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23 - October 26, 2021 County Council Agenda Package TABLE OF CONTENTS Orders –October 26, 2021………………………………………………….……...2 Elgin County Council Minutes –October 12, 2021……..………………………... 3 Delegation –SCOR Economic Development Partner Update…………………...9 Reports Index………………………………………………………………………...17 Report –Revisions to Elgin County Museum By-law and Advisory Committee 18 Representation………………………………………………………………………... Report –Homes – Attending Physician Agreement – Elgin Manor…………….. Report – Homes – Specialized Physician Agreement – Neurotoxin (i.e. Botox, 32 Dysport, Xeomin) for Spasticity Management – Bobier Villa, Elgin Manor, and Terrace Lodge……………………………………………………………………… Report – Approval for Official Plan Amendment No. 8, Additional Residential 43 Units, Municipality of Central Elgin File No. CE-OPA 8-21………………………. Report – Elgin/Graham Scott Enns LLP – Short Term Rental – Storage Room 58 343-A…………………………………………………………………………………... Report –Ride Elgin Program Cancellation…………………………………………62 Correspondence –Items for Consideration Index ………………………………..64 Letter from Municipality of Bayham…………………………………………………65 Correspondence –Items for InformationIndex…………………………………… 66 Letter from Municipality of Central Elgin…………………………………………...67 Letter from Good Roads Board of Directors……………………………………….68 Letter from Southwestern Public Health……………………………………………72 Letter from SWIFT……………………………………………………………………. 74 Closed Session Agenda…………………………………………………………….. 80 Bylaw 21-38………………………………………………………………………….. 81 1 ORDERS OF THE DAY FOR TUESDAY, OCTOBER 26, 2021, 9:00 A.M st 1 Meeting Called to Order nd 2Adoption of Minutes –October 12, 2021 rd 3 Disclosure of Pecuniary Interest and the General Nature Thereof th 4 Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. – Kim Earls, Executive Director, SCOR Economic Development Corporation Partner Update th 5 Motion to Move Into “Committee of the Whole Council” th 6 Reports of Council, Outside Boards and Staff th 7 Council Correspondence 1. Items for Consideration 2. Items for Information (Consent Agenda) th 8 Other Business 1. Statements/Inquiries by Members 2. Notice of Motion 3. Matters of Urgency th 9 Closed Meeting Items th 10 Recess th 11 Motion to Rise and Report th 12 Motion to Adopt Recommendations from the Committee of the Whole th 13 Consideration of By-Laws th 14 Adjournment VIRTUAL MEETING: IN-PERSON PARTICIPATION RESTRICTED NOTE FOR MEMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: https://www.facebook.com/ElginCountyAdmin/ Accessible formats available upon request. 2 Page 1 October12, 2021 ELGIN COUNTY COUNCIL MINUTES October 12, 2021 Elgin County Council met this 12th day of October 2021. The meeting was held in a hybrid in- person/electronic format with Councillors and staff participating as indicated below. Council Present: Warden Tom Marks (Council Chambers) DeputyWardenDaveMennill (CouncilChambers) Councillor Duncan McPhail (Council Chambers) Councillor Bob Purcell (Council Chambers) Councillor Sally Martyn (Council Chambers) Councillor Grant Jones (Council Chambers) Councillor Mary French (Council Chambers) Councillor Dominique Giguère (Council Chambers) Councillor Ed Ketchabaw (Council Chambers) Staff Present: Julie Gonyou, Chief Administrative Officer (Council Chambers) Brian Lima, General Manager of Engineering, Planning & Enterprise/Deputy Chief Administrative Officer (Council Chambers) Jim Bundschuh, Director of Financial Services (Council Chambers) Michele Harris, Director of Homes and Seniors Services (electronic) Amy Thomson, Director of Human Resources (electronic) Jeff Brock, Director of Information Technology Services (electronic) Jeff VanRybroeck, Fire Trainer/CEMC (Council Chambers) Stephen Gibson, County Solicitor (electronic) Nick Loeb, Senior Counsel (electronic) Katherine Thompson, Manager of Administrative Services (Council Chambers) Jenna Fentie, Legislative Services Coordinator (Council Chambers) Carolyn Krahn, Legislative Services Coordinator (Council Chambers) 1. CALL TO ORDER The meeting convened at 9:00 a.m. with Warden Marks in the chair. Council observed a moment of silence in remembrance of former Warden Budd Marr. 2. ADOPTION OF MINUTES Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED THAT the minutes of the meeting held on September 28, 2021 be adopted. - Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS None. 5. COMMITTEE OF THE WHOLE Moved by: CouncillorJones Seconded by: CouncillorMartyn 3 Page 2 October12, 2021 RESOLVED THAT we do now move into Committee of the Whole Council. - Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden’s Activity Report (September) and COVID-19 Update – Warden Marks The Warden provided an overview of the County’s response to the COVID-19 pandemic as well as a list of events and meetings he attended and organized on behalf of County Council. Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT the October 7, 2021, report titled, Warden’s Activity Report (September) and COVID-19 Update submitted by the Warden, be received and filed for information. - Motion Carried. 6.2 Homes – Infection Control Policy 2.10 – Immunization – Staff COVID-19 and 2.23 Pandemic Prevention and Control – Staff Testing; and Administration Policy 1.35 Visitors and Resident Absences During a Pandemic – Director of Homes and Seniors Services The Director of Homes and Seniors Services presented for Council’s approval policies following direction from the Ministry of Long-Term Care regarding COVID- 19 immunization and testing for staff, residents, and essential caregivers; and for visiting/absences within Long-Term Care Homes. Moved by: Councillor Mennill Seconded by: Councillor Martyn RESOLVED THAT the report titled “Homes – Infection Control Policy 2.10 – Immunization – Staff COVID-19 and 2.23 Pandemic Prevention and Control – Staff Testing; and Administration Policy 1.35 Visitors and Resident Absences During a Pandemic” dated October 6, 2021 be received and filed; and, THAT Council approve the adoption of the “Homes – Infection Control Policy 2.10 – Immunization – Staff COVID-19 and 2.23 Pandemic Prevention and Control – Staff Testing; and Administration Policy 1.35 Visitors and Resident Absences During a Pandemic” policy changes. - Motion Carried. 6.3 Elgin Middlesex Regional Fire School Update ೃ Fire Training Officer/Community Emergency Management Coordinator The Fire Training Officer/Community Emergency Management Coordinator provided an update on fire training courses offered by the Fire Training Officer in 2021 and provided an update on the course plans for the Elgin Middlesex Regional Fire School in 2022. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT the October 6, 2021, report titled, Elgin Middlesex Regional Fire School Update submitted by the Fire Training Officer/ Community Emergency Management Coordinator be received and filed for information. - Motion Carried. 4 Page 3 October12, 2021 6.4 Accounting Internship – Director of Financial Services The Director of Financial Services presented a report regarding an opportunity for the County of Elgin to participate in Fanshawe College’s co-op program for the winter of 2022. Moved by: Councillor Giguère Seconded by: Councillor French RESOLVED THAT the October 12, 2021 report titled, Accounting Internship, submitted by the Director of Financial Services, be received and filed for information; and, THAT $15,000 for wages and benefit costs for an accounting internship be considered by the Budget Committee at the October 26, 2021 meeting and further considered by Elgin County Council as part of their 2022 budget deliberations. - Motion Car ried. 6.5 Phragmites Roadside Spraying Program Update – 2021 – General Manager of Engineering, Planning & Enterprise The General Manager of Engineering, Planning & Enterprise updated Council on the progress made on identifying and spraying Phragmites along County roadsides. Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT the report titled, “Phragmites Roadside Spraying Program Update - 2021” from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated October 4, 2021 be received and filed. - Motion Carried. 6.6 COVID-19 Emergency Team Planning – September Update – Chief Administrative Officer The Chief Administrative Officer provided Council with an update on the Emergency Management Team’s response to the COVID-19 pandemic. Moved by: Councillor Martyn Seconded by: Councillor Mennill RESOLVED THAT the October 6, 2021, report titled, “COVID-19 Emergency Team Planning – September Update”, submitted by the Chief Administrative Officer, be received and filed for information. - Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration None. 7.2 Items for Information (Consent Agenda) 7.2.1 Letter from the Ministry of Municipal Affairs and Housing regarding the Expiry of Temporary Regulations (1320/20 and 131/20) Limiting Municipal Authority to Regulate Construction Noise. 7.2.2 News Release from the Province of Ontario regarding the Announcement of Eight New Ontario Health Teams. 5 Page 4 October12, 2021 7.2.3 Western Ontario Wardens Caucus with their Monthly Update for September. Moved by: Councillor McPhail Seconded by: Councillor Ketchabaw RESOLVED THAT Correspondence Items #7.2.1 ೃ 7.2.3 be received and filed. - Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members None. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. CLOSED MEETING ITEMS Moved by: Councillor Jones Seconded by: Councillor French RESOLVED THAT we do nowproceed 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 (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; (i) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization – Elgin County Connectivity (walk-on). In-CameraItem#2 (b) personal matters about an identifiable individual, including municipal or local board employees; (d) labour relations or employee negotiations – Organizational Update. In-Camera Item #3 (b) personal matters about an identifiable individual, including municipal or local board employees; (d) labour relations or employee negotiations – Organizational Update. - Motion Carried. 10. MOTION TO RISE AND REPORT Moved by: Councillor Jones Seconded by: Councillor Ketchabaw RESOLVED THAT we do now rise and report. - Motion Carried. 6 Page 5 October12, 2021 In-Camera Item #1 – Elgin County Connectivity Moved by: Councillor Ketchabaw Secondedby:CouncillorGiguère RESOLVED THAT the report from the Chief Administrative Officer be received; and THAT staff proceed as directed. - Motion Carried. In-Camera Item #2 – Organizational Update Moved by: Councillor Mennill Seconded by: Councillor French RESOLVED THAT the report from the Chief Administrative Officer be received; and THAT staff proceed as directed. - Motion Carried. In-Camera Item #3 – Organizational Update Moved by: Councillor Jones Seconded by: Councillor French RESOLVED THAT the report from the General Manager of Engineering, Planning and Enterprise and the Chief Administrative Officer be received. - Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Jones Seconded by: Councillor French RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole. - Motion Carried. 12. CONSIDERATION OF BY-LAWS 13.1 By-Law 21-37 – 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 October 12, 2021 Meeting. Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED THAT By-Law No. 21-37 be now read a first, second and third time and finally passed. - Motion Carried. 13. ADJOURNMENT Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT we do now adjourn at 12:04 p.m. to meet again on October 26, 2021 at 9:00 a.m. - Motion Carried. 