in place until at least May 20, 2021. New restrictions prohibit the use of golf courses, soccer fields, basketball courts, tennis courts, baseball diamonds and skate parks. Parking lots and washrooms are closed at all Elgin County municipally -owned beaches and residents are discouraged from travelling outside of their own regions — this includes visiting cottages or seasonal residences. At the time of this report (April 30t") daily COVID-19 cases across the province remain high at 3,88T however, numbers have been trending downward over the past two (2) weeks. In the Southwestern Public Health region 14 new cases were reported on April 30 and 138 cases remain active. Vaccinations in SWPH Region Vaccinations are now open to those who are 55 plus and to those who are 45 plus and live in the N5H postal code. Starting in May, individuals 30 plus that live in the N5H postal code will become eligible to book a vaccine appointment Those attending a COVID-19 vaccination appointment are required to fill out a consent form before the appointment. Staff at all ten Elgin County Library branches are available to assist in filling out these forms for those who may require it. Copies of the forms are also available at library branches. County Operations: The Elgin County Administration Building is currently 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 at Long -Term Care Homes. The Ministry of Long -Term Care has provided direction regarding rapid antigen testing for staff, support workers, and essential caregivers. Development Charges Background Study At its meeting held on April 6, 2021, County Council directed Hemson Consulting to prepare a Development Charges Background Study. This Study has been posted on the County's we site at r�/\r�/`\r�/`,sklgii u�;g� �i l%y,,� nil(,J ayskls l24 gsk il� 9angi o kn °5i�i(,J . A public meeting to receive feedback regarding this study and a draft Development Charges By -Law (to be posted on the County website on May 12, 2021), has been scheduled for May 26, 2021 at 7-00p.m. W 3 ng to provide written comment or attend the public meeting as a delegate 3ct-..�k.��...���"...�k.��.��,.i..�L,..U..�..c....„.a, Events/Meetings Attended by Warden: Southwestern Public Health Municipal Partner Calls (April 1, 8, 15, 22, 29) Elgin County Council (April 6 and 20) Connectivity Committee Meetings (April 8 and 29) Budget Committee Meeting (April 20) Terrace Lodge Redevelopment Steering Committee Meeting (April 27) 2021 SWIFT Annual General Meeting (April 9) Western Ontario Wardens' Caucus Meeting (April 30) Southwestern Public Health — Board of Health Meetings (April 1) 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. Q LOCAL MUNICIPAL PARTNER IMPACT: Elgin County continues to work with and find ways to collaborate with Elgin's municipal partners. COMMUNICATION REQUIREMENTS: A brief synopsis will be included in the Council Highlights document that is posted to the website and distributed to local Councils. CONCLUSION: The Stay at Home order has helped to slow the spread of COVID-19 bringing the numbers down slightly over the past two weeks, however, numbers remain high. There are well over 2,000 patients hospitalized with COVID-19 and 900 of these patients are in the ICU. The County of Elgin encourages those who are eligible to book appointments to receive their vaccinations as soon as possible and to continue to adhere to public health guidelines and provincial restrictions. 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 UJFTi'Cai111111111r0"I, LTANTUT 0 W Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Councillor Sally Martyn DATE: May 5t" 2021 SUBJECT: Rural Education Taskforce Community Input Planning THAT the report titled "Rural Education Taskforce Community Conversation Planning" from Councillor Martyn, dated May 5t", 2021 be received and filed; and THAT County Council direct the Chief Administrative Officer to coordinate hosting three (3) Community Input Sessions in Elgin County once in -person events can be held; and further, THAT County Council consent to covering costs associated with the use of municipal spaces in Elgin County for the Community Input Sessions, if required. INTRODUCTION: The purpose of this report is to provide a brief overview of the work currently underway by the Thames Valley District School Board's (TVDSB) Rural Education Task Force and to seek County Council's support to direct the Chief Administrative Officer to coordinate three (3) Community Input Sessions in Elgin County once in -person events can be held. DISCUSSION: The Thames Valley Board of Trustees established a Rural Education Task Force (Task Force) in June 2019. Council appointed me to serve on the Task Force and Councillor Giguere was appointed as my alternate. Recognizing that schools in rural areas face several challenges including, but not limited to, student enrolment and school population growth and decline, the Task Force: • Listens to the ideas and concerns of rural communities • Generates fresh perspectives related to rural schools and communities 23 flops innovative solutions for consideration for a TVDSB Rural Education G.egy Reports findings and make recommendations to the Board regarding rural schools The Task Force consults with students, parents, municipal leaders, and the community to identify the unique challenges and opportunities experienced by students, parents, and municipalities and develop recommendations for consideration related to a TVDSB Rural Education Strategy. Thoughtexchange The Task Force consulted with parents, guardians, staff and community members who have experiences with schools in rural communities through a "Thoughtexchange". Participants were encouraged to share their thoughts about rural education and identified the ideas of others that they agreed with most. Over 1,200 people participated in the Thoughtexchange, including 941 thoughts/ideas and 24,867 ratings. The Task Force has compiled the feedback received through the Thoughtexchange and identified four (4) key priority areas: 1. Community and sense of relationship 2. Programming 3. Decision -making (how the Board makes decisions) 4. Funding Next Steps for Gathering Feedback To gather more information about the priority areas, the Task Force plans to host Community Input Sessions in Oxford County, Middlesex County, and Elgin County. It is vital to the Task Force that these events take place once in -person gatherings are possible and safe. As Elgin County's representative on the Task Force, I have been tasked with identifying community locations for the Community Input Sessions. Municipally -owned community locations, for which a rental rate will either be offset or waived, are preferred and will signal to the community and the TVDSB that we are all "in this together". As I mentioned under New Business at the Council Meeting on April 20t" 2021, preferred locations for the Community Input Sessions include a session in: 1. Central Elgin (confirmed); 2. Western Elgin; and 3. Eastern Elgin. 2 24 3 The coordination of the Community Input Sessions, including rental arrangements, planning with the Rural Education Task Force, and promotion of the events, is best administered by County Staff. FINANCIAL IMPLICATIONS: It is anticipated that rental fees for municipal spaces will be offset or waived by Local Municipal Partners. If rental payments are required, it is recommended that the County cover the costs associated with the use of municipal spaces in Elgin County for the Community Input Sessions. (note: municipal partners in Middlesex and Oxford waived rental fees) 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. Community Input Sessions will be held in Central Elgin, Western Elgin, and Eastern Elgin. Ideally, municipally -owned spaces will be used and rental fees for municipal spaces will either be waived or offset. 0 I am hopeful and optimistic that Local Municipal Partners will support, help promote and participate in the Community Input Sessions. COMMUNICATION REQUIREMENTS: The County's Legislative Services Team will help coordinate the Community Input Sessions by identifying locations for the event and assisting promoting the events. All of which is Respectfully Submitted Councillor Sally Martyn 41 1 REPORT TO COUNTY COUNCIL FROM: Bob Purcell Terrace Lodge Redevelopment Steering Committee Chair r �Il�uumouuu^^ DATE: May 11, 2021 Prug1ressive by Nature SUBJECT: Terrace Lodge Redevelopment May 2021 Update RECOMMENDATION: THAT the May 11, 2021, report titled, Terrace Lodge Redevelopment May 2021 Update, submitted by the Terrace Lodge Redevelopment Steering Committee Chair, be received and filed for information. INTRODUCTION: The purpose of this report is to provide Council with an update on the status of the Terrace Lodge Redevelopment project. DISCUSSION: The Committee is excited to see the project moving forward with shovels in the ground. At the end of this report, you will find a photographic tour of the progress that has already been made to give you a sense of all the work that has already been undertaken. As is always anticipated in these projects, unforeseen site conditions and price escalations are a natural part of the construction process. The project includes $1.4 million in contingency allowances to cover the costs of such changes. At this point in time, slightly less than $80,000 of the contingency has been reviewed by the Steering Committee, with two notable items. Bonding and insurance pricing was updated from 2019 pricing to the current pricing level, resulting in a $53,000 use of contingency. Although this is a large amount, it is in no way surprising given what we have all seen in the insurance market. 27 2 The second item is a discrepancy between the actual dimensions of the existing building and those shown on the existing building drawing. This will require the south portion of the addition to slide east by about 20 inches to accommodate at a cost of approximately $25,000. Fortunately, this change will result in improved sightlines for nursing staff and has been well received by Homes management Staff have been working with the Ministry on a new Development Agreement. Initial estimates of cost and supporting documentation have all be submitted and accepted by the Ministry. With all the funding changes the province has rolled out as a result of COVID, Ministry staff are working to modify the development agreements accordingly. It is anticipated that Elgin's agreement will be ready for signature in aFeuRd July. Occupancy plan submission will be required six months prior to the first resident relocation which is scheduled for July 2022. Staff have begun preparatory work for that submission. Terrace Lodge Redevelopment Fundraising Committee Update Despite several province -wide Iockdowns over the past several months, the Terrace Lodge Redevelopment Fundraising Committee has continued to meet via virtual means and remains committed to providing the comforts of home for the redeveloped facility. The campaign continues to receive generous donations from service clubs, private individuals, and businesses and, at the time of this report, has raised $46,073. Provincial Iockdowns and health and safety restrictions have made traditional means of fundraising impossible; however, the Committee has been able to keep the momentum growing through phone conversations with community members, social media, promotion of the online catalogue, and themed ads in the Aylmer Express. These themed ads divide items in the catalogue into themed categories such as Spring, Summer/BBQ Season, and Back to School. Spring features items for courtyard and outdoor areas and will be the focus of the campaign for April and May. Regular updates are made to the onme catalogue at www � '���.I in �i� k%���i� k� i n ���, FINANCIAL IMPLICATIONS: The project remains on schedule and on budget. 28 3 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: 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 communications website will be developed to share progress on the project with all the interested residents of our community. CONCLUSION: We are off to a great start on this project with all work continuing on schedule. Staff will keep the Steering Committee abreast of important developments and likewise, as Chair, I will continue to keep Council informed of our progress. All of which is Respectfully Submitted Councillor Bob Purcell Terrace Lodge Redevelopment Steering Committee Chair 0 Photo History of Project Here you can see the entry to the temporary construction roadway: Below is a view from the east edge of the site, looking west toward the existing building. The excavators have begun preparing for the future addition and its below grade services: O 5 Fencing has been installed to keep the courtyards safe and secure: Minor work on the existing building is also underway in advance of Phase II when redevelopment of the north wing will occur. Here the exterior wall is being prepped for installation of a new exit door in the existing stairwell. 0i Panoramic view from the northeast of site: The latest construction activity includes relocation of the HVAC units without incident. Kea TERRACE LODGE REDEVELOPMENT STEERING COMMITTEE Minutes of Meeting April 27, 2021 at 3:00 pm The Terrace Lodge Redevelopment Steering Committee meeting was held on Tuesday, April 27, 2021 via WebEx. Committee Members Present: Bob Purcell — Elgin County Councilor/Chairman Tom Marks — Elgin County Warden Dave Mennill — Elgin County Councilor Mary French — Elgin County Councilor Staff Members Present: Julie Gonyou — Chief Administrative Officer Jim Bundschuh — Director of Financial Services Michele Harris — Director of Homes and Senior Services Carolyn Krahn — Legislative Services Coordinator Consultants Present: Allan Taylor — Project Manager Gail Kaufman Carlin — Health & Senior Services Consultant Darrell Gerrits — D.Grant David Heintz — MMMC Architects Stephen Houston — MMMC Architects Victoria Pilles — MMMC Architects Regrets: Brian Lima — Director of Engineering Services Cole Aicken — Building Science Technologist Eugenio DiMeo — Corporate Facilities Manager Mike Hoogstra — Purchasing Coordinator Call to Order 1.0 Meeting Called to Order — Chairman Purcell called meeting to order at 3:00 pm. nicrimccinn 2.0 Approval of the Agenda — Moved and seconded. Motion carried. Steering Committee April 27t", 2021 Agenda approved. 3.0 Approval of the Minutes — Moved and seconded. Motion carried. Steering Committee January 22" d, 2021 Minutes approved. 4.0 Disclosure of Pecuniary Interest — None. 5.0 Required Design Change 5.1 Insurance and Bonding escalation (distributed) — Jim Bundschuh presentation of page 2 of Addendum. Escalation contingency will provide appropriate funding for the increased budget for bonds and insurance premiums. Motion proposed to remove $53,309.20 from escalation contingency. Moved and seconded. Motion carried. 33 5.2 Summary of Change Orders (distributed) — Jim Bundschuh presentation of pages 4 to 6 of Addendum. No questions or comments, and no motion required. 5.2.1 Change to Building Footprint — David Heintz overview of required design change. Due to a discrepancy between the actual dimensions of the existing building and those shown on the existing building drawings, adjustments must be made to the footprint of the addition. Multiple solutions were explored, and Option #2 was identified as the least expensive solution, with an estimated cost of $20,000 to $25,000. The south portion of the addition will slide east, as illustrated in drawing OPT-2 of the second Addendum. Motion proposed to remove up to $25,000 from the contingency reserve to cover the costs associated with resolving the dimension discrepancy. Moved and seconded. Motion carried. 5.3 Tenders still to be awarded (distributed) — Al Taylor presentation of page 8 of Addendum, and note that project is still on budget. Item is for information. No questions or comments, and no motion required. 5.4 HVAC move update — Darrell Gerrits verbal overview of progress. First HVAC unit has been relocated successfully and as scheduled. Second HVAC unit is scheduled for relocation on April 28t", 2021. Item is for information. No questions or comments, and no motion required. 5.5 Construction Schedule (distributed) — Item is for information, but note that project is still on schedule. No questions or comments, and no motion required. 5.6 Provincial Update — Al Taylor verbal update. Approval to Construct was granted by the Ministry of Long Term Care on March 31 st, 2021. Development Agreement to be finalized, but updated form from MLTC will not be available until July. Occupancy Plan submission will be required six months before first resident relocation, which is scheduled for July of 2022. No concerns with meeting this deadline. No questions or comments, and no motion required. 6.0 Other Business — County Council to be updated on the results of the April 27t" 2021 Steering Committee Meeting. Jim Bundschuh to prepare report, for signature by Chairman Bob Purcell. 7.0 Date of Next Meeting — TBD. All in agreement that next meeting will be called as needed. Adjournment 8.0 Adjournment — Moved and seconded. Motion carried. Meeting adjourned at 3:30pm. 34 Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Jeff Lawrence, Tree Commissioner/Weed Inspector DATE: April 19, 2021 SUBJECT: Tree Commissioner/Weed Inspector Quarterly Report January - March 2021 THAT the report titled "Tree Commissioner/Weed Inspector Quarterly Report January - March 2021" from the Tree Commissioner/Weed Inspector, dated April 19, 2021 be received and filed for information. INTRODUCTION: The following is a summary of activity related to the Elgin Woodlands Conservation By - Law for the period of January 1, 2021 to March 31, 2021 and weed inspection activity for the same period. DISCUSSION: Logging Activity/Applications to Harvest: A total of 50(18) applications to harvest were submitted from January 1, 2021 to March 31, 2021. Applications were filed by municipality as follows: West Elgin-12(4), Dutton/Dunwich-15(2), Southwold-0(2), Central Elgin-0(2), Malahide-15(3), and Bayham-8(5). The total volume for harvest was approximately 1.06 million board feet(0.578). The total forested area involved in these harvests was approximately 1275 acres(458). The numbers in brackets are corresponding first quarter numbers from 2020. Applications for Woodland Clearings: One (1) application was received to clear a portion of woodland in the first quarter of 2021, for a total area to be cleared of 0.1 hectares (-0.25 acres). This application is still in the public consultation phase of the review process. K 2 :)plications received in late 2020 were approved conditional upon conformity ..,., , "y„ , .;ounty's "No Net Loss" policy. One clearing application in Southwold was approved for clearing approximately 0.24 hectare. One application was approved in Dutton Dunwich for clearing approximately 0.95 hectare and one application to clear approximately 0.34 hectare was approved in West Elgin. Weed Complaints and Orders: One (1) noxious weed complaint was received in the first quarter of 2021. This complaint was resolved by the landowner. No Weed Destruction Orders were issued in the first quarter of 2021. Meetings and Workshops: Due to COVID-19 restrictions, the annual Weed Inspectors Conference, normally held in April, was cancelled in 2021 and replaced by an online certification process along with a virtual question and answer session. Industry News: European Gypsy Moth (Lymantria dispar) Gypsy Moth is an insect native to Europe and Asia and has become well established in many areas of North America, including Southwestern Ontario. Introduced to North America in the 1860's near Boston and first detected in Ontario in 1969, it has continuously expanded its range. The adult female Gypsy moth is flightless and tends to be larger than the males. It has white colouring with dark zig-zag markings. Adult males can fly and are greyish -brown with dark markings. Adult males survive about one week and often mate with several different females. The larvae (caterpillar) is charcoal grey in colour with a double row of five blue and six red dots on its back. Gypsy Moth egg masses are tan coloured and commonly found on tree trunks, bark or other hard surfaces. Gypsy Moth caterpillars defoliate many of our native hardwood species, including oaks, birches, poplars and maples. Populations fluctuate annually and vary with local conditions. Gypsy Moth are impacted by funguses, viruses and predators and populations of the moth will crash for lengthy periods as a result. Depending on their population levels, Gypsy Moth caterpillars can completely defoliate a tree. Annually repeated defoliation can severely weaken and stress trees, making them more susceptible to other pests or diseases, and can eventually lead to death. Gypsy Moth is a pest of forested areas, landscape trees, and orchards. Unusually high numbers of Gypsy Moth were reported in southern Ontario, including Elgin County, in 2020. Many municipalities have considered taking action to reduce Ki 3 populations and the most effective treatment is influenced by the time of year and life cycle stage of the insect. Actions that can be effective in reducing populations include spraying of an insecticide that contains a specific bacterium that only affects Gypsy Moth. Biological control agents containing the fungus or the virus are also used to control Gypsy Moth populations. Collecting and destroying egg masses and/or trapping and destroying the adults can provide effective control as well. Unfortunately, these control options can be impractical in a forest setting and good forestry practices are recommended as healthier trees are more able to withstand the impacts of defoliation and other stresses. Additional information and images of the Gypsy Moth can be found on the following websites: iIai"io:c�n� 2l 2f,.21f YQ�iyus)il u II**;;qq II**;; a� a� p q yE ...II.,j4 f 4ppyy�.�4V..�j /k4 .j.�k,./ �. �Spry"ykt.,A �j'pl yplll"l\t sl\t V�k..tll 2� : les II Vse. I`o/$.';,�� ���`� .. 1"„ Dais kl I, 11 d Q ;ti A ,tip 8 /.I. °�59 �190 1 00 In „� 1 '2 k2 � "`.:Y �11 V 11 fn � .... k1: .P°`lid FINANCIAL IMPLICATIONS: None. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ❑ Ensuring alignment of ❑ Planning for and current programs and facilitating commercial, services with community industrial, residential, need. and agricultural growth. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. ® 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. 37 LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: rem CONCLUSION: The above report details the activities of the Tree Commissioner/Weed Inspector for the period of January — March 2021. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Jeff Lawrence Tree Commissioner/Weed Inspector Quarterly Report January — March 2021 Chief Administrative Officer 0 38 Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Nancy Pasato, Manager of Planning Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO DATE: April 28, 2021 SUBJECT: Draft Plan of Subdivision Seaside Subdivision, Concession 14, Part of Lot 6 (former Township of Aldborough), Port Glasgow, Municipality of West Elgin, County of Elgin Applicant: Seaside Waterfronts Inc. File 34T-WE1501 THAT Council grant draft plan approval to Draft Plan of Subdivision for Seaside Waterfronts Inc. in the Municipality of West Elgin File No. 34T-WE1401; and, THAT staff be directed to provide notice of this decision subject to the conditions of final approval in accordance with the Planning Act. INTRODUCTION: This report will provide County Council with information required in order to consider granting draft plan approval to the above noted plan of subdivision. In accordance with Section 51 of the Planning Act, the Council of the County of Elgin, the "Approval Authority," is required to make a decision which gives or refuses to give approval to a draft plan of subdivision. DISCUSSION: Background The subject lands are located in Port Glasgow, in the Municipality of West Elgin, in the southwest quadrant of Gray Line and Furnival Road (CR 103). It is a 24 ha (60 acre) site that is split into two sides by Havens Lake Road. The site is diverse with areas of agriculture fields mixed with wooded ravines and valley lands along the Sixteen Mile 011 2 Creek, which runs along the westerly boundary of the subject lands. The Douglas Municipal Drain runs through a portion of the lands along the easterly boundary. The lands are surrounded by existing residential development to the east, agricultural and natural heritage lands to the north and west, and the marina and Lake Erie to the south. The applicant, Seaside Waterfronts Inc., are requesting approval of a residential Plan of Subdivision, consisting of 62 blocks with a mixture of residential (single detached dwellings, townhouses and quadplexes), commercial, mixed use commercial/residential, open space, wastewater treatment facility and servicing, walkways and roadways. The proposed draft plan is attached to the report. The following current studies/reports have been completed as part of the draft plan of subdivision process: • Planning justification report (residential), prepared by Kirkness Consulting Inc. and Ron Koudys, Landscape Architect, November 2010 • Planning justification report (residential), interim addendum, prepared by Kirkness Consulting Inc., Biologics Inc. and Sco-Terra Consulting Group Limited, July 2014 • Planning report commercial block, prepared by Kirkness Consulting Inc., Biologics Inc., RKLA Inc. and Sco-terra Consulting Group, January 2015 • Municipal Class Environmental Assessment, Environmental Study Report Update, prepared by Gary Blazak and MTE, January 2020 • Environmental impact study, prepared by Biologics Inc., May 2015 and further updated in November 2015 • Geotechnical assessment revised report, prepared by Golder Associates, May 2016 • Archaeological assessment (stage 4), prepared by Mayer Heritage Consultants Inc., February 2008; Addendum to archaeological assessment (stages 1 to 3), March 2010 and 2013 (stage 4 investigation of location 15) • Archaeological assessment (stages 1 & 2), Port Glasgow commercial block, prepared by Mayer Heritage Consultants Inc., February 2012 • Archaeological assessment (stages 1 & 2), Port Glasgow stormwater management pond, prepared by Mayer Heritage Consultants Inc., October 2013 History of Application The development of these lands dates back to 2007. A Secondary Plan was prepared and adopted for these lands by the Municipality of West Elgin and approved by the Ministry of Municipal Affairs and Housing (MMAH), by way of an Ontario Municipal Board order in 2013. This most recent application for draft plan of subdivision was made in December, 2015. El it 3 emu, .,�e application for draft plan of subdivision, the Applicant initiated a Municipal Class Environmental Assessment, which was required to address servicing and stormwater management. Notice of Completion of the Environmental Assessment was filed on August 8, 2019. The Environmental Study Report was completed as the overall servicing plan for the Municipal Class Environmental Assessment and was used to ensure the Draft Plan of Subdivision has been designed in accordance with the Environmental Assessment as part of an Integrated Draft Plan Environmental Assessment process and received approval from the Ministry of Environment, Conservation and Parks on March 13, 2020. The proposed development will ultimately take the form of a series of condominium developments, and not individual freehold ownership through a traditional draft plan of subdivision. As such, a legally binding municipal responsibility agreement will be required between the Municipality of West Elgin and the owner (namely the condominium corporation), along with the provision of sufficient financial assurance, so that the Municipality will take over operation of the sewage collection and treatment systems (sanitary and storm) in the event of default by the condominium corporation. Should this development not proceed by plan of condominium, but rather by draft plan of subdivision, through individual freehold ownership, the sewage collection and treatment systems both for sanitary