7 Page 6 October12, 2021 Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 8 9 2021 SCOR EDC Partnership Elgin County irect line to d – 2 10 region tech gas Infrastructure hared RFP for 00+ jobs across the s 8 – – SCOR EDC Board member on Ministry of Transportation Mayors Task Force shaping transportation across SWOEfficiencies in community transportationCost savings Mapping uploads to workforce planning boardsShortline rail Most business are in manufacturing and agricultural supports expansion of natural – –––––– TransportationCommunity TransportationRailBroadbandEnergy ••••• 3 region 11 jobs across the 800+ – Infrastructure: Transportation ure of Shortline Rail Fut – upports Shortline rail Most business are in manufacturing and agricultural sKey infrastructure from St Thomas to NorfolkApplication to the National Trade Corridor Fund –––– Rail • 4 going - and on 19 - 12 Management Program - econdary institutions ri s - gricultural Equipment Operator Ag A – - Human Capital Focus on agricultural workforce capacity buildingFanshawe College Conestoga CollegeProgramSupport for SAW at outset of COVIDPartnerships with post ––––– WorkforceEducation •• 5 13 icultural capacity and y promotional guide agr – count – Sector Development Feeding Your Future videosAlways in Season ederal level –– Partnerships with OFAPolicy, programing inputs at Provincial and FOngoing issues for ag communityDevelopment of hazelnut industry support Marketing the region domestically and globally •••• • 6 14 Advocacy & Connecting ng communications with other levels of government ters of support to other organizations resulting in goi Let - iddlesex Oxford Workforce Planning Board haring he past two years regarding issues specific to this region 25 Delegations and meetings with Cabinet Ministers over tOnsupporting regional and individual county effortsCollaborating with other organizations such as Elgin MCollaboration with WOWC on rural data dissemination and s12 successful funding applications ••••• 7 time focus on strategic – 15 Partnership and positive reputation as a region Partnership creates immediate value but more importantly cumulative value over Action oriented organizations planning and implementationRecognition Ability to tackle projects and issues that are larger in scale than one municipality can take on individuallySmall enough to reach consensus and move forward on areas of focusAbility to attract and leverage funding on a regional scale 8 16 Thank you! do@scorregion.com working together for the good of all! county partnership …good neighbours We have accomplished a great deal as a five REPORTS OF COUNCIL AND STAFF October 26, 2021 Staff Reports – ATTACHED Director of Community and Cultural Services – Revisions to Elgin County Museum By-law and Advisory Committee Representation Director of Homes and Seniors Services – Homes – Attending Physician Agreement – Elgin Manor Director of Homes and Seniors Services – Homes – Specialized Physician Agreement – Neurotoxin (i.e. Botox, Dysport, Xeomin) for Spasticity Management – Bobier Villa, Elgin Manor, and Terrace Lodge Manager of Planning – Approval for Official Plan Amendment No. 8, Additional Residential Units, Municipality of Central Elgin File No. CE-OPA 8-21 General Manager of Engineering, Planning, and Enterprise/Deputy CAO – Elgin/Graham Scott Enns LLP – Short Term Rental – Storage Room 343-A General Manager of Engineering, Planning, and Enterprise/Deputy CAO – Ride Elgin Program Cancellation 17 1 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE:October 15, 2021 SUBJECT: Revisions to Elgin County Museum By- law and Advisory Committee Representation RECOMMENDATION: THAT the By-Law “To Provide for the Operation of the Elgin County Museum” be hereby amended according to the terms outlined in the report titled “Revisions to Elgin County Museum By-Law and Advisory Committee Representation” from the Director of Community and Cultural Services dated October 15, 2021. INTRODUCTION: This report recommends a membership change on the Elgin County Museum Advisory Committee and other minor changes to the Elgin County Museum’s operating by-law. DISCUSSION: The Elgin County Museum Advisory Committee currently has two at-large members, one of which is currently vacant as a result of a recent resignation. Staff are recommending that membership on the committee be amended to encompass two voting members representing County museums from one such member. This recommendation is being made to strengthen partnerships with area museums. This would leave one at-large member. Two other revisions to the by-law are also recommended: the first is to specify that each representative is a voting member; and the second is to establish a quorum requirement which was previously missing from the by-law. Quorum is recommended to be four which is a majority of voting members. The enabling by-law for these revisions has been prepared and is included in this agenda package. FINANCIAL IMPLICATIONS: Not applicable. 18 2 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin Ensuring alignment of Planning for and Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth.infrastructure to deliver programs and services now and in the future. Exploring different Fostering a healthy ways of addressing environment. Delivering mandated community need. programs and services Enhancing quality of efficiently and Engaging with our place. effectively. community and other stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: Not applicable. COMMUNICATION REQUIREMENTS: Not applicable. CONCLUSION: Representation on the Elgin County Museum Advisory Committee will be brought forward for Council’s approval in early 2022 should Council approve these revisions. At that time, the service of out-going members will be acknowledged. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Julie Gonyou Director of Community and Cultural Chief Administrative Officer Services 19 1 REPORT TO COUNTY COUNCIL FROM: Michele Harris, Director of Homes and Seniors Services DATE:October 19, 2021 SUBJECT: Homes – Attending Physician Agreements – Elgin Manor RECOMMENDATIONS: THAT the report titled: “Homes – Attending Physician Agreements – Elgin Manor” dated October 19, 2021 be received and filed; and, THAT Council approve an Attending Physician Agreement with Dr. Brendan Boyd for an initial Term of eleven (11) months and twenty-five (25) days, commencing on November 1, 2021 and ending on October 25, 2022 and securing the provision of medical services to Elgin Manor; and THATCouncil authorize execution of the said Attending Physician Agreement by the Warden and Chief Administrative Office on behalf of the Corporation of the County of Elgin; and, THAT Council accept the requested end date of October 31, 2021 for Dr. Ken Morrison attending physician agreement for Elgin Manor. INTRODUCTION: The Attending Physician agreement is a requirement of the Long-Term Care Homes Act (LTCHA), 2007 and Ontario Regulations 79/10 for the provision of medical services to the residents of Bobier Villa, Elgin Manor and Terrace Lodge. The attending physician role includes, but is not limited to, the following responsibilities and duties: 1. Accountability to the Medical Director for meeting the Home’s policies, procedures and protocols for medical services 2. Provision of medical services as outlined in the LTCHA and regulations 3. Provision of after-hours coverage and on-call coverage DISCUSSION: The Homes have the following attending physician agreements in place to provide medical director services to the residents of Elgin Manor: Dr. Derek Vaughan – Bobier Villa and Elgin Manor 20 2 Dr. Ken Morrison – Elgin Manor In September 2021, Dr. Ken Morrison provided the required notification to terminate the attending physician agreement with Elgin Manor to support his retirement. Since that time, he has made a request for early release (October 31, 2021) from his duties during the notice period pending the ability of Elgin to recruit a physician to fulfill the remaining commitments. Under the advice of the medical director (Dr. Derek Vaughan) and, in consultation with the County Solicitor, the Director of Homes and Seniors Services has reached consensus with Dr. Brendan Boyd to enter into an attending physician agreement to provide medical services to residents of Elgin Manor. Based on the current end dateof all other attending physician agreements, it was both recommended and agreed that the end date of the agreement with Dr. Brendan Boyd shall align with all other attending physician agreements. With the exception of the start date (November 1, 2021) and vaccination requirements, the attached attending physician agreement for Dr. Brendan Boyd coincides with the current attending physician agreements, including but not limited to: Pandemic measures to ensure continuation of onsite and/or virtual attendances for delivery and provision of medical services during the current and future pandemic(s) Updates to the agreement to align with LTCHA, regulations and pandemic requirements Insurance coverage Locum physician and student physician requirements Documentation within electronic and other health records Restraint usage requirements FINANCIAL IMPLICATIONS: Attending physician on-call after hours coveragefees are funded by the Ministry of Health and Ministry of Long-Term Care. Attending physicians bill medical services to Ontario Health Insurance Plan (OHIP). ALIGNMENT WITH STRATEGIC PRIORITIES: 21 3 Serving ElginGrowing ElginInvesting in Elgin Ensuring alignment of Planning for and Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth.infrastructure to deliver programs and services now and in the future. Exploring different Fostering a healthy ways of addressing environment. Delivering mandated community need. programs and services Enhancing quality of efficiently and Engaging with our place. effectively. community and other stakeholders. Additional Comments: LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: Management and staff of Elgin Manor; resident and family council of the Home will be informed of the attending physician change for Elgin Manor. CONCLUSION: The proposed Attending Physician Agreement was updated following thorough review and recommendation by the Director of Homes and Seniors Services and County Solicitor, and aligns with the requirements of the LTCHA, Ontario Regulations 79/10 and current pandemic infection prevention and control/virtual care requirements. Negotiations with Dr. Brendan Boyd support the recommended changes. All of which is Respectfully Submitted Approved for Submission Michele Harris Julie Gonyou Director of Homes and Seniors Services Chief Administrative Officer 22 ATTENDING PHYSICIAN AGREEMENT THIS AGREEMENT made effective the 1st day of November, 2021 BETWEEN: CORPORATION OF THE COUNTY OF ELGIN a municipal body operating a Long Term Care Home known as Elgin Manor (hereinafter referred to as “Elgin” or “Home”, as context requires) AND Dr. Brendan Boyd (hereinafter referred to as the “Attending Physician”) WHEREAS the Long-Term Care Homes Act, 2007, (the “Act”) requires that there be a contract between a Long Term Care Home and its Attending Physicians; AND WHEREAS the Attending Physician wishes to enter into an Agreement with Elgin in respect of specified services he or she proposes to perform in the Home. NOW THEREFORE in consideration of the covenants and agreements hereinafter contained, the parties agree as follows: 1.0 Except as hereinafter provided, this Agreement shall remain in place for a period of eleven (11) months and 25 days, ending October 25, 2022, from the date first written above and is subject to the termination provisions set out below. 2.0 Elgin, through administration at the Home, shall: 2.1 Make available to the Attending Physician copies of applicable legislation and policiesrelating to matters for which the Attending Physician has responsibility and provides services; 2.2 Provide the Attending Physician with access to the Home, orientation and training prescribed in the Act, and cooperation from staff when carrying out the responsibilities provided for herein; and 2.3Make available to the Attending Physician access to the Home’s electronic medical records system so long as the Attending Physician is in compliance with the requirements set out in allrelevant policies, procedures, and protocols adopted by Elgin as well as the Personal Health Information Protection Act, 2004. 23 3.0Elginagrees to indemnify and save harmless the Attending Physician from any claims, demands, damages or actions brought against the Attending Physician in relation to the provision of servicesby its employees at the Home who are not acting under the instructions of or under the direction of the Attending Physician. 4.0 The Attending Physician: 4.1 Shall at all times be a member in good standing of The College of Physicians and Surgeons of Ontario, and a legally qualified medical practitioner licensed to practise medicine in Ontario; 4.2 Shall participate fully in the Home’s orientation and training programs applicable to the Attending Physician; 4.3 Throughout the Term of this Agreement, shall obtain, maintain, and, upon demand, provide evidence of current and valid compensation and/or insurance coverages and limits in relation to the services contemplated by this Agreement and as acceptable to Elgin, including either pursuant to the Canadian Medical Protective Association (“CMPA”) or otherwise under a policy of insurance issued to the Medical Director by a licensed insurance carrier carrying on business in the Province of Ontario and under which policy the Corporation of the County of Elgin will be named as an additional insured, in which latter regard the Parties hereto acknowledge a current minimum policy limit of FIVE MILLION DOLLARS ($5,000,000.00) per occurrence; 4.4 Shall be appointed by the Elgin Director of Homes and Seniors Services on the advice of the Medical Director for such Home; 4.5 Unless otherwise waived by Elgin through the Director of Homes and Seniors Services, shall have hospital privileges in a local community hospital; 4.6 Shall assess, plan, implement and evaluate the resident’s medical care, develop a medical plan of treatment for the residents and participate in the interdisciplinary approach to care; 4.7 Render, provide, and deliver the services detailed in Appendix “A” hereto; 4.8 Unless he or she is one and the same person, shall be accountable to the Medical Director for meeting the Homes’ policies, standards, and protocols of medical care and all applicable legislation and regulation, including but not limited to Act and Ontario Regulation 79/10, the Personal Health Information Protection Act, 2004 and as otherwise referred to in Appendix “A” hereto; provided further that, if the Attending Physician is also the Medical Director for the Home, then he or she shall be accountable to the Director of Homes and Senior Services relative to this obligation; 24 4.9 At least three (3) days prior to the commencement of work by a Locum Physician, shall notify the Home, by its on-site Administrator, of the identity of such Locum Physician and otherwise confirm that such Locum Physician is permitted and authorized to provide medical services to residents of the Home as a Locum Physician; 4.10 Shall ensure that the Home is notified of the identity of a Physician Assistant or student working under the supervision of the Attending Physician and, furthermore, ensure that all required authorizations and permissions for work by such Physician Assistant or student within the Home have been issued;` 4.11 Shall fully and appropriately document details of assessment, treatment, and/or care administered on the resident’s health record (including but not necessarily limited to the electronic health record) upon admission and upon each subsequent visit in order to accurately maintain continuity and ongoing evaluation of all medical services as these relate to clinical diagnosis; 4.12 Shall participate as agreed in the Home’s On-Call program and be available when designated to provide On-call services in exchange for receiving available Ministry of Long Term Care (“MOLTC”) funding for the LTC On-Call program including: Co-Ordinate with the Medical Director and Administrator of the Home/Director of Homes and Senior Services to divide as to distribution of funding between Attending Physicians who provide on- call coverage; and As may be required by the Home, completing all forms pertaining to the On-Call services program (e.g. on-call roster, disbursement of on-call fees, etc.) 4.13 When not personally available to accept on-call inquiries, shall advise administration atthe Home of emergency medical services which may be utilized; and 4.14 Shall attend regularly at the Home to provide needed and appropriate Attending Physician services to all residents for which retainer or appointment is in place (an average of once per week) in order to carry out his or her responsibilities under this Attending Physician Agreement. 4.15 Shall cooperate with, participate in, and/or be available during any and all compliance review conducted by the Ministry of Long Term Care, or any successor entity thereto, pertaining to the Services contemplated herein, including but not limited to inquiries made by any compliance inspector, advocates, family members, and persons conducting coroner’s investigations. 25 4.16 shall, in the event of a declared pandemic or other state of emergency and in respect of infection prevention and control measures implemented and in effect at the Home, co-operate and collaborate with the Director of Homes and Seniors Services and/or any authorized Administrator or Manager of Resident Care at the Home to ensure continuation of on-site and/or virtual attendances for delivery and provision of medical services to any resident or residents therein. 4.17 shall comply with the requirements of any and all Elgin policies implemented with regard to COVID-19 health and safety, including any policies dealing with vaccine requirements arising out of the “Minister’s Directive: Long-Term Care Home COVID-19 Immunization Policy”, as may be amended or replaced; any policies arising out of any other Minister’s Directive issued pursuant to section 174.1 of the Long-Term Care Homes Act, 2007; and, any other Elgin policy implemented by Elgin at its sole and absolute discretion. 5.0 The Attending Physician shall notify the Director of Homes and Seniors Services and, if not one and the same person, Medical Director in the event that he or she is no longer available to care for a resident, so that alternative medical coverage can be arranged. 6.0 The Attending Physician agrees to indemnify and save harmless Elgin and the Home from any claims, demands, damages or actions brought against it directly relating to the provision of physician services by the Attending Physician pursuant to this Agreement. 7.0 In the event of default in respect of obligation hereunder, this Agreement may be terminated on thirty (30) days written notice by the party not in default to the party in such default, within which thirty (30) day period the party in default shall have seven (7) days after receipt of such notice to end and/or remediate such default. In the event that the Attending Physician becomes unable to perform his or her duties for a period of ninety (90) consecutive days due to physical, psychological or mental illness or condition, the Home may terminate this Agreement on thirty (30) days written notice to the Attending Physician. In the event of death of the Attending Physician, the within Agreement shall be deemed to be terminated as of date of death. 8.0 Without limiting that set forth in Section 7.0 above, the within Agreement may be terminated for convenience by the Physician upon at least ninety (90) days written notice to Elgin through the Director of Homes and Seniors Services or his or her designate. 26 9.0This Agreement may be amended by written agreement signed by the parties and attached hereto, and such amendments shall be adhered to and have the same force as if they had originally formed part of this Agreement. IN WITNESS WHEREOF the parties have executed this Agreement, either personally or by hand of duly authorized officers, at St. Thomas, Ontario, this _______ day of ________________, 2021. Signed, Sealed, and Delivered ) Corporation of the County of Elgin In the Presence of ) ) ) Per:____________________________ ) Name: Tom Marks ) Position: Warden ) ) ) Per:____________________________ ) Name: Julie Gonyou ) Position: Chief Administrative Officer ) ) ) Per:____________________________ ) Name: Michele Harris ) Position: Director of Homes & Seniors Services ) ) We have the authority to bind the Corporation ) ) Witness:___________________ ) Name: ) ) ____________________________ ) Name: Dr. Brendan Boyd 27 APPENDIX “A” (a)completea written medical history and physical examinationof his or her patient within seven (7) day of the patient becoming a resident of the Home; (b) provide medication, diet and treatment orders, diagnosis, and other relevant information provided or discovered upon notification of the resident’s admission and otherwise visiting the resident within seven (7) days of admission; (c) review the resident’s diet, medications, treatments, orders and update progress notes at least once every three (3) months; (d) visit the resident as frequently as deemed necessary by the resident’s health status and in accordance with the Home’s policy and shall otherwise attend to any medical or health related issues (including injury), write appropriate orders for any necessary treatment and/or progress notes at the time of the visit; (e) countersign all verbal orders / directions on next attendance atthe Home (within thirty (30) days; (f) complete and document an annual medical examination for each resident under his or her care; (g) comply with applicable provincial legislation including but not limited to Long-Term Care Home Act, 2007and Ontario Regulation 79/10; (h) provide an opportunity for the resident / substitute decision-maker to participate fully in the development and revision of the resident’s medical care plan; (i) communicate with the resident, resident’s family or substitute decision-maker as appropriate and provide information to them regarding the resident’s health status; provided further that the Attending Physician shall document such communication with the resident’s electronic health records (including but not necessarily limited to the resident’s electronic health records); (j) refer residents to the appropriate medical consultants and/or other health practitioners (ie physiotherapists, occupational therapists, social workers, speech therapists) when indicated; (k)provide discharge orders for the resident’s record when the resident is being discharged, which orders shall include a direction for destruction of medications; (l) provide written authorization for a medical or psychiatric absence, unless it is an emergency situation, and ensure that information concerningthe resident’s drug regime, known allergies, diagnosis and care requirements is provided to the resident’s Health Care Provider during the absence in accordance withby s. 138 (7) of O. Reg 79/10; 28 (m) where the physical or mental condition of a resident is such that the resident cannot properly be cared for in the Home, document the details of such determination and, at the earliest opportunity,attempt to arrange for the resident to be admitted to a general hospital or other facility best suited to provide the care required by the resident and forthwith record any such order within the medical record of the resident; (n) when a resident who is under the care of the Attending Physician dies in the Home: make a written report indicating the cause and time of death for retention on the deceased resident’s medical record; in accordance withthe Coroner’s Act, -report immediately to the coroner all deaths of residents where s. 10(1) of the Coroner’s Act applies; - provide notification of cluster/threshold deaths as required; - ensure the Institutional Patient Death Record is completed by registered staff and notify the Coroner immediately if any questions therein are answered as ‘yes’; - complete the report for the deceased resident’s medical record indicating the time, date and circumstances of death and the date and time notice of death was given to the coroner, when applicable; - record the order for the disposal of the deceased resident’s medications; (o) liase with local hospital(s) to facilitate admission(s) and referrals to specialists; (p) utilize the Home’s electronic medical records system only in accordance with policy, procedure and protocol established by Elgin and in effect from time to time, and only after receiving proper training and being assigned a password by the Director of the Home and at all timesin full compliance with all privacy legislation requirements, including but not limited to the Personal Health Information Protection Act, 2004; (q) make reasonable efforts to provide to residents under his or her care, the following: participation at care conferences; communication with family / substitute decision-maker(s); completion of transfer forms; telephone advice to Home’s staff; and completion of resident-specific forms. 