sewage and stormwater must be fully municipally owned and operated into perpetuity. Public Meeting and Comments A statutory public meeting was held for the draft plan of subdivision and zoning by-law amendment for Seaside Waterfronts Inc. on November 23, 2020. At the public meeting, public comments (in person, written and online) were submitted regarding the draft plan. In general, the public comments received were regarding: • Flooding at the mouth of Sixteen Mile Creek; • Erosion along the beach area and mouth of Sixteen Mile Creek; • Concerns regarding contamination of lake water due to sewage treatment plant; • Marina and beach area filled to capacity in the summer, lack of parking • Development of Block 12 and 13; will Block 13 be an access on to Douglas Line for Block 12 Public comments received regarding flooding, erosion and lake water contamination were addressed at the public meeting by the Seaside team. No information was provided to the public regarding the use of Block 13. A summary of the comments from the public meeting is attached to this report. Ell .., The subject lands are designated "Agricultural Area" on Schedule A Land Use, "County Collector" and "Tourism Corridor" for Furnival Road on Schedule B Transportation, and a "Woodlands" overlay on Appendix 1 Natural Heritage of the County Official Plan. Policy C2.2 recognizes there are lands outside of settlement areas that have been designated for non-agricultural development by the lower tier Official Plans and therefore, are deemed not be within the prime agricultural area and are instead subject to the applicable policies of this Plan and the policies of the lower tier Official Plan. The lands are designated Lakeshore Area in the Municipality of West Elgin Official Plan. As mentioned previously, a Secondary Plan was approved (Port Glasgow) which refined the land uses for this area. Policy E1.2.2 contains subdivision review criteria. The plan is generally consistent with the objectives and policies of the County Plan and conforms with the local Official Plan. The plan overall provides a wide range of possible unit types (single detached, quadraplexes, townhomes) and uses (commercial, residential and mixed use) and will add to the Port Glasgow community and Municipality of West Elgin by providing choice. The proposed subdivision will be serviced by municipal water and communal sewer and stormwater. The Environmental Study Report was completed and received approval from the Ministry of Environment, Conservation and Parks which details the requirements for the communal sewer and stormwater system. Municipal water servicing and capacity will be confirmed through conditions of draft approval. There is suitable provision for roads, water, storm and sanitary sewers, waste disposal, recyclable collection, public utilities, fire and police protection, parks, schools, and other community facilities. Several of these items will be addressed through subsequent site plan and condominium applications (such as private roads, waste disposal and recycling collection, and utilities). Cash in lieu of parkland has been requested by the municipality. A community centre is proposed for the lands. The school board did not provide any comment on school sites. Supporting studies such as a hydrogeological and geotechnical report, as well as an Environmental Impact Study (EIS) have been provided which demonstrates no negative impact and recommends mitigation measures and buffers to be incorporated through the subdivision. A condition on sediment and erosion control measures required as part of any future development has been added, at the request of the Lower Thames Valley Conservation Authority (LTVCA). The Plan has been designed to be integrated with adjacent neighbourhoods and development to the east. 0 El% 5 Conditions and Redlines Staff are recommending adding conditions related to County Engineering, Enbridge, Bell Canada, Canada Post, Lower Thames Valley Conservation Authority, and the Municipality of West Elgin: - An updated Transportation Impact Study is required, to determine impact of the development on the County Road (Furnival Road) and any resulting improvements or measures are incorporated into the subdivision agreement and future development; - A one -foot reserve will be added along the frontage of Blocks on Furnival Road (Blocks 21, 227 23 and 24) to control access to the County Road; - A Holding provision for Block 12 specific to the setbacks from Lake Erie and the ravine, as per comments from the LTVCA; - A Holding provision for access is to be placed on Block 12 and Block 13; and - A zoning by-law amendment to refine permitted uses for Block 12. FINANCIAL IMPLICATIONS: There will be no financial implications on the County Budget. 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. This plan will directly impact the Municipality of West Elgin as it is located within the municipality. 43 A COMMUNICATION REQUIREMENTS: Notice of decision will be sent out to all parties that requested notification, to the local municipality, and to anyone prescribed under the Planning Act. CONCLUSION: The Manager of Planning has reviewed File No. 34T- WE1501 and has prepared conditions for draft approval which are attached for Council's review. These conditions have been reviewed by the Municipality of West Elgin staff and by the applicant and no changes have been requested. Based on the above the Manager of Planning is satisfied that this plan of subdivision has had regard to subdivision criteria as set out in Section 51 (24) of the Planning Act, is consistent with the Provincial Policy Statement and the County of Elgin Official Plan, and that the conditions, as attached, are reasonable. If County Council approves this draft plan of subdivision, the owner will be responsible for fulfilling the conditions before final approval can be given. All of which is Respectfully Submitted Nancy Pasato Manager of Planning Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 44 1. This approval applies to the draft plan of subdivision, prepared by MTE Ontario Land Surveyors Limited, dated March 29, 2021, as redlined, which shows: • Thirteen (13) Residential Blocks; • One (1) Cluster Townhome Block; • Four (4) Street Row Housing Blocks; • Four (4) Street Row Housing or Quadraplex Blocks; • Four (4) Mixed Use Blocks; • One (1) Community Centre Block; • Two (2) Private Road Blocks; • Three (3) Open Space Blocks; • One (1) Open Space/SWM Block; • Five (5) Walkway and Services Blocks; • One (1) Walkway Block; and • Four (4) One -foot Reserve Blocks, all serviced by Haven's Lake Road, Gray Line, Furnival Road and Douglas Street. 2. The approval for the draft plan of subdivision lapse after three years pursuant to section 51(32) of the Planning Act. 3. The municipal road allowances included on the draft plan shall meet the standards of the Municipality of West Elgin and be shown and dedicated as public highways on the final plan submitted for approval and registration. 4. The owner enters into a subdivision agreement, pursuant to the authority of section 51(26) of the Planning Act, as amended, with the Municipality of West Elgin wherein the owner agrees to satisfy all the requirements, financial and otherwise, of the Municipality of West Elgin concerning the installation of services including roads, sanitary sewerage collection system, water distribution system, utilities and stormwater management facilities for the development of the lands within the plan. 5. That the Owner must enter into a subdivision agreement, pursuant to the authority of section 51(26) of the Planning Act, as amended, with the Municipality wherein the owner agrees to satisfy all the requirements, financial and otherwise, of the Municipality respecting the conditions of approval set out herein, and the laying out and development of the site, the installation of facilities and services including roads, on -site sewage collection systems, which includes the following: a) The owner agrees to satisfy all financial requirements including outstanding Municipal Property taxes and invoices for services provided prior to issuance of building permits; b) All development and onsite services must be constructed and maintained in accordance with the Municipal Class Environmental Assessment, eR Environmental Study Report Update, prepared by Gary Blazak and MTE, January 2020; c) The development shall be serviced by municipal water with a connection and meter chamber at the property line at the developer's expense. The Municipality shall confirm thatthere is uncommitted reserve watertreatment capacity to service the development; d) The development shall be serviced by a privately owned and operated sewage system and sewage treatment plant as per the Municipal Class Environmental Assessment and shall be operated by a Ministry of the Environment, Conservation and Parks (MECP) licensed operator; e) The development shall be serviced by Low Impact Development (LID) stormwater management measures, combined with decentralized stormwater management facilities for water quantity and quality and erosion control on the site's three sub -catchment areas; f) Approval and license must be obtained from MECP for the privately owned and operated sewage treatment plant prior to any development requiring a building permit; g) An Environmental Compliance Approval must be obtained from the MECP for storm water management in advance of any development same as above. That the Owner obtain an Environmental Compliance Approval from the Ministry of the Environment and Climate Change for storm water management prior to any development requiring a building permit. The subdivision agreement shall contain provisions regarding the development, implementation, installation, and maintenance of the storm water management facilities; h) Any unplugged oil or gas wells discovered during the development process must be plugged in accordance with the Oil, Gas and Salt Resources Act; i) Permits must be obtained for all Blocks within the regulation area from Lower Thames Valley Conservation Authority (LTVCA), as defined by the regulation under the Conservation Authority's Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation, O. Reg. 152/06 under the Conservation Authorities, prior to commencing any construction, as defined by the Conservation Authorities Act, and/or grading on the site; j) On -site archaeological monitoring must be provided at the developer's expense during any physical excavation of the subject lands in accordance with the recommendations of the Archaeological assessment (stage 4), prepared by Mayer Heritage Consultants Inc., February 2008; Addendum to archaeological assessment (stages 1 to 3), March 2010 and 2013 (stage 4 investigation of location 15); Archaeological assessment (stages 1 & 2), Port Glasgow commercial block, prepared by Mayer Heritage Consultants Inc., February 2012; and, Archaeological assessment (stages 1 & 2), Port Glasgow stormwater management pond, prepared by Mayer Heritage Consultants Inc., October 2013; k) Implementation of the recommendations of the environmental impact study (EIS), completed by Biologic Inc., May 2015 and November 2015 addendum, including on -site construction and post -construction monitoring program; 1) Erosion and sediment control plan(s) applicable to the proposed phase, to the satisfaction of the Municipality and the Lower Thames Valley Conservation Authority prior to commencement of any development, as defined under the Conservation Authorities Act, including grading and /or site alteration works upon the subject lands; m) Regular inspection and reporting to the Municipality and the Conservation Authority for their approval. This condition only applies to construction of land within the Conservation Authority's Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation, O. Reg 152/06 under the Conservation Authorities Act; n) Develop the property in accordance with the recommendations from the geotechnical assessment revised report, prepared by Golder Associates, May 2016; o) Installation of geodetic monuments within the subdivision. The number, specifications and location of the monuments are to be approved by the Municipality; and p) Phasing plans or details on timing of the development. The subdivision agreement between the owner and the Municipality of West Elgin shall be registered against the lands to which it applies once any phase of the plan of subdivision has been registered. 6. That a lot grading plan for the perimeter of the blocks has been prepared and approved by the Municipality as part of the subdivision agreement. 7. Prior to final approval the Municipality shall advise that appropriate zoning is in effect for the plan of subdivision. 8. The owner shall provide easements as may be required for services, utility or drainage purposes in a form satisfactory to the Municipality or utility and where required by the Municipality, daylight corners and street reserves shall be shown on the final plan and conveyed in a form satisfactory to the Municipality. 9. That the owner conveys up to five (5%) of the land included in this plan for the Municipality for park or other recreational purposes or alternatively the Municipality may require cash -in -lieu of all or a portion of the conveyance. 10. That the Owner shall be responsible for implementing and maintaining sediment and erosion controls on the subject lands until such time as the subject lands are fully developed. 11. That the Owner explore other options for accessing Block 12 to the satisfaction of the Municipality. 47 12. Prior to final approval, a Zoning by-law amendment is required to address the following: a) A Holding provision for access is to be placed on Block 12 and Block 13; b) A Holding provision to address setback from the Lake Erie shoreline and ravine and requiring a permit from Lower Thames Valley Conservation Authority (LTVCA) prior to site grading/development on Block 12; and c) Type of permitted uses on Block 12. 13. Prior to final plan approval, the owner shall undertake an evaluation of the downstream outlet into Lake Erie to determine how treated effluent flows from the SWM and waste water treatment facility will have sustained outlet into the lake (current issue of sand bar blocking the creek) to the satisfaction of the Municipality, the Ministry of the Environment, Conservation and Parks (MECP) and the Lower Thames Valley Conservation Authority. 14. That the owner has entered into a Municipal Responsibility Agreement between the owner and the Municipality which will require sufficient financial assurance should the Municipality be required to assume the operation of the sewage collection and treatment systems (sanitary and storm) in the event of default by the owner prior to final approval of any phase of the plan. 15. Prior to final approval, arrangements shall be made to the satisfaction of the Municipality for the relocation of any utilities that may be required as a result of the development of the subject lands, such relocation shall be undertaken at the expense of the Owner. 16. Prior to final approval, a revised Traffic Impact Study will be required to address traffic on County Roads and any improvements or recommendations required, to the satisfaction of the County Engineer. The subdivision agreement between the owner and the Municipality shall contain provisions requiring the implementation of the recommendations. 17. The owner agrees to satisfy all financial requirements including outstanding Municipal Property taxes and invoices for services provided prior to final approval of the any phase. 18. That the owner shall provide easements as may be required for utility, servicing, or drainage purposes in a form satisfactory to the Municipality or utility. 19. Prior to final approval, the owner will provide to Enbridge the necessary easements and/or agreements required by Enbridge for the provision of gas services for this project, in a form satisfactory to Enbridge. Prior to final approval, Enbridge shall advise in writing how their conditions have been satisfied. 48 20. Prior to final approval, the owner will provide to Bell Canada the necessary easements and/or agreements required by Bell Canada to service this new development. The Owner further agrees and acknowledges to convey such easements at no cost to Bell Canada. The Owner agrees that should any conflict arise with existing Bell Canada facilities where a current and valid easement exists within the subject area, the Owner shall be responsible for the relocation of any such facilities or easements at their own cost. Prior to final approval, Bell Canada shall advise in writing how their conditions have been satisfied. 21. Prior to final approval the Owner shall ensure that the requirements of Canada Post have been satisfied: a) The developer will consult with Canada Post to determine suitable permanent locations for the Community Mail Boxes. The developer will then indicate these locations on the appropriate servicing plans; b) The developer agrees, prior to offering any units for sale/rent, to display a map on the wall of the sales office in a place readily accessible to potential owners/renters that indicates the location of all Community Mail Boxes within the development, as approved by Canada Post; c) The developer agrees to include in all offers of purchase/rental a statement which advises the purchaser/renter that mail will be delivered via Community Mail Box. The developer also agrees to note the locations of all Community Mail Boxes within the development, and to notify affected owners/renters of any established easements granted to Canada Post to permit access to the Community Mail Box. d) The developer will provide a suitable and safe temporary site for a Community Mail Box until curbs, sidewalks and final grading are completed at the permanent Community Mail Box locations. Canada Post will provide mail delivery to new residents/tenants as soon as the homes/businesses are occupied; and e) The developer agrees to provide the following for each Community Mail Box site and to include these requirements on the appropriate servicing plans: i. Any required walkway across the boulevard, per municipal standards; ii. Any required curb depressions for wheelchair access, with an opening of at least two to three metres (consult Canada Post for detailed specifications); iii. A Community Mailbox concrete base pad per Canada Post specifications. Canada Post shall advise in writing how their conditions have been satisfied. 22. Prior to final approval of the plan of subdivision, the Lower Thames Valley Conservation Authority shall advise in writing how conditions 5 i) and m), 12 EK; b), and 13, have been satisfied. 23. Prior to final approval of the plan of subdivision, the Clerk of the Municipality of West Elgin shall advise in writing how conditions 1 to 15, 17 and 18 have been satisfied. 67V ©z 4 oilLJ yIsm,��� �� a OQ��x'n. ���IRE OR 1m11mmmmmnn mmummumnummmmmmmmmm i ' H g x Rry oboe �ani+ww „,�, E©b ONI oMOa 1NflOJ � wi.� . - „m. � b m�mnr - a 100 --- co-n� so- �s a acre a".� o- k ma��"µ ao✓%ex .w„..._.. k F„nR` / I ���� " � ffi R g `A,I 14, � m opt �.. (I j / ✓ 1 all 40, . IVIr�`.r"7r; �V'��II1�II�`���il h��1�17 ti� �1 F r� ✓ � / r i REPORT TO COUNTY COUNCIL FROM: Brian Masschaele Director of Community and Cultural Services DATE: May 3, 2021 Pruj,vessive by Nature SUBJECT: Library, Museum and Archives Service Updates — January to April 2021 RECOMMENDATION: THAT the May 3, 2021 report titled Library, Museum and Archives Service Updates — January to April 2021, submitted by the Director of Community and Cultural Services, be received and filed for information. INTRODUCTION: This report provides County Council with service and project updates for Elgin County Library, Elgin County Museum and Elgin County Archives for the first four months of 2021 relative to on -going challenges due to the global pandemic. DISCUSSION: Elgin County Library, Elgin County Museum (including the Elgin County Heritage Centre) and Elgin County Archives have each had to adjust service levels in 2021 relative to safety protocols and provincial orders as a result of COVID-19. The following is an update on current service levels and projects at each institution: Elgin County Library Services have adapted relative to provincial orders and the colour -coded response framework under COVID-19 as follows: January 1 to March 8, 2021 — Curbside Pickup service only under the terms of the provincial lockdown in effect for much of that period. This means that patrons were not allowed to enter the branch for library services. March 8 to April 3, 2021 — Curbside Plus service under the terms of the red and orange categories of the province's COVID-19 response framework. Curbside Pickup service continued throughout this period and the following interior services were also permitted: computer access, browsing of the collection, interior check-out of materials, 6% 2 photocopying and printing services. Patrons were allowed to visit for up to 30 minutes and occupancy was limited to the number of staff present on a one-to-one basis under the "concierge" approach previously approved by Council. April 3 to present: Curbside Pickup service only as authorized under the provincial lockdown and stay-at-home order that took effect April 8, 2021. This means that patrons are not allowed to enter the branch for library services. It is expected that this level of service will continue until at least May 20, 2021 according to current provincial orders. All 10 library branches are open for curbside services for at least 50 per cent of pre - pandemic hours. Current hours and safety protocols for service can be viewed ,iei°'e. The following are highlights of projects and initiatives undertaken by library staff during this period: • Establishment of policies and procedures for loan of day -use passes for provincial parks courtesy of the Ontario Ministry of the Environment, Conservation and Parks, which the public can now borrow. • Launch of seed libraries at Dutton, Port Stanley, Springfield and Belmont branches, further information about which is described '° ��niei.�°��n • Ongoing participation in a partnership with the Ontario Ministry of the Solicitor General for the donation of discarded library materials which benefit five area provincial detention centres. • Regular social media posts and continuation of a live chat service available during business hours. The live communication service remains popular, not only for library specific information such as reader's advice, but also for general information relating to municipal services and the community. • Installation of a digital messaging board at John Kenneth Galbraith Library, Dutton to complete signage improvements started in 2020. Further publicity on this project will be arranged in the coming weeks. • Final installation of an elevator to serve Straffordville Library pending final inspection. • Over 20 staff were able to participate in virtual sessions of the annual f )L...i f'eii.'ei, e of the Ontario Library Association which took place February 2 - 6, 2021. • Two meetings were held with staff of St. Thomas Public Library to discuss purchasing and partnership opportunities relative to recommendations in the County's recent service delivery review. Discussions on this matter are ongoing. • Development of marketing material for household distribution to increase the number of card holders. The initial effort in this regard is focused on neighbourhoods adjacent to St. Thomas on behalf of Southwold Township Library, Shedden (sample is attached). A similar card will be developed for other branches in the system going forward. • Distribution of COVID-19 vaccination consent forms and guidance on completion at all 10 library branches in partnership with Southwestern Public Health. 53 3 • Development of a new staffing model to incorporate a Digital Services Librarian position to replace the former Manager of Programs and Community Development. The focus of this new position will be management of on-line collections, website, community partnerships and virtual programming opportunities. Recruiting should be completed by the end of May 2021. • Ongoing availability of wireless Internet services adjacent to facilities, including parking lots. This service continues to be well used by residents who lack reliable connectivity at home. • Further installation of technology upgrades, including a remote wireless printing solution (documents can be picked up at the curbside) and self -checkout stations. • Creation of 173 virtual library cards in 2021 to date. These are initially created by branch staff via email and then mailed to customers, with the option of upgrading their card (for all materials and not just online) when attending Curbside service. • Continued increased offerings of digital eResources, including the Hoopla Bonus Borrows program (with additional checkouts available) and Ancestry Library Edition remote access from home. Elgin County Museum / Elgin County Heritage Centre The Heritage Centre has been closed to the public for much of 2021, adapting to provincial orders and the colour -coded response framework under COVID-19 as follows: January 1 to March 8, 2021: Closed to the public under the terms of the provincial lockdown in effect for much of that period. March 9 to April 6, 2021: Open to the public subject to visitor limits and s a f rw ; [�i..."If .:.........G..`.!�. under the terms of the red and orange categories of the province's COVID-19 response framework. April 6 to present: Closed to the public under the provincial lockdown and stay-at- home order announced in early April 2021. It is expected that this closure will continue until at least May 20, 2021 according to current provincial orders. The following are highlights of projects and initiatives undertaken by museum staff during this period: A small number of visitors were able to see the exhibit "Unmasking Influenza" which ran from January 9 to April 18, 2021. In place of in -person visits, the Heritage Centre mounted an extensive social media campaign which gave followers a detailed look at the artifacts in the exhibit as well as providing a day- by-day synopsis drawn from the 1918 St. Thomas Times -Journal of the first wave of the flu as it moved through Elgin County. Nearly 50 people were lost across St. Thomas -Elgin during the first wave and perhaps as many as 70 by the time the pandemic was all over. 54 0 ; have been selected and research compiled for the virtual reality application gill be launched later in 2021 as part of Bushell Estate funding. Staff viewed a preview of the application at the end of April. Considerable progress has been made on the installation of six murals along cycling routes in the County as part of Bushell Estate funding. Historical guide information has been updated along these routes. As indicated in the report to Council in February, branch libraries had been identified as potential locations and subsequent requests to each municipality have been received favourably. The murals will be painted on metal panels off -site and screwed into the walls for easy removal. A request for pre -qualification for artists will be issued by the Purchasing Co-ordinator sometime in May. Museum staff are assisting with a program directed by the County's Long -Term Care Homes called "Seniors in Sync" involving interviews with residents. To date, two presentations have been created to "spark" residents' memories using photographs from the Archives' collection. Museum and Archives are both providing assistance to Engineering Services for the production of a video on the history of the King George VI Lift Bridge in Port Stanley as part of re -opening proceedings that will take place this spring. Elgin County Archives The Archives has been closed to the public for much of 2021, adapting to provincial orders and the colour -coded response framework under COVID-19 as follows: January 1 to March 7, 2021: Closed to the public under the terms of the provincial lockdown in effect for much of that period. March 8 to April 1, 2021: Open to researchers by appointment and subject to �,��.; f'e�, „under the terms of the red and orange categories of the province's COVID-19 response framework. April 2 to present: Closed to the public under the provincial lockdown and stay-at- home order announced in early April 2021. It is expected that this closure will continue until at least May 20, 2021 according to current provincial orders. The following are highlights of projects and initiatives undertaken by archives staff during this period: Extensive remote and on-line research assistance on behalf of members of the public, County departments and local municipal partners. A major project was the provision of pre -amalgamation minutes and by-laws to the Municipality of Central Elgin. Staff also researched, compiled, re -scanned and provided captions for 25 images for murals on the walls of the Department of Engineering Services' main foyer and boardroom. Staff have responded to 81 email, 48 social media, 15 telephone and 11 in - person inquiries so far this year. 61i 5 • Acquisition of new collections, including the following: early Springfield letters from 1848-1851; Rodney Legion records in response to the branch's closure; and McAlpine family records (the McAlpines emigrated to Dunwich Township in the 1840s). 