29 (r) requisition diagnostic services as the resident’s condition warrants; (s) follow the Home’s policies on documentation with special reference to the interdisciplinary approach, transfer information and discharge orders; (t) ensure that all of his or her documentation is current, clear, dated and signed within the Home’s electronic documentation system; (u) participate in team discussions regarding advance directives with residents and/or families / substitute decision-makers; (v) communicatewith the Medical Director with respect to infection disease surveillance in the Home; and (w) on an annual basis, review and sign the Medical Directive for the administration of the Influenza Vaccine to the Home’s staff as delegated to the Home’s Registered Staff; provided that the Home shall ensure that any informed consent required from a recipient is given prior to the administration of such vaccine in accordance with current Public Health Guidelines; and provided further that Elgin shall, on an annual basis, review all relevant policies and procedures to ensure consistency and compliance with Public Health and Best Practice Guidelines. (x) if applicable, provide a written order for a resident restrained or to be restrained as to basis for any such restraint, including specifics as to type of restraint and when and how such restraint is to be used. Conduct necessary reassessments of restraint orders to ensure compliance with the Act and current policy within the Home; (y) ensure that every medical directive or order made by the Attending Physician is individualized to the particular resident’s condition and needs; (z) allow audit or review of his/her records related to this Agreement by the Elginor its representative or funding agent, including the Ministry of Long-Term Care or Ontario Healthand in compliance with funding accountability agreement requirements 30 Date: November 1st, 2021(Effective Date) _________________________________ CORPORATION OF THE COUNTY OF ELGIN and Dr. Brendan Boyd _________________________________ Attending Physician Agreement (Elgin Manor) _________________________________ Michele Harris Director of Homes and Seniors Services 450 Sunset Drive St. Thomas, ON N5R 5V1 31 1 REPORT TO COUNTY COUNCIL FROM: Michele Harris, Director of Homes and Seniors Services DATE:October 19, 2021 SUBJECT: Homes – Specialized Physician Neurotoxin (i.e. Botox, Agreement – Dysport, Xeomin) for Spasticity Management – Bobier Villa, Elgin Manor, and Terrace Lodge RECOMMENDATIONS: THAT the report titled: “Homes – Specialized Physician Agreement – Neurotoxin (i.e. Botox. Dysport, Xeomin) for Spasticity Management – Bobier Villa, Elgin Manor, and Terrace Lodge” dated October 19, 2021 be received and filed; and, THAT Council approve, and authorize execution by specified representatives, the two (2) year agreement from November 10, 2021 to November 9, 2023 with Dr. Adam Kassam for the provision of specialized medical services (spasticity management) to Bobier Villa, Elgin Manor and Terrace Lodge. INTRODUCTION: The Specialized Physician agreement is a requirement of the Long-Term Care Homes Act (LTCHA), 2007 and Ontario Regulations 79/10 for the provision of specialized medical services to the residents of Bobier Villa, Elgin Manor and Terrace Lodge. The specialized physician role for spasticity management – neurotoxin therapy includes, but is not limited to, the following responsibilities and duties: 1. Accountability to the Medical Director for meeting the Home’s policies, procedures and protocols for medical services 2. Provision of specialized medical services- i.e. spasticity management - neurotoxin therapy 3. Communicate with family/substitute decision-maker, provide telephone advice to Home’s staff and completion of resident-specific medical forms and documentation DISCUSSION: The Homes had a one (1) year agreement in place for the provision of spasticity management medical services with Dr. Adam Kassam whom was highly recommended by Allergan. 32 2 The one-year agreement ends November 9, 2021, andwas highly successful. It has been confirmed by the Director of Homes and Seniors Services that Dr. Kassam has interestand willingness in the continued provision of spasticity management services (including neurotoxin therapy) for the residents of the three (3) County of Elgin Homes. Under the advice of the Homes medical directors (Dr. Vaughan and Dr. Toth), and in consultation with the County Solicitor, the Director of Homes and Seniors Services has successfully negotiated a two (2) year agreement with Dr. Adam Kassam (attached). Having regard for the current pandemic and upon review of the LTCHA and regulations, amendments related to vaccination requirements have been included in the attached agreement. FINANCIAL IMPLICATIONS: Specialized physicians bill medical services to Ontario Health Insurance Plan (OHIP). ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin Ensuring alignment of Planning for and Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth.infrastructure to deliver programs and services now and in the future. Exploring different Fostering a healthy ways of addressing environment. Delivering mandated community need. programs and services Enhancing quality of efficiently and Engaging with our place. effectively. community and other stakeholders. Additional Comments: LOCAL MUNICIPAL PARTNER IMPACT: None. 33 3 COMMUNICATION REQUIREMENTS: Management of Bobier Villa, Elgin Manor and Terrace Lodge; resident and family council of each Home and the attending physicians/medical directors will be informed of the specialized physician agreement for the provision of spasticity management (neurotoxin therapy) for the three County of Elgin Homes. CONCLUSION: The specialized physician agreementfor spasticity management therapy has been updated following thorough review and recommendation by the Director of Homes and Seniors Services and County Solicitor, and aligns with the requirements of the LTCHA, Ontario Regulations 79/10 and current pandemic infection prevention and control/virtual care requirements. Negotiations with Dr. Adam Kassam support the recommended changes. All of which is Respectfully Submitted Approved for Submission Michele Harris Julie Gonyou Director of Homes and Seniors Services Chief Administrative Officer 34 NEUROTOXIN (ie BOTOX, DYSPORT, XEOMIN) FOR SPASTICITY MANAGEMENT SERVICES AGREEMENT th day of November, 2021. This Agreement made effective on the 10 BETWEEN : ADAM KASSAM (hereinafter referred to as the “Physician”) OF THE FIRST PART AND Corporation of the County of Elgin (hereinafter referred to as “Elgin”) OF THE SECOND PART WHEREAS Elgin operates a number of Homes for the Aged within its territorial limits, including Elgin Manor, Terrace Lodge, and Bobier Villa, pursuant to the provisions of, among others, the Long-Term Care Homes Act, 2007, S.O. 2007, c. 8, as amended (the “Act”); AND WHEREAS the Act requires Elgin to enter into an Agreement with any physician delivering and providing medical services to residents within any Home for the Aged which it operates; AND WHEREAS the Physician identified above proposes and desires to deliver and provide certain specialized medical consulting and treatment services (hereinafter the “Services”) to resident(s) at a Home or Homes for the Aged operated by Elgin (hereinafter referred to as the “Facility” or “Facilities”); AND WHEREAS Elgin and the Physician wish to reduce to writing the terms and conditions under which the Physician will deliver and provide the Services to a resident or residents in the afore-noted Facility or Facilities. NOW THEREFORE, in consideration of payment of the sum of ONE DOLLAR ($1.00) now paid by the Physician to Elgin and the mutual covenants hereinafter contained, the receipt and sufficiency of which is hereby acknowledged, the Parties hereto agree as follows: TERM th day of November, 2021, 1.0 This Agreement shall commence and be effective on the 10 and, unless otherwise terminated pursuant to sections 5.0 to 7.0 below, shall end on th day of November, 2023. the 9 35 OBLIGATIONS OF ELGIN 2.0 During the term of this Agreement, Elgin shall: 2.1 upon request, make available to the Physician legible photocopies of all relevant legislation, including but not limited to the Act and any Regulations enacted thereunder, and all policies and protocols relating to the delivery and provision of medical services to residents of the Facility/Facilities; 2.2 provide and allow the Physician reasonable access into the Facility/Facilities and, furthermore, during such period of access and for purposes of delivery and provision of Services identified herein, arrange for reasonable cooperation of medical and administrative staff at the Facility/Facilities; provide the Physician with access to the orientation and training prescribed 2.3 in the Long-Term Care Homes Act (LTCHA), 2007 to the physician; and 2.4 make available to the Physician access to the Home’s electronic medical records system on condition that the Physician is at all times in compliance with both any and all relevant policy, procedure, and/or protocol approved by Elgin and then in effect at the Facility or Facilities and any relevant legislation then in effect, including but not limited to the Personal Health Information Protection Act, 2004 (Ontario). QUALIFICATIONS/GENERALOBLIGATIONS OF PHYSICIAN 3.0 During the term of this Agreement, the Physician: 3.1 shall be a member in good standing of “The College of Physicians and Surgeons of Ontario”, and at all times remain a legally qualified medical practitioner licensed to practice medicine in the Province of Ontario; 3.2 shall possess, hold, and maintain any and all certificates, qualifications, and licenses for delivery and provision of the Services contemplated by and referred to in this Agreement or any Schedule hereto; 3.3 shall deliver and provide the Services identified in Schedule “A” hereto in a safe, prudent, professional, and proper manner, in accordance with his or her education, training, and experience, and at all times in keeping with the rules, regulations, protocols, and practices for such Services as established by all required certifying and/or licensing body or bodies; 3.4 throughout the Term of this Agreement, shall obtain, maintain, and, upon demand, provide evidence of current and valid compensation and/or insurance coverages and limits in relation to the services contemplated by this Agreement and as acceptable to Elgin, including either pursuant to the Canadian Medical Protective Association (“CMPA”) or otherwise under a policy of insurance issued to the Physician by a licensed insurance carrier carrying on business in the 36 Province of Ontario and under which policy the Corporation of the County of Elgin will be named as an additional insured, in which latter regard the Parties hereto acknowledge a current minimum policy limit of FIVE MILLION DOLLARS ($5,000,000.00) per occurrence, and further thereto and upon request of Elgin, provide proof of such insurance coverage to Elgin by its Director of Homes and Senior Services (hereinafter the “Director”); 3.5 on the advice of the Medical Director for the Facility/Facilities, obtain and maintain the approval of the Director for access to the Facility/Facilities and permission to deliver and provide the Services to residents of the Facility/Facilities as contemplated by this Agreement; 3.6 to the satisfaction of the Medical Director of the Facility/Facilities, to whom the Physician shall be accountable, comply with all policies, protocols, rules, regulations, and standards for the delivery and provision of medical care to residents of the Facility/Facilities; 3.7 in relation to the Services identified in Schedule “A” hereto, assess and evaluate the condition of any resident or residents of the Facility/Facilities requiring treatment and thereafter develop and implement an appropriate plan of care incorporating those Services and provided further that, where necessary, the Physician shall cooperate in the development and implementation of an interdisciplinary plan of care incorporating the Services contemplated by this Agreement; 3.8 shall at all times document the details of Services and treatment delivered and provided to any resident or residents of the Facility/Facilities and the ongoing condition of the said resident or residents during any such period of service or treatment as contemplated herein in accordance with the policies, rules, regulations, and practices of Elgin at the Facility/Facilities and to the satisfaction of the Medical Director and Director; 3.9 in respect of the Services contemplated hereunder, be available for attendance at the Facility/Facilities to deliver and provide such Services, as requested, required, and scheduled, to any resident or residents therein and at a frequency of at least one (1) attendance every three (3) months; and, 3.10 in writing, notify the Medical Director of the Facility/Facilities of an inability and/or unwillingness to deliver or provide further Services as contemplated herein to any specific resident or residents and, to the extent possible without violation of any binding rules of privacy or confidentiality, the reason or basis for such inability or unwillingness. 3.11 shall cooperate with, participate in, and/or be available during any and all compliance review conducted by the Ministry of Long Term Care, or any successor entity thereto, pertaining to the Services contemplated herein, including but not limited to inquiries made by any compliance inspector, advocates, family members, and persons conducting coroner’s investigations. 37 3.12 shall, in the event of a declared pandemic or other state of emergency and in respect of infection prevention and control measures implemented and in effect at any Facility or Facilities, co-operate and collaborate with the Director of Homes and Seniors Services and/or any authorized Administrator or Manager of Resident Care at such Facility or Facilities to ensure continuation of on-site and/or virtual attendances for delivery and provision of medical services to any resident or residents therein. 3.13 shall comply with the requirements of any and all Elgin policies implemented with regard to COVID-19 health and safety, including any policies dealing with vaccine requirements arising out of the “Minister’s Directive: Long-Term Care Home COVID-19 Immunization Policy”, as may be amended or replaced; any policies arising out of any other Minister’s Directive issued pursuant to section 174.1 of the Long-Term Care Homes Act, 2007; and, any other Elgin policy implemented by Elgin at its sole and absolute discretion. 3.14 shall participate fully in any orientation and training program or programs required by Elgin and related to the services provided by the Physician and contemplated by this Agreement. INDEMNIFICATION 4.0 During the term of this Agreement, 4.1 Elgin agrees to indemnify and save harmless the Physician from and against any and all claims, demands, damages, actions, or suits, including any award of costs in respect thereof, arising from or related to assistance provided by any servant, employee, or agent of Elgin to the physician, other than as directed or instructed by the Physician, while the Physician delivers or provides any Service to any resident or residents of the Facility/Facilities as contemplated or authorized by this Agreement; and, 4.2 Subject to the exception provided for in section 4.1 above, the Physician agrees to indemnify and save harmless Elgin from and against any and all claims, demands, actions, or suits, including any award of costs in respect thereof, as arising from or related to the delivery or provision of Services by the Physician to any resident or residents of the Facility/Facilities as contemplated or authorized by this Agreement and/or the breach or default of any obligation of the Physician hereunder. TERMINATION 5.0 This Agreement may be terminated by either Party hereto on at least one hundred and twenty (120) days written notice from one Party to the other Party, provided that, in the event of default in respect of any obligation hereunder, this Agreement may be terminated on thirty (30) days written notice by the Party not in default to the Party in 38 such default, within which thirty (30 ) day period the party in default shall have a period incorporating the first seven (7) days after notice is delivered to end and/or remediate such default. 6.0 In the event that the Physician becomes unable or unwilling to perform his or her obligations hereunder or otherwise deliver or provide the Services as contemplated herein for a period of one hundred and twenty (120) consecutive days due to physical, psychological, or mental illness, injury, or condition, then Elgin may terminate this Agreement on thirty (30) days written notice to the Physician. 7.0 In the event of death of the Physician during the term of this Agreement, then this Agreement shall be deemed as terminated as of the date of death of the Physician. MISCELLANEOUS 8.0 Any notice required or permitted to be given under this Agreement shall be in writing and shall be served personally or sent by prepaid registered mail addressed as follows: 8.1 To the Physician at: 625 Runnymede Road Toronto, Ontario M6S 3A3 8.2 To Elgin at: 450 Sunset Drive St. Thomas, Ontario N5R 5V1 9.0 Either Party may from time to time change its address and recipient for service by notice to the other Party as previously set out. 10.0 For the purposes immediately set forth above, Notices which are served in the manner set out above shall be deemed sufficiently given for all purposes of this Agreement, in the case of those personally served, on the date of such 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 has 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. 11.0 All obligations under this Agreement shall be considered as joint and several and any declaration of invalidity of any such individual obligation shall not invalidate any other obligation. 12.0 This Agreement may be amended by written agreement signed by the Parties and any such amendment shall be adhered to and have the same force and effect as if they had originally formed part of this Agreement. (Balance of page left blank intentionally) 39 13.0 This Agreement shall be governed by the laws of the Province of Ontario. 14.0 This Agreement and the obligations hereunder shall enure to the benefit of and be binding upon the Parties to this Agreement and any subsequent heirs, administrators, successors, and assigns, as the case may be. IN WITNESS WHEREOF the Parties hereto have set their hands and seals hereto, either personally or by duly authorized representatives over its corporate seal as affixed, at the location and on the date and year as first set forth below. Signed, Sealed, and Delivered ) In the presence of ) (date and location as indicated) ) ) ) Witness:__________________________ ) ______________________ Name: ) Name: Dr. Adam Kassam ) ) Date:____________________________ ) ) Location:_________________________ ) ) ) Corporation of the County of Elgin ) ) ) ) per:_______________________ ) Name: Tom Marks ) Position: Warden Date:____________________________ ) ) Location: Central Elgin ____________ ) ) per:_______________________ ) Name: Julie Gonyou ) Position: Chief Administrative Officer ) ) We have authority to bind the ) Corporation 40 SCHEDULE ‘A’ Services (a) visit the resident as frequently as deemed necessary by the resident’s health status relating to Neurotoxin (ie. Botox, Dysport, Xeomin) for Spasticity Management therapy treatment and in accordance with the Home’s policy, shall attend to any problems, write appropriate orders and/or progress notes at the time of the visit; (b) countersign all verbal orders / directions within ninety (90) days; (c) comply with applicable provincial legislation; (d) provide an opportunity for the resident / substitute decision-maker to participate fully in the development and revision of the resident’s medical care plan related to Neurotoxin (ie. Botox, Dysport, Xeomin) for Spasticity Management therapy treatment; (e) communicate with the resident, resident’s family or substitute decision-maker as appropriate, and providing information to them regarding the resident’s health status related to Neurotoxin (ie. Botox, Dysport, Xeomin) for Spasticity Management therapy treatment, and document details of such communication in the resident’s medical records; (f) as qualified, refer residents to the appropriate medical consultants and/or other health practitioners (ie. physiotherapists, occupational therapists, social workers, speech therapists) when indicated; (g) make reasonable efforts to provide to residents under his or her care, the following: communication with family / substitute decision-maker telephone advice to Home’s staff completion of resident-specific medical forms (as related to the Services contemplated herein) (h) follow and comply with any policies relating to required medical documentation, including those having regard to and implementing an interdisciplinary approach, and which policies are in effect from time to time in the Facility or Facilities. (i) ensure that all of his or her documentation is current, clear, legible (as applicable), dated and signed. 41 Date: November 10, 2021 _________________________________ CORPORATION OF THE COUNTY OF ELGIN and ADAM KASSAM _________________________________ Neurotoxin (ie. Botox, Dysport, Xeomin) for Spasticity Management Services Agreement _________________________________ Michele Harris Director of Homes and Seniors Services 450 Sunset Drive St. Thomas, ON N5R 5V1 42 1 REPORT TO COUNTY COUNCIL FROM: Nancy Pasato, Manager of Planning Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO DATE:October 26, 2021 SUBJECT:Approval for Official Plan Amendment No. 8, Additional ResidentialUnits, Municipality of Central Elgin File No.: CE-OPA 8-21 Applicant: Municipality of Central Elgin RECOMMENDATION: THAT County of Elgin Council approve Official Plan Amendment No.8 to the Municipality of Central Elgin Official Plan, File No. CE OPA 8-21; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. INTRODUCTION: This report will provide County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. The Municipality of Central Elgin submitted Official Plan Amendment No.8 to the County of Elgin on August 26, 2021 for approval. The purpose of the Official Plan amendment is to permit additional residential units/secondary dwelling units within single detached, semi-detached and rowhouse dwellings, and ancillary buildings. The proposed amendment applies to all lands within the Municipality of Central Elgin. In accordance with Section 17 of the Planning Act, the “Approval Authority” is required to make a decision in which it may approve, modify or refuse to approve an official plan amendment. If the “Approval Authority” fails to make a decision within 120 days after the amendment is received any person or public body may appeal to the Ontario Land Tribunal (formerly the Local Planning Appeal Tribunal). BACKGROUND: Through the Strong Communities through Affordable Housing Act, 2011 (Bill 140), the Province amended the Planning Act to require municipalities to authorize second units 43 2 in their Official Plans and zoning by-laws. Second units, also referred to as secondary dwelling units,are defined as a self-contained dwelling unit with a private kitchen, bathroom facilities and sleeping areas.It can be located within an existing dwelling, or within a structure ancillary to the principal dwelling. More recently, the Minister of Municipal Affairs and Housing introduced Bill 108, More Homes, More Choice Act, 2019. One of the intentions of Bill 108 was to address the housing crisis in Ontario by minimizing regulations related to residential development. The Ministry identified affordable housing as a “fundamental need” and additional residential units were identified as one of the least expensive ways to increase the supply of affordable housing while maintaining neighbourhood character. Amendments to the Planning Act through Bill 108 permit an additional residential unit in any single detached house, semi-detached house, or row house and in an ancillary building, allowing for a maximum of two additional residential units, for a total of three units on a property. DISCUSSION: Planning Act and Provincial Policy Statement As a result of Bill 140, the Planning Act was amended, specifically Section 16(3) which requires municipal official plans to authorize second units in detached, semi-detached and row houses, or in a building or structure ancillary to these housing types provided that the primary dwelling does not contain a second unit. Bill 108 and O. Reg 299/19 further amended the Planning Act to permit an additional residential unit for a total of three units on a site. These changes to the Planning Act require that Official Plans and Zoning Bylaws must contain provisions permitting additional residential units. Policy 1.4.3 of the PPS states that planning authorities shall provide for an appropriate range and mix of housing options and densities to meet projected market-based and affordable housing needs of current and future residents of the regional market area by permitting and facilitating all forms of residential intensification, including additional residential units, and redevelopment in accordance with policy 1.1.3.3. County and Local Official Plan The County Official Plan has not been updated as yet to includeallowance for the provision of two additional residential units. As part of the Official Plan review process, it is anticipated that these policies will be added, to allow for all localmunicipalities to permit additional residential units. 44 3 Within Central Elgin, private landowner interest in creating secondary residential dwelling units in the municipality has increased significantly. Approximatelytwelve site- specific zoning by-law amendments have been applied for to permit a secondary residential dwelling unit on the property with little to no Council or public objection. Further, Central Elgin Staff has received dozens of inquiries about the process and timing for the implementation of secondary dwelling unit policy. Through Central Elgin’s previous update to its Official Plan, and its eventual approval by the Ministry of Municipal Affairs and Housing in 2013, policies were put in place that provided direction on “Secondary Residential Units” in the municipality. Within the Central Elgin Official Plan, Policy 2.3.6 details criteria for Second Residential Units, defined as …” separate and complete dwelling units that are created within a single detached, semi-detached or rowhouse, regardless of whether the physical alteration of the house is required to create two residential units”. These policies were incorporated as there was Provincial direction to allow for these units. The Municipality of Central Elgin is proposing to amend the Official Plan designation and three zoning by-laws in the municipality to permit additional residential units. Specifically, the municipality is updating the “Secondary Residential Unit” policies in the Official Plan and providing general provisions in the Township of Yarmouth By-law No. 1998, Village of Belmont By-law No. 91-21, and Village of Port Stanley Zoning By-law No. 1507) to control the use of additional dwelling units within single detached, semi- detached and rowhouse dwellings, and ancillary buildings. The purpose of this Amendment is to provide consistency on secondary dwelling units (now additional residential units) in the Municipality and to implement the revised direction from the Province on this land use through new legislation in 2019 and its associated regulation to allow for additional residential units as-of-right. A copy of the Central Elgin adopted OPA No. 8 are attached to this report. FINANCIAL IMPLICATIONS: There will be no financial implications for the County as a result of this application. 