12 previously acquired accessions have also been processed and linked to the research database. • Online database upgrades to include the Elgin County Museum as well as the partner museums, as a single search interface. Other improved features include: enhanced and intuitive search functions, better ability to comment on records, ability to index and search PDF documents, zooming capability on fire insurance plans, and improved streaming of video and audio files. The new online database will likely be launched by mid -May. • In partnership with the Elgin County branch of the Ontario Genealogical Society, the Elgin County Archives scanned and digitized over 150 years of microfilm newspaper issues in 2019-2020. Work has continued on this project into 2021. 33 years of newspapers were scanned in April. • Further digitization of original fire insurance plans which are an invaluable resource for property research and environmental site assessments. • Further processing of the Don Cosens Collection which includes photographs, postcards, scrapbooks, land records, directories, fire insurance plans and business records. To date, staff have processed approximately 45 boxes of material from this major acquisition. In 2021, 500 database records have been created (including 677 photographs and 44 scrapbooks). • Further processing of Stollery Studio photographs. Staff have made good progress on this collection of at least 10,000 negatives from the St. Thomas studio and official photographer for the St. Thomas Times -Journal. In addition to covering St. Thomas, many of the photographs include important people, events and scenes in Elgin County. So far this year, staff have scanned 1,154 negatives and created 863 database records for this collection. • Regular postings to the archives' social media channels. Content was created for 317 posts on three digital platforms, including Facebook, Instagram and Twitter. These posts have been engaged by followers at least 70,000 times to date in 2021. FINANCIAL IMPLICATIONS: Not applicable 67 A 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. Local municipal partners have been kept informed of the library's service planning and hours for curbside service. Partners have been providing appropriate support such as cleaning under the terms of the County's leases for library facilities. Any further changes to library service will be communicated to partners well in advance of implementation. Staff wish to acknowledge the in -kind support of the Municipality of Dutton Dunwich on the signage project at John Kenneth Galbraith Library, Dutton. Staff wish to acknowledge the financial and staffing support of the Municipality of Bayham on the elevator project at Straffordville Library. 57 7 COMMUNICATION REQUIREMENTS: These service updates have been posted on respective websites, through social media accounts and as part of the County's weekly ads running in local newspapers. Any immediate changes to service levels and procedures will be communicated through these channels. CONCLUSION: Library, museum and archives have safely adapted service on short notice throughout this period. The fact that library curbside service has continued to operate throughout this entire period, even with restrictions imposed by provincial lockdown orders, demonstrates that these services are important to the health and well-being of residents as they cope through the pandemic. Museum and archives staff have been serving the public and stakeholders remotely and on-line, and have been using the closure as an opportunity to process collections, advance special projects and make database improvements. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Approved for Submission Julie Gonyou Chief Administrative Officer 58 0'1:uupo'a . ......... u9ppA,'m#5,,, kwjq� v`Kfjr) idn dtwj , Ap E1110 SaLl'awro'Aq Aale"qy'l Ajujlrm.'J'�) ot (Fm'44 upat"I �"'Ufiv rry ....... . . 'o , OW TWONnow "lid . . ........ . . . . . . . . . ";,,') wpl paqs jimulAV VVY ..... . i 1 /0 .. . . . . inod eAsas 01 GJaH . . ..... .... 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Prugressive by Nature RECOMMENDATION: 1 REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh, Director of Financial Services DATE: May 11, 2021 SUBJECT: Landfill Revenue Neutral Tax Ratio THAT Schedules A and C of the February 9, 2021 budget presentation be amended to reflect the revised landfill tax ratio and rates in -line with the provincially calculated revenue neutral ratio for landfills; and, THAT the necessary 2021 budget by-law be read for approval. INTRODUCTION: On February 9, 2021, Council was presented the 2021 Budget. At that time, the landfill property class still required a revenue neutral tax ratio to be established. DISCUSSION: The 2016 PWC Wilkinson report recommended the historic valuation approach (based on vacant industrial land values) be applied to all landfills in response to private landfill operators' response to the high CVA on the City of Toronto landfill site in Southwold. The application of the historic valuation methodology resulted in significant reductions in current value assessment (CVA) for the Southwold landfill. Wilkinson's report recommended setting an unusually high starting ratio for 2017 that maintained stability in revenues for Southwold/Elgin at the combined upper and lower tier levels. O. Reg. 95/17: TAX MATTERS - TRANSITION RATIOS AND AVERAGE TRANSITION RATIOS implemented Mr. Wilkinson's recommendations, setting the 2017 landfill ratio at 34.024061 and provided a formula to calculate annual changes to the ratio to prevent taxes from increasing on this class. The provincial system, Online Property Tax Analysis (OPTA), provides the calculation for a revenue neutral landfill tax ratio, being 33.402646 for 2021, which is marginally lower than the 2020 ratio of 33.402658. rif 2 FINANCIAL IMPLICATIONS: None. 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: COMMUNICATION REQUIREMENTS: All of which is Respectfully Submitted Jim Bundschuh Director of Financial Services 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. Approved for Submission Julie Gonyou Chief Administrative Officer r`i Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh, Director of Financial Services DATE: May 11, 2021 SUBJECT: Capping and Claw -back THAT the County exit the commercial capping program; and, THAT the necessary by-law be adopted. INTRODUCTION: Each year Council has the opportunity to review its current tax policy. DISCUSSION: When CVA assessment was introduced in 1998, the goal was to have fair taxation in which properties of equal value would pay equal taxes. This new system created an outcry amongst property owners that had previously enjoyed relatively lower taxes in comparison to their neighbours. Despite the fact that this new system was ultimately fairer than the prior system, the significant increase in taxes for some properties caused by the transition was a concern. As a result, the province introduced a capping/claw-back program to soften the blow. Under the capping program, property owners that previously were paying taxes lower than their property's CVA taxes had their tax increases capped to a manageable increase. Since the capping/claw-back program is revenue neutral, those properties that had been paying taxes below their CVA tax level bear the cost of the capping program through claw -backs. These properties have been enjoying reductions in their taxes, but not to the full extent due to this claw -back feature of the program. The workload of the program becomes less each year. In 2019, only six commercial properties remained in the program and the County entered into the phase- out program for commercial. Elgin is now eligible to exit the program for 2021. The County exited the multi -residential capping program in 2016 and the industrial capping program rowel Lei 1 rya 2 FINANCIAL IMPLICATIONS: None. 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. The capping program can be concluded for Elgin in 2021 for commercial, the last remaining property class in the program. All of which is Respectfully Submitted Jim Bundschuh Director of Financial Services Approved for Submission Julie Gonyou Chief Administrative Officer 73 1 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: April 27, 2021 SUBJECT: Capital Plan Adjustment RECOMMENDATION: THAT the report titled "Capital Plan Adjustment", from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated April 27, 2021 be received and filed, and; THAT the Capital Budget be amended to identify the Rehabilitation of Dalewood Road as a 2021 project and the Resurfacing of Quaker Road as a 2022 project. INTRODUCTION: This report is intended to clarify planned capital road projects for 2021 to ensure consistency with the capital budget. DISCUSSION: The approved 10-year capital plan identifies approximately 150 county road and bridge projects to be completed between 2021 and 2030. Each year projects are reviewed by staff to ensure they continue to meet Council's goals and priorities. Originally scheduled for 2021, Quaker Road (CR 36) between the north limits of Sparta and John Wise Line (CR 45) was to be resurfaced with asphalt, including the installation of paved shoulders as cycling lanes. In 2021, the County retained a consultant to prepare the County's first Transportation Master Plan that will, among other activities, update the County's Cycle Master Plan. In order to ensure capital investments are aligned with the recommendations of the Cycle Master Plan, staff propose deferring the resurfacing of Quaker Road until 2022 once the Cycle Master Plan has been updated. In its place, the rehabilitation of Dalewood Road, between Water Tower Line and Ron McNeil Line (CR 52) was advanced one year, originally scheduled in 2022 to 2021. As such, staff included these works in the associated construction tenders in order to complete these 74 'revious tender award reports to County Council had identified Dalewood ...,-- ?021 project, however, the capital budget still includes Dalewood Road as a 2022 project and Quaker Road as a 2021 project. Therefore, the capital budget should be amended to reflect this change. FINANCIAL IMPLICATIONS: The Quaker Road Resurfacing project, originally scheduled for 2021 has an estimated value of $530,000 as included currently in the 2021 budget. The Dalewood Road Rehabilitation project, now planned for 2021 to replace the Quaker Road Resurfacing project, has an estimated value of $393,000. Therefore, a $137,000 surplus is anticipated for the 2021 budget as a result of this project scheduling revision. 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. 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. 2 NO 3 CONCLUSION: The scheduled resurfacing of Quaker Road has been delayed until 2022 when the anticipated update of the County's Cycling Master Plan is completed as part of the County's Transportation Master Plan which has recently been initiated. In its place, the Rehabilitation of Dalewood Road has been advanced from 2022 to 2021. As a result, an anticipated $137,000 surplus is expected in the 2021 capital budget. 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 rc REPORT TO COUNTY COUNCIL FROM: Brian Lima General Manager of 11111 0 1 Engineering, Planning, & Enterprise (EPE) / Deputy lliiu111111�01n7 CAO �ve � Peter Dutchak, Manager of Transportation Services Prug1ress DATE: April 27, 2021 SUBJECT: Port Stanley Temporary Traffic Signals Update RECOMMENDATION: THAT the report titled "Port Stanley Temporary Traffic Signals Update", from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated April 27, 2021 be received and filed. THAT a copy of the report be circulated to the Municipality of Central Elgin. INTRODUCTION: Council received a staff report at its April 20t", 2021 meeting regarding a request from the Municipality of Central Elgin to make temporary traffic signals installed in Port Stanley as part of the King George VI Lift Bridge Rehabilitation Project permanent. County Council considered the matter and directed staff to obtain additional information related to rental costs of the temporary signals. DISCUSSION: Staff have reviewed applicable Traffic Impact Studies (TIS) within the Village of Port Stanley as it relates to existing and planned development and potential impacts on County road intersections. Specifically, Dillon Consulting had prepared a TIS in March 2019 that had then considered all existing and planned developments within the Village of Port Stanley and how anticipated growth would impact road intersection function and capacity. The intersection of Colborne Street (CR 4) and Warren Street (CR 21) was explicitly studied under the forecasted 2028 conditions and concluded that traffic signals would not be warranted. 77 2 Additionally, as part of and in advance of the King George VI Lift Bridge Rehabilitation Project, Dillon Consulting Limited was once again retained to provide a review of traffic impacts associated with the long-term temporary closure of the bridge. Specifically, their review related to the proposed detour of traffic as a result of the extended bridge closure and the need for temporary traffic control signals at both intersections at either end of Warren Street along the detour route. The resulting technical analysis projected the diverted summer traffic volumes along Bridge Street (CR 4) that would normally cross over the King George VI Lift Bridge and applied these traffic volumes to the intersections at either end of Warren Street to anticipate summer traffic volumes during the bridge project and subsequent road closure. As result of this analysis it was determined that temporary traffic control signals were temporarily warranted at the intersections at either end of Warren Street only while the King George VI Lift Bridge was closed. The analysis also concluded that auxiliary turning lanes would improve traffic movements at both intersections, and said improvements permanently implemented as part of the project. The report concluded that upon project completion it was anticipated that the temporary signals would be removed since they were no longer warranted. For Council's information, quotations were requested from the County's contractor and the following additional project costs would be incurred by the County should it purchase or rent the temporary traffic signals at the conclusion of the project: Purchase Temporary Traffic Signals Carlow Road and Warren Street - $30,651.74 Colborne Street and Warren Street - $33,673.00 Total Additional Purchase Cost - $64,324.74 24-month Rental of Temporary Traffic Signals Carlow Road and Warren Street - $24,000 Colborne Street and Warren Street - $24,000 Total Additional 24 Month Rental Cost - $48,000 It should be noted that the costs identified above do not include costs associated with annual traffic signal maintenance activities nor electricity charges, estimated to total approximately $4,400 annually. These costs do not account for any modifications to the signal timing or function that may be required as a result of traffic flow changes as a result of the King George VI Lift Bridge reopening. 78 3 FINANCIAL IMPLICATIONS: There are no direct financial implications to this report if no action is taken. 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: 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 copy of this report and any further direction provided by Council will be circulated to the Municipality of Central Elgin. CONCLUSION: The County of Elgin received a request from the Municipality of Central Elgin to retain the temporarily traffic signals installed as part of the King George VI Lift bridge Rehabilitation Project in Port Stanley permanently. County Council considered that request and directed staff to obtain additional information related to rental costs of the temporary signals. r*; 0 Staff has reviewed applicable Traffic Impact Studies within the Village of Port Stanley and specifically a TIS completed by Dillon Consulting in March 2019 that considered all existing and proposed developments. That TIS explicitly studied the intersection of Colborne Street (CR 4) and Warren Street (CR 21) and found that traffic signals would not be warranted at the forecasted 2028 study time horizon. Also, as part of the King George VI Lift Bridge's project detailed design, Dillon Consulting completed a review of traffic operations at the intersections of Warren Street (CR 21) and Colborne Street (CR 4) as well as Warren Street (CR 21) and Carlow Road (CR 20). That review concluded that once the King George VI Lift Bridge Rehabilitation Project has been completed and the construction detour is removed, the temporary signals can be removed and the pre-existing intersection stop control can be reinstated. Staff will continue to monitor developments affecting all County road intersections and plan to install permanent traffic signals or other intersection control solutions when they become warranted. 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 80 REPORT TO COUNTY COUNCIL FROM: ^"'^"�1tititi1111�����IIIIIlOUuuou�� Elgin Prug'resshn�,� by Nature DATE: Stephen Gibson, County Solicitor Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO May 3, 2021 SUBJECT: Elgin / Hawthorne — Approval of Commercial Lease — Elgin Administration Building (Suite 345-1) RECOMMENDATIONS: It is recommended that: The within Report to Council, dated May 3, 2021, and entitled "Elgin / Hawthorne — Approval of Commercial Lease — Elgin Administration Building (Suite 345-1)" be received and filed. 2. Retroactive to May 1, 2021, Elgin County Council approve a new commercial Lease Agreement between Carol Hawthorne and Elgin County in relation to Suite 345-1 at 450 Sunset Drive, St. Thomas, Ontario, such Lease Agreement to provide for, amongst other terms, a two-year Term commencing May 1, 2021 and annual rents of $4,027.30 and $4,107.80, respectively, for the included lease years. 3. Elgin County Council authorize the Warden and Chief Administrative Officer to execute the said Lease Agreement on behalf of the municipal corporation. INTRODUCTION: The purpose of this Report is to inform Council that consensus has been reached with Carol Hawthorne as to the terms and conditions of a new two-year commercial lease for Suite 345-1 within the County Administration Building and to thereafter seek approval for preparation and execution of a formal Lease Agreement to give effect to such terms and conditions. 81 2 BACKGROUND AND DISCUSSION: Carol Hawthorne, as an existing commercial tenant, currently occupies Suite 345-1 within the County Administration Building, from which premises she carries on a consulting practice under the name "Clinical Associates". The previous commercial Lease Agreement expired on April 30, 2021. Prior to expiry of the previous Lease Agreement, consensus was reached for a new two-year lease, commencing May 1, 2021, and ending April 30, 2023. The core elements of the proposed new commercial lease include the following: (i) Term — Two years, commencing May 1, 2021 and expiring April 30, 2023. (ii) Rent —Year 1—$17.51 psf / $4,027.30 pa / $335.60 pm. Year 2—$17.86 psf / $4,107.80 pa / $342.32 pm (Note: All Rents expressed exclusive of taxes.) (iii) Termination — No special termination rights. (iv) Quiet Enjoyment — Subject to acknowledgement of potential interference through noise, vibration, and other consequences of elevator improvement project. (Note: The bulk of the terms and conditions of the proposed Lease Agreement are otherwise unchanged from prior Lease Agreement.) Carol Hawthorne has agreed to the afore -noted provisions and, furthermore, has executed the subject Lease Agreement. It is therefore noted that a consensus has been reached as to the terms and conditions of a Lease Agreement which will allow an existing commercial tenant to continue to occupy her current premises within the County Administration Building. The terms of the proposed Lease Agreement, including rent calculation, is consistent with existing practices and format — slight alterations have been made to address issues arising or which will necessarily result from the pending elevator improvement project. FINANCIAL IMPLICATIONS: Elgin will receive increase rents from the continued lease of Suite 345-1 within the County Administration Building for the Term of the proposed Lease Agreement. 82 3 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: ►= COMMUNICATION REQUIREMENTS: ►= 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. Staff is pleased to report that consensus has been reached with Carol Hawthorne which will allow continuation of her tenancy in Suite 345-1 within the County Administration Building. The terms of the proposed Lease Agreement are consistent with existing formats and practices, including as to rent increases. Staff recommends retroactive approval of the proposed lease arrangements and authorization of the Warden and Chief Administrative Officer to execute the draft Lease Agreement as prepared by the County Solicitor. 83 All of which is Respectfully Submitted Stephen Gibson, County Solicitor Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 0 84 REPORT TO COUNTY COUNCIL FROM: Elgin, Prugressive by Nature DATE: Stephen Gibson, County Solicitor Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO May 3, 2021 SUBJECT: Elgin (County) / Menzie (MEU Consulting) Enforcement Services Agreement (2021) RECOMMENDATION: It is recommended that: 1. The within Report to Council, dated May 3, 2021, and entitled "Elgin (County) / Menzie (MEU Consulting) - Enforcement Services Agreement (2021), be received and filed; and, 2. Subject to finalization to the satisfaction of the County Solicitor, County Council approve and authorize execution of an Enforcement Services Agreement between Elgin (County) and William Menzie (MEU Consultant) for the term commencing May 12, 2021 and ending October 31, 2021. INTRODUCTION: The purpose of this Report to Council is to seek approval and authorization for execution of and Enforcement Services Agreement between Elgin County and William Menzie, as proprietor of MEU Consulting, for the period commencing May 12, 2021 and ending October 31, 2021. BACKGROUND AND DISCUSSION: For the months of May through October for each of calendar years 2019, and 2020, County Council approved preparation and execution of Enforcement Services Agreement between Elgin County and William Menzie, as proprietor of MEU Consulting. Although the Agreement, when finalized, authorized a range of potential enforcement services, the focus of intended services was parking enforcement within the Traffic Control Area in the Community of Port Bruce. 85 2 ,_ _ enforcement initiative in Port Bruce, as associated with temporary and replacement bridge construction activities, appears to have been successful over the past two (2) years. As directed by staff, the enforcement contractor focused upon education and granting opportunities to remedy observed violations, limiting issuance of parking infraction notices to either repeat and/or obstinate offenders. In addition, shift reports proved a valuable reference for effective request for or deployment of enforcement personnel. It is suspected that the presence of and cooperative approach to parking enforcement tended to both limited parking violations, thereby enhancing the flow of vehicular traffic, within the Traffic Control Area and a reduction of parking complaints from residents. Although the permanent replacement bridge is now open to vehicular traffic, it is anticipated that traffic control measures will be implemented in connection with removal of the temporary bridge and launch, resulting in potential traffic disruptions. As a result, parking enforcement services are recommended for the period May to October in calendar year 2021. The cost of parking enforcement services in 2019 and 2020 totalled $4,230.34 and $1,165.82, respectively. Preliminary contact with William Menzie has indicated a willingness to perform the same enforcement services in 2021, subject to potential small increases in rates chargeable for various officer ranks. If approved by County Council, it is anticipated that the existing contract format will be utilized for the Enforcement Services Agreement for 2021. FINANCIAL IMPLICATIONS: It is anticipated that Elgin will incur costs in the magnitude of not more than $2,500.00 in respect of proposed enforcement services. It is conceded that limited revenue is received from the proposed enforcement services and, as such, it is recommended that financial implications be considered from a cost only perspective. E:i 3 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: ►= COMMUNICATION REQUIREMENTS: 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. It is recommended that notification of retainer of MEU for enforcement services, particularly in Port Bruce, be communicated to the Township of Malahide and the local detachment of the Ontario Provincial Police. CONCLUSION: With the perceived success of the contract parking enforcement initiative in Port Bruce during 2019 in 2020, the anticipated need for effective parking enforcement in light of work related to the removal of the temporary bridge and temporary launch, and the willingness of the previous enforcement contractor to provide the same services in 2021, staff recommends the retention of MEU Consulting to provide such enforcement services, and in particular in relation to parking enforcement in Port Bruce, for the period May 12, 2021 through October 31, 2021. 87 All of which is Respectfully Submitted Stephen Gibson, County Solicitor Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 0 88 00 �Ill�llumouuu��n^� Prugressive by Nature RECOMMENDATION: It is recommended that: REPORT TO COUNTY COUNCIL FROM: Stephen Gibson, County Solicitor Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO DATE: May 3, 2021 SUBJECT: Elgin / Municipal Property Assessment Corporation ("MPAC") - Parking Space Licence Agreement The within Report to Council, dated May 3, 2021, and entitled "Elgin/Municipal Property Assessment Corporation ("MPAC') — Parking Space Licence Agreement", be received and filed; 2. Council approve preparation and execution of a Parking Space Licence Agreement between Elgin County and MPAC for the period June 1, 2021 to May 31, 2022, and as applicable to two (2) parking spaces in the County Administration Building Parking Lot; and, 3. The Warden and Chief Administrative Officer be authorized to execute the said Parking Space Licence Agreement for the period June 1, 2021 to May 31, 2022, and as applicable to two (2) parking spaces in the County Administration Building Parking Lot, as prepared by the County Solicitor. INTRODUCTION: The purpose of this Report is to seek Council approval of an authorization for a further Parking Space Licence Agreement between Elgin County and MPAC for the period June 1, 2021 to May 31, 2022, and as applicable to two (2) parking spaces in the County Administration Building Parking Lot. BACKGROUND AND DISCUSSION: Since 2019, Elgin County has granted a licence to MPAC to use two (2) parking spaces at the extreme southwest corner of the County Administration Building Parking Lot, 450 Sunset Drive, St. Thomas, Ontario. 89 Licence Agreement expires on May 31 2021. The relevant parking spaces are used to park motor vehicles owned by either MPAC for use by employees while performing duties in Elgin County or motor vehicles owned by those employees while operating the motor vehicles owned by MPAC to perform duties in Elgin County. In response to inquiry from Elgin staff, MPAC has confirmed a desire to continue the existing parking space licence arrangement. Given the stated intention to pursue new commercial lease opportunities within the County Administration Building, County staff recommend continuation of such parking space licence arrangements for only an additional one (1) year term, commencing June 1, 2021, and any May 31, 2022, at an increased licence fee of $1050.00, exclusive of taxes and, at the option of MPAC, payable in two (2) instalments. It is noted that MPAC has historically paid the full licence fee in one lump sum at the commencement of the term of the Licence Agreement. MPAC has agreed to the afore -noted terms and conditions and, in anticipation of approval by County Council, has executed a proposed new Parking Space Licence Agreement as prepared by the County Solicitor. FINANCIAL IMPLICATIONS: Elgin will generate revenue in the amount of $1050.00, exclusive of taxes. 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. 2 O INICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: For purposes of corporate efficiency, MPAC, as a Crown agency, has requested continued use of two (2) parking spaces in the County Administration Building Parking Lot. The MPAC request can still be accommodated without detrimental effect upon parking I used by Elgin County and existing tenants, particularly under a further one (1) year period while Council considers future leasing opportunities within the County Administration Building. All of which is Respectfully Submitted Stephen Gibson, County Solicitor Brian Lima, General Manager of Engineering. Planning, & Enterprise (EPE) / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 3 02i 00 ^"'^"�1tititi1111�����IIIIIlOUuuou�� Elgin Prug'resshn�,� by Nature RECOMMENDATIONS: It is recommended that: REPORT TO COUNTY COUNCIL FROM: Stephen Gibson, County Solicitor Michele Harris, Director of Homes and Seniors Services DATE: May 3, 2021 SUBJECT: Resumption of Meals on Wheels Supply Agreement — Elgin / VON 1. Council approve resumption of the Meals on Wheels Supply Agreement between Elgin (County) and Victorian Order of Nurses for Canada — Ontario Branch ("VON") as dated September 13, 2018 and for the supply of hot fresh meals from kitchen facilities; and, 2. Council authorize the Warden and Chief Administrative Officer to execute a written confirmation of such resumption consensus under direction of the County Solicitor. INTRODUCTION: The purpose of this Report is to seek Council approval for resumption of the Meals on Wheels Supply Agreement between Elgin (County) and Victorian Order of Nurses for Canada — Ontario Branch ("VON") as dated September 13, 2018, which Agreement was suspended, on consent and as a result of pandemic restrictions, effective April 4, 2020. Concurrently, Council approval is also sought for authorization to execute written confirmation of the afore -noted consensus for contract resumption by the Warden and Chief Administrative Officer under direction of the County Solicitor. BACKGROUND AND DISCUSSION: On September 13, 2018, Elgin and VON executed a further Meals on Wheels Supply Agreement, for the Term commencing July 1, 2018 and ending June 30, 2020, for the supply of fresh hot meals from kitchen facilities at the Elgin Manor and Terrace Lodge Facilities. oil 2 Due to pandemic restrictions which frustrated performance of the said Agreement, Elgin and VON agreed to suspend the operation and Term of the said Meals on Wheels Supply Agreement and thereafter executed an Acknowledgement and Suspension Agreement, effective April 4, 2020, to evidence such consensual suspension. Representatives of Elgin and VON are now satisfied that, notwithstanding current pandemic restrictions, the Meals on Wheels Supply Agreement can now be resumed safely and while maintaining compliance with the said pandemic restrictions. Elgin and VON propose to resume the Meals on Wheels Supply Agreement as of May 25, 2021. Under the combined terms and effect of the Meals on Wheels Supply Agreement and Acknowledgement and Suspension Agreement, the remaining Term of the former Agreement will continue for a period of 87 days after resumption, to August 20, 2021. It is hoped, and anticipated, that a new Meals on Wheels Supply Agreement will be negotiated and executed prior to August 20, 2021, for a new Term commencing August 21, 2021. FINANCIAL IMPLICATIONS: Based upon pre -suspension figures, revenues of up to $ 1,000.00 per month are anticipated for the balance of the Term of the existing Supply Agreement ending August 20, 2021. 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. ON INICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: The currently -suspended Meals on Wheels Supply Agreement between Elgin and VON can now be resumed safely and with compliance with current pandemic restrictions. Staff is pleased to recommend resumption of such Agreement to Council and seeks approval and authorization to execute required documentation to do so. All of which is Respectfully Submitted Stephen Gibson, County Solicitor Approved for Submission Julie Gonyou Chief Administrative Officer Michele Harris, Director of Homes and Seniors Services 3 Oz! REPORT TO COUNTY COUNCIL FROM: ^"'^"�1tititi1111�����IIIIIlOUuuou�� Elgin Prug'resshn�,� by Nature DATE: Stephen Gibson, County Solicitor Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO May 4, 2021 SUBJECT: Elgin / Ontario Clean Water Agency — Approval of Commercial Lease — Elgin Administration Building (Suites 305/370) RECOMMENDATIONS: It is recommended that: 1. The within Report to Council, dated May 4, 2021, and entitled "Elgin / Ontario Clean Water Agency — Approval of Commercial Lease — Elgin Administration Building (Suites 303/370)" be received and filed. 2. Elgin County Council approve a new commercial Lease Agreement between Ontario Clean Water Agency ("OCWK) and Elgin County in relation to Suites 305 and 370 at 450 Sunset Drive, St. Thomas, Ontario, such Lease Agreement to be effective November 1, 2021 and, further thereto, to provide for, amongst other terms, a three-year Term commencing November 1, 2021 and annual rents of $38,802.67, $39,583.48 and $40,386.36, respectively, for the included lease years. 3. Elgin County Council authorize the Warden and Chief Administrative Officer to execute the said Lease Agreement on behalf of the municipal corporation. INTRODUCTION: The purpose of this Report is to inform Council that consensus has been reached with OCWA as to the terms and conditions of a new three-year commercial lease for Suites 305 and 370 within the County Administration Building, such lease to be effective November 1, 2021, and to thereafter seek approval for preparation and execution of a formal Lease Agreement to give effect to such terms and conditions. OR 2 BACKGROUND AND DISCUSSION: OCWA, as an existing commercial tenant, currently occupies Suite 305 and 370 within the County Administration Building, from which premises employees perform administrative duties in relation corporate resource management functions — consequently, the use of the premises is solely as an office. The current commercial Lease Agreement expires on October 31, 2021. Prompted by a request by OCWA earlier this year, consensus has now been reached as to a three-year lease, commencing November 1, 2021, and ending October 31, 2024. The core elements of the proposed new commercial lease include the following: (i) Term — Three years, commencing November 1, 2021 and expiring October 31, 2024. (ii) Rent —Year 1 — $17.80 psf / $38,802.67 pa / $3,233.57 pm. Year 2 — $18.16 psf / $39,583.48 pa / $3,298.63 pm Year 3 - $18.53 psf / $40,386.36 pa / $3,365.53 pm (Note: All Rents expressed exclusive of taxes.) (iii) Termination — No special termination rights. (iv) Quiet Enjoyment — Subject to acknowledgement of potential interference through noise, vibration, and other consequences of elevator improvement project. (Note: The bulk of the terms and conditions of the proposed Lease Agreement are otherwise unchanged from prior Lease Agreement.) OCWA has agreed to the afore -noted provisions and, furthermore, has executed the subject Lease Agreement. It is therefore reported that a consensus has been reached as to the terms and conditions of a Lease Agreement which will allow an existing commercial tenant to continue to occupy current premises within the County Administration Building. The terms of the proposed Lease Agreement, including rent calculation, is consistent with existing practices and format — slight alterations have been made to address issues arising or which will necessarily result from the pending elevator improvement project. 0:z 3 FINANCIAL IMPLICATIONS: Elgin will receive increase rents from the continued lease of Suites 305 and 370 within the County Administration Building for the Term of the proposed Lease Agreement 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: ►= 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. Staff is pleased to report that consensus has been reached with OCWA which will allow continuation of its corporate tenancy in Suites 305 and 370 within the County Administration Building following the expiry of its current lease on October 31, 2021. The terms of the proposed Lease Agreement are consistent with existing formats and practices, including as to rent increases. Staff recommends approval of the proposed lease arrangements and authorization of the Warden and Chief Administrative Officer to execute the draft Lease Agreement as prepared by the County Solicitor. ON All of which is Respectfully Submitted Stephen Gibson, County Solicitor Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 0 or:, Elgin, Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: May 1, 2021 SUBJECT: School Retention Plan 2021-2022 THAT the report titled "School Retention Plan 2021-2022" from the Chief Administrative Officer, dated May 1, 2021 be received and filed; and THAT Elgin County Council approve the School Retention Plan 2021-2022 as presented. INTRODUCTION: Background: • At its meeting held on January 26, 2021, Elgin County Council received and filed correspondence from Oxford County which indicated support for the Township of Zorra's School Retention Plan. County Council directed staff to provide a report regarding the adoption of a similar plan for the County of Elgin. • On February 10, 2021, Council directed that additional information be brought forward, once available, regarding municipal support for the Township of Zorra's School Retention Plan. • Council passed the following resolution on April 20, 2021: THAT Elgin County Council include a school retention plan as part of the Elgin County's Strategic Plan and advocate accordingly; 1. Maintain ongoing membership in the Community Schools Alliance (CSA); 2. Support, through resolution, the CSA's endorsement of the Rural and Northern Education Fund (RNEF) as an appropriate differentiator and funding model for rural and northern schools; 3. Request that the Thames Valley District School Board (TVDSB) and London District Catholic School Board (LDCSB) suggest possible reallocation of Grants for Student Needs (GSNs) to support a net funding neutral increase in the RNEF; 4. Recommend that the TVDSB review its policies for capacity planning and pupil accommodation reviews to formally recognize the importance and value to the community of rural and single school community schools; 2 5. Request communication and notification on an ongoing basis of all relevant School Boards of any areas of study considering possible consolidation, closure, additions, or new builds within Elgin County; 6. Request annual planning reports from all relevant School Boards for all Elgin County schools and possibly related/affected/affecting schools and compare municipal growth forecasts and school board(s) growth forecasts identifying discrepancies. DISCUSSION: With significant support from neighbouring municipalities, it is recommended that Elgin County adopt its own School Retention Plan in the spirit of solidarity with its neighbours and to ensure a consistent approach to advocacy across the region. As directed, a School Retention Plan for Elgin County 2021-2022 has been developed and is presented for Council's review and approval. FINANCIAL IMPLICATIONS: There are no financial implications associated with considering a School Retention Plan. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of Growing Elgin ❑ Planning for and current programs and facilitating commercial, services with community industrial, residential, and need. ® Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. 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. Once approved, Elgin County's School Retention Plan will be circulated to Elgin's Local Municipal Partner Councils for support of this Plan at the local level. 11091 3 COMMUNICATION REQUIREMENTS: • Elgin County's School Retention Plan will be circulated to neighbouring municipalities including, but not limited to, Middlesex County, Oxford County, Municipality of Thames Centre, and the Township of Zorra. • The School Retention Plan will also be circulated to Elgin's seven (7) Local Municipal Partners. CONCLUSION: Elgin County Council remains committed to advocating for the retention of local schools, as evidenced in its support for the development of a School Retention Plan. It is recommended that the School Retention Plan be approved as presented. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 1191 SCHOOL RETENTION PLAN 2021-2022 102 Our local communities treasure their schools and have been active participants in their continued operation, maintenance and success. Access to quality local education is essential for Elgin County's rural communities to thrive and community impact can be significant when essential funding for rural schools is cut. Some small rural schools have been closed against the wishes of both their community and municipality. The purpose of Elgin County's School Retention Plan is to support regional efforts to advocate for rural schools and make recommendations to Council regarding opportunities for the County of Elgin and local municipalities, if interested, to maximize long- term economic development by attracting and retaining students through the development of a "School Retention Plan". "Elgin cos � �,���Q,t�,ifIl,� ��, 2 P� uuuuuuuuuuum uuuuuuuuuuuu IIis ', IIIIIIIIIIIIIIIIIIIII IIIIIIIIIIIIIIIIIIIIIII London District Catholic School Board • Assumption Catholic School • St. Mary's Catholic School Thames Valley District School Board • Aldborough Public School • West Elgin Secondary School • Dunwich-Dutton Public School • Kettle Creek Public School • Southwold Public School • Eva Circe -Cote French Immersion Public School • New Sarum Public School • South Dorchester Public School • Springfield Public School • Davenport Public School • East Elgin Secondary School • McGregor Public School • Summers' Corners Public School • Straffordville Public School • Port Burwell Public School (Please note that students are often bussed to St. Thomas and other area schools.) Private Schools . Calton Christian School . Church of God Christian Academy Corinth Christian School Fairview Amish School Four Corners Amish School Friendship Amish School . Immanuel Christian School Mount Salem Christian School . Old Colony Christian School West Amish School 104 , l :inC o n y` 3 • To include a School Retention Plan as part of the County's Strategic Plan and advocate accordingly. • To maintain an ongoing membership in the Community Schools Alliance (CSA). • Support, through resolution, the CSA's endorsement of the Rural and Northern Education Fund (RNEF) as an appropriate differentiator and funding model for rural and northern schools. Request that the Thames Valley District School Board (TVDSB) and London District Catholic School Board (LDCSB) suggest possible reallocation of Grants for Student Needs (GSNs) to support a net funding neutral increase in the RNEF. • Request communication and notification on an ongoing basis from all relevant School Boards of any areas of study considering possible consolidation, closure, additions, or new builds. Request annual planning reports from all relevant School Boards for all Elgin County schools and possibly related/affected/affecting schools and compare municipal growth forecasts and school board(s) growth forecasts identifying any discrepancies. lgi rr° . 105 o Strategic Priority 6001 OblediVes Strategic Outcome Elgin County's Strategic Plan supports School Retention in the following ways: o Support alignment of current programs and services with community need; o Exploring different ways of addressing community need; o Engaging with our community and other stakeholders; and o Enhancing quality of place. A110106 Elgili' O Elgin County Council has engaged in considerable school retention efforts over the past several terms of Council: • Council advocated for the preservation of rural schools including Sparta Public School, Springfield Public School, New Sarum Public School and for the construction of a new school in Belmont. This advocacy has taken the form of official correspondence and meetings with Provincial Ministers and MPPs. Council has provided comment regarding new provincial policies and guidelines relating to rural schools including the Elementary Pupil Accommodation Review. County Council meets annually with representatives from the TVDSB and the LCDSB to receive updates from the school boards and to address concerns that Elgin County residents have expressed in regards to education. This meeting allows for open, two- way communication between the County of Elgin and local school boards to ensure that the unique educational needs of Elgin County residents are being met. • In 2020, Elgin County Council appointed Councillor Martyn to sit on the Rural Education Task Force, formed by the Thames Valley District School Board in 2019. This task force consults with students, parents, community, municipal leaders in TVDSB rural communities to identify the unique challenges and opportunities experienced by students, parents and municipalities and develops recommendations for consideration related to a TVDSB Rural Education Strategy. ® Through its membership in the Community Schools Alliance, Elgin County has advocated for a Province -wide moratorium on school closures, and additional funding recognizing the unique value of rural and northern schools to their community (RNEF). With respect to Ministry of Education and School Boards there have been several relevant developments. °j a PIR 107 REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, CAO Mike Hoogstra, Purchasing Coordinator DATE: April 28, 2021 Prugressive by Nature SUBJECT: Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions — Project Award RECOMMENDATIONS: THAT the provision of consulting services associated with the Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions, Request for Proposal 2021- P22 submission received from IBI Group Professional Services (Canada) Inc. in the amount of $44,360.00 be awarded; and, THAT the Warden and Chief Administrative Officer be authorized to sign the supporting agreement. INTRODUCTION: The County of Elgin recently invited proposals from qualified consulting firms who possess the requisite technical skills to provide internet connectivity and broadband analysis and assessment and provide proposed solutions for unserved/underserved areas that will meet the needs of the County. This report provides background information along with the details regarding the procurement process undertaken regarding the Request for Proposal and seeks Council's approval to award the contract. DISCUSSION: On March 9, 2021, Council authorized staff to draft and issue a Request for Proposal for the completion of an Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions project. The COVID-19 pandemic has heightened how essential the internet and connectivity are for personal and professional communications, to grow and attract business, to apply for jobs, to do homework, and to access government services. 2 The purpose of the work is to provide the County with a document to guide the use of County resources to improve internet connectivity in the County. In addition to its function as a resource guide, the document should direct strategies involving partnerships of public and private entities for the same purpose. Lastly, an overarching purpose is to provide a comprehensive overview of connectivity definitions, standards, and concepts in order to establish a shared understanding of connectivity in Elgin County. Request for Proposal 2021-P22 (refer to Attachment 1) was published on March 19, 2021. Information that was advertised and posted on the County's Bid Portal page ni n including RFP dates, proposals submitted and list of registered firms is attached to this report as Attachment 2. The Evaluation Committee (refer to Attachment 3), utilized 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) Company Capabilities and Credentials; ii) Implementation Plan / Work Program; iii) Project Schedule; iv) Project Team; v) References. The second submission consisting of the corresponding price information was opened only for those firms that achieved the minimum score, and evaluated only after the technical submission had been evaluated in accordance with the requirements of the RFP document. The consulting firm selected by the Evaluation Committee is IBI Group Professional Services (Canada) Inc. The proposal submitted by IBI Group was the highest scoring qualified proposal and thus represented the best complete quality submission. This firm has successfully completed recent technical consulting work for the York Telecom Network, Durham Region Broadband Network and Southwestern Integrated Fibre Technology (SWIFT). 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 for consulting services to complete the project as described in the RFP is $44,360 plus HST. IKIN 3 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. Our Local Municipal Partners (LMPs) will be notified of the Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions project. Following a project kick-off meeting, it will be important to connect the consultants directly with our LMPs. COMMUNICATION REQUIREMENTS: Upon award of this contract, a letter will be sent to Local Municipal Partners (Councils and CAOs), notifying them of this important project. CONCLUSION: As detailed above, the Evaluation Committee completed the evaluation and selection process in accordance with the RFP and subsequently the proposal submission from IBI Group was deemed the successful qualified proponent and is recommended for award. IBI Group has proposed an aggressive schedule and plans to have a final report and presentation to Council at the July or August meeting. IsM All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer Mike Hoogstra Purchasing Coordinator INS ttadirncnt 1 0rrrOd 0 Progressive by Nattire Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions REQUEST FOR PROPOSAL No. 2021-P22 IIIII IIII IIIII °°"'IIII°°°'IIII'°° ;IP IIII IIII IIIIIIIIII IIII IIII IIII IIII IIII IIII .. Proposals shall be received by the Bidding System no later than: APRIL 13, 2021 @ 3:00 p.m. (local time) Issue Date: March 19, 2021 "V: Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions INDEX DEFINITIONS AND INTERPRETATIONS............................................................................ 3 SECTION 1.0 - INFORMATION TO PROPONENTS........................................................... 4 1.1 Introduction...................................................................................................... 4 1.2 Proposal Format and Delivery ........................................................................ 4 1.3 Designated Official.......................................................................................... 5 1.4 Questions / Inquiries........................................................................................ 5 1.5 Addenda.......................................................................................................... 6 1.6 RFP Schedule................................................................................................. 6 1.7 Proponent Communications............................................................................ 7 1.8 Proponent Investigations................................................................................. 7 1.9 Notice of No Response................................................................................... 7 SECTION 2.0 - TERMS OF REFERENCE........................................................................... 8 2.1 Overview and Introduction.............................................................................. 8 2.2 Background..................................................................................................... 8 2.3 Consultants Services and Responsibilities................................................... 10 2.4 Reporting Requirements............................................................................... 12 2.5 Deliverables...................................................................................................12 2.6 Information Provided by the County.............................................................. 13 SECTION 3.0 - PROPOSAL REQUIREMENTS................................................................. 14 3.1 Proposal Submissions................................................................................... 14 3.2 Proposal Submission Requirements - Technical Proposal (Part 1)............. 14 3.3 Financial Submission Requirements - Financial Proposal (Part 2).............. 15 3.4 Evaluation Process........................................................................................ 16 3.5 Evaluation Criteria......................................................................................... 17 3.6 Ratings...........................................................................................................18 3.7 Presentation and Interview............................................................................ 19 SECTION 4.0 - GENERAL CONDITIONS.......................................................................... 20 4.1 Rights of the County...................................................................................... 20 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 Purchasing Policy.......................................................................................... 22 4.8 Failure to Perform.......................................................................................... 22 4.9 Award and Agreement.................................................................................. 22 4.10 Insurance Requirements............................................................................... 22 4.11 Indemnification.............................................................................................. 23 4.12 WSIB Requirements...................................................................................... 23 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ..... 23 1 "K3 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 4.14 Disqualification.............................................................................................. 24 4.15 Record and Reputation................................................................................. 24 4.16 Proponent's Costs......................................................................................... 25 4.17 Legal Matters and Rights of the County ....................................................... 25 4.18 Human Rights, Harassment and Occupational Health and Safety .............. 