45 4 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin Ensuring alignment of Planning for and Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services now and in the future. Exploring different Fostering a healthy ways of addressing environment. Delivering mandated community need. programs and services Enhancing quality of efficiently and Engaging with our place. effectively. community and other stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: This OPA No. 8will affect the Municipality of Central Elgin. COMMUNICATION REQUIREMENTS: None. Notice of adoption will be sent as per the requirements of the Planning Act. CONCLUSION: The Council of the Municipality of Central Elgin supports this Amendment and adopted it by By-Law 2619 on August 16, 2021. The Manager of Planning has reviewed File No. CE OPA 8-21, and is of the opinion that this Official Plan Amendment No. 8 is consistent with the Planning Act and Provincial Policy Statement, 2020, and recommends approval. Additional amendments to the County Official Plan will be required through the Official Pan review process. 46 5 All of which is Respectfully Submitted Approved for Submission Julie Gonyou Brian Lima, General Manager of Chief Administrative Officer Engineering, Planning, & Enterprise / DeputyCAO Nancy Pasato Manager of Planning 47 48 49 50 51 52 53 54 55 56 Lannd Use Designationn Scheduule "A" f o y it l a ip c i n u M e r t n e C s e m a h T Agricultural To The Officiial Plan of Natural Heritage fffffff vvvvvvvfffffff fffffffoooooooooooooovvvvvvvvvvvvvvffffffffffffff wwwwwwwfffffffooooooovvvvvvvvvvffffffffff BBBBBBBwwwwwwwwwwwwwwffffffffffffffoooooooooooooovvvvvvvvvvvfffffffffff uuuuiuuiiiiiiBBBBBBBBBBBBBBwwwwwwwfffffffooooooovvvvvvv 8888888uuuuuuiuuiiiiiiiiiiiiiBBBBBBBwwwwwwwwwwwwwwffffffffffffffooooooo 8888888uuuuuuuuuuiuuuuiiiiiiBBBBBBBBBBBBBBwwwwwww The Municcipality of 88888888888888uuuuuiuuiiiiiiiiiiiiiBBBBBBB 88888888888uuuuuuuuuuiuuuuiiiiii 8888888888 SeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSee SeeSeeSeeSeeSeeSeeSee SeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSee SeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSee SeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSee Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Land Use Overlay Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B" CtlCentral Elil Elgiln Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B" Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B" Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B"Schedule "B" Rural Development AArea LAND USEE PLAN vvvffffffffff ooooooovvvvvvvvvvvfffffffffffff wwwwfffffffffffooooooooooovvvvvvvvvvvfffffffff YWYWYWYWYWYWYWYWYWYWYWYWYWYW BBBBBBwwwwwwwwwwwffffffffffffooooooooooovvvvvvvvvvvffffffffffff YWYWYWYWYWYWYWYW ooooooBBBBBBBBBBBwwwwwwwwwwwffffffffffooooooooooovvvvvvvvvvvfffff YWYWYWYWYWYWYWYWYWYWYWYWYW eeeffffffffffoooooooooooBBBBBBBBBBBwwwwwwwwwwwfffffffffffooooooooovv YWYWYWYWYWYWYWYWYWYWYW ppsssssesssseeeeeeeeeeffffffffffffooooooooooooBBBBBBBBBBBwwwwwwwwwwwfffff YWYWYW CCCppppppppppssssssssesseeeeeeeeeeffffffffffooooooooooBBBBBBBBBBw CCCCCCCCCCCCppppppppppppssssssssesssseeeeeeeeeefffffffffffoooooooooo CCCCCCCCCCppppppppppssssssssesseeeeeeeeeeffffff CCCCCCCCCCCCpppppppppppssssssesse CCCCCCCCCCCpppp C Natural Hazard Bluff Hazard Limit FF FFFFFFFFF FFFFFFFFFFF OOOOOOFFFFFFFFFF OOOOOOOOOOOFFFFFFFFFF SSSOOOOOOOOOFFFFFFF SSSSSSSSSSOOOOOOOOOOOO SSSSSSSSSSOOOOOOOOO VVVVVVVVSSSSSSSSSSOO VVVVVVVVVVSSSSSSSSSS PPVVVVVVVVVVSSSSSS PPPPPPPPVVVVVVVVVVV PPPPPPPPPPPVVVVVVVVV CCCCCCCCPPPPPPPPPPPV CCCCCCCCCCPPPPPPPPP CCCCCCCCCCPPPPPPPP FFFFFFCCCCCCCCCCC JJJJJJJJFFFFFFFFFFCCCCCCCCC JJJJJJJJFJJFFFFFFFFFC TTTTJJJJJJJJJFFJFFFFFFFF TTTTTTTTTTTJJJJJJJJJFJJFFFFFFFFF MMMMMMTTTTTTTTTJJJJJJJJJFFF MMMMMMMMMTTTTTTTTTTTTJ MMMMMMMMMMMMMMMMTTTTTTTTTT YJWYJWYJWYJWYJWYJWYJW JJJJJJMMMMMMMMMMMMMMMMMMMMMMTTT YJWYJWYJWYJWYJWYJWYJW JJJJJJJJJMJJMMMMMMMMMMMMMMMMMM YJWYJWYJWYJWYJWYJWYJWYJWYJWYJWYJWYJWYJWYJW JJJJJJJJMMJMMMMMMMMMMMMM YJWYJWYJWYJWYJWYJWYJWYJW XXXXJJJJJJJJJJMJJMMMMMMMM YJWYJWYJWYJWYJWYJWYJWYJWYJWYJWYJWYJWYJW XXXXXXXXXXXJJJJJJJJJMM XXXXXXXXXJJ XXXXXXXXXXXX XXXXXXXXXX XXX 2121212121212121212121212121 NOTEE: Modification No. 26 212121212121212121212121212122222222222222222222222222222323232323232323232323232323242424242424242525252525252528282828282828 212121212121212222222222222222222222222222232323232323232323232323232324242424242424252525252525252727272727272728282828282828 212121212121212121212121212122222222222222232323232323232424242424242424242424242424252525252525252525252525252526262626262626272727272727272828282828282828282828282828 22222222222222222222222222222323232323232323232323232323242424242424242525252525252526262626262626272727272727272727272727272728282828282828 242424242424242424242424242425252525252525252525252525252626262626262626262626262626272727272727272828282828282828282828282828 262626262626262727272727272727272727272727 2626262626262626262626262626 underr Section 17(34) of the n UUUI o UUUUUUUUUUUIIIIIIIIIIIIPPPPPPPPNNNNNNNT UUUUUUUUUUIIIIIIIIIPPPPPPPPPPPPPNNNNNNNNTTTTTTTTTTTTTPPPPPPPPPPPOOOOOOOM UUUUUUUUUUUIIIIIIIIIIIIIPPPPPPPPPNNNNNNNNNNNNNTTTTTTTTTPPPPPPPPPPOOOOOOOOOOOMMMMMMMMMMMMMJJJJJJJJOJJJOOJOOOOOOFFFFFFF UUUUUUUUUUUIIIIIIIIIPPPPPPPPPPPPNNNNNNNNNTTTTTTTTTTTTPPPPPPPPPPPPOOOOOOOOOOMMMMMMMMMJJJJOJJJOJJOOOOOOOOOOFFFFFFFFFFFF d UUUIIIIIPPPPPPPNNNNNNNNNNNNTTTTTTTTTPPPPPPPPPOOOOOOOOOOOOMMMMMMMMMMMMJJJJJJJJOJJJOOJOOOOOOFFFFFFFFF TTTTTPPPPPPPOOOOOOOOOMMMMMMMMMMJJJJOJJJOJJOOOOOOOOOOFFFFFFFFFFFFF MMMMJJJJOJJOJOOOOOFFFFFFFF n o L f o EEE EEEEEEEEEEE y EEEEEEEEEEE Plannning Act. 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SSSSSSSSSSSSSSPPPPPPPOOOOOOOOOOOOOONNNNNNNNNNNNNNdddddddOOOOOOOOOOOOOOFFFFFFFFFFFFFFJJJJMMMJJMMMJMMMMMMMMMMMMMMMMMMMMMMJJJJJJJJOJJJJOJJOOOOOFFFFFFF PPPPPPPOOOOOOONNNNNNNddddddddddddddOOOOOOOOOOOOOOFFFFFFFJJJJJJJJMMMMMJJJJMMMMMMJJMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMJJJJOJJOOJOOOOOOOOOOOFFFFFFFFFFFFFF FFFFFFFJJJJMMMJJMMMJMMMMMMMMMMMMMMMJJJJJJJJOJJJJOOJJOOOOOOOOOOOFFFFFFF FFFFFFF CVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOF CVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOF CVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOF CVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOF CVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOFCVJT!MJOF UUUUUUUU UUUUUUUUUUUUU UUUUUUUUU UUUUUUUUUUUU UUUUUUU OOOOOOO OOOOOOOOOOO OOOOOOOOOO OOOOOOOOOOOOO OOOOOOOO SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!OOOOOOOOOOOO/F/S/O/F/S//F/S//F/S//F/S//F/S//F/S/ SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!OOOOOOOOOOOO/F/S/O/F/S//F/S//F/S//F/S//F/S//F/S/ PPPPPPPEEEEEEE SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!OOOOOOOOOOOOOOOOOOOOOO/F/S/O/F/S/OOO/F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S/ /F/S//F/S/ PPPPPPPPPPPPPPEEEEEEEEEEEEEE SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!OOOOOOOOOOOO/F/S/O/F/S//F/S//F/S//F/S//F/S//F/S/ PPPPPPPPEEEEEEE SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!SOH/!3!OOOOOOOOOOOOOOOOOOOOOO/F/S/O/F/S/OOO/F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S //F/S//F/S/ PPPPPPPPPPPPPEEEEEEEEEEEEEE PPPPPPPEEEEEEE BBBBBBB NNNNNNNBBBBBBBBBBBBBB NNNNNNNBBBBBBBB NNNNNNNNNNNNNNBBBBBBBBBBBBB NNNNNNNBBBBBBB NNNNNNNNNNNNNN MMMMMMM MMMMMMMMMMMMMMPPPPPPP MMMMMMMPPPPPPPPPPPPP MMMMMMMMMMMMMMPPPPPPPP MMMMMMMPPPPPPPPPPPPPP PPPPPPP SSSSSSSSSSSSSSOH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/ SSSSSSSSSSSSSSSSSSSSSSSSSSSSOH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/FFF FFFFFFFFFFF SSSSSSSSSSSSSSOH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/FFFFFFFSS SSSSSSSSSSSSSSSSSSSSSSSSSSSSOH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/FFF FFFFFFFFFFFSSSSSSSSSSSS SSSSSSSSSSSSSSOH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/OH/!2!O/F/S/FFFFFFFSSSSSSSSSSS FFFFFFFSSSSSSSSSS SSSSSSSSSSSSS CCCCCCS CCCCCCCC CCCCCCCCCCCCCC CCCCCCC CCCCCCCCCCCCCC XXXXXXX XXXXXXXXXXX XXXXXXXXXX XXXXXXXXXXXXX XXXXXXXX BBBBBBBBBBBBB BBBBBBBBBBB BBBBBBBBBBB BBBBBBBBBBUU BBBBUUUUUUUUUUUU UUUUUUUUUUU UUUUUUUUUU UUUUUUUUUUUUFFFFFFF UUFFFFFFFFFFFF FFFFFFFFFF FFFFFFFFFFFFF FFFFFFFSSSSSSSS SSSSSSSSSSSSS SSSSSSSSS SSSSSSSSSSSS SSSSSSS UUUUUUUPPPPPPPXX UUUUUUUUUUUUUUPPPPPPPPPPXXXXXXXXXXXXFFFFFFFFFFSSSSSSS UUUUUUUPPPPPPPPPPPXXXXXXXXXXFFFFFFFFFFFSSSSSSSSSSSMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOF UUUUUUUUUUUUUUPPPPPPPPPPPPXXXXXXXXXXXFFFFFFFFFFFFSSSSSSSSSSMJOFMJOFMJOFMJOFMJOFMJOFMJOF UUUUUUUPPPPPPPPPXXXXXXXXXXXXXFFFFFFFFFSSSSSSSSSSSSSMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFEEEEEEEEEEEEEE XFFFFFFFSSSSSSSSMJOFMJOFMJOFMJOFMJOFMJOFMJOFMJOFEEEEEEE SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!OOOOOOOOOOOOOO/F/S//F/S//F/S//F/S//F/S//F/S//F/S/ MJOFMJOFMJOFMJOFMJOFMJOFEEEEEEEEEEEEEE SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!OOOOOOOOOOOOOOOOOOOOOOOOOOOO/F/S//F/S//F/S//F/S//F/S//F/S//F/S //F/S//F/S//F/S//F/S//F/S//F/S//F/S/ EEEEEEE SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!OOOOOOOOOOOOOO/F/S//F/S//F/S//F/S//F/S//F/S//F/S/ EEEEEEE SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!OOOOOOOOOOOOOOOOOOOOOOOOOOOO/F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S/ /F/S/ SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!OOOOOOOOOOOOOO/F/S//F/S//F/S//F/S//F/S//F/S//F/S/ BBBBBBBBB BBBBBBBBBBBB TTTTTTTBBBBBBBBBB TTTTTTTBBBBBBBBBBB TTTTTTTTTTTTTTBBBBBBB TTTTTTTTTTTTTT TTTTTTT UUUUUUUPPPPP UUUUUUUPPPPPPPPP UUUUUUUUUUUUUUPPPPPPPPPPPPP FFFFFFFUUUUUUUUUUUUUUPPPPPPPP FFFFFFFFFFFFFFUUUUUUUFFFFFFFPPPPPPPPPPPPPP SSSSSSSSSSSSSSSSSSSSSSSSSSOH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/FFFFF FFFFFFFFFEEEEEEEEEEEEEEHHHHHHHHHHHHHHFFFFFFFXXXXXXXBBBBBBBSSSSSSS SSSSSSSSSSSSSOH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/FFFFFFFFFFFFFFFFFFFFFFFFFFFFEEEEEEEEHHHHHHHFFFFFFFFFFFFFFXXXXXXXXXXXXXXBBBBBBBSSSSSSSFFFFFFFFFFFFFFFFF FFFFFFFFFMMMMMMMMMMMMMMJJJJJOJJOOOOOOFFFFFFF SSSSSSSSSSSSSSSSSSSSSSSSSSOH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/FFFFF FFFFFFFFFEEEEEEEEEEEEEHHHHHHHHHHHHHHFFFFFFFFFFFFFFXXXXXXXBBBBBBBBBBBBBBSSSSSSSSSSSSSSFFFFFFFFFFFFFFFFFFFFFFFFMMMMMMMJJJJJJJJJJOJJJJOOOOOOOOOOOOOFFFFFFFFFFFFFF SSSSSSSSSSSSSSSSSSSSSSSSSSOH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/OH/!2!T/F/S/UUUUU UUFFFFFFFFFFFFFFEEEEEEEEEEEEEEHHHHHHHFFFFFFFXXXXXXXXXXXXXXBBBBBBBBBBBBBBSSSSSSSFFFFFFFFFFFFFFFMMMMMMMMMMMMMMJJJJJJJJJJOJJJOOOOOOOOOOOOFFFFFFFSSSSSSS YYYYYYYUUUUUUUHHHHHHHFFFFFFFXXXXXXXBBBBBBBSSSSSSSSSSSSSSFFFFFFFFFFFFFFFFFFFFFFFFFFMMMMMMMJJJJJOJJJOOOOOOOFFFFFFFFFFFFFFSSSSSSSSSS YYYYYYYYYYYYYYUUUUUUUUUUUUUUMMMMMMMJJJJJOJJOOOOOOFFFFFFFSSSSSSSSSSS YYYYYYYUUUUUUUSSSSSSSSSSS YYYYYYYYYYYYYYUUUUUUUUUUUUUUSSSSSSSSSS YYYYYYY IIIIIIIIIIIIII QQQQQQQIIIIIII QQQQQQQIIIIIIIIIIIIII QQQQQQQQQQQQQQIIIIIII QQQQQQQIIIIIIIZZZZZZZ QQQQQQQQQQQQQQZZZZZZZ PPPPPPPZZZZZZZZZZZZZZ SSSSSSSPPPPPPPZZZZZZZ SSSSSSSPPPPPPPPPPPPPPZZZZZZZZZZZZZZ SSSSSSSSSSSSSSPPPPPPP SSSSSSSSSSSSSSPPPPPPPPPPPPPP SSSSSSS EEEEEEE NNNNNNNEEEEEEEEEEEEEE FFFFFFFFFFFFFFNNNNNNNEEEEEEE FFFFFFFNNNNNNNNNNNNNNEEEEEEEEEEEEEE FFFFFFFFFFFFFFNNNNNNNEEEEEEE FFFFFFFNNNNNNNNNNNNNN FFFFFFF TTTTTTTTVVVVVVV TTTTTTTTTTTTTBBBBBBBBBBBBBBVVVVVVVVVVVVVV TTTTTTTTTTTTTTTTTTTTTTTTTTTTBBBBBBBBBBBBBBBBBBBBBBBBBBBBVVVVVVV TTTTTTTTTTTTTTBBBBBBBBBBBBBBVVVVVVVVVVVVVV TTTTTTTTTTTTTTBBBBBBBBBBBBBBBBBBBBBBBBBBBBVVVVVVV BBBBBBBBBBBBBB TTTTTTTTTTTTTTTTTTTTTTTTTTTT TTTTTTTTTTTTTTTTTTTTTTTTTTTT TTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTPPPPPPPPPPPPPP TTTTTTTTTTTTTTTTTTTTTTTTTTTTPPPPPPPPPPPPPP TTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTT 2222222222222222222222222222 PPPPPPPPPPPPPPPPPPPPPPPPPPPP TTTTTTTTTTTTTT 22222222222222222222222222222222222222222222222222222222 PPPPPPPPPPPPPP XXXXXXXXXXXXXX 2222222222222222222222222222 