26 4.19 Clarification....................................................................................................26 4.20 Supplementary Information........................................................................... 26 4.21 Default / Non-Performance........................................................................... 27 APPENDIX A - SAMPLE AGREEMENT............................................................................. 28 APPENDIX B - INTERNET CONNECTIVITY SURVEY RESULTS .................... Attached APPENDIX C - ISP SURVEY RESPONSES ................................................ Attached APPENDIX D — LIST OF ISP'S OPERATING IN ELGIN.................................. Attached APPENDIX E — COUNTY MAP — TOWERS AND SERVICE AREAS ................. Attached APPENDIX F — COUNTY MAP — BUILDINGS ....................................................Attached VA "01 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions DEFINITIONS AND INTERPRETATIONS The following definitions apply to the interpretation of the Request for Proposal Documents; "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 venture's. 3. "Bidding System" means the County's bid portal website operated by bids&tendersTm and posted as tt s://el incountye bidsan ten ers.ca/ o ule/ enders/en 4. "Consultant" means —the person or persons, corporation, or partnership that has been selected to perform and carry out the Contract. 5. "County" refers to the Corporation of the County of Elgin. 6. "Designated Official" refers to the Purchasing Coordinator for the County of Elgin. 7. "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. 8. "Proponent" means the legal entity submitting a proposal. 9. "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. 10. "Successful Proponent" means the Proponent whose proposal has been approved by the County. IM AttacI,iiment 1 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions SECTION 1.0 - INFORMATION TO PROPONENTS 1.1 Introduction The County of Elgin is situated in the heart of southwestern Ontario along the north shore of Lake Erie and due south of Highway 401 in what can be best described as a rich agricultural zone complemented by industry. The County is an upper -tier municipality comprised of seven local municipalities covering an area of 460,000 acres, with a population of approximately 50,000 people. The County is seeking proposals from qualified consultants or consulting firms to provide internet connectivity and broadband analysis and assessment as well as proposed solutions for unserved/underserved areas that will meet the needs of the County as outlined in this Request for Proposal. The successful consultant/consulting firm will possess the requisite technical skills to deal with the matters to be addressed in the following tasks and will be required to work directly with County staff, the public and other agencies in a professional manner. The firm, in addition to technical qualifications, must exhibit skills such as timeliness, diplomacy, tact, strong communication ability and an understanding of the County. Further information regarding the scope of work is included in Section 2.0. 1.2 Proposal Format and Delivery Eta` I i GII"ii lllt` Ilf llf 111 ° ' Ilf °' ''' AIII 1''' IIIIIIIP W III''' ''' 10 1111111 IS 0 1111111 III ''I shall be received by the Bidding System. Hardcopy submissions not permitted. All Proponents shall have a Bidding System Vendor account with bids&tendersTm and be registered as a Plan Taker for this RFP opportunity, which will enable the Proponent to download the Request for Proposal document, download Addendums, receive email notifications pertaining to this RFP and to submit their proposal electronically through the Bidding System. Proponents are cautioned that the timing of their Proposal Submission is based on when the proposal is RECEIVED by the Bidding System, not when a proposal is submitted, as proposal transmission can be delayed due to file transfer size, transmission speed, etc. For the above reasons, it is recommended that sufficient time to complete your proposal submission and attachment(s) (if applicable) and to resolve any issues that may arise. The closing time and date shall be determined by the Bidding System's web clock. Proponents should contact bids&tenders TM 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 TM support at support i san ten ers.ca. Late Proposals are not permitted by the Bidding System. "ly Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 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. The County shall not be liable for any cost of preparation or presentation of proposals, and all proposals and accompanying documents submitted by the Proponent become the property of the County and will not be returned. There will be no payment to Proponents for work related to, and materials supplied in the preparation, presentation and evaluation of any proposal, nor for the Contract negotiations whether they are successful or unsuccessful. 1.3 Designated Official For the purpose of this contract Mike Hoogstra, Purchasing Coordinator for the County is the "Designated Official" and shall perform the following functions: releasing, recording, and receiving proposals, recording and checking of submissions; answering queries from perspective proponents, considering extensions of time, reviewing proposals received, ruling on those not completing meeting requirements and coordinating the evaluation of the responses. 1.4 Questions / Inquiries All inquiries regarding this RFP shall be directed through the Bidding System online by clicking on the "Submit a Question" button for this bid opportunity. Questions submitted through the bidding system are directed to the Designated Official. The deadline for submitting questions is April 6, 2021 at 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, fax or in -person meeting. Responses to clarification requests will be provided to all interested parties. Inquiries must not be directed to other County employees or elected officials. Directing inquiries to other than the Designated Official may result in your submission being rejected. INN Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 1.5 Addenda The County, may at its discretion, amend or supplement the RFP documents by addendum at any time prior to the closing date. Changes to the RFP documents shall be made by addendum only. Such changes made by addendum shall be supplementary to and form an integral part of the RFP documents and should be allowed for in arriving at the total cost. The County will make every effort to issue all addenda no later than three (3) days prior to the closing date. Proponents shall acknowledge receipt of any addenda through the Bidding System by checking a box for each addendum and any applicable attachment. It is the sole responsibility of the Proponent to have received all Addenda that are issued. Proponents should check online at tt se//el incounty. i san ten ers.ca/ o ule enders/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 WITHDRAWthe proposal submission and the bid status will change to an INCOMPLETE STATUS and Withdraw the proposal. The Proponent can view this status change in the "MY BIDS" section of the Bidding System. The Proponent is solely responsible to: • make any required adjustments to their proposal; and • acknowledge the addenda; and Ensure the re -submitted proposal is RECEIVED by the Bidding System no later than the stated RFP closing time and date. The Proponent shall not rely on any information or instructions from the County or a County Representative except the RFP Documents and any addenda issued pursuant to this section. 1.6 RFP Schedule The RFP process will be governed according to the following schedule. Although every attempt will be made to meet all dates, the County reserves the right to modify or alter any or all dates at its sole discretion by notifying all Proponents in writing at the address indicated in the completed RFP submitted to the County. Issue RFP: Last Date for Questions: RFP Close: Interviews/Presentations Award of Contract: March 19, 2021 April 6, 2021 April 13, 2021 April 21-23, if required* May 4, 2021 * *Dates noted above are an approximation only and are subject to change. IMP-] Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 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. IsM Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions SECTION 2.0 - TERMS OF REFERENCE 2.1 Overview and Introduction The County is seeking proposals from qualified consultants or consulting firms to provide internet connectivity and broadband analysis and assessment as well as proposed solutions for unserved/underserved areas. While the digital divide is a critical topic in the County and many communities in the County, to -date there has not been a comprehensive analysis of the County's particular connectivity situation. The purpose of the work is to provide Elgin County with a document to guide the use of County resources to improve internet connectivity in the County. In addition to its function as a resource guide, the document should direct strategies involving partnerships of public and private entities for the same purpose. Lastly, an overarching purpose is to provide a comprehensive overview of connectivity definitions, standards, and concepts in order to establish a shared understanding of connectivity in Elgin County. 2.2 Background Access to the internet is driving social and economic progress on a scale that is often compared to bringing electricity to our community. Elgin County residents rely on access to reliable, affordable, high-speed internet and mobile connectivity. The COVID-19 pandemic has heightened how essential the internet and connectivity are for personal and professional communications, to grow and attract business, to apply for jobs, to do homework, and to access government services. This is what parents, businesses, doctors, non-profit organizations and community members told us. Most Internet Service Providers (ISPs) typically focus their planning and investment on urban areas with dense populations, seeking to optimize return on their capital investment. Smaller ISPs based in rural areas typically focus on pockets of density to optimize their return, given the high cost of building and maintaining infrastructure. Elgin County ("County") is taking action to connect County residents. In 2020, Elgin County Council ("Council") established a Connectivity Committee ("Committee") aimed at aligning efforts to reach our goal of increased connectivity in Elgin County. The Committee has defined four (4) primary challenges that need to be addressed: 1.) Availability: rural areas in Elgin County lack connectivity. Access requires both the infrastructure to the community and the infrastructure within a community (last mile) that provides a link to the user. Network diversity, or multiple transport routes, is an important aspect of network design to ensure reliable access to internet services. 2.) Affordability: households with internet service available to them may struggle to afford the monthly cost of connecting to an existing network. Affordable connectivity is critical for users to be able to use the internet service that supports the required applications IFIN Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions they depend on. Improving affordability is critical in many rural areas where prices may be considerably higher for the same internet service that is offered in urban areas. Affordability is influenced by market forces and by policies regulating telecommunication providers. 3.) Speed: the availability of different internet speeds is critical for businesses, particularly if very -high speeds are required to transmit large files and applications. Internet service speeds determine the type of internet content that internet users can access. It is important to understand that high-speed services require larger investments and are more expensive to maintain. 4.) Awareness: ensuring the community is aware of what services exist and have access to online training. The Committee has gathered preliminary data to assess the extent of connectivity challenges that exist in our community and has engaged partners and local Internet Service Providers (ISP) in conversations about connectivity in Elgin County. The Committee is interested in designing a Connectivity Strategy ("Strategy") that aligns with Council's Strategic Plan and will detail and identify priorities and opportunities that will help resolve connectivity challenges, enhance partnerships, and support local ISPs. In an effort to inform the Strategy, and to obtain a holistic view of current connectivity and future goals, the Committee needs to complete a data -driven needs assessment of gaps in services (unserved/underserved) and identify community connectivity/service needs. The Strategy will ensure that any resources invested in infrastructure that is expensive to build, maintain and upgrade are made once, leveraged and optimized, to achieve greater community benefit. The Strategy will increase: • awareness of community development opportunities that can be made possible through improved access; • potential to attract grant funding for broadband infrastructure in Elgin County; • potential for infrastructure investments by ensuring information about served, unserved and underserved areas is available and verified; • potential to attract new investment from ISPs and other infrastructure providers; • potential to attract new businesses to the area; • ability to sustain rural community populations; and • collaboration and cooperation on critical services. There exists an unprecedented opportunity for rural areas to access significant connectivity funding support from senior levels of government — providing communities have strong Connectivity Strategies/Plans. An accurate and thorough Connectivity Strategy ("Strategy") will position our community to leverage a variety of partners both in developing the infrastructure and e-solutions needed to address local connectivity challenges. While the digital divide is a critical topic in the County, to -date there has not been a comprehensive analysis of the County's particular connectivity situation. IFla Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions Elgin's Connectivity Committee needs expert support for the development of a Connectivity Plan ("Plan") for connectivity including unbiased, objective technical expertise to address which technology solutions are most cost effective and might work best to reach unserved/underserved areas of Elgin's municipalities. The Committee is endeavouring to document the current state of Elgin's connectivity with map(s) that illustrate location, regional boundaries, number and extent of populated areas, existing infrastructure and service availability. There are many viable technology solutions to expand connectivity in Elgin County, each having different cost implementations and service implications. Potential solutions for Elgin County include wired, wireless, fixed wireless, last mile and satellite. 2.3 Consultants Services and Responsibilities The qualified consultant or consulting firm will conduct an internet connectivity and broadband analysis and assessment and propose solutions for unserved/underserved areas. The Plan must provide data and analysis about the availability, differentiation, and lack of adoption of internet connectivity within the entire County. Additionally, the Plan must describe the current status of internet connectivity, activity, and physical infrastructure — including definitions of terms, metrics and standards ordinarily used by government and industry. Finally, the Plan must present solutions to close the "digital divide" within the County under different time horizons, e.g. short-term or immediate solutions, medium -term, and long-term solutions. Analysis of Data and Local Resources: The Consultant will conduct a technology assessment and create an inventory of existing conditions and will provide descriptions of the types of services available, purposes or uses and key applications and capacity/speed. a. The Consultant will develop detailed maps of coverage areas that will help Elgin County and ISPs make informed project proposals and clear decisions. The mapping must compare the specific location of network infrastructure in relation to demographic information such as populations/households, communities and roads. This will be done by reviewing, verifying and building upon data collected by County staff, and by assembling and validating relevant data from public sources, data from local government and local institutions to the extent possible, as well as private and/or proprietary data to the extent possible and feasible. i. The overview, summary and map(s) will identify last -mile and transport solutions, including key internet gateways/access points, choke points and areas of limited capacity. b. The Consultant will describe its data collection activity and data analysis methodology to the Connectivity Committee, and work with the Committee to obtain local data that would aid in a complete analysis. The Consultant will identify issues and gaps in existing and planned infrastructure. 10 IMIA, Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 2.) Recommendation including community specific solutions: The Consultant will recommend a clear vision and specific objectives with corresponding outcomes including: addressing availability, affordability, speed and awareness. The Consultant will identify the best solution(s) for unserved/underserved areas including key milestones and a high-level budgetary framework with preliminary cost estimates with a goal to provide the most effect ive/i m pactfu I solution. For each targeted area, the Consultant will provide information about: a. Types of services required i. Recommend a service that achieves a high speed but is also high quality; ii. Service or network must be able to withstand weather, foliage, power interruptions, and other service interruptions; iii. Network should have clearly defined "open access" parameters to ensure availability includes competitive choice; iv. High level estimates associated with each potential solution. b. Level of service/speed c. Affordability/target for service pricing or cost d. Timing targets for service to be available e. Ways to leverage assets that are already in place f. Public or private assets that can be leveraged for infrastructure expansion (including vertical assets in the community for wireless equipment) 3.) Produce Written Report: The Consultant shall produce a written report consisting of the following elements: a. An introduction to internet and broadband connectivity including important terms (if necessary, provide an appendix of terms). Include a description and map of existing and future need of connectivity infrastructure. Also include a description of mobile and fixed broadband access, and other types of access provided by local service providers. b. Finding of the analysis including: • Maps and / or diagrams or visual displays of information of areas of need, areas that are not well -supplied with fixed- and mobile -access, areas with access -types that are not publicly available, etc.; • Existing fixed service provider pricing and programs, and any subsidies or cost -reduction programs, if available; • Existing mobile service provider pricing and programs, and any subsidies or cost -reduction programs, if available; • Summary of local programs and / or developments planned or underway in the community to close the digital divide; • Summary of local programs and /or developments planned or underway to close the digital divide as a result of the COVID-19 crisis; • Summary of other regional, provincial, or federal programs and/or developments planned or underway to close the digital divide. c. Description of technologies that enable broadband access, including a list or display of technologies currently available locally. 11 123 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions d. Possible solutions for increasing internet availability including short- / immediate - term, medium -term, and long-term solutions to the problem(s), with examples and visual guides. 4.) Present Report Findings: The Consultant shall present its findings to the Connectivity Committee in draft form. The Consultant must plan to provide the Connectivity Committee with an opportunity to ask questions and provide feedback on the draft. After the production of the draft report and working group session, the Consultant shall prepare a final report for presentation to Elgin County Council and the Connectivity Committee and for public distribution. Qualifications: Special Qualifications: • Experience in connectivity / broadband / internet analysis of rural municipalities, connectivity and infrastructure policies and policy development, and project management with local government and agencies; • Excellent technical depth and ability to convey technical concepts to non -technical audiences in both written and presentation formats; • Knowledge of municipal, provincial and federal law, rules and regulations related to broadband, internet, mobile, and cable activity. 2.4 Reporting Requirements The reporting requirements will be as follows: ➢ Report #1 — Analysis of Data and Local Resources o Describe data collection activity and data analysis methodology to the Connectivity Committee, and work with the Committee to obtain local data that would aid in a complete analysis o Present Report #1 to Connectivity Committee ➢ Report #2 — Recommendation including community specific solutions, detailing the unique solutions or combination of solutions required for each of the seven (7) lower -tier municipalities. ➢ Report #3 — Final Report (combine Report #1 & Report #2) o Present Report #3 to Connectivity Committee ➢ Presentation #4 — Final Report (combine Report #1 & Report #2) o Present Final Report to Elgin County Council 2.5 Deliverables The deliverables for this project are summarized below: ➢ Report #1 - Analysis of Data and Local Resources 12 124 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions ➢ Report #2 - Recommendation including community specific solutions ➢ Report #3 — Final Report (combine Report #1 & Report #2) ➢ Presentation (draft presentation to Connectivity Committee, final presentation to County Council and Connectivity Committee) ➢ Attendance at up to 4 Connectivity Committee Meetings (estimated meeting length 1 hour) 2.6 Information Provided by the County The following information has been included with this RFP: ➢ Internet Connectivity Survey Results - Appendix B ➢ ISP Survey Responses - Appendix C ➢ List of ISPs operating in Elgin (list to be expanded and verified by Consultant) - Appendix D ➢ County Map — Service Area and Towers - Appendix E ➢ County Map — Municipal Buildings, Schools and Libraries - Appendix F ➢ SWIFT program information o pse//swiftruraI broad bgpd.ca/projects/approved-projects/ o httose//swiftruraI broad band.ca/resources/our®service®mao/ ➢ Minutes and Agendas of the Connectivity Committee o ttpse// weelincountyeca/connectivitycommittee/ 13 INA Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions SECTION 3.0 - PROPOSAL REQUIREMENTS 3.1 Proposal Submissions EC I I I�°�'� III"iifl C Ilf°° Ilf"'III ° ' E ° ' 'I A III EI IIIIIIIP IIIE III'I 'I 1 � 111 �° � I M" I111III ..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 fees/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 11 Proponents shall upload a PDF Proposal Submission to the Bidding System. The submission shall be no longer than fifteen (15) single sided pages (Aria) 12 font or equivalent), excluding the Curricula Vitae. 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 services described in this RFP. Information submitted is subject to verification, and further pertinent information may be obtained from references. a) Section A: Company Capabilities Proponents shall provide the following information indicating their company capabilities: • Company details, size, number of employees; • Numbers of years in business and company history; • Current workload of the firm demonstrating the resources and capacity to complete the work; • Past and current project samples of the firm including the size, value, and complexity; • Relevant experience in preparing an internet connectivity and broadband analysis and assessment for rural municipalities; • Reasons why the Proponent is interested in taking on this project and its familiarity with the County of Elgin. 14 `MI Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions b) Section B: Implementation Plan / Work Program Provide a detailed project work plan summarizing the approach and methodology for the specific tasks proposed in the Terms of Reference. The work plan shall include resources necessary to meet the project objectives and shall indicate the tools and techniques that will be used to ensure the project remains on budget and on schedule. c) Section C: Project Schedule Provide a comprehensive project timeline / schedule in the form of a Gantt chart (or equal) which identifies the proposed scheduling of all major project tasks as identified in the Terms of Reference including scheduling of all milestones and any scheduling dependency relationships between activities, tasks and/or phases of the project. Indicate any possible areas that have flexibility to provide time and cost savings. Proponents that demonstrate an ability to provide an expedited project schedule will receive a higher score. d) Section D: Project Team Identify the Project Team proposed for the assignment. For each member of the Project Team, confirm if the individual is a full-time, permanent employee of the Proponent, identify their specific role/specialty and the estimated number of hours allocated to accomplish each task by staff person. List all sub -consultants that will be engaged for this project and the roles and responsibilities for each sub -consultant. Provide the resume and relevant experience (while employed by the proponent) of the proposed project manager. Provide confirmation that the individuals that will serve as the key personnel for the duration of the project assignment are available to work on this project. e) Section E: Client References Provide at least three (3) references the County may contact. References should be from sources of similar project experience relevant to the requirements of this project and include projects where various timelines and schedules were managed simultaneously and the timeline and budget were met to deliver a successful project. Where the budget and timeline were not met, include details regarding the challenges faced and the workarounds utilized in order to complete the project. All information shall be complete and presented in a clear, concise, and well -organized manner. The Proponent shall facilitate this by providing clear table of contents for the proposal submissions and/or forms for completion. 3.3 Financial Submission Requirements - Financial Proposal (Part 2) 1JMVII Provide a breakdown of fees to be charged including meeting costs and all hourly and/or daily rates by individual. In addition, the response must include an upset limit which will be the maximum to be charged for project. Costs for sub -consultants shall be noted separately. 15 `PAM Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions Fees for incidental disbursements such as mileage, photocopying, etc. must be clearly indicated. Proponents must also state the distance upon which mileage claims would be expensed. Meals are not an allowable expense. The total estimated cost including disbursements for the work proposed shall be considered in the upset limit. Fees & expenses shall not include contingencies or HST. The proposal must clearly state which services are not included in your financial pricing submission. The Financial Proposal (Part 2) will only be unsealed if the Technical Proposal (Part 1) scores a minimum of 53 points out of a possible 75 points by the evaluation committee. 3.4 Evaluation Process This is a multi -stage evaluation process that considers both the qualifications of the Proponent and price. Phase I: Technical Proposal Phase I of this RFP requires that vendors respond to the Technical Proposal Requirements listed in section 3.2. 