PPPPPPPPPPPPPPPPPPPPPPPPPPPP XXXXXXX 22222222222222222222222222222222222222222222222222222222 XXXXXXXXXXXXXX 22222222222222222222222222222323232323232323232323232323 XXXXXXX 2323232323232323232323232323 XXXXXXX 232323232323232323232323232323232323232323232323232323232424242424242424242424242424 2323232323232323232323232323232323232323232323232323232324242424242424242424242424242424242424242424242424242424 HHHHHHHHHHHHHH 23232323232323232323232323232424242424242424242424242424 HHHHHHH 242424242424242424242424242424242424242424 HHHHHHHHHHHHHH BBBBBBB 2424242424242425252525252525 HHHHHHH BBBBBBB 2525252525252526262626262626 HHHHHHH BBBBBBBBBBBBBB 252525252525252525252525252526262626262626 BBBBBBB 25252525252525252525252525252626262626262626262626262626 BBBBBBBBBBBBBB 2525252525252526262626262626 SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!TTTTTTTTTTTT/F/S/T/F/S//F/S//F/S//F/S//F/S//F/S/ 2626262626262626262626262626272727272727272727272727272728282828282828 SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!TTTTTTTTTTTT/F/S/T/F/S//F/S//F/S//F/S//F/S//F/S/ 2727272727272728282828282828 SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!TTTTTTTTTTTTTTTTTTTTTT/F/S/T/F/S/T/F/S/T/F/S/T/F/S//F/S//F/S//F/S//F/S// F/S//F/S//F/S//F/S//F/S/ ZZZZZZZZZZZZZZ 2727272727272727272727272727282828282828282828282828282829292929292929 SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!TTTTTTTTTTTT/F/S/T/F/S//F/S//F/S//F/S//F/S//F/S/ ZZZZZZZ 27272727272727272727272727272828282828282828282828282828292929292929292:2:2:2:2:2:2:2:2:2:2:2:2:2:3131333331111111111 SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH/!2!SOH /!2!SOH/!2!SOH/!2!SOH/!2!TTTTTTTTTTTTTTTTTTTTTT/F/S/T/F/S/T/F/S/T/F/S/T/F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S//F/S/ ZZZZZZZZZZZZZZ 2828282828282829292929292929292929292929292:2:2:2:2:2:2:31313131333333333311111111111111111111 ZZZZZZZZZZZZZZ 292929292929292:2:2:2:2:2:2:2:2:2:2:2:2:2:3131333331111111111 29292929292929292929292929292:2:2:2:2:2:2:31313131333333333311111111111111111111 2:2:2:2:2:2:2:31313333311111111113232323232323232323232323232 3232323232323233333333333333 32323232323232323232323232323333333333333333333333333333 323232323232323232323232323233333333333333 3333333333333333333333333333 33333333333333 3434343434343434343434343434 34343434343434 343434343434343434343434343435353535353535 343434343434343535353535353535353535353535 3434343434343435353535353535 3535353535353535353535353535 35353535353535 SeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSee SeeSeeSeeSeeSeeSeeSee SeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSeeSee SeeSeeSeeSeeSeeSeeSee SeeSeeSeeSeeSeeSeeSee IFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOF IFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOF IFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOF IFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOF IFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOFIFMLBB!MJOF Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C" Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C" Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"22222222222222222 Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"2222222222222222222222222222222 222 Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"Schedule "C"222222222222222222323232323232323232323232323 2222222222222222222222222222222222232323232323232424242424242424242424242424 22222222222222222232323232323232323232323232324242424242424 23232323232323242424242424242424242424242425252525252525 232323232323232424242424242424242424242424252525252525252525252525252526262626262626 252525252525252626262626262626262626262626 252525252525252525252525252526262626262626 252525252525252626262626262626262626262626 2626262626262627272727272727 272727272727272727272727272728282828282828 272727272727272828282828282828282828282828 27272727272727272727272727272828282828282829292929292929292929292929292:2:2:2:2:2:2: 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RECOMMENDATION(S): It is recommended that, 1. For the period August 1, 2021 to December 31, 2022, and at a lump sum rent of $1,353.00 (exclusive of taxes), County Council approve the short-term rental of Room 343-A in the County Administration Building, 450 Sunset Drive, St. Thomas, Ontario, to Graham Scott Enns LLP, for the sole purpose of temporary storage space; 2. County Council approve incorporation of the terms and conditions of such short- term rental arrangement into a Memorandum of Understanding prepared by the County Solicitor; and, 3. County Council authorize the Warden and Chief Administrative Officer to execute such Memorandum of Understanding prepared by the County Solicitor. INTRODUCTION: The purpose of this Report is to inform County Council of the request by Graham Scott Enns LLP (“GSE”) to reinstate and continue a short-term rental arrangement forRoom 343-A in the County Administration Building, specifically for the period August 1, 2021 to December 31, 2022, and for the sole purpose of storage, to facilitate continued social distancing amongst its employees through limiting in-office storage within the primary rented space. 58 2 BACKGROUND AND DISCUSSION: GSE is an anchor commercial tenant within the County Administration Building. The current 10-year Lease Agreement commenced on January 1, 2019, and continues until December 31, 2028. GSE seeks to reinstate and continue the arrangement previously approved by County Council for short-term rental of Room 343-A within the County Administration Building. Under the arrangement negotiated and approved by County Council for the period August 1, 2020 through July 31, 2021, GSE utilized Room 343-A for storage of equipment, furnishings, and related business chattels to accommodate social distancing of employees within the office facilities established within the primary rented space. The floor area for Room 343-A is 120 sq. ft. The previous short-term rental arrangement expired on July 31, 2021. GSE has continued to occupy Room 343-A and now seeks to reinstate and continue the said arrangement, retroactively, for the period August 1, 2021 to December 31, 2022. In light of the continued temporary nature of the proposed rental arrangement and in keeping with the approach implemented for the previous Term, the County Solicitor recommends use of a simple Memorandum of Understanding allowing for such increase in rented area under the Lease Agreement rather than a full Lease Amending Agreement. GSE has agreed with the described approach and proposed terms of the requisite Memorandum of Understanding, including a lump sum rent of $1,353.00 (exclusive of taxes), to be paid in full upon execution of the said Memorandum of Understanding. FINANCIAL IMPLICATIONS: Lump sum rent of $1,353.00(exclusive of taxes)to be paid by GSEto Elgin upon execution of the afore-noted Memorandum of Understanding. 59 3 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin Ensuring alignment of Planning for and Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services now and in the future. Exploring different Fostering a healthy ways of addressing environment. Delivering mandated community need. programs and services Enhancing quality of efficiently and Engaging with our place. effectively. community and other stakeholders. Additional Comments: None LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: Against the above Discussion and Analysis, Elgin is in a position to accommodate a request from an anchor tenant for reinstatement and continued short-term rental of storage space to facilitate compliance with COVID-19 social distancing requirements within the existing workplace. 60 4 All of which is Respectfully Submitted Approved for Submission Julie Gonyou Brian Lima, Chief Administrative Officer General Manager – Engineering. Planning, and Enterprise / Deputy CAO Stephen Gibson, County Solicitor 61 1 REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Lindsey Duncan, Tourism Officer DATE: October 19, 2021 SUBJECT: Ride Elgin ProgramCancellation RECOMMENDATIONS: THAT it be noted the Ride Elgin Bike Share Program will not be renewed in the Village of Port Stanley as per Central Elgin’s Council direction at their meeting dated October 12, 2021; and THAT the report be received for information. INTRODUCTION: The Ride Elgin Bike Share Program and supporting Dropbike Agreement will expire on December 31, 2021, and thereafter was automatically set to renew unless a notice of intention to terminate was delivered. Staff at the Municipality of Central Elgin brought forth a discussion and report to Central Elgin Council to seek direction on renewal prior to December 31, 2021 with timing to allow notification toDropbike prior to October 31, 2021. DISCUSSION: OnDecember 10, 2018, the execution of an agreement commenced between Dropbike Inc., the Corporation of the County of Elgin and the Municipality of Central Elgin for the operation of a bike share program in Port Stanley. The Dropbike Agreement included a two-year term, commencing in December, 2018 and contemplated ending as late as December31, 2020. During the summer of 2020, Dropbike was unable to operate due to the COVID-19 Pandemic and the contract was frustrated. The Dropbike Agreement was reworked as a result of the suspension of the operations in 2020. The ‘NewTerm’ for the Dropbike Agreement was effective January 15, 2021 and will expire on December 31, 2021, and thereafter will automatically renew unless a notice of intention to terminate is delivered at least 60 days prior. The Dropbike program consisted of the provision of 20 Smart Dropbike bicycles and installation of 4 customized ‘Ride Elgin’ branded bike racks. The cost to run the program is approximately $36,000/per year, and was jointly funded by Southwestern Public Health, Ontario Southwest Tourism and the Municipality of Central Elgin. 62 2 It should be noted that program renewal would have to be solely jointly funded by the County and the Municipality of Central Elgin only, in the absence of past funding partners no longer available to contribute. Elgin County administered the agreement and program. All revenue generated from the program ($1/bike rental) was entirely kept by Dropbike. Program ridership statistics were as follows: Month 2019 2021 June1180 July 79114 August56127 September4291 Total295332 CONCLUSION: Having considered the financial commitment for the program, Central Elgin Council has provided direction to not renew the Dropbike Program, and therefore staff from the Economic Development and Tourism departmentalso recommend ceasing the program. Approved for Submission All of which is Respectfully Submitted Julie Gonyou Brian Lima, General Manager of Chief Administrative Officer Engineering, Planning, & Enterprise (EPE) / Deputy CAO Lindsey Duncan Tourism Officer 63 CORRESPONDENCE – October 26, 2021 Items forConsideration – (Attached) 1. Ed Roloson, Manager of Capital Projects – Water/Wastewater Operations, Municipality of Bayham requesting letters of support for their Disaster Mitigation and Adaptation Fund (DMAF) application for the restoration of portions of the Port Burwell storm drain network. 64 October 19, 2021 Via email Subject: Municipality of Bayham - Disaster Mitigation And Adaptation Fund (DMAF) - Village of Port Burwell Storm Drains All The council of the Municipality of Bayham has recently directed staff to seek DMAF funding for the reconstruction of portions of the Port Burwell storm drain network. Municipal council remains committed to the replacement of the storm drain network as our 2020 Asset Management Plan (AMP) identifies the infrastructure in a poor condition. The Port Burwell storm drain master plan is broken into eleven phases, two of which have been successfully completed in part with government funding. A successful DMAF application will significantly contribute to the completion of five more phases as identified within the master plan. The five phases are proposed to be completed over a number of years with an estimated construction value of $20.8 million. We all recognizing and appreciate that storm drain infrastructure not only plays a key role in managing the effects of climate change but also contributes to the overall health and well-being of our communities. The Municipality is respectfully requesting letters of support for our funding application. We would ask that support letters be forwarded by no later than November 10/2021. Your continued support is greatly appreciated!! Please do not hesitate to contact me with any questions or concerns. Thanks Ed Roloson CMM III, CRS Manager of Capital Projects – Water/Wastewater Operations Municipality of Bayham P.O Box 160, 56169 Heritage Line Straffordville, ON NOJ 1Y0 519-874-4761 eroloson@bayham.on.ca www.bayham.on.ca 65 CORRESPONDENCE – October 26, 2021 Items forInformation – (Attached) 1. Dianne Wilson, Deputy Clerk, Municipality of Central Elgin with a resolution regarding the Ride Elgin Bikeshare Program – Dropbike. 2. Scott R. Butler, Executive Director, Good Roads Board of Directors with a call for nominations to join the 2022-2023 Good Roads Board of Directors. 3. Larry Martin Chair – Board of Health, and Cynthia St. John, Chief Executive Officer, Southwestern Public Health with a request for an additional levy payment of $1,002,182. 4. SWIFT Monthly Project Update – September 2021. 66 67 Julie Gonyou CAO County of Elgin 450 Sunset Drive, St. Thomas, Ontario N5R 5V1 Good afternoon Julie: Attached is a single PDF containing the call for nominations to join the 2022-2023 Good Roads Board of Directors. Please download the attachment and place it on your next Council agenda for information. Any member of Council or a permanent full-time staff from a Good Roads member municipality or First Nation who is interested in being considered as a candidate for a position on the Board of Directors must complete the attached Nomination Consent form found below and submit it along with a résumé to the attention of Rick Harms, Chair of the Nominating Committee no later than 1700 h Eastern Time on or mailed to Good Roads, 1525 November 19, 2021. Nominations can be emailed to info@ogra.org Cornwall Road, Unit 22, Oakville, Ontario L6J 0B2. The Nominating Committee will meet on November 24, 2021, to recommend a slate of directors to the membership. Questions regarding the nomination process or serving on the Board of Directors can be directed to Scott Butler at scott@ogra.org or 416-564-4319. Sincerely, Scott R. Butler Executive Director c: Rick Harms, Chair, Nominating Committee 68 69 70 71 Pdupcfs!24-!3132 Nt/!Kvmjf!Hpozpv-!Dijfg!Benjojtusbujwf!Pggjdfs Ns/!Kjn!Cvoetdivi-!Ejsfdups-!Gjobodjbm!Tfswjdft Dpvouz!pg!Fmhjo 561!Tvotfu!Esjwf Tu/!Uipnbt-!PO!!!O6S!6W2 Efbs!Kvmjf!boe!Kjn- TXQI!ibt!fodpvoufsfe!tjhojgjdbou!dbti!gmpx!dpodfsot!evf!up!uif!efmbz!jo! sfjncvstfnfou!cz!uif!Njojtusz!pg!Ifbmui!gps!pvs!Dpwje.2:!fyqfoejuvsft!sfmbufe!up!pvs! 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CLOSED MEETING AGENDA October 26, 2021 Staff Reports: 1) Chief Administrative Officer – Municipal Act Section 239 (2)(b) personal matters about an identifiable individual, including municipal or local board employees; (d) labour relations or employee negotiations – Organizational Update (VERBAL). 80 COUNTY OF ELGIN By-Law No. 21-38 “BEING A BY-LAW TO PROVIDE FOR THE OPERATION OF THE ELGIN COUNTY MUSEUM AND TO REPEAL BY-LAW 16-03” WHEREAS pursuant to Section 11(2) of the Municipal Act, 2001, S.O. 2001, c.25, an upper- tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to this section; and WHEREAS said Table authorizes an upper-tier municipality to pass by-laws regulating culture and heritage; and WHEREAS Council did pass By-Law No. 05-44 to provide for the operation of the Elgin County Museum as amended through By-Law No. 09-40, By-Law No. 11-13 and By-Law No. 16-03; and WHEREAS it is deemed necessary and appropriate to further amend by consolidating all By-Laws pertaining to the operation of the Museum; NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin hereby enacts as follows: 1. NAME – The name of the Museum is the “Elgin County Museum”. 2. ASSETS – The lands, buildings, furniture, equipment, goods, chattels, artifacts and objects of any nature whatsoever whether acquired by or donated to the former Elgin County Pioneer Museum and/or the Elgin County Museum, including objects and artifacts held in trust by the Museum under any previous enactments of this by-law, shall be the property of the Corporation of the County of Elgin. Ownership of the artifacts is assigned unto the Corporation of the County of Elgin, its successors, administrators and assigns absolutely. 3. a) STATEMENT OF PURPOSE – The principle objectives of the Museum are two- fold: i) to acquire, document, preserve, display and interpret for the benefit of the public those artifacts donated to, or maintained by, the Museum which relate to the history and development of the geographic County of Elgin in order to encourage public interest in the history of the County; ii) to provide leadership and professional support to museums located within the County of Elgin in the promotion of a heritage network within the County, including documentation of resources, coordination of exhibits, marketing, training and advisory services. MISSION STATEMENT The Elgin County Museum exists to promote Elgin County’s rich historical and agricultural heritage to all Canadians by acquiring, documenting, preserving, exhibiting and interpreting artifacts pertaining to the history of the County of Elgin; and to provide leadership and support to County museums in the promotion of a heritage partnership. b) The Museum shall carry out its statement of purpose and mission through the following activities: ACQUISITION - The Museum is committed to acquiring artifacts pertaining directly to the history of the County of Elgin or its citizens. All acquisitions must meet the terms of clearly defined acquisition policy approved by Elgin County Council. Sufficient space and resources will be devoted to managing all acquisitions in accordance with museum standards and professional practice. 81 – 2 – DOCUMENTATION – The Museum is committed to properly documenting all artifacts in its collection in order to record provenance, transfer of ownership and context of use. Such documentation will include use of instruments such as temporary receipts, deeds of gift and accession registers. PRESERVATION – The Museum is committed to ensuring the long-term preservation of artifacts under its care. Every effort will be made to store artifacts in a suitable repository wherein temperature, relative humidity, lighting and air quality are all controlled according to museum standards as defined by the Canadian Conservation Institute. Adequate security systems will be in place. Staff will furthermore promote the responsible care, handling, conservation and/or reproduction of all artifacts in accordance with preservation policies and procedures. EXHIBITION – The Museum is committed to providing ample space for thematic, permanent and travelling exhibits, which will be made accessible to the general public in a secure environment and within suitable hours. Ample resources will be devoted to producing and providing public access to such exhibits, both on-site and through use of available technology. INTERPRETATION – The Museum is committed to interpretation and educational programs to encourage widespread interest in the history of the County of Elgin. Programs, displays, activities and events will be developed to appeal to groups such as elementary and secondary school students, senior citizens and the public at large. OUTREACH – The Museum is committed to engaging the general public and the museum community in its operations. Outreach activities include advertising, soliciting volunteers, forming partnerships with other County museums, participating in educational opportunities and facilitating professional development. Suitable resources will exist for promoting the Museum and its activities within the community. 4. GOVERNANCE AND STAFFING a) The Museum and its staff shall be governed by Elgin County Council through the Director of Community and Cultural Services (or designate as established by Council) in accordance with the County’s policies and procedures. This includes: authority for recruiting, supervising and evaluating museum staff; establishing the budget and financial administration; facility maintenance; hours of operation; and final approval of all written policy governing operations and defining programs. b) The Museum shall have professional staff with responsibility for the acquisition, documentation, care and custody of all artifacts, outreach services, displays, management of volunteers and publicity pertaining to the Museum’s operations. c) The County shall have an advisory committee, to be called the Elgin County Museum Advisory Committee, which shall be constituted to act in an advisory capacity to County Council and staff on an as needed basis on matters including (but not limited to): i Admission and membership fees; iiIdeas and research on exhibitions; iii Feedback on potential acquisitions; iv Fundraising activities, publicity and special events; v Review of draft policies and procedures; vi Liaison with County museums; vii Liaison with allied organizations such as Women’s Institutes, IODE and Elgin County Tourism Services; viii Establishment and organization of related advocacy groups and friends organizations. 82 – 3 – Representation The Advisory Committee shall be comprised of seven voting members appointed by the Council of the County of Elgin in the following manner: One member of Elgin County Council; Two appointees from Elgin County Women’s Institutes; one from East Elgin and one from West Elgin; One appointee on behalf of the agricultural community in Elgin County; Twoappointees, to be named by Elgin County Council, who are representative of, or employed by, other museums located within the County of Elgin and who will act as liaisons with County museums; One appointee, to be named by Elgin County Council, as an “at large” member who shall be a person interested and knowledgeable about the affairs of the Museum. Any changes to membership shall require the approval of Elgin County Council. The Director of Community and Cultural Services (or designate) and Museum staff shall also attend meetings as non-voting members. Officers The Advisory Committee shall appoint a Chairperson, Vice-Chairperson and Secretary from its members at its first meeting in each year; The Chairperson shall be the presiding officer of the committee. He or she shall arrange for meetings, establish the agenda and preside at all meetings; The Vice-Chairperson shall assume the duties of the Chairperson in his or her absence and shall have when acting so all the authority and responsibility of the Chairperson; The Secretary shall maintain a record of proceedings of the committee, provide notice of meetings, report attendance, disseminate minutes and be generally responsible for the correspondence of the committee. Term of Office The members of the Advisory Committee shall continue in office until their successors are appointed. With the exception of the representative on Elgin County Council, who shall be appointed on an annual basis, members shall be appointed for a term of four years and every effort shall be made for members terms to expire on a “staggered” basis for business continuity purposes. Persons serving on the Advisory Committee shall be eligible for re-appointment, but shall not be eligible for the same position for a period of more than eight (8) continuous years. After an absence of not less than one (1) year such person shall be eligible for re-appointment. In the event that a member is absent from three successive meetings of the Advisory Committee without being excused by resolution of the committee, such member shall be deemed to have resigned from the position and the committee shall forthwith notify such members by certified service mail and proceed to request the appointing body to fill the vacant position on the committee. Rules of Procedure 1. Members shall be recognized by the Chair before speaking; 2. No member shall speak a second time on the same topic until others have had an opportunity to speak to the item; 83 – 4 – 3. The Chair of the committee shall be encouraged to speak last, following the members of the committee; 4. The Chair reserves the right to limit debate after having provided members with sufficient opportunity to speak. Meetings Per Annum The Advisory Committee shall meet no less than two times per calendar year, with an appropriate meeting schedule to be determined by the Chair in consultation with the committee at the beginning of each calendar year. Quorum Quorum shall be a minimum of four voting members. 5. Statement of Ethical Behaviour and Pecuniary Interest – Staff, members of the Advisory Committee and volunteers are obligated to conduct their affairs in accordance with the Employee Code of Ethics as established by Elgin County Council and professional codes of ethics for museum practice. All individuals associated with the Museum shall avoid conflicts of interest, pecuniary or otherwise. If a conflict is declared, individuals shall absent themselves from all discussions on the particular matter. 6. That By-Law No. 05-44 and any and all amendments thereto be hereby repealed. TH READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 26DAY OF OCTOBER, 2021. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 84