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/criterion is provided to assist Proponents in preparing a submission that best meets the requirements of the County. Only submissions which score a minimum of 53 points out of a possible 75 points 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 II. 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. Each proposal will be evaluated on its clarity and the demonstrated understanding of the Project requirements, the services proposed and timeframes, as well as the proponent's experience and the anticipated benefit to Elgin County. A short list of firms may be created for purposes of an interview or presentation, should this be required. Proponents may be contacted to explain or clarify their proposals; however, they will not be permitted to alter information as submitted. An Evaluation Committee will be established from members of the County or any others as deemed necessary. 16 128 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions Proposals will be evaluated on the basis of all information provided by the Proponent. Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP. Failure to comply with these requirements may deem the proposal non -responsive. Selection of a proposal will be based on (but not solely limited to) the following criteria and any other relevant information provided by the Proponent at the time of submission as well as any additional information provided during subsequent meetings with the Proponent. In recognition of the importance of the procedure by which a Proponent may be selected, the following criterion outlines the primary considerations to be used in the evaluation and consequent awarding of this project (not in any order). The County reserves the right to evaluate and rank each submission using criterion noted. Actual scores will be confidential. The County reserves the right to request confidential references for any of the proponent's projects listed, as well as any of the proponent's other projects, and factor the ratings from all references, whether completed or in progress. 3.5 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. Proposals will be evaluated based on the following weighted evaluation factors: Rated Criteria Maximum Weight Points II iC''' IIIIIIIII I ....... i iiiiiiiii ` Ilh°°°i III"11M III CC IIL........ Ilf 'XII Company Capabilities and Credentials 10 Implementation Plan / Work Program 25 Project Schedule 15 Project Team 20 References 5 Pricing / Total Overall Cost 25 points i i C III IIL........0 i i f"" °' i Ill i i 'I I �` 0 Ilf""��°�'�i'1111,i i 1 17 `M] Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 3.6 Ratings For consistency, the following table describes the characteristics attributable to particular scores between 0-10. 0 Unacceptable Did not submit information 1-2 Very Unsatisfactory Very poor to unsatisfactory 3 Unsatisfactory Minimally addresses some, but not all of the requirement of the criteria. Lacking in critical areas 4 Somewhat Addresses most of the requirements of the criteria to the minimum Unsatisfactory acceptable level. Lacking in critical areas. Somewhat Addresses most, but not all, of the requirements of the criteria to the 5 Satisfactory minimum acceptable level. May be lacking in some areas that are not critical. 6 Satisfactory Adequately meets most of the requirements of the criteria. May be lackingin some areas that are not critical. 7 Good/Basic Meets all requirements of the criteria, basic response. 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/cost is only one of the factors being considered in determining the Consultant. 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 `K191 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions Only the proposal response and Curricula Vitae requested will be evaluated. Proponents must include all relevant information in the required page limit restriction identified in section 3.2. 3.7 Presentation and Interview The County may have the two highest scoring Proponents attend an interview to present the evaluation team with additional insight into the Proponent's ability to meet the requirements as requested in the RFP. The County reserves the right to interview more or fewer than two Proponents based on the scoring results. Note- If the County elects to interview short listed proponents, the proposed Project Manager is required to attend. The interviews would be conducted by the representatives of the Evaluation Committee at the County Administration Building, 450 Sunset Drive, St. Thomas, Ontario N5R 5V1. Senior staff members to be assigned to this project must attend the interview. Presentations shall follow this general format: ➢ Introduction of Proponents Project Team (5 minutes) ➢ Proponent Presentation of the Proposal (30 minutes) ➢ Questions from Interview Committee (10 minutes) ➢ Questions from Proponents (5 minutes) The Proponents will be notified of the final format and exact date and time for interviews / presentations in advance. For the interview portion of the evaluation (if required), the County of Elgin will be using the rating criteria shown below and will evaluate each short-listed Proponent only. Interview Criteria and Weighting (Second Stage if required): Criteria Category Weighted Points Presentation 20 Response to Questions 5 Total Weighted Points 25 The score from the proposal evaluations and the Interview will be combined to determine an overall score. 19 `K5 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions SECTION 4.0 - GENERAL CONDITIONS 4.1 Rights of the County The County is not liable for any costs incurred by the Proponent in the preparation of their response to the RFP or selection interviews, if required. Furthermore, the County shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or non -acceptance by the County of any proposal or by reason of any delay in the award of the contract. The County reserves the right to accept any proposal, in whole or in part, that it feels most fully meets the selection criteria. Therefore, the lowest cost proposal, or any proposal may not necessarily be accepted. County staff shall evaluate all compliant proposals received by the closing time and make evaluations and recommendations for acceptance. The County reserves the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the Request for Proposal. The County reserves the right to modify any and all requirements stated in the Request for Proposal at any time prior to the possible awarding of the contract. The County reserves the right to cancel this Request for Proposal at any time, without penalty or cost to the County. This Request for Proposal should not be considered a commitment by the County to enter into any contract. The County reserves the right to enter into negotiations with the selected Proponent. If these negotiations are not successfully concluded, the County reserves the right to begin negotiations with the next selected Proponent. Proposals shall remain open and subject to acceptance for a period of ninety (90) days from closing date. In the event of any disagreement between the County and the Proponent regarding the interpretation of the provisions of the Request for Proposal, the Director of Financial Services or an individual acting in that capacity, shall make the final determination as to interpretation. No proposal shall be accepted from any person or Proponent who, has a claim or has instituted a legal proceeding against the County or against whom the County has a claim or has instituted a legal proceeding, without the prior approval of County Council. This applies whether the legal proceeding is related or unrelated to the subject matter of this RFP. 20 IBY: Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 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. 21 133 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 4.6 Proposal Assignments The successful Proponent will not be permitted to assign or transfer any portion of the proposal as submitted or the subsequent agreement without prior written approval from the County. 4.7 Purchasing Policy Submissions will be solicited, received, evaluated, accepted and processed in accordance with the County's Purchasing Policy as amended from time to time. In submitting a proposal in response to this RFP, the Proponent agrees and acknowledges that it has read and will be bound by the terms and conditions of the County's Purchasing Policy. The Purchasing Policy can be viewed on the County's website, www.elqincountv.ca 4.8 Failure to Perform Failure to comply with all terms and conditions of this proposal, and failure to supply all documentation, as required herein, shall be just cause for cancellation of the award. The County shall then have the right to award this contract to any other Proponent or to re -issue this RFP. 4.9 Award and Agreement The Proponent that fully meets the requirements and scores the highest based on the evaluation criteria, will be recommended for award. Once the award is made and approved by the County or County Council, the report recommending such award including the total cost of the awarded project shall be a matter of public record, unless otherwise determined by Council. A written agreement, prepared by the County shall be executed by the County and the successful Consultant. The complete proposal package submitted by the successful proponent, together with the entire Request for Proposal documents prepared by the County of Elgin, shall form part of the Agreement (see attached sample of agreement in Appendix A). 4.10 Insurance Requirements Any agreement resulting from this RFP will contain the following insurance requirements: a) Comprehensive general liability insurance including bodily injury, property damage liability, personal injury liability, completed operations liability, blanket contractual liability, non -owned automobile and shall contain a severability of interest and cross liability clause to a limit of no less than five million ($ 5,000,000) dollars in respect to any one occurrence. The above -mentioned policy shall be endorsed to include the County of Elgin as an Additional Insured. b) Professional Liability insurance covering all activities as described in the Proponent's proposal to a limit of no less than two million ($2,000,000) per claim and in the aggregate. Such insurance shall provide coverage for errors and omissions made by the professional in the rendering of, or failure to render, professional services in connection with the Agreement. Upon completion of the work the policy shall remain in force for twelve (12) months. The Proponent must confirm that any property damage, personal injury or 22 134 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions bodily injury resulting from an error or omission is considered an insurable loss whether coverage is under the Comprehensive General Liability Policy or the Professional Liability Policy (Errors & Omissions). c) Standard OAP 1 Automobile liability policy in the amount of two million ($2,000,000) dollars. d) 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. 4.11 Indemnification The successful Proponent shall indemnify and hold harmless the County of Elgin, its officers, County Council, Employees and volunteers from and against any liabilities, claims, expenses, demands, loss, cost, damages, suits or proceedings by whomsoever made, directly or indirectly arising directly or indirectly by reason of a requirements of this agreement save and except for damage caused by the negligence of the County or their employees. 4.12 WSIB Requirements The successful proponent shall furnish a WSIB Clearance Certificate rp for to commencement of work and agrees to maintain their WSIB account in good standing throughout the contract period. If the successful Proponent is a self-employed individual, partner or executive officer who does not pay WSIB premium and is recognized by WSIB as an "independent operator" a letter from WSIB acknowledging independent contractor status and confirming that WSIB coverage is not required must be provided to the County of Elgin prior to commencement of work. 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 The Proponent shall ensure that all its employees and agents receive training regarding the requirements as outlined in the Integrated Accessibility Standards Regulation (Ontario Regulation 191/11) as well as the Ontario Human Rights Code. The Proponent is responsible to ensure that all of its employees, volunteers and others for which the Proponent is responsible are adequately trained. 23 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 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 4.14 Disqualification The County may, in its sole discretion, disqualify a proposal or cancel its decision to make an award under this RFP, at any time prior to the execution of the Agreement by the county, if, ➢ 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. 4.15 Record and Reputation Without limiting or restricting any other right or privilege of the County and regardless of whether or not a proposal or a Proponent otherwise satisfies the requirements of this RFP, the County may disqualify any proposal from any Proponent, where; ➢ In the opinion of the County Solicitor or the Purchasing Coordinator for the County, the commercial relationship between the Corporation of the County of Elgin and the Proponent has been impaired by the prior and/or current act(s) or omission(s) of each Proponent, including but not limited to: a) Litigation with the County; b) The failure of the Proponent to pay, in full, all outstanding accounts due to the County by the Proponent after the County has made demand for payment; c) The refusal to follow reasonable directions of the County or to cure a default under a contract with the County as and when required by the County or it's representatives; d) The Proponent has previously refused to enter into an Agreement with the County after the Proponent's proposal was accepted by the County; e) The Proponent has previously refused to perform or to complete performance of contracted work with the County after the Proponent was awarded the contract; f) Act(s) or omission(s) of the Proponent has resulted in a claim by the County under a bid bond, a performance bond, a warranty bond or any other security required to be submitted by the Proponent on an RFP within the previous five years. ➢ 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 24 `K1y Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 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. 4.16 Proponent's Costs The Proponent shall bear all costs and expenses incurred by the Proponent relating to any aspect of its participation in this RFP process, including all costs and expenses related to the Proponent's involvement in; ➢ the preparation, presentation and submission of its proposal; ➢ the Proponent's attendance at the Proponent's meeting; ➢ due diligence and information gathering processes; ➢ site visits and interviews; ➢ preparation of responses to questions or requests for clarification from the County; ➢ preparation of the Proponent's own questions during the clarification process; and, ➢ agreement discussions. The County is not liable to pay such costs and expenses or to reimburse or compensate a Proponent under any circumstances, regardless of the conduct or outcome of the RFP Process, including the rejection of all proposals or the cancellation of the RFP, and including any negligence of the County in the conduct of the RFP process. 4.17 Legal Matters and Rights of the County This RFP is not an offer to enter into either a bidding contract (often referred to as "Contract A") or a contract to carry out the project (often referred to as "Contract B"). Neither this RFP nor the submission of a proposal by a Proponent shall create any contractual rights or obligations whatsoever on either the Proponent or the County. The County may at its sole discretion change or discontinue this RFP process at any time whatsoever. The County may in its sole discretion enter into negotiations with any person, whether or not that person is a Proponent or a Short -Listed Proponent with respect to the work that is the subject of this RFP. The County may at its sole discretion decline to evaluate any proposal that in the County's opinion is incomplete, obscure or does not contain sufficient information to carry out a reasonable evaluation. Without limiting the generality of the RFP, the County may at its sole discretion and at any time during the RFP process; ➢ reject any or all of the Proposals; ➢ accept any Proposal; ➢ if only one Proposal is received, elect to accept or reject it; 25 IrM Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions ➢ 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 property and bodily injury that results from the Proponents' participation in the RFP process, including but not limited to; ➢ the disclosure of a Proponent's confidential information; ➢ the costs of preparation of a Proponents Proposal, whether it is accepted, disqualified or rejected; ➢ any delays, or any costs associated with such delays, in the RFP process; ➢ any errors in any information supplied by the County to the Proponents; ➢ the cancellation of the RFP; and ➢ the award of the contract to a Proponent other than the Proponent recommended by the Proposal Review Committee. 4.18 Human Rights, Harassment and Occupational Health and Safety The Proponent shall be required to comply with the County's policies regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety as well as all Provincial and Federal laws, regulations and guidelines regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety. 4.19 Clarification The County may require the Proponent to clarify the contents of its proposal, including by the submission of supplementary documentation, or seek a Proponent's acknowledgement of the County's interpretation of the Proponent's proposal. The County is not obliged to seek clarification of any aspect of a proposal. 4.20 Supplementary Information The County may, in its sole discretion, request any supplementary information whatsoever from a Proponent after the submission deadline including information that the Proponent could or should have submitted in its proposal prior to the submission deadline. The County is not obliged to request supplementary information from a Proponent. 26 138 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions 4.21 Default / Non -Performance The County will reserve the right to determine "non-performance" or "poor quality" of service and further reserves the right to cancel any or all of this contract at any time should the Proponent's performance not meet the terms and conditions of the RFP upon 30 days written notification to the Proponent. "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 f61*7 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions APPENDIX A - SAMPLE AGREEMENT THIS AGREEMENT made in effective this XXXX day of XXXXXXX, 2021. BETWEEN: !!_1►1Ile CORPORATION OF THE COUNTY OF ELGIN (hereinafter called "County') (hereinafter called "Consultant') OF THE FIRST PART OF THE SECOND PART WHEREAS on <Insert Date>, the County issued Request for Proposal No. <Insert #> and Addendum No. <X> dated <Insert Date> for <Insert Project Name> for the County of Elgin (the "RFP"); AND WHEREAS on <Insert Date> the Consultant submitted a proposal in response to the RFP (the "proposal'); AND WHEREAS the County wishes to enter into an agreement with the Consultant for the services, as more particularly described in the RFP Terms of Reference, attached hereto as Schedule A forming part of this Agreement (the "Services"); NOW THEREFORE, in consideration of the sum of ONE DOLLAR ($1.00) now paid by the Consultant to the County and performance of the promises, obligations and covenants herein contained, the receipt and sufficiency of which consideration is hereby irrevocably acknowledged, the Parties hereto covenant and agree as follows: ARTICLE 1 The Consultant shall provide the Services set forth in Schedule "A" hereto, including but not limited to satisfaction of all Evaluation and Service Requirements and Qualifications and Requirements as set forth therein; provided that, if there should be any conflict between the text of this Agreement and the provisions of the said Schedule "A", the text of this Agreement shall prevail. ARTICLE 2 The County covenants with the Consultant that the Consultant, having in all respects complied with the provisions of this Agreement, will be paid for and in respect of all the work, at the quoted rates or lump sum amount as summarized below: - $XX.00 per XXX for the period of <Insert Date> to <Insert Date> - OR State Lump Sum Amount 28 `091 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions ARTICLE 3 The Term of this Agreement is for a three-year term, deemed to commence on or about <Insert Date> and expire on <Insert Date>; provided further that the County, in its unfettered discretion, may extend the within Agreement up to an additional XXX (X) years upon mutual agreement between both Parties. ORTIM F d A copy of each of the Terms of Reference and Addendum No. XX are hereto annexed (as Schedule A) and together with the Consultant Proposal, General Conditions, Proposal Requirements and Information for Proponents relating to the work contemplated herein, even though not attached, all as listed in the RFP document, form part of and are deemed to be incorporated into this Agreement. ORTIM F A In case of any inconsistency or conflict between the provisions of this Agreement and the Terms of Reference or General Conditions or RFP or any other document or writing, the provisions of such documents shall take precedence and govern in the following order, namely: a) Agreement; b) Addenda; c) Terms of Reference; d) Consultant Proposal; e) General Conditions; f) Proposal Requirements; g) Information to Proponents. ARTICLE 6 Either Party may terminate this Agreement at any time, without notice or creation of any right to compensation or damages, for just cause, which shall include, without limitation, dishonesty, fraud, willful deceit or failure to properly fulfill the obligations hereunder where such failure is not remedied within ten (10) days after notice of same is given. Notwithstanding that set forth immediately above, either Party hereto may terminate this Agreement, for convenience and without creating any right to compensation or damages, upon giving at least ninety (90) days written notice to the other Party. 29 ME Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions ARTICLE 7 The Consultant shall indemnify and save harmless the County, including it elected officials, officers, employees and agents and further including their respective heirs, executors, administrators, and assigns (hereinafter collectively the "Releasees") from and against any and all claims of any nature, actions, causes of action, losses, expenses, fines, costs (including legal costs as between a solicitor and his or her own client), interest, or damages of every nature and kind whatsoever as arising from the negligence, errors, omissions, fraud, or willful misconduct of the Consultant, including its officers, employees, servants, agents, and consultants or sub - consultants, or any one or combination of them, as attributable or connected with the performance, non-performance, or purported performance by the Consultant of any promise, obligation, or covenant as contemplated by this Agreement, save and except to the extent that same is attributable to or caused by the negligence of the County, its officers, employees, servants, agents, or consultants or sub -consultants, or any one or combination of them. Furthermore, this indemnity shall survive the expiration or termination of this Agreement and continue thereafter in full force and effect. ARTICLE 8 This Agreement together with its Schedule constitutes the entire understanding between the Parties. Any change, addition to, or waiver of the terms hereof must be specifically agreed upon, in writing, and signed by both Parties. Failure on the part of either Party to insist upon the strict observance of any of the terms and/or conditions herein shall not operate as a waiver of such Party's right to require the future observance of any such terms or conditions. ARTICLE 9 The Consultant declares that it has either investigated for itself the character of the work and all local conditions that might affect the proposal or acceptance of the work, or that not having so investigated, it is willing to assume and does hereby assume all risk of conditions arising or developing in the course of the work which might or could make the work, or any items thereof, more expensive in character or more onerous to fulfill, than was contemplated or known when the proposal was made of the Contract signed. The Consultant also declares that it did not and does not rely upon information furnished by any methods whatsoever, by the County or its officers or employees, being aware that any information from such sources was and is approximate and speculative only, and was not in any manner warranted or guaranteed by the County. ARTICLE 10 Where any notice, direction or other communication is required to be or may be given or made by one of the parties hereto to the other, it shall be deemed sufficiently given or made if mailed or delivered in writing to such party at the following addresses: COUNTY: Corporation of the County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 30 IC9: Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions CONSULTANT: Either Party may from time to time change its address for service by notice to the other Party as previously set out. For the purposes immediately set forth above, Notices which are served in the manner as set out above shall be deemed sufficiently given for all purposes of this Agreement, in the case of those personally served directly upon the Party to be deemed to have been completed upon the date of service, and in the case of registered mail, on the third postal delivery day following the mailing of the Notice. Should normal service of mail be interrupted by strikes, slowdown or other cause, then the Party sending the Notice shall use any similar service which is not been so interrupted in order to secure prompt receipt of the Notice and for purposes of this Agreement such service shall be deemed to be personal service. ARTICLE 11 This Agreement shall not be assigned, in whole or in part, by either Party hereto without the prior written consent of the other Party. ARTICLE 12 This Agreement shall be construed and interpreted in accordance with the laws of the Province of Ontario and, when applicable, the Dominion of Canada. ARTICLE 13 All obligations under this Agreement shall be considered a separate covenant and any declaration of invalidity of any such covenant shall not invalidate any other such covenant. ARTICLE 14 The Contract shall apply to and be binding on the parties hereto, their heirs, executors, successors, administrators, and assigns jointly and severally. (Balance of Page Left Blank Intentionally) 31 143 Request for Proposal No 2021-P22 Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions ARTICLE 15 This Agreement may be executed in several counterparts, each of which, when so executed, shall constitute but one and the same document. This Agreement may also be signed in paper form, by facsimile signature or by electronic signature in accordance with section 11 of the Electronic Commerce Act, 2000 (Ontario). It may also be signed, whether or not in counterpart, scanned to Adobe® Portable Document Format (PDF) and delivered by way of electronic mail. IN WITNESS WHEREOF the Parties hereto have hereunto set their hands and seals on the day and at the location indicated below or otherwise caused their corporate seals to be affixed, attested by the signature of their proper officers, as the case may be. Date: Location Date: Location Corporation of the County of Elgin 1 Per: Name: Tom Marks Position: Warden Per: _ Name: Julie Gonyou Position: Chief Administrative Officer We have the authority to bind the Corporation I ��1li� 1'''i ......... W1iii;;l1, ����1 11111 "i 111111 o ��ill� '''i ......... ..... �����A 11i,,y Per: Name: _ Position: I have the authority to bind the Corporation 32 144 t.t Il,i r n e n t/ Addendum No. 1 Elg t ProgressNe by Nature Request for Proposal No. 2021-P22 Internet Connectivity and Broadband Analysis, Assessment and Proposed Solutions 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: Connectivity Committee: At Pages 8 & 9 of the RFP, it indicates that Elgin County Council established a Connectivity Committee which has gathered preliminary data to access the extent of connectivity challenges that exist and has consulted with partners and local ISPs. Question: Will the County share the preliminary data and its consultations with local partners and ISPs with the successful respondent? Answer 1: Activities of Elgin's Connectivity Committee can be found here: 12 �.s://www. ellq,i lly,pp,u ii , , f,,,,,p Il 11 , ,p, ,,,,,,,,,,ii; , f,p 11 ,p,li ,p„ii;t,t !,,,, Question 2: SWIFT announced recently it had awarded $4.1 M. in federal and provincial funding to improve connectivity in areas of The County. Question: How does this announcement impact the County? Where do the SWIFT funded projects fit within Elgin County's broadband plans? How does the County or the Committee anticipate that these SWIFT approved projects will impact the County's connectivity challenges that currently exist? What percentage of County homes will see improved connectivity as a result of these projects? MIN .t.t Il,i r n c n t 1 Addendum No. 1 RFP No. 2021-P22 Answer 2: Elgin County's investment in the SWIFT program will result in fibre installation in the following areas of Elgin County: II].�. ://sv lif�iruirallll,:�iroadll,:�aii�d.ca/ iro ec�s/a iro�red giro ec�s/ While the SWIFT project will improve Elgin's connectivity challenges (1,399 premises passed), a large proportion of our community will remain unserved. Question 3: Does the County have mapping it can share with the successful respondent that indicates specifically where these SWIFT -funded builds will occur and what coverage gaps will be eliminated? Answer 3: SWIFT mapping is available here - ,,I,] seir�rlice ii�rna/ Question 4: Does the County know or having mapping to show which areas and how many households will not see improved coverage as a result of the SWIFT -funded projects? Answer 4: SWIFT mapping is available here: II,t,t.s://svlif�iruirallll,:�iroadll,:�aii�d.caliresouirces/ouir seir�rlice ii�rna Elgin County has not developed mapping to show areas that will not see improved coverage. Question 5: Could the successful respondent be supplied with a household density map in KMZ format similar to MPAC data or similar from County data? Answer 5: The successful Proponent will have to obtain applicable census related data from Statistics Canada to create its own custom mapping. `11 .t.t Il,i r n c n t 1 Addendum No. 1 RFP No. 2021-P22 Question 6: Has the Council or the Committee produced a coverage map or an asset map of existing service providers? Mapping of existing County facilities like fire halls, schools, city halls etc? Answer 6: While a preliminary coverage maps have been developed by the County (refer to Appendix E & F), it is anticipated that the successful Proponent will have to validate this information. Question 7: If the County has submitted any previous funding applications, will this material be made available to the successful respondent? Answer 7: Elgin County has not submitted previous funding applications. Question 8: Which municipal Tier is responsible for municipal consent and or permitting for network construction (eg Road Occupancy)? Answer 8: Upper Tier (Elgin County) is responsible for municipal consent/permitting on County Roads and Lower -Tiers are responsible for local road municipal consent/permitting. Question 9: Are the sub -tier municipal governments already engaged and will they be available for consultation in the project? Answer 9: It is anticipated that Elgin County's seven (7) lower -tier municipalities will be available for consultation, depending on extent of consultation required. .t.tacll,irnent 1 Addendum No. 1 RFP No. 2021-P22 Question 10: Affordability is a big issue for the County, does the County have household income data available or should the consultant expect to find that elsewhere? Answer 10: Please refer to the most recent Census: III,, s://wwwl2.statcain q. , ,,,,p Il su�, ,lr ,pelf, , 11-r,p, 11 ,t , „1„ „ : &n.11.ext:::::::d/rode�s/e,.,,,c,iI,,?Il.a,ii�oe�eairc ,,,,,,,,, ::: :4 ,,,,,,,,,,,,,,,,,,,,,,,,,,,�,,,,,,,,,,,,,:,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,:::...,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,........... l,l,,,,,,,,,,,ll,, , n& eairclln 11 e 11:::: e liii�s eairclln 11 11 01 11:::: 1 Allll eoll......e�re11 11 11 eoCode 5 11 A11:::: II 1 � e 0 ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,yl,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.....,,....,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,::....,,,,,,,,,,,,,,,,,,,,,,,,,....................,,, .. Question 11: Is it permitted to use 11x17 pages within the body of the proposal, and if so, how many pages would they count as towards the 15-page limit? Answer 11: 11x17 pages will count as 1 page. Question 12: Can the County please confirm when they would like to receive the final report? Answer 12: It is expected that the Proponent will indicate a reasonable timeline for submission of a final report. The Connectivity Committee has indicated that this is an urgent need for our community. Question 13: Can the County please confirm what dates Committee and Council presentations are anticipated? Answer 13: It is anticipated that the Proponent will confirm reasonable timelines for presentations as part of their submission. Question 14: Can the County please confirm the anticipated project schedule (start date and end date)? 148 .ttadirncnt 1 Addendum No. 1 RFP No. 2021-P22 Answer 14: It is anticipated that the Proponent will confirm a reasonable schedule for the project as part of their submission. End of Addendum No. 1 Addendum Issued: April 8, 2021 Total Pages: Five (5) Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P: 519-631-1460, extension 129 1 E: oosra velin.ca ��Y��uiaoY(N/i/fJ Yl1IIYlYllll)%l/ , `� ... N'msvt`ri, d` by Ptrd ury III 8', 1 o 11;13 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: 2021-P22 Bid Name: Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions Bid Status: Closed Bid Closing Tue Apr 13, 2021 3:00:59 PM (EDT) Date: Question Tue Apr 6, 2021 4:00:00 PM (EDT) Deadline: Time -frame for delivery or the duration Refer to project document of the contract: Negotiation Refer to project document Type: Condition for Participation: Refer to project document 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: The County is seeking proposals from qualified consultants or consulting firms to provide internet connectivity and broadband analysis and assessment as well as proposed solutions for unserved/underserved areas that will meet the needs of the County as outlined in the Request for Proposal. Bid Document Bid document preview, bid opportunity, and award notices are available on the Access: site free of charge. Suppliers are 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). Categories: Show Categories [+] Documents Register for this Bid Download Bid Documents File Name IW91 RFP Document Friday March 19, 2021 12:05 PM Appendix B - Internet Connectivity Survey Results Friday March 19, 2021 12:01 PM Appendix C - ISP Survey Results Friday March 19, 2021 12:02 PM Appendix D - List of ISP's in Elgin Friday March 19, 2021 12:03 PM Appendix E - County Map (Towers and Serviced Areas) Friday March 19, 2021 12:04 PM Appendix F - County Map (Buildings) Friday March 19, 2021 12:04 PM Addenda File Name Addendum 1 Thursday April 8, 2021 12:15 PM Purchasing Representatives Employee Hoogstra, Mike Bids Submitted The following are the unofficial bid results Company CIP CommTech Inc. Clearcable Networks Ernst & Young LLP Green PI Inc IBI Group Professional Services (Canada) Inc. NGL Nordicity Group Limited RSM Canada Plan Takers Contact Leaton, Peter 1883 WHITEMARSH CRES, KANATA ON, Canada K2W 1B5 McCann, Rob 7 Innovation Drive, Dundas ONTARIO, Canada L9H 7H9 RFPs, Ontario 100 Adelaide St W, Toronto Ontario, Canada M5H 1S3 Barbosa, Romeo 7050A Bramalea Rd, Mississauga ON ON, Canada L5S 1T1 Desroches, Sylvie 55 St. Clair Avenue West, Toronto Ontario, Canada M4V 2Y7 Roberts, Kristian 487 Adelaide Street West, Toronto Ontrario, Canada M5V 1T4 Bids, RSM Canada 11 King Street West Suite 700, Toronto Ontario, Canada M5H4C7 llaII invent 2 The following are the plan takers for the bid: Company 151 Contact Whiteside, Rob 8453063 Canada Inc 171A Rink St, PETERBOROUGH Ontario, Canada K9J2J6 Leaton, Peter CIP CommTech Inc. 1883 WHITEMARSH CRES, KANATA ON, Canada K2W 1B5 McCann, Rob Clearcable Networks 7 Innovation Drive, Dundas ONTARIO, Canada L9H 7H9 SANFORD, JAMES Digital Infrastructure Group 100 West Beaver Creek Road Unit 2 , Richmond Hill Ontario, Canada L4B 1H4 RFPs, Ontario Ernst & Young LLP 100 Adelaide St W, Toronto Ontario, Canada M5H 1S3 Team, PMO Experteers CORPORATION 8646 TRAFALGAR ROAD, GEORGETOWN Ontario, CANADA L7G 4S5 Barbosa, Romeo Green PI Inc 7050A Bramalea Rd, Mississauga ON ON, Canada L5S 1T1 Desroches, Sylvie IBI Group Professional Services 55 St. Clair Avenue West, Toronto (Canada) Inc. Ontario, Canada M4V 2Y7 Elliott, Ben MD Utility Solutions Inc 204 Sixth Ave, Lively Ontario, Canada P3Y1M4 Roberts, Kristian NGL Nordicity Group Limited 487 Adelaide Street West, Toronto Ontrario, Canada M5V 1T4 Hickey, Joseph ROCK Networks Inc. 1009 Thomas Spratt Place, Ottawa Ontario, Canada K1G5L5 Rothschild, Eric Rothschild & Co. Limited 67 Farnham Avenue, Toronto Ontario, Canada M4V 1H6 Bids, RSM Canada RSM Canada 11 King Street West Suite 700, Toronto Ontario, Canada M5H4C7 Darracott, Seamus TELUS Communications 320 Pinebush Road, Cambridge Ontario, Canada N1T 1Z6 Kussmann, Axel Trispec Communications 8500 Pascal Gagnon, St Leonard Quebec, Canada H1P 1Y4 I&VA Internet Connectivity and Broadband Analysis, Assessment & Proposed Solutions RFP No. 2021-1322 Evaluation Team Member Position Evaluation Complete Conflict of Interest Julie Gonyou Chief Administrative Officer Yes No Brian Lima General Manager of Engineering, Planning & Enterprise / Deputy CAO Yes No Al Reitsma Manager of Information Technology Yes No Mike Hoogstra Purchasing Coordinator Yes No 153 Prugressive by Nature RECOMMENDATION: 1 REPORT TO COUNTY COUNCIL FROM: Julie Gonyou — Chief Administrative Officer DATE: May 3, 2021 SUBJECT: Release of Ontario's Long -Term Care Commission Report and Elgin's LTCH COVID-19 Response THAT the report from Chief Administrative Officer titled "Release of Ontario's Long - Term Care Commission Report and Elgin's LTCH COVID-19 Response" dated May 3, 2021 be received and filed. INTRODUCTION: The purpose of this report is to bring attention to Ontario's Long -Term Care COVID-19 Commission Final Report and to provide a high-level summary of Elgin County's Long - Term Care Home (LTCH) COVID-19 Response. ELGIN'S LTCH COVID-19 RESPONSE: Residents living in Long -Term Care Homes (LTCHs) are at increased risk of infection and severe illness from COVID-19. The communal nature of LTCHs, which often have a population of older adults with underlying medical conditions, makes preventing and controlling infection difficult, placing residents at increased risk. Residents and staff at LTCHs in Ontario have been disproportionately affected by COVID-19 and some LTCHs in our region have faced unprecedented tragedy. To date, Elgin's LTCH teams' efforts to contain outbreaks and stop the spread of COVID-19 in Elgin's three (3) LTCHs have been extraordinarily successful. Council Elgin County Council remains committed to supporting our LTCHs as our work to stop the spread of COVID-19 in our LTCHs continues despite the fact that, across the 3 Homes, approximately 97% of residents and 55% of staff have been vaccinated. Since 154 2 the pandemic, Council, Administration, LTCH leadership and staff have and implemented every measure available to protect residents and staff in our LTCHs. LTCH Staff and Leadership In March 2020, our team of 300+ staff supporting Elgin's LTCHs quickly became front- line heroes of the fight against COVID-19. The leadership team and front-line staff quickly responded and adapted to ever -changing and aggressive Infection Prevention and Control (IPAC) directives received regularly from the province and LTCH Leadership. Each action taken by Elgin's LTCH staff added new measures to prevent further outbreaks from COVID-19 in our LTCHs. This is attributable to the ability of LTCH staff to respond quickly, function effectively in stressful situations and respond effectively to multiple demands. Throughout the pandemic, LTCH staff have been required to comply with dozens of new rules and regulations including, but not limited to, resident and staff cohorting, screening and COVID-19 testing requirements, evolving outbreak management protocols and many other critical measures — all while providing emotional support to residents who were, at times, unable to leave the home or have visitors. The entire LTCH team deserves recognition for their unwavering support and exceptional care of our 247-residents and for their ongoing commitment to the IPAC measures that are in place. Our team continues to fiercely fight to keep COVID-19 out of our LTCHs and while staff remain committed to all of the enhanced measures in place, they look forward to less restrictive measures for themselves and for the residents. The pandemic has been a scary and challenging time for LTCH staff. In spite of this, staff and leadership have been inspiring. Staff continue to thrive and work together to support our residents and each other by encouraging a culture of loyalty, engagement and high performance. Corporate Support for LTCHs At different times throughout the pandemic, non -Homes staff from across the corporation have supported Elgin's LTCHs in various ways including, but not limited to: • Conducting twice daily screening for staff and visitors and working as greeters • Procuring Personal Protective Equipment • Connecting residents with their loved ones through technology and virtual means • Communicating with residents, the community and staff • Supporting outbreak measures as needed I&M 3 ivided by non -Homes staff allowed LTCH staff to focus their efforts on direct , residents. It would have been impossible to meet the minimum provincially - mandated requirements without the support of non -Homes staff. Public Health and Ministry Guidance Since early March 2020, Elgin County has worked closely with the Ministry of Health, Ministry of Long -Term Care, Southwestern Public Health and Public Health Ontario to ensure our response to the pandemic was appropriate. ONTARIO'S LONG-TERM CARE COMMISSION REPORT: In September 2020, the Ontario government launched an independent commission to investigate spread of COVID-19 within Long -Term Care homes, how residents, staff and families were impacted and the adequacy of measures taken by the province and other parties to prevent, isolate and contain the spread. The commission was driven by a need for guidance on how to better protect LTCH residents and staff from any outbreaks in the future. The Honourable Frank N. Marrocco, Angela Coke, and Dr. Jack Kitts, Commissioners of Ontario's Long -Term Care COVID-19 Commission, submitted their Final Report to the Minister of Long -Term Care on April 30, 2021. The final report is 322 pages and can be accessed on the Government of Ontario 4 a(�:.Ip� ,). we site < iil� ���...i � � ���:�i i�n3i u��� � n� i19 �� ���,� ii in�..l. I�"��t�ll°� ��i a ����)�� �.. The purpose of this report is to bring attention to this Report which will undoubtedly have an impact on Elgin's three (3) Long -Term Care Homes in the future. The Report includes the following: • The state of LTC before COVID-19, including the longstanding challenges concerning staffing levels, quality of resident care, oversight, funding, and infrastructure; • The deficiencies in Ontario's pandemic preparedness; • The COVID-19 crisis in LTC and its devastating impacts; • Best practices and promising ideas that can be adopted and expanded to improve LTC in the province; and • Final recommendations that build on the recommendations included in the interim reports published in October and December 2020. W1 0 The report's call to action begins early in the Report — on page 24, the Commissioner notes include the following direct quotes: • Leaders at every level must put their hearts, as well as their minds, into reimagining the case of the elderly in this province. • There needs to be a transformation to a person -centered care model, which motivates different behaviours and rewards innovation that leads to better outcomes for residents and staff. • There will need to be a multi -dimensional approach to this transformation — one that recognizes that these places are at the same time homes, care facilities and workplaces. Long -term -care homes are also part of the broader health-care system and community. • Residents do not lose their rights upon entering the long-term care home. They have the same rights as everyone else in society, and those rights must be protected and respected. • Residents are entitled to receive quality care and deserve to enjoy a quality of life. • We have to care about the workers in long -term -care -homes. Emotionally intelligent leaders are needed to drive an organizational culture change in order to create respectful and inclusive work environments in which all team members are valued, and where staff experience high levels of satisfaction and take pride in their work because they are empowered and supported to deliver excellent care. • These principles are that the foundation of what the commission recommends, moving forward, in order to protect residents, loved ones, and staff. CONCLUSION: Elgin's Response While only limited details of Elgin's response to COVID-19 in our three (3) Long -Term Care Homes have been provided in this report, it is most important to celebrate the great work of our dedicated LTCH team. Commissioner Report The overall conclusion of the Ontario Long -Term Care COVID-19 Commission Final Report was that there was a lack of planning for a pandemic and that the province's response to COVID-19 was insufficient. It is also clear in the report that the LTCH sector lacks standardized guidelines and discrepancies exist between public and private sectors. The hope is that unfortunate events that could have been prevented will lead to ` 114 5 a decisive shift in policies regarding these facilities and the avoidance of future similar outcomes. The Association of Municipalities of Ontario (AMO) is preparing a response to the Government of Ontario and will use the Ontario Long -Term Care COVID-19 Commission Final Report as the foundation for much needed discussion on how to effectively transform LTC in our province. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 158 1 Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: May 4, 2021 SUBJECT: COVID-19 Emergency Team Planning — April Update THAT the May 4t", 2021, report titled, COVID-19 Emergency Team Planning — April Update, submitted by the Chief Administrative Officer, be received and filed for information. INTRODUCTION: The purpose of this report is to provide Council with an update on the County's COVID-19 response. DISCUSSION: On April 1, 2021, the Province of Ontario announced a province -wide shutdown, affecting service levels at the Library Branches, Archives and Museum. Libraries reverted back to curbside service only, and the Archives and Museum were closed until further notice. Furthermore, the Province of Ontario announced a state of emergency and stay-at-home order on April 7, 2021. Because the County has operated under a flexible work environment since the beginning of the pandemic, minimal changes to operations were required. Although the Elgin County Administration Building is currently closed to the public, 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. 2 To ensure compliance with provincial regulations and to ensure that all County workplaces are as safe as possible, a workplace Safety Plan is regularly reviewed by the Management Team. The Safety Plan was initially developed in December 2020 and has been posted in all County workplaces. In response to the Province's declaration of emergency and stay-at-home order, the plan was updated on April 29, 2021 and was recirculated to all staff. 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. 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 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. 3 CONCLUSION: The Emergency Management Team continues to work together to ensure that essential County services and the COVID-19 response are properly resourced; to identify and manage resourcing and staffing issues; to support County Council, Municipal Partners, community and stakeholders; and to support staff to be well. The attached "COVID-19 Emergency Management Team Planning Chart" summarizes the County's COVID-19 response. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 0 0 C) U) C: 0 -r- 7L- CL C. 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CORRESPONDENCE — May 11, 2021 Items for Information — (Attached) 1. SWIFT with their monthly project update for March 2021. 2. County of Elgin Homes with their monthly newsletter for May 2021. 178 Monday, April 19, 2021 at 14:48:36 Eastern Daylight Time Subject: SWIFT Monthly Project Update - March 2021 Date: Monday, April 19, 2021 at 2:47:38 PM Eastern Daylight Time From: Barry Field Attachments: image001.png, image002.png, image003.png, image004.png, image005.png SWIFT Board Members and CAOs, Please see the attached monthly project update for March 2021. Any infckrimahion in hr s irvepoi1 is nok c{eerr ed (:;onficlenaand (:car be shared wiHh your irvespr(c: ve imuiric:ipcli es as you see fil Monthly Mard-1 2021 All report data is as at M urch 31, 2021 • Procurement o All contracts executed; implementation is underway. • Implementation a Implementation underway and progressing well with one major delay to report ■ NOR_EXE_06 (Long Point) is expected to be delayed by 11 months due to environmental permitting issues. SWIFT and Norfolk County are working with Execulink to help expedite the permitting process where possible. The ISP has redirected resources to other SWIFT projects in order to bring them in ahead of scheduled and compensate for the delay in Long Point. a Construction started/underway in 10 of 12 projects. a 237 kilometres of fibre construction has been completed to date a 5,088 premises passed to date 179 Page 1 of 4 0 3,254 premises serviceable to date o See attached Monthly Dashboard for details for each project. ISE:e 3 S I ( I I uS • Procurement Chatham - Kent 'One project in Middlesex is being amended and is yet to be announced • Implementation o Implementation underway and progressing well with five major delays to report ■ ESC_17_TEKS (Lighthouse Cove) completion delayed from 05-Oct-21 to 02-Jan-22 along one area impacting 22 premises due to road construction delays. ■ ESX_18_TEKS (Stoney Point) completion delayed from 21-Sep-21 to 13-Dec-21 due to multiple permitting issues and revisions. ■ ESX_02_TEKS (Tupperville) completion delayed from 30-Oct-21 to 05-Jan-22 due to major material delays. ■ ESX_03_TEKS (Michael's Bay) completion delayed from 05-Dec-21 to 15-Apr-22 due to major material delays. ■ ESX_04_TEKS (Duart) completion delayed from 21-Feb-22 to 02-Oct-22 due to major material delays. o Construction started/underway in 11 of 83 projects 0 30 kilometres of fibre construction has been completed to date a 323 premises passed to date 0 94 premises serviceable to date o See attached Monthly Dashboard for details for each project. • Private Sector contributions have increased by $65.8M from budgeted amount. • SWIFT+ contributions of $6.7M received (Lambton County, Huron County and Dufferin County) in order to facilitate the award of an additional projects in those counties. • Total project funding increased from $210M to $283M as a result. • Note: Federal and Provincial contribution are 'up to' amounts and will depend on the results of the Phase 3 procurements. 180 Page 2 of 4 SSUE)S i Ifs Slk:S • Municipal Loan Guarantee • $27.5M short-term bridge financing required in order to fund gap between SWIFT's requirement to pay ISPs per the Construction Act and anticipated reimbursement of claims. • SWIFT's current Phase 2 financing agreement with TD Bank is being extended to cover Phase 3. • Municipal guarantees are required to guarantee the overall loan and 100% participation is required or else there will be a shortfall the overall loan available. • TD Bank and SWIFT have executed the Demand Operating Facility Agreement. • Municipal guarantee letters have been provided by TD Bank and are being sent to each municipality (12of 14 municipal guarantees in place / remainder expected by early April) • COVID-19 • COVID-19 remains a risk for the SWIFT project • Need to keep an eye on potential supply chain issues. • Contracts have now been awarded and announced for all 20 of SWIFT's project areas, with the exception of one contract, which is pending in Middlesex County. • The SWIFT 1.0 program has far exceeded all of its targeted goals. • To -date SWIFT has announced: ® $263M in projects ® 62,600 premises passed a 4,150 fibre kms • Awarded project details, including completion dates, can be found on SWIFT's website under the Alp.Ipirc:...,,v.':......f;,irc;.0 ". =:f; page. • Recent Announcements: 181 Page 3 of 4 Regards, o SMIE IBircrc:. dbc:.ind EDirc t°+ ;,;ts RcrIIIIViry C::)ut Vary Or c:.�iryc:.1 I. truce Cw:ounfles ..........................................................................................................................................U........................................................................................................................................y...................................................................................................................................... ® AnnouncVary Oc::�ir dnc�;Nc: irraira cis S"�JIIE''s New IP�crc:.�ir:� Cw:lErc:.�Vir ....................................................................... ............................. y....................................................................................................................................................................................................................................................................... • SMIE Announces $ 15M IBircrc:.�Jbc:.�ir d E::) .. c:.AirysUc:�iry E Ilc:.�iry fair I luircriry Cw:cruiryt ...........................................................................................................................................................................................................................................................................................................................................................................................................................................y o SJ.E:1 E::>r.c..�.r.c:Vir........o .ect VrE::.arC:.ru.irt ys.t.V .r..E ......................................................................................w............................. o SMIE:1 Announces EDIIc: ins to E::>r.. c:.�iEy.:j IBircrc:.�jbc:.�ird Iliryteiriret in E:Der11Er C-',ouiryt .........................................................................................................................................................................................IE...................................................................................................................................................................................................................................................................y ® SMIE:1 Announces IBircraJbairyd E::>r.. c:.�irysUc:�iry E Ilc:.�irys fair dVUc:1c:.111+ se)( Cw:c int ........................................................................................................................................................................................................................................................................................................................................................................................................................................... . Barry III'°°16I Executive Director Southwestern Integrated Fibre Technology .51„9.319.1„ 1 12 789 Broadway Street, Wyoming, ON NON 1 TO ww.w swiflirlur.g. Lr.o ..e.jbc.�iryc .c;c.. 182 Page 4 of 4 is I. I. I!. �` II Ono" Elguv pf"y"w"SNO�)"N.two c . i.......1 . ..... .... IM, , ENJOYING THE OUlTDOOl,\'t,,,S DUl,\'tJ[NG A PANDEMIC 11-1 ELGIN HOUES ftflh Hhe heir(Alding of wairinneir weaflheir innainy iresideiMs and flhe�ir esseimal cairegiveirs wdl ,iooirs k) einjoy soirrie, Firesh a�ir, hear Hhe b�irds and einjoy Hhe, � ' wlsh �o head ow( 'pirdeins oin Hhe beauflFul E:IgM Hoinnes grounds. Il he gairdein work Ihas mairred and we cairn see inrilainy of Hhe srxding and suinninneir Folkage awakeinmg airound us. I I I Ihs year, we aire Iraµqua ired k) einsuire flhae adheire �o and Follow Iloca,ll Muinilcillpdl and Pirovmcidl COVIH ) I19 gWdehines flhaIhave Ikaeein IpW M Ipla,ce �o einsuire Hhe sa fea y of Hhe pukAkc as well as Hhe iresildeims, visa r oirs and maff a°Hhe Couimy of E:Igm Hoinnes. the IFlloinnes wdl Ipira,vide accessdble owdooir slpace whch innEws Hhe dmain(Jing reqAreinneims whch allow esseimidl cairegNeirs and flheir Ila ved oines as well as iresildeiMs and maff �o Ipira,vide oWdooir Ipira,apra,lrninriding �ilinrio For sinnall girouIpmgs wHh socildl dmain(Jing a,lrna Ipoirsoinal Ipiro�ec�ilve eqill pinrii(,M a 'pidehines m Ipla,ce. the IFlloinnes IrequalaµM flhavilOoirs adheire k) Hhe pomed reqJireinneiMs whein Hhey access <)Wdooir aireas k) einsuire aire inneA as well as &Main(Jing Firoinn all oflheir iresildeiMs, vilOoirs and maff: whde einjoymg oWdooir �iinriie. S�pecific mfoirinnafloin irelahod �o accessmg owdooir slpace wdl Ibe avaddble a°Hhe Hoinne qpec�fic einhraince scireeiNin ,:; slafloin. For innoire Mfoirinnafloin, Iplea se coima(A Hhe Hoinne, direcfly. 185 �E II. G I �1 I II (�D M �E S AA AY 12 0 2 � Terrace Lodge C 0 11,11 F F H 0 P,/1 E Folf/11L I lair, Salari Services Zvi donatetioterracetodge.ca "YOU can make difference in lives of our residents. IR!, A ID 11 Ew')'111, AN "T I E N "T "T I N (h"1111111111 On -Ate tewdng for wtaFF, eswnthl careghmirs and approved vishors Scmemny and Imling hw COVKV!9 mmhmms 5 pby u coNaNde !in Hine onllle nguinsll COVIL) l9 II he Mlinlisliry of ILonirl, IIeirlrlru Care (Ml.R,) has rinandcalad sunowing and lading raculmmonis Or Mall, rc;sldcirils, c,sseinhcd cwegNem, gameral QhOors and sqqpoH warkers visr1c)irs has, 11c) c)ini allo 11'rcqac� cnnllr,pini reslliri<glll (P(Aifl3ki)l INQ UMQM05shing Cain I4uo isr,,,d fc)r Ipoinr of c.airc,, scirecniing Ilo C(DAID P fableir han he re,julur uboralikoiry 1bused 111CIR esr 1w, ('""OVID I9 Hine lanlBio scireeniing w.,11 will rjeineirrure a wHhn 5 20 minulas. rinorc jplkx.�isc, cx)irilcicIlhe II 1,�iiirie direcIlly or visill yy.wv2IIIll! Lan „, If you wcukJ link, 11c) bc; added 11c) ilihe II 4�)irines cxdeincJf,�Air aincJ d is 11 I'll lou 11 lon IIkli plcxAsc, cxirrcncii II ciinya 1,46UC, or Elon Harnes RAMdent aricl F'ai,rifly Sadsfacth)i,ii Si,ilrvey 20211 www.survevmonkey.com/r/terrace2l www.surveymonkey.com/r/eiginmanor2l www.survevmonkey.com/r/bobier21 186 III III g V llri IIM a llr i o llri a llri d IIb Vi e r V 111 a We mw phased to ainnourice lFiall II kilir Salon sc;irvlcai K mamma a! onAllon Mcwmr P BA) and IBuclhuler Vifla (May by We uppir,Ex.,Jule yrouir Icucalheinc.c as Ne n,,:;w c,oinlrcicll HcairScdcin 511ciff work rowarck, nnr:,,eiiinal he hc3iir cxiro nece],s cil Hhe Ir,,skic;iriis, in illhocr II 4�)irrios, Pleuse Cadud fe I wMe qMUTC Note, Of ke lor I II irilunrinallon, he IIHralnnw s will nOw booHnq and camad w4mmawn &ANY as wo wwk I owards Unigaing to EYM I bmwO 54 Sdaqwccew fair Ihuauliih Ire,,ildeirills and Iliheir Iroved ones. CLOSED MEETING AGENDA May 11, 2021 Staff Reports: 1) Director of Homes and Seniors Services — 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 — Closed Sole Sourcing Report — Extension of Contract, Long - Term Care Transition Coordinator. 2) Fire Training Officer and Emergency Management Coordinator — 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 — Fire Trainer Organizational Update #2. 3) County Solicitor —Municipal Act Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Proceedings Before the Ontario Energy Board. 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— Elgin Administration Building Rental Space 5) Chief Administrative Officer —Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees; (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 — Potential Shared Legal Services. 6) Chief Administrative Officer —Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees; (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 — Woodlands Conservation — Report #1. 7) Chief Administrative Officer —Municipal Act Section 239 (2) (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them — Correspondence. 8) Chief Administrative Officer— Municipal Act Section 239 (2) (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them — Correspondence. I&Irj COUNTY OF ELGIN By -Law No. 21-20 " BEING A BY-LAW TO AMEND BY-LAW 21.03 BEING A BY-LAW TO PROVIDE FOR THE ADOPTION OF THE 2021 BUDGET OF THE CORPORATION OF THE COUNTY OF ELGIN AND TO ESTABLISH THE 2021 TAX RATIOS, AND TO ESTABLISH THE 2021 TAX RATES FOR THE COUNTY CONSTITUENT MUNICIPALITIES" WHEREAS Section 289 of the Municipal Act, 2001, S.O. 2001, c.25, provides that the Council of each upper -tier municipality shall in each year prepare and adopt estimates of all sums required during the year for the purposes of the upper -tier municipality; and, WHEREAS Section 308(5) of the Municipal Act, 2001, S.O. 2001, c.25, provides that the Council of an upper -tier municipality shall in each year establish the tax ratios for that year for the upper -tier municipality and its lower -tier municipalities; and, WHEREAS Section 308(7) of the Municipal Act, 2001, S.O. 2001, c.25, provides that the Council of each upper -tier municipality establish for each property class, a single tax ratio for the upper -tier municipality and its lower -tier municipalities; and, WHEREAS Section 308(15-18) of the Municipal Act, 2001, S.O. 2001, c.25, provides that the Council of each upper -tier municipality may opt to have certain optional property classes apply within the County; and, WHEREAS the province, starting in 2018, has giving municipalities the option to reduce the property tax rate on qualifying value-added activities that occur on farms as part of the farming business to 75 per cent lower than the industrial or commercial tax rates that would otherwise apply; and, WHEREAS the local municipally owned landfill sites in Dutton Dunwich and West Elgin did not previously pay property tax to the County for these properties and the new landfill tax ratio would unfairly penalize the local municipalities; and, WHEREAS it is necessary to apply the revenue neutral landfill ratio/tax rate; and, WHEREAS the Municipal Act, 2001, S.O. 2001 c.25 s.107 provides that Council may make grants to any body Council deems in the interest of the municipality NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT the large industrial class be chosen as an optional property class. 2. THAT the optional 75% reduction in the Small -Scale On -Farm Business Sub - Class tax ratio remain in effect. 3. THAT the municipalities of Dutton Dunwich and West Elgin be granted relief on the full portion of the County property taxes on the landfills that these municipalities use for local resident waste. 4. THAT the 2021 tax ratios for the County of Elgin set out on Schedule "A", attached hereto and forming part of this by-law, be approved and adopted by Council. 5. THAT the 2021 budget of the County of Elgin set out on Schedule "B", attached hereto and forming part of this by-law, which incorporates estimates for revenue and for expenditures be approved and adopted by Council. 6. THAT the 2021 tax rates for the assessment in each property class set out in Schedule "C", attached hereto and forming part of this by-law, be approved and adopted by Council. 188 7. THAT the 2021 ten-year capital plan, set out in Schedule "D" attached hereto and forming part of this by-law, be approved and adopted by Council. 8. THAT debentures of $6 million in 2021, as part of a plan to borrow $44 million between 2020-2030 to fund the ten-year capital plan, be approved by Council. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11T" DAY OF MAY 2021. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 189 COUNTY OF ELGIN By -Law 21-20 2021 SCHEDULE A Ratios Residential 1.0000 1.0000 New Multi -Residential 1.0000 1.0000 Multi -Residential 1.9999 1.9999 Commercial - Occupied 1.6376 1.6376 Commercial - Small Value Added Farm 0.4094 0.4094 Commercial - Vacant Land 1.6376 1.6376 Industrial - Occupied 2.2251 2.2251 „ „ua . Industrial -Small Value Added Farm � „ua 0.5563 � _0, 0.5563 Industrial -Vacant Land 2.2251 2.2251 „ua . Large Industrial -Occupied -„ua 2.8318 __2, 8 2.8318 Large Industrial - Vacant 2.8318 2.8318 Pipelines 1.1446 1.1446 Farm 0.2300 0.2300 Managed Forests 0.2500 0.2500 .................................................................................................................................................................................................................................................................................................................................................................................................................. Landfill .. ................................................................................................................................. 33...402646 33...402658 IWA 0 tD .--� 00 tD .--� .--� O M N M 00 Z; O Fz 7 O �/1 O N M lD Q1 N E� 3 m =0 J N T Z co M� . .Z3N ��v � a F cn w �, m vi a � fl, Ol W 01 m 00 O O M a) 7 M 7 O CO c-I N 00 .-I 00 7 C Ol > Ol 00 M 7 O a) M Z tD .-I M Q1 N N Ql N 7 O 00 .--I a) tD V1 7 al V1 7 M M N 00 N 00 E M a) Y O w u O � U N Z M 7 7 M a) a) 7 M .--I M M 00 0q M 7 N 1� n 7 Ql m 01 X i W � U m O M tD V1 a) V1 N M .--I a) tD tD M ^ M 00 bb N 7 CO O �--� N M M N 7 7 O N N 00 a1 n O Lm > Q O !'I N m ai M m 00 v m ai v �o m rn O — 00 .� N 00 tD a) tD .-I M N V1 a) V1 .� N V1 .-I ci N ^y v 00 o m 00 E O w u 0 � U N Z N y .a) -I .--I N 7 M O tD tD tD .--I 7 7 00 M M 00 .--I M 00 1� N tD N N 7 C cn m 01 O. O k W a` N M V1 V1 tD V1 O N O tD O a) a) O 7 M 7 N O tD 00 00 c-I 7 C N 00 Ol Ol K Ol N z w m � m w E w � O U U O w z O Z Z v w txo o w J > �_ w n w C7 w U V z > w in w w m U > w w > O U U z w O in H w M Z z Q 0 H p in (D in 0 O c d a a w u O m a a a a w p m a U z m 6 a Q O N o w z z z o w z O 3 m � d o z a d z a > z nn z N o ¢ o o o s u a - x ¢ U (A O .--I N M 7 V1 tD 1z 9 COUNTY OF ELGIN By -Law 21-20 SCHEDULE C: 2021 Tax Rates Residential 0 607403% 0 62493 arm an v 9%� New Multi ... ResideAwaitinntial ° 0 607403 /0 0 6 24937% 2 9% Multi Resid 1 214 9%� Commercial - Occupied ° - 0 994683 /0 23397% 1 0� 2 9% al -Small Value Addedam ommercial Vacant Lad Commerce , 0 994683 /0 ° 2 3397 0 1 02 / 2 9%� „ n u o 2 9%� Industrial Small Value Added F l arm 0 337898% 4 %o 0 3� 7652� nOccupied 9%� Large Industrial rial ° 1 720044 /0 1 7 69697% 2 9%( ustna -Vacant 9%f P pelines � 0 695233% 0 715303 % 2 9% arm 9%f Managed ed Forests f Man ° 0 151851 /0 0 1 56234% 2 9% Landfill 20.288870% 20.874549% 2.9%'' Definition: "Tax rate" means the tax rate to be levied against property expressed as a percentage, to six decimal places, of the assessment of the property. Levy ($000) 37,275 39,060 4.8% Memo: Change in Levy Increases on existing buildings 1,096 2.9% Levy generated on new buildings (growth) 689 1.9% 7% 2 9 IPYA ....0.... M �o M o m CO N '--' M .--I Ql m C J y T `o Y m o m a a m N N 13 m c a � u 00 O 0o m a+ Q v M o M m o m CO U v co M m v N N O N a oq a m `o a` w w VI V O1 s m = Q Q O u (7 Z Z O H Q ~ o Q w U w in (D Z w z U > O z m x w > x u Q \ w U w U U Z Oz (7 _ Z c2i O P: U Q Q LA o Ln oc C1 N rn N v 0 7 N m O n m G=0 a z m 0 H M COUNTY OF ELGIN By -Law No. 21-21 "BEING A BY-LAW TO ADOPT OPTIONAL TOOLS FOR THE PURPOSES OF ADMINISTERING LIMITS FOR THE COMMERCIAL, INDUSTRIAL AND MULTI -RESIDENTIAL PROPERTY CLASSES" WHEREAS the County of Elgin (hereinafter called the "Municipality"), in accordance with Section 329.1 of the Municipal Act, 2001, S.O. 2001, c.25, as amended (hereinafter called the "Act"), may modify the provisions and limits as set out in Section 329 of the Act, with respect to the calculation of taxes for municipal and school purposes payable in respect of property in the commercial, industrial and multi -residential property class; and WHEREAS the Municipality must similarly modify the provisions and limits as set out in Section 332 of the Act with respect to the "tenant cap" calculations; and WHEREAS this by-law shall only apply to properties in any of the Commercial, Industrial and Multi -Residential property classes to which Part IX of the Act applies; and WHEREAS for the purposes of this by-law the commercial classes shall be considered a single property class and the industrial classes shall be deemed to be a single property class; and WHEREAS "CVA taxes" means, the taxes for municipal and school purposes that would be levied for the taxation year, but for the application of Part IX of The Act; and AND WHEREAS "capped taxes" means, the taxes for municipal and school purposes that shall be levied for the taxation year as a result of the application of Part IX of The Act, and WHEREAS the Council may pass a by-law to apply any one or any combination of the following options: a) Set the annualized tax limit increase to a maximum of 10%; and/or b) Set an upper limit on annual increases at the greater of the amount calculated under a) and up to 10% of the previous year's annualized CVA tax; and/or c) Establish a capping adjustment threshold of up to $500 for increasing properties, decreasing properties or both, whereby no capping/claw-back adjustments less than the threshold amount would be applied; and/or d) Exclude properties that were at CVA tax in the previous year from the capping and claw -back calculation in the current year; and/or e) Exclude properties that would move from being capped in the previous year to be clawed back in the current year or from being clawed back in the previous year to be capped in the current year as a result of the changes to the CVA tax; and/or f) Exclude Reassessment related increases from the Capping Calculation. WHEREAS a by-law passed to adopt the provisions of Subsection 329.1 paragraphs 1 and 2 of the Act, provides that such provisions shall also apply to Section 332 of the Act with respect to the "tenant cap" calculations; and WHEREAS the Council has reviewed the provisions of Section 329.1 of the Act and hereby deems it necessary and appropriate to adopt optional tools for the purpose of administering limits for the Commercial, Industrial and Multi -Residential property classes. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin hereby enacts as follows: 194 -2- 1. THAT paragraphs 1, 2, and 3, of Subsection 329.1(1) of the Act shall apply to the Commercial property class for 2021. 2. THAT: a) The commercial capping program be exited. 3. THAT this By -Law shall come into force and take effect upon its passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11th DAY OF May 2021. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 195 Corporation of the County of Elgin By -Law No.: 21-22 Being a By -Law to Amend By -Law No. 05-03, being the "Woodlands Conservation By -Law" for the Corporation of the County of Elgin WHEREAS, pursuant to section 135 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, County Council enacted By -Law No. 05-03, entitled the "Woodlands Conservation By -Law", for the purposes set forth therein; AND WHEREAS, from time to time, County Council has amended the provisions of the said Woodlands Conservation By -Law to better achieve the said purposes of the By - Law; AND WHEREAS County Council has determined that further amendment to the said Woodlands Conservation By -Law is required to improve the effectiveness of the said By -Law and, by such improvements, to continue to achieve the purposes set forth therein; NOW THEREFORE the Council or the Corporation of the County of Elgin enacts as follows: Amendments to By-law By -Law No. 05-03, being the Woodlands Conservation By -Law, shall be amended as follows: 1.1 In section 1(e), the words "Family Day" be added to the list of days not included as a "Business Day", specifically between "New Year's Day" and "Good Friday". 1.2 Section 1(f) shall be deleted and the following text substituted therefor: "'Clerk' means the Chief Administrative Officer for the Corporation of the County of Elgin, any Deputy Clerk thereof, or any other person so designated by the said Chief Administrative Officer". 1.3 Section 1(m) shall be deleted and the following text substituted therefor: "m) "Corridor" means a strip of vegetation, including but not necessarily limited to trees, which does not satisfy the definition of Woodlands as set forth herein but which connects two or more Woodlands or parts of Woodlands and thereby facilitates the movement, spread, and/or relocation of plant and/or animal species." 1.4 Section 1(s) shall be deleted and the following text substituted therefor: "'Fuelwood' means trees or parts thereof that are of a sufficient size and quality to yield firewood;". 1.5 In section 1(z), reference to "Dutton-Dunwich" shall be deleted and the text "Dutton Dunwich" substituted therefor. 1.6 Section 1(bb) shall be deleted and the following text substituted therefor: "'Officer' means an individual or individuals appointed by Council or contracted by the Corporation of the County of Elgin to administer and enforce this By -Law, including but not limited to the Elgin County Tree Commissioner;". 196 1.7 In section 1(ff), add "," between the words "firm" and "trust". 1.8 Section 1(ii) shall be deleted and the following text substituted therefor: "ii)'Point of Measurement' means, for the purposes of Schedule "A" hereto, the point on the tree trunk measured above the highest point on the tree where the undisturbed ground meets the base of the stem or trunk of the tree. For coppice growth and for purposes of Schedule "A" hereto, the point of measurement means that point on each individual stem or trunk of tree measured above the point on the tree trunk where the tree stems separate, provided that such point of separation is less than or equal to the height of the lowest point of measurement as set forth on Schedule "A" hereto." 1.9 In section 1(mm)(iii), 1.9.1 the words "or any successor entity thereto" shall be added after the word "following" in the preamble clause therein; and, 1.9.2 reference to "Lower Thames River Conservation Authority" shall be deleted and the title "Lower Thames Valley Conservation Authority" substituted therefor. 1.10 In section 2(b)(v)2, the word "forest" shall be deleted and the word "woodlands" substituted therefor. 1.11 In section 2(b)(vi), the word "woodlots" shall be deleted and the word "woodlands" substituted therefor. 1.12 In section 2(c)(ii), the words "or decision made" shall be added between the words "issued" and "pursuant". 1.13 In section 3(h)(ii), the letters, words, numbers, and punctuation marks following the word "Act" shall be deleted, save and except for the semi -colon at the end of the subsection. 1.14 Section 5(a) shall be deleted and the following text substituted therefor: "(a) (i) Every owner of woodlands or person acting on behalf of the owner who intends to harvest, destroy, or injure trees personally or through another person under Section 2(a)(i) or Section 2(a)(ii) of this By -Law shall submit to the Officer a complete application to harvest, destroy, or injure trees as prescribed in Schedule "F" hereto not less than thirty (30) days prior to the commencement of such harvest, destruction, or injury; provided at all times that the Officer possesses the unfettered discretion to determine if any one or more such application(s) is complete; (ii) Within twenty-one (21) business days of receipt of the said complete application to harvest, destroy, or injure trees as set forth in subsection 5(a)(i) above, the Officer shall either approve or deny the application and, in the event of approval, shall impose reasonable terms and/or conditions to achieve and as are consistent with the purposes and intent of this By - Law; provided at all times that the Officer shall communicate any such decision to the owner of the woodlands or any person acting on behalf of such owner, including but not limited to through endorsement of the detail of such decision on the application submitted pursuant to section 5(a)(i) above -land, (iii) The owner of woodlands or any person acting on behalf of such owner may appeal either a failure of the Officer to make a decision in respect of an application to harvest, destroy, or injure trees within twenty- one (21) days of submission thereof to the Officer or any decision made 197 in respect of such application, including as to the terms and conditions imposed in relation thereto, to Council and, in respect of such appeal: 1. Council shall arrange for a date and time for consideration of the said appeal and written notice of such date and time shall be delivered to the Officer and owner of the woodlands or any person acting on behalf of such owner. 2. Council shall consider any written submissions by the Officer and owner of woodlands or person acting on behalf of such owner in respect of the application to harvest, destroy, or injure trees and any decision made by the Officer in respect thereof or failure on the part of the Officer to make any such decision in respect thereof. 3. On the date and at the time scheduled for consideration of the said appeal, or as soon after that date and/or time that the appeal can be heard, Council shall hear and consider any further oral representations by the owner of the woodlands or person acting on behalf of such owner and answers to questions posed by Council or any designate thereof and thereafter make an appeal decision to either confirm, reverse, or very the decision of the Officer or, where the officer has not made a decision, to approve or deny the application and, in the event of approval, to impose reasonable terms and/or conditions to achieve and as are consistent with the purposes and intent of this By -Law; provided that Council shall have the discretion to defer its decision to a subsequent date, in which case, the owner of the woodlands or the person acting on behalf of the owner shall be advised of the date, time, and place when Council shall make and announce that appeal decision. 4. In the event that the application to harvest, destroy, or injure trees is denied on appeal, Council, in writing, shall notify the owner of the woodlands or the person acting on behalf of the owner of such denial and the reasons therefor within ten (10) days of the date of such decision. 5. Subject to any decision of a court of competent jurisdiction in the Province of Ontario, the appeal decision of Council shall be final. 1.15 Section 7 shall be deleted. 1.16 In section 9(a)(i), reference to "$10,000.00" shall be deleted and the figure "$50,000.00" substituted therefor. 1.17 In section 9(a)(ii), reference to "$25,000.00" shall be deleted in the figure "$100,000.00" substituted therefor. 1.18 In section 9(b), the words "civil cultural' shall be deleted and the word 11silvicultural substituted therefor. 1.19 In section 11, the following subsections shall be added following section 1(e): "(f) For purposes of this By -Law, (i) Unless otherwise indicated, any reference to a statute, regulation, or other enactment shall mean the statute, regulation, or other enactment made, passed, enacted, or filed by or on behalf of the Province of Ontario and is deemed to include its proper citation and shall be considered as the version thereof, as amended, and in effect on that relevant date; 198 (ii) Unless otherwise indicated, delivery or submission of any application, notice, decision, communication, or other document may be effected personally at the intended recipient's last known address according to any municipal record, registered or prepaid mail addressed to the intended recipient's last known address according to any municipal record, or by facsimile transmission or electronic mail in accordance with contact information provided by the intended recipient or as set forth in any municipal record; provided that the date of receipt shall be the date of actual delivery save and except for registered or prepaid mail, which shall be deemed to be delivered on the fifth day following posting; and, (iii) Unless otherwise indicated, any reference to a number of days in any section hereof shall be deemed to mean "business days". 1.20 In Schedule "A" hereto, the words "Measure" in the headings in the chart for Current Size shall be deleted and the word "Measurement" substituted therefor; 1.21 In Schedule "A" hereto, the word "measure" in the last sentence thereof shall be deleted and the word "measurement" substituted therefor; 1.22 In Schedule "D" hereto, the telephone number "(519)631-1460" as referenced in the last sentence thereof shall be deleted and the telephone number "(519)631-1270 ext. 231" submitted thereto; 1.23 In Schedule "F" hereto, the reference to "five (5) working days" in the first sentence thereof shall be deleted and the words "thirty (30) business days" substituted therefor; 1.24 In Schedule "F" hereto, the information line referencing "Telephone No.: " for the Property Owner shall be deleted and the information line "Telephone No.: Email: substituted therefor; 1.25 In Schedules "F" and "M" hereto, the sentence providing "Further, I agree to contact the Officer by telephone (519)631-1270 ext. 231, twenty-four (24) hours prior to the start of cutting shall be deleted and the following sentence substituted therefor: "Further, I agree to notify the Officer of the intention to commence harvest, destruction, or injury of trees as contemplated by this Application at least twenty-four (24) hours prior to the commencement of such works and by any one of the following methods: Telephone: (519)631-1270 ext. 231 Email: treebylaw@elgin.ca Writing: Delivered or mailed to, Elgin County Tree Commissioner c/o Kettle Creek Conservation Authority R. R. # 8 44015 Ferguson Line St. Thomas, Ontario N5P 3TY 199 1.26 In Schedule "H" hereto, the words "As Elgin County Tree Commissioner," shall be added to the beginning of the last item set forth therein. 1.27 In Schedule "A" hereto, the sentence "The Committee on the Status of Endangered Wildlife in Canada (COSEWIC) shall be consulted for the most recent list of Rare, Threatened or Endangered trees." shall be deleted and the following text substituted therefor: "Note: Any permission to harvest, destroy, or injure tree or trees as provided for or contemplated by this By -Law, including pursuant to this Schedule "A", whether express or implied, is at all times subject to any prohibition or prohibitions as provided for in federal or provincial statute or regulation, including but not limited to as relating to rare, threatened, or endangered trees and furthermore as provided pursuant or in relation to the Species at Risk Act, S.C. 2002, c. 29, as amended, and/or the Endangered Species Act, 2007, S.O. 2007, c. 6, as amended. To this end, consultation to the Committee on the Status of Endangered Wildlife in Canada (COSEWIC) and the Committee on the Status of Species at Risk in Ontario (COSSARO) as well as review of the Species at Risk Public Registry and the Species at Risk in Ontario List is and will be required in respect of any Application to Harvest, Destroy, or Injure Trees as contemplated by this By -Law." READ A FIRST, SECOND, THIRD TIME and finally passed on this 11th day of May 2021. Julie Gonyou Tom Marks Chief Administrative